Education Abroad Forms

Academic Advising Form for Faculty-Led Programs

This form can also be found inside the Faculty-Led program application. Students participating in Faculty-Led programs must print off this form, complete the required sections and send it via email (or bring a hard copy) to their respective advising center for advisor's signature. Once it is fully completed, students need to re-upload the form into their online program application. 

Academic Advising Form for GOLE-Participation-Approval-Form-pdf.pdf GOLE Programs

This form can also be found inside the GOLE program application. Students participating in Global Online Learning Experience programs must print off this form, complete the required sections and send it via email (or bring a hard copy) to their respective advising center for advisor's signature. Once it is fully completed, students need to re-upload the form into their online program application. 

Undergraduate Steps for Transferring Education Abroad Credits

Why do students need to complete this process before departing?

• You will make the best course selection for your international program after talking to your advisor about your academic goals and degree plan.
• You will understand how the classes you plan to take and the credits you earn will apply towards your major, minor or general university requirements.
• You will have a documented, approved academic plan for your semester abroad.
• If you do not complete this process, you may not receive credits for courses completed and may not be eligible for financial aid.

1. Locate the Undergraduate Transfer Credit Agreement Form (TCA) in your online Texas State Affiliate or Exchange Program online application.
2. Complete TCA form and email it to an Education Abroad staff member:
   • Exchange, Affiliated and Non-affiliated programs to Education Abroad Coordinator: Dr. Oleksandra Sehin (os1024@txstate.edu)
   • Please cc Education Abroad in the e-mail (educationabroad@txstate.edu)
     • It is strongly advised to select more courses than what you intend to take in case of course cancellations or schedule conflicts. Be sure to attach all course descriptions or syllabi (preferably in English), which you can find in university catalogs, websites, etc.
     • You can use the Transfer Equivalency System to see if your host institution is already in TXST database (Search by Transfer Institution), and see what courses were transferred in the past between this institution and TXST. 
     • Obtain as much information as possible about each of the courses you plan to take. It is your responsibility to obtain course descriptions from your prospective host institution.
3. The Education Abroad staff member will review your TCA form and forward it to the Office of Undergraduate Admissions for course evaluation.
   • The Transcript Evaluator may need to contact you if any additional information is needed.
4. The Office of Undergraduate Admissions will send the evaluated TCA form to your Advising Center to determine if the selected courses satisfy degree requirements.
5. Once the Academic Advisor determines if the courses satisfy degree requirements, the form will be emailed to a respective Education Abroad staff member.
6. An Education Abroad staff member will email the evaluated/approved TCA form back to you.
   • If you have questions regarding evaluated/approved TCA, please make an appointment with the academic advisor.
   • This process usually takes about 5-10 business days.
7. At the end of your Education Abroad program, request that your host institution send an official transcript to Texas State Education Abroad:

Texas State University
Education Abroad
601 University Dr.
San Marcos, TX 78666
USA

• Please be aware that some institutions are not prompt in providing official transcripts. It is your responsibility to make sure that the transcript is sent. Texas State cannot request transcripts on your behalf. It is recommended that you request at least two official transcripts, one for Texas State records, and one for your personal files.

1. Education Abroad will deliver your transcript to the Office of the Undergraduate Admissions for processing. Courses and grades will not appear on Texas State transcripts until official transcripts from the study abroad program are received.

Please review the TCA policies here.

After you have completed the first five Steps for Participating in an Education Abroad Program, please schedule a meeting with your graduate advisor or the doctoral program director to discuss how you might best incorporate education abroad plans into your academic program and to review your completed Graduate Transfer Credit Agreement Form. Please follow the instructions below.

Instructions to Transfer Graduate-level Education Abroad Credits

If you do not complete this process, you may not receive credits for courses completed and may not be eligible for financial aid through Texas State University.

A. Schedule an appointment with your graduate advisor or doctoral program director (referred to as “advisor”) to discuss all aspects of how you might best incorporate education abroad plans into your academic program before you start your education abroad application process. Why?

• You will make the best course selection for your international program after talking to your advisor about your academic goals and degree plan.
• You will understand how the classes you plan to take and credits you earn will apply towards your major or minor.
• You will have a documented, approved academic plan for your semester abroad.

 Before your meeting, download the Graduate Transfer Credit Agreement Form (TCA) and take the following steps:

Graduate Transfer Credit Agreement Form.pdf

• Select more courses than what you really intend to take in case of course cancellations or schedule conflicts. Be sure to attach all course descriptions or English syllabi, which you can find in university catalogs, websites, etc.
• You can use the Transfer Equivalency System to see if your host institution is already in TXST database (Search by Transfer Institution), and see what courses were transfer in the past between this institution and TXST. 
• Obtain as much information as possible about each of the courses you plan to take. It is your responsibility to obtain course descriptions from your prospective host institution.
• Review TCA policies:

Education Abroad Non-Transfer Credit Policies for Graduate Students 

Education Abroad Transfer Credit Policies for Graduate Students 

Bring the TCA, course descriptions, and/or syllabi in English to your meeting with your advisor. Your advisor will verify whether the course(s) you would like to take abroad will be substituted for Texas State course(s) that are listed on your degree audit. Advisors will send this form to The Graduate College for review and approval.

The Graduate College will send the approved TCA form back to you and Education Abroad. You may make changes to the scheduled courses upon arrival at the host institution; however, you will still have to get approval from your advisor and The Graduate College dean. Plan ahead as this process usually takes about 5-10 business days.

B. At the end of your study abroad program, ask your host institution to send an official transcript to Texas State University at the following address: 

The Graduate College
601 University Dr.
San Marcos, TX 78666, USA

C. Please be aware that some institutions are not prompt in providing official transcripts. It is your responsibility to make sure that the transcript is sent. Texas State cannot request transcripts on your behalf. It is recommended that you request at least two official transcripts (at least one in English), one for Texas State records and one for your personal files.

Once the official education abroad transcripts are received, courses and grades will be evaluated by The Graduate College to confirm the courses are the same as listed on your TCA. Once this confirmation has been approved, the courses and grades will appear on the Texas State transcript.

This document must be completed if you are wishing to receive the International Education Fee Scholarship while participating in an internship abroad or are participating in an Independent Study course abroad. 

IEFS: Independent Study/Internship Proposal

Purpose: Students participating in an Education Abroad program must complete this form to confirm enrollment at the host institution.

Background Information: Students receive credits only for the courses approved by Texas State through the Transfer Credit Agreement (TCA) form. Therefore, if students register for the course(s) not previously approved, they must complete a new TCA, submit it to Education Abroad and obtain approvals from Texas State University.

Confirmation of Enrollment

Purpose: Students participating in an Education Abroad program must complete this form to verify academic engagement in at least one course in order to remain eligible for aid awarded (if applicable) during the semester and to be in compliance with education abroad regulations. For more information, please review the Withdrawing and Non-Attendance page on the financial aid website: http://finaid.txstate.edu/undergraduate/withdrawals.html

All students on an affiliated or exchange program must complete this form since students are eligible to apply for federal financial aid at any time throughout the semester.

Background: Per federal regulations, Texas State is required to review students who are awarded federal financial aid but receive all non-passing grades. In such cases, students are considered unofficially withdrawn from the university for financial aid purposes. As a result, a federal withdrawal calculation must be performed to determine the amount of Title IV funds that the student must repay. The only exception is when an institution can document (within 30 days of the end of the semester) that the student was academically engaged after the 60-percent point of the semester. Since the term start and end dates for students on a reciprocal exchange or affiliated program vary by the host institution, it is important for students to complete and return a verification of academic engagement form within 30 days of the end of the term at their host institution. Completion of this form will prevent the student from being unofficially withdrawn. This form is mandatory for all students participating in an affiliated or exchange program. Failure to complete this form by the above due date may negatively impact current or future aid rewards.

Verification of Academic Engagement

Purpose: Students participating in an Education Abroad program must complete this form to verify completion of their program in order to remain eligible for aid awarded (if applicable) during the semester, and to be in compliance with Study Abroad regulations.  

Background: Students participating in an Education Abroad program and (If applicable) receiving financial aid at Texas State University must demonstrate completion of course work abroad. Although a transcript will be required to transfer credits to Texas State, it is common that transcripts are not available by the time they are needed to comply with federal financial aid regulations Thus, students receiving financial aid must submit this form on time. Students who fail to submit this form by the above due date may be required to repay all or a portion of their financial aid.

Verification of Completion