Protocol Describing Graduate Student Participation in Study Abroad

I. Introduction

Consistent with the University's strategic plan, graduate students have the opportunity to study abroad in approved Purdue programs. To facilitate this, protocols have been developed which have included the Office of the Dean of International Programs (IP), the Office of Programs for Study Abroad (SA), the Office of International Students and Scholars (ISS), and The Graduate School. This document is a working draft describing the protocols.

II. Incoming graduate students enter Purdue in one of two ways
  1. Participants in an established student exchange agreement

    Below are the steps for Incoming international graduate exchange students through an established student exchange agreement, click on a step for complete details.

    1. The inter-institutional exchange agreement is formed.

      An agreement must be in place indicating that graduate students are allowed to participate. At Purdue, this can be through the following formats:

      1. Memorandum of Understanding (MOU), through the Office of the Dean of International Programs (IP).

      2. Student Exchange Agreement, through the Office of Programs for Study Abroad (SA), including an academic approval by the Office of the Dean of The Graduate School.

      3. NOTE: In cases where individual schools, colleges, departments or programs have had their own exchange arrangement not in conjunction with any of the above, these will be administered through the Study Abroad Office.

    2. The overseas institution selects candidate for exchange to Purdue.

      The international partner institution's coordinator utilizes a Purdue exchange student application (i.e. now combined for graduate and undergraduate students) by either printing the forms (e.g. application, housing, course pre-registration) or having the candidate type directly on the .pdf-file online. These are to be submitted by the respective application deadlines of Study Abroad. See Exchange Application.

    3. The international graduate exchange student application arrives for processing.

      If the exchange balance permits receiving the candidate, the graduate exchange student application arrives to the Office of Programs for Study Abroad at which point the candidate's file is prepared.

      A completed file includes:

      • original academic record
      • proof of financial support through original documentation
      • passport identification page (photocopy) showing full legal name
      • TOEFL requirements (per instruction sheet)
      • clear evidence that a Purdue faculty member has agreed to serve in the role of mentor during the time of the exchange (e.g. copies of correspondence with Purdue faculty mentor to accompany application)
      • all other necessary components (e.g. housing application and deposit) as currently stated on the application form and instructions (see Exchange Application Instructions )
      • NOTE: Students will be expected to use the J-1 student non-immigrant category to enter the United States

      • NOTE: Students must participate in a program three weeks or longer in duration per J-1 student regulations.

    4. Graduate exchange student candidate files are processed by The Graduate School.

      1. The Study Abroad Office shall provide a file of necessary contents (i.e. original application, original academic records (including English translation where necessary), and communication from the Purdue advising mentor/professor to The Graduate School's coordinator of admissions. Photocopied documents of the above three types will be kept in the student's permanent file, and SA staff shall stamp "copy of original" or "viewed original" (with date and signature/initials) on the duplicate materials.

      2. The Graduate School will enter the information into the Graduate Student database. (Note: This serves to eliminate a duplicate application from being completed by the applicant, since The Graduate School will receive a data printout within one working day to serve as its necessary original record.)

      3. The Graduate School will secure the proper departmental/program signature required for admission as an "International Special" student.

      4. The Graduate School will admit study abroad "International Special" students "the day before", thereby preventing an email notice of admission from being issued automatically by The Graduate School (which could inadvertently confuse the exchange student).

      5. The Graduate School will notify SA when the student has been admitted and assigned a Purdue University ID number.

    5. The complete file is sent by Study Abroad to the Office of International Students and Scholars (ISS).

      1. After The Graduate School admits the student, the Study Abroad Office will send the complete file to ISS for processing of visa documents

      2. The ISS Office prepares visa documentation and notifies SA when the documents are available for pick-up.

    6. SA notifies candidate and Purdue on-campus entities.

      1. Send student an acceptance packet.

      2. The Office of Programs for Study Abroad will provide the names of all exchange students to the Office of the Bursar, resulting in tuition and all fees being waived. (Note: The student is still required to register and sign their Bursar bill by the Bursar's stated deadlines or face being penalized with a late fee.)

    7. The Purdue academic department hosting the graduate exchange student initiates contact

      1. information about registration procedures specific to the department

      2. information on desk and office space (if applicable)

      3. other departmental preparations

      4. NOTE: International Special Students may not hold assistantships. For exchange students to obtain on-campus employment authorization both the student and the prospective employer on campus need to first consult the Office of International Students and Scholars.

    8. The student arrives to campus by the stated dates.

      1. The student will check-in with ISS, meet with his/her academic advisor, and deal with other student service issues as necessary. Students are ultimately accountable to stay in compliance with requirements of their visa status per the direction of ISS.

      2. The student must register for classes (i.e. if he/she has not pre-registered) with the graduate advisor of the host department by the given deadlines.

      3. The student is expected to sign his/her bursar bill (verifying no fee) within the stated deadline or be accountable to the standard late registration fee.

      4. If for any reason the student will arrive later than the start date, they must secure permission from the Office of Programs for Study Abroad via a request for an exception. Study Abroad will, in turn, work with both the department and ISS to see if this is feasible.

  2. Participants of special programs organized by individual academic units

    Purdue process of receiving graduate students into special (non-exchange) programs organized by individual departments or units.

    Any international students who are visiting Purdue as part of a program featured by an individual department, School, College or unit at Purdue (but who are not part of a formal inter-university student exchange agreement) must work with Marcus Hammack, Senior Immigration Counselor, (765) 494-5770 of the Purdue Office of International Students and Scholars.

    [NOTE: For more details about approving a short-term program for international students which is not part of an exchange program, contact the Office of the Dean of International Programs]

III. Outgoing graduate students from Purdue study abroad in the following ways
  1. Inter-institutional student exchange programs

    Below are the steps for outgoing graduate students through an established student exchange agreement, click on a step for complete details.

    1. The inter-institutional exchange agreement

      The student exchange agreement must be in place in advance, indicating that graduate students are allowed to participate in the program. At Purdue, this is done in the following way:

      1. A memorandum of Understanding (MOU) is formed, through the Office of the Dean of International Programs (IP).

      2. A student Exchange Agreement is formed, through the Office of Programs for Study Abroad (SA), including signed Academic Approval by the Office of the Dean of The Graduate School.

        NOTE: In cases where there is an existing student exchange relationship in the absence of an inter-institutional MOU, the MOU is still required by the Office of the Dean of International Programs.

      3. NOTE: In cases where individual Purdue schools, colleges, departments, or programs have had their own exchange arrangement not in conjunction with any of the above, these will now be administered through the Study Abroad Office.

      4. NOTE: For exchange partnerships embarking on an Graduate Teaching Assistantship Exchanges, an additional Activity Agreement will need to be drafted by IP, specifically stating that as a requirement of the program, students will teach at the host university. This will avoid any employment issues.

    2. Application for Study Abroad

      The student submits an online application. Applications from undergraduate and graduate students are processed on a rolling basis.

    3. The Study Abroad Schedule Deputy will establish a 500-level course number for a given exchange program when the first graduate student applies to that program.

    4. Graduate students will work with their Purdue advisors before departure to determine their plans of study and what Purdue credit will be earned during their study abroad experience.

    5. Students will register for the Study Abroad ("SA") course number at Purdue.

      The student must be registered full-time at Purdue for their study abroad activity. (For example, if applying to be an exchange student to the Consortium of Alsatian Universities, an undergraduate would register for SA-178 whereas a graduate exchange student would register for SA-502.)

      The SA Number is a placeholder; the student is registered for that number only for the period of international study. Upon completion of the program, the SA number will be converted to departmental course numbers carrying the appropriate number of credit hours.

      The SA number is linked to particular program information (e.g. the "cost sheet") which informs the following offices at Purdue:

      1. Office of the Registrar (to indicate full-time current registration status)
      2. Division of Financial Aid (to know program costs associated with the program)
      3. Office of the Bursar (to assess full-time tuition and fees)
    6. Outgoing graduate exchange students will be responsible for paying the full-time tuition and fees through an acceptable option in the normal billing cycle.

      1. Bill components

        1. Tuition for a semester exchange: full-time tuition (per university official rates), see Bursar's Office.

        2. Tuition for a summer exchange (with participating partner universities, counting as 0.5 semester), see Bursar's Office.

        3. Insurance (monthly fee, per Purdue Risk Management): Supplemental international health insurance is required by Purdue University for students involved in any university activity outside the geographic borders of the United States. This fee will be included in the student's bill generated by the Office of the Bursar, as provided in the cost sheet by the Office of Programs for Study Abroad.

          NOTE: No other fees are billed through Purdue. As an exchange program there is no additional program fee. All other expenses are borne by the student (e.g. transportation, housing, food, visa materials, passport, books, supplies, incidentals etc.).

      2. Bill payment options:

        1. Tuition remission chosen by the student's home department due to the student being enrolled full-time and holding a Graduate Staff Appointment during the period of which they will be an exchange student (with insurance and all other expenses being the responsibility of the student)

          Purdue students participating in a Graduate Teaching Assistantship Exchange, the home department will pay the normal TA salary. As a benefit of employment, the student’s tuition and fees will be remitted up to the normal amount through the normal process (i.e. with the registration process being the responsibility of the department). The international student will pay tuition at his/her university, be paid as an instructor by his/her university, and take classes and teach at Purdue.

          The Study Abroad Office will designate an Exchange Coordinator for the university exchange program as a whole. This person will handle essential aspects of the student exchanges, including assisting in the students’ applications process and checking that students have adequate health insurance. She will provide details to partner institutions regarding university course lists and timetables, application processes, billing, tuition waivers, and other general information.

          The academic unit creating the Graduate Teaching Assistantship Exchange will identify a project coordinator. The departmental Project Coordinator will be responsible for, among other things, balance in the exchanges. More importantly, the Project Coordinator will see that Purdue degree-seeking students maintain appropriate registration status including billing information. Note: should the exchange go out of balance, the Exchange Coordinator may have to suspend program operation until the balance is rectified. Per the terms of the agreement this may occur as early as the second year if no outgoing Purdue students participate.

        2. All expenses, including full-time tuition per university fee schedule, billed to student

          NOTE: It is not an option that either The Graduate School or International Programs will incur any financial obligation associated with graduate student exchange.

    7. Prior to departure to the study site, the student, with the assistance of an advisor or research supervisor, will be responsible for making arrangements for the transfer of credits and grades for the academic work completed abroad.

      1. If the graduate student intends to complete independent research, the student and the advisor or research supervisor need to clarify before departure the nature of the independent academic work, how it will be evaluated and how it will appear on the Purdue transcript after completion of the study abroad experience. The student’s advisor/research supervisor needs to submit a letter explaining the above to the Purdue Study Abroad Office before departure.

      2. If the graduate student intends to matriculate at the partner university and complete course work there, the student needs to work with her/his advisor to submit to the Purdue Study Abroad Office a Course Approval Form before departure. This form lists the courses the student intends to complete at the partner university, how those courses will transfer to a Purdue academic record and the approval signature of the advisor. Furthermore, the student is required to communicate with the advisor and the Study Abroad Office any changes that may be necessary after the student arrives and registers at the partner university.

    8. At the end of the study abroad experience but before returning to the Purdue campus, the student will be responsible for making sure that any assessment document (official transcript, letter from an academic department) will be sent to Purdue University Study Abroad Office.

    9. As soon as the assessment document arrives at the Purdue Study Abroad Office, the information will be compared to the Course Approval Form on file. If the information is complete, the Purdue course numbers, credit hours and grades will be sent to the Office of the Registrar for posting to the student’s academic record. If there are differences between the course information on file and what appears on the transcript form the partner university, the student will need to provide information about the courses to the advisor so that transfer information can be provided by the advisor to the Study Abroad Office.

  2. Non-Exchange Study Abroad programs for graduate students organized by individual departments or academic units

    Graduate student participates in a program organized by individual departments specifically for graduate students

    1. The program approval document is completed.

      This must be in place in advance, indicating that the program is approved by the department and The Graduate School. Faculty should consult the Office of Programs for Study Abroad to clarify university expectations surrounding departmental programs (e.g. budget, insurance, orientation, and other timetables). See Departmental Study Abroad Programs.

    2. The Study Abroad Schedule Deputy will establish a 500-level course number for the program.

    3. The Purdue student will submit a study abroad application online through the Office of Programs for Study Abroad.

    4. Graduate students will consult with their Purdue advisors before departure to determine their plans of study and what Purdue credit will be earned during their study abroad experience. In most cases, departmental study abroad programs are set programs of study for one course.

    5. Students will register for the Study Abroad ("SA") course number at Purdue through their advisors.

      The SA Number is a placeholder; the student is registered for that number only for the period of international study. Upon completion of the program, the SA number will be converted to departmental course numbers carrying the appropriate number of credit hours. The SA number is linked to particular program information (e.g. the "cost sheet") which informs the following offices at Purdue:

      1. Office of the Registrar (to indicate full-time current registration status)
      2. Division of Financial Aid (to know program costs associated with the program)
      3. Office of the Bursar (to assess full-time tuition and fees)
    6. Students will be responsible for paying the resultant program fees via the normal billing cycle.

      1. Bill components:

        1. Study abroad fee

          1. summer sessions: study abroad fee in lieu of tuition, see Bursar's Office.

          2. short programs within the fall or spring semester such as spring break and winter break: there is no additional fee for students who are enrolled in full-time status.

        2. Insurance (monthly fee, per Purdue Risk Management): Supplemental international health insurance is required by Purdue University for students involved in any university activity outside the geographic borders of the United States.

        3. Program fee: Most programs originating within departments will have an additional program fee to cover the costs associated with the program. In order to assess this fee, the program administrator, in conjunction with the departmental business office, must get a rate request approved.

      2. Bill payment procedure:

        The bill will be issued by the Office of the Bursar in the regular billing cycle. The bill is to be paid by the student. Any financial support offered by the department is an independent matter internal to the department. (It should be noted that because no tuition is assessed for departmental study abroad programs, tuition remission is not a possibility.)

      3. Additional costs

        1. Flight: paid by student unless part of the program fee
        2. Housing: Unless part of program fee, paid by student
        3. Food: Unless part of program fee, paid by student
        4. Visa: As necessary, paid by the student
        5. Books and supplies: Paid independently by the student
        6. Travel documents including passport: Paid independently by the student

  3. Non-Exchange Study Abroad programs administered by the Office of Programs for Study Abroad

    Participants in departmental programs originally designed for undergraduates or programs administered by the Office of Programs for Study Abroad

    1. The program leader must arrange for a graduate-level curriculum for all graduate students and provide details of this curriculum to the Study Abroad Schedule Deputy.

    2. The Study Abroad Schedule Deputy will establish a 500-level course number for the program.

    3. The Purdue student will submit a study abroad application online through the Office of Programs for Study Abroad.

    4. Graduate students will consult with their Purdue advisors before departure to determine their plans of study and what Purdue credit will be earned during their study abroad experience. In most cases departmental study abroad programs are set programs of study for one course.

    5. Students will register for the Study Abroad ("SA") course number at Purdue through their advisors.

      The SA Number is a placeholder; the student is registered for that number only for the period of international study. Upon completion of the program, the SA number will be converted to departmental course number(s) carrying the appropriate number of credit hours. The SA number is linked to particular program information (e.g. the "cost sheet") which informs the following offices at Purdue:

      1. Office of the Registrar (to indicate full-time current registration status)
      2. Division of Financial Aid (to know program costs associated with the program)
      3. Office of the Bursar (to assess full-time tuition and fees)
    6. Students will be responsible for paying the resultant fees via the normal billing cycle.

      1. Bill components:

        1. Study abroad fee

          1. summer sessions: study abroad fee in lieu of tuition see Bursar's Office.

          2. short programs within the fall or spring semester such as spring break and winter break: there is no additional fee for students who are enrolled in full-time status.

        2. Insurance (monthly fee, per Purdue Risk Management): Supplemental international health insurance is required by Purdue University for students involved in any university activity outside the geographic borders of the United States.

        3. Program fee: Most programs originating within departments will have an additional program fee to cover the costs associated with the program. In order to assess this fee, the program administrator, in conjunction with the departmental business office, must get a rate request approved.

      2. Bill payment procedure: The bill will be issued by the Office of the Bursar in the regular billing cycle. The bill is to be paid by the student. Any financial support offered by the department is an independent matter internal to the department. (It should be noted that because no tuition is assessed for departmental study abroad programs, tuition remission is not a possibility.)

      3. Additional costs

        1. Flight: paid by student unless part of the program fee
        2. Housing: Unless part of program fee, paid by student
        3. Food: Unless part of program fee, paid by student
        4. Visa: As necessary, paid by the student
        5. Books and supplies: Paid independently by the student
        6. Travel documents including passport: Paid independently by the student

  4. Co-sponsored study abroad programs administered by Purdue Study Abroad

    Participants studying abroad on a co-sponsored study abroad program

    1. The program must be approved. The program provider must have an existing agreement with Purdue. (For questions surrounding the agreement, the administrative approval form, or the departmental approval form, please contact the Office of Programs for Study Abroad.)

    2. The Study Abroad Schedule Deputy will establish a 500-level course number for a given program when the first graduate student applies to that program.

    3. The Purdue student will submit a study abroad application online through the Office of Programs for Study Abroad.

    4. Graduate students will consult with their Purdue advisors before departure to determine their plans of study and what Purdue credit will be earned during their study abroad experience.

    5. Students will register for the Study Abroad ("SA") course number at Purdue through their advisors.

      The SA Number is a placeholder; the student is registered for that number only for the period of international study. Upon completion of the program, the SA number will be converted to departmental course number(s) carrying the appropriate number of credit hours. The SA number is linked to particular program information (e.g. the "cost sheet") which informs the following offices at Purdue:

      1. Office of the Registrar (to indicate full-time current registration status)
      2. Division of Financial Aid (to know program costs associated with the program)
      3. Office of the Bursar (to assess full-time tuition and fees)
    6. Students will be responsible for paying the resultant fees via the normal billing cycle.

      1. Bill components:

        1. Study abroad fee in lieu of tuition see Bursar's Office.

        2. Insurance (monthly fee, per Purdue Risk Management): Supplemental international health insurance is required by Purdue University for students involved in any university activity outside the geographic borders of the United States unless provided by the program provider as part of the program fee.

        3. Program fee assessed by the program provider (e.g. CIU/CIMBA)

      2. Bill payment procedure: The bill will be issued by the Office of the Bursar in the regular billing cycle. The bill is to be paid by the student. Any financial support offered by the department is an independent matter internal to the department. (It should be noted that because no tuition is assessed for departmental study abroad programs, tuition remission is not a possibility.)

      3. Additional costs

        1. Flight: paid by student unless part of the program fee
        2. Housing: Unless part of program fee, paid by student
        3. Food: Unless part of program fee, paid by student
        4. Visa: As necessary, paid by the student
        5. Books and supplies: Paid independently by the student
        6. Travel documents including passport: Paid independently by the student

  5. Participants going abroad individually via linkages with a Purdue mentor/professor

    Participants going abroad individually via linkages with Purdue mentor/professor

    In some cases, a graduate student holding a Research Assistantship will be selected by her/his advisor to complete part of his or her research under the supervision of an international overseas colleague at an international overseas institution. If this is (i) not being counted toward an inter-university student exchange agreement, and (ii) if Purdue is not charging a program fee (but is only assessing an insurance fee), then this can be accomplished in the following way.

    1. The student will complete the "change of duty station" form. This is done at the departmental level through the normal mechanism.

    2. The sponsoring department will contact the Associate Dean of The Graduate School regarding this activity.

    3. The Graduate School will contact the Study Abroad Office about assigning a particular "SA" number for this specific activity for which the student will register. The use of subscripts will be utilized to differentiate between the numbers.

    4. The Study Abroad Office Schedule Deputy will assign the "SA" number.

    5. The student registers for the program through a two-part process:

      1. The student provides information to Study Abroad in order to be entered into the study abroad enrollment database (e.g. name, ID, name of program, country etc.).

      2. The student registers for the given "SA" number.

    6. The student will be responsible for paying the resultant fees via the normal billing cycle. Other fees are not billed through Purdue and are borne by the student (e.g. transportation, housing, food, visa materials, passport, books, supplies, incidentals etc.).

      NOTE: It is not an acceptable option that either The Graduate School or International Programs will incur any financial obligation associated with graduate student exchange.

IV. More Information

These procedures have been developed in collaboration with The Graduate School and with the Office of International Students and Scholars. For more information please contact Brian Harley, Director of Programs for Study Abroad.