Study Abroad Tips and Tricks

Study Abroad Tips and Tricks

For Arts and Sciences Students Not Participating in a UT Faculty Led Program

Getting Started

  • If you’re interested in a study abroad program, you will want to first run a DARS report (degree audit) through MyUTK to better understand what requirements you have remaining to fulfill.
  • Read the requirement descriptions in the Catalog to help you match potential classes. (ie: what is required for an Arts and Humanities course, etc.)
  • Visit the Programs Abroad website. Click “Start Here” and browse the programs that are offered before attending a drop in session with a Peer Advisor in Programs Abroad to discuss different program types, etc.
  • When selecting a program, consider things like: Do you have a preference for where you want to go, or when you want to go? Are there programs better suited for the types of classes you need/want to take? Are finances a concern and are there programs that are more affordable/work better for you?
  • If you haven’t already, your second stop is a meeting with your academic advisor (and for language students, also your faculty mentor.) This meeting is to discuss your remaining degree requirements and the types of courses you might take abroad. You should have 2-3 possible programs in mind before you meet. This meeting is not to discuss specific course approvals which will happen later through the Request for Transfer Credit Form (below). You should schedule this meeting AS EARLY in the process as possible, and before or after peak advising during the 4-6 weeks leading up to registration for the following semester.
  • Your third stop is meeting with a counselor in Financial Aid and Scholarships to better understand what (if any) financial aid you receive, how that may be impacted by Course Program of Study (CPOS) requirements, what (if any) scholarships can be used to fund your time abroad, and what the logistics of using aid to make payments to a third party company or study abroad provider entail.

Finding a Program and Completing an Application

  • The PAO website, as well as the helpful staff at the PAO, can assist you in finding a program that meets your needs and in applying to that program.
  • Once you are accepted by UTK to participate in a study abroad program AND you have committed to that program, the Request for TransferCredit Form will be made available to you.

Completing the Request for Transfer Credit Form (RTCF)

This is a critical part of the course approval process for students. Please note that this process can take 8-10 weeks to complete and should be started ASAP in the process. *Add up to 3-4 weeks additionally if you are seeking approval of Gen Ed or Vol Core Requirements. Delays in this process can possibly delay aid.

  1. Complete EACH portion of the form, including the name of the institution you will attend abroad, and in the comments box be sure to outline how many credits/classes you plan to take and anything else we should know when reviewing your form for degree applicable coursework.
    • For every class listed, be sure to indicate which type of degree requirement you are hoping to fulfill. (ie: Arts and Humanities, or Global Challenges, Psychology major course etc.) Please note that for any Gen Ed/Vol Core requirements, you will be asked to complete a petition (pdf) including a rationale for why you believe the course fulfils the course objectives listed for each category in the catalog, before each course can be sent to the Vol Core committee for review. This can add a few weeks to the process.
    • Also make sure to translate the course descriptions or syllabi to English prior to submitting. (Google Translate is an easy tool to help with this.)
  2. List all the courses you would consider taking at the host institution and upload syllabi for each course. (Be sure to list 2-3 course options for each requirement you hope to fulfill.)
  3. Upload a copy of your most recent DARS report and make sure to expand all sections.
  4. The RTCF will be routed to the office of the Registrar who will determine if your courses will transfer as Upper Division (UD) or Lower Division (LD) and the UTK credit hours per course.
  5. Next, your RTCF and course descriptions/syllabi will go to the department(s) of your major and/or minor for prior approval of courses specifically for the major or minor. Please note you must be declared in any major/minor you have courses reviewed for.
  6. Next, your RTCF and course descriptions or syllabi will come back to A&S Advising Services to be reviewed for A&S college requirements, like non-US history, etc, as well as to enter any Gen Ed/Vol Core decisions.
  7. Once this step is completed, a copy of the RTCF will be uploaded to Vol Academic Connect with the notes included on the form and a copy will be emailed to you and your academic advisor with further instructions.
  8. The RTCF will then be sent to the Office of Financial Aid, who will review the form to ensure you have at least 12 hours of degree applicable coursework PRIOR to releasing any financial aid you are eligible for. [For students who receive State or Federal aid and must adhere to Course Program of Study (CPOS) guidelines.] Students who have less than 12 hours of degree applicable coursework will receive a pro-rated amount of aid based on the number of hours that are degree applicable.
  9. The RTCF will come back to you where you will need to read and sign a Study Abroad Financial Aid Certification Form, agreeing to the requirements of financial aid for your study abroad program. The form will not be processed to completion until you complete this step.
  10. The Programs Abroad office will be the final signature on this form and will upload the completed document to your Vols Abroad Portal.

While Abroad

  • Be sure to notify Kristin Tocci, ktocci@utk.edu ASAP if you end up registering for a course that was NOT on your RTCF (as this may impact your financial aid)
  • Retain all information regarding your courses (essays, tests, syllabi, emails from professors) in case this is needed later.
  • Maintain contact with your UTK academic advisor to complete your next semester advising appointment (if required) and to expedite registration for a future term.

Upon Return

  • Your transcript from your host institution should be sent to Programs Abroad following the completion of your program. However, please note that it can take 1-2 semesters for your transcript to be sent to UTK and processed, and that there is a chance this could delay graduation if studying abroad your senior year.
  • Because the work was completed at an international institution, it may be several weeks before the work is officially entered into your academic history, once the transcript is received.
  • You should receive an email once PAO has received your transcripts, but it is important to also monitor your academic history in Self Service Banner often, as once the coursework has appeared on your transcript, you will need to email your academic advisor to let them know you are ready to complete the process necessary to have your overseas coursework encoded into your DARS report. Please note this process involves writing petitions and can take multiple weeks, and will not happen automatically. It is your responsibility to start this process.
  • Approved courses on the Request for Transfer Credit Form do not need additional approval once travel is complete; however, you will need to submit the syllabus for any course(s) you took that was not already on the form or previously evaluated while you were abroad.