FAQs

Terrific to hear! Planning ahead is a great way to stay on track with graduation, which includes planning out which classes you plan on taking leading up to your time studying away. Keep in mind that program deadlines are usually the semester before studying away, and you want to get started on the planning and application process the semester BEFORE the application deadlines, which means ideally, students will get started a year in advance. Make sure to keep the study away advisor updated on your plans and timeline!

In the meantime, there are two things you can do to help prepare:

1. Make Your Academic Plan

If you know where you are going to study away, then you can view the classes you likely have access to there. If you plan on taking major requirements while studying away, you can focus on taking GE and pre-requisite classes at SSU in the meantime. If your major is not available at the study away location, then you can optimize semesters in the meantime by taking major classes at SSU, and then planning out the GE, minor, and/or elective classes you will take while studying away. Keep in mind, there are some classes that can be more difficult to find when studying abroad, or they are not always appropriate for exchange students to take. Below is a list of classes you should plan on taking at SSU either before you study abroad or when you return to SSU. (A benefit of NSE is that pretty much ALL classes are available!)

• Critical Race Studies/Ethnic Studies/GE Area F
• CA Government/US Constitution graduation requirement (POLS 200)
• GE Area E (Lifelong Learning)
• US History
• GE Area B1, B2, and upper-division B for non-science majors

You can only take upper-division GE on study away programs that count as in-residence, which are CSU IP, NSE, and SSU Exchange. If you are participating in a different program, you should plan on taking your upper-division GE classes at SSU. 

2. Save Money!

Start making your financial plan regarding studying away, and start saving so you have more money to spend on personal travel and experiences. You can also find scholarships and grants that you can apply for. You can find tips and a list of scholarships available on our Financing Study Away webpage. 

Yes! You can participate in a study away program for your final year/semester. However, it may delay your official graduation. To officially award your degree, we need official transcripts and for your ARR to be all green. It can take several months (approximately 4–6 months) for an international institution to send official transcripts and for SSU to process them, and it can take longer if they need to go through a study abroad program office (CSU International Programs, USAC, etc.). How long this process can take will depend on location and program, so be sure to talk with the study away advisor if you plan to study away your final year/semester to discuss how long this could delay your graduation as well as other factors to consider.

EVERYONE can participate in Study Away!

A benefit of the National Student Exchange (NSE) program and studying in another state is that you do not need a passport, and you won’t cross country borders, so Dreamers and undocumented students can participate as well! However, make sure you have the valid documentation required for domestic travel, including a REAL ID.

For international study abroad, students with a Green Card or Permanent Residency can participate without any additional approval. DREAMERs can also study internationally by applying for Advanced Parole in consultation with their attorney.

International students can also take part in study-away programs. Depending on the program, participation may affect international students' tuition and fee rates. Information on which NSE schools accept international students can be found on their website.

If you are planning to study abroad in another country, and you are neither a U.S. citizen nor hold a U.S. passport, be sure to investigate the visa procedures of your intended 

Participating in an external program is generally not recommended, particularly during an academic semester. Courses taken on an external program cannot be guaranteed to transfer back, and will be evaluated once the transcripts are received. Courses that do transfer back will count as transfer credit. Students will need to take a leave of absence from SSU, and therefore will also not be able to use any financial aid while participating in an external program.

Yes, of course! It may require additional research when selecting a program/location, planning before departure, and communicating with their advisors. Not all locations are sometimes appropriate for specific physical limitations, and not all international universities provide accommodations that are common in the U.S. This research must be done before selecting a program.

Students are able to study abroad as early as their sophomore year. This means that students may start an application to study away as early as their first semester at SSU. As a first semester college student, applicants do not have a current GPA. For the application, this means you can enter “0.0” until your Fall grades are posted. All application deadlines are after grades are posted, so you will be able to update your GPA to reflect your most recent GPA before the deadline. Make sure to do that!

However, keep in mind that as a first-time freshmen, your application GPA will be based solely on your fall grades, so, use that as motivation to do well!

For those applying to CSU International Programs (CSU IP), if your GPA is a little under the required level, you’ll also need a letter of recommendation just for the CSU IP GPA questionnaire. This extra boost will show you’re set to make the most of your time abroad!

In your application, there’s a GPA Statement section where you get to address the below the requirement GPA. You should be specific about details, such as courses, semesters, or circumstances that impacted your GPA. Do not only explain the circumstances, but also explain why you should be considered for the program despite this deficiency. Include what you have learned and what you do differently now as a student, as well as how you plan to be academically successful while studying away. Plus, share how you’ll reach that minimum GPA before you head out. Our top concern is that you will be successful while you are studying away!

“Save” simply means that you have saved all of your answers in the online system, whereas “Submit” means that you are ready for your application to be reviewed. However, you are still able to go back and make changes after you click SUBMIT until the application is marked as complete and officially submitted on the deadline.

Application deadlines depend on the program to which you are applying. Be sure to check out the program websites for accurate deadline dates. You may see different types of deadlines advertised:

A preferred deadline is a deadline to encourage you to apply by that date. For applying to the National Student Exchange program, you will receive a $25 application fee discount for applying by the preferred deadline.  

A priority deadline indicates that your application will be considered over student applications submitted after that deadline. Submitting your application by the priority deadline gets you the most competitive chance to be accepted to your first choice location. For some highly competitive locations, they may not accept any additional applications after the priority deadline. 

Rolling admissions indicates that applications will be reviewed at the type they are submitted based on space availability, as opposed to at a specific time after a listed deadline. Rolling admissions also means that programs can fill up at any time. 

A final deadline means that no more applications can be received after that date. Though some deadlines are flexible, and even late applications can sometimes be considered, generally, final deadlines are absolute. 

With some programs, we may be able to give an application extension, but be sure to contact your study away advisor BEFORE the deadline to request an extension.

Yes!! Please click “Submit” within each Questionnaire so that the advisor will be able to look over your application with you and make sure it’s all filled out correctly. You will still be able to make edits after clicking submit, up until the deadline.

For your AAA meeting, you need to have completed your online application.

For CSU International Programs, that means all required Questionnaires have been SUBMITTED, your signature documents have been signed digitally, your recommendation has been requested (if not received), and you have submitted any necessary unofficial transcripts. Don’t worry, you will be able to continue making edits up until the deadline.

For National Student Exchange/NSE Study Abroad, that means all fields must be completed and SAVED. Don’t worry, you will be able to continue making edits up until the deadline. For National Student Exchange, an important part of the AAA meeting is to review your host university placement choices. As some host universities are considered more competitive than others, it is important that your host university placement list is effective in getting you placed on NSE. Make sure to have your list ready for your AAA.

There are more than 200 member campuses as a part of National Student Exchange. That means you have lots of options to choose from for your NSE experience! Here are some questions to ask yourself to help narrow down your options:

• Do you receive financial aid? If so, which payment plan is best for you?
• How competitive is it to get accepted to that campus? (Talk to Hope for details.)
• What are the GPA minimums for the host universities you are considering?
• Will you have access to your major courses? (Check under ‘Programs’ and ‘Conditions’ on the campus profile page.)
• What are you looking for in a campus? What type of college experience? Check out the different NSE campus categories and featured highlights.
• Is there a language requirement? (Canada, Puerto Rico, and NSE Study Abroad.)

YES, we recommend that the recommendation be from Sonoma State University. If this is your first semester at SSU, or if you are an incoming transfer student, you may need to obtain a recommendation from someone at your previous community college or institution. If you have any further questions about whom to ask for recommendations, please consult your study away advisor.

NO, you cannot get a recommendation from a work supervisor. Do not request recommendations from employers, university staff, or administrators who have not had you as a student in a class.

You should make sure the professor knows who you are. Participate and ask questions in class, show up on time, and visit the professor during office hours BEFORE you ask for the recommendation.

When asking for a recommendation, it may be a good idea to provide them with a brief statement of purpose. You can use a version of the essay from the application. They will appreciate this because it helps them to know where you are coming from, why you want to study away, as well as how studying abroad fits into your academic and career goals. We recommend that you email them a link to the program website in case the faculty member has questions about the program.

Make sure to communicate with your faculty recommender regularly. Provide them with ample time to complete the application prior to the deadline. As the deadline approaches, be sure to touch base with them as they may have forgotten or lost the email. Be realistic when asking a faculty member; if it is the week of the application deadline or even closer, ask if they think they will be able to complete the recommendation on time.

Sometimes the automatic email sent to faculty emails are directed to Spam/Junk. Be sure to tell them to check their SPAM folders within a couple of days of you submitting their information to the online application. If they cannot find it or don’t receive it, email the study away advisor. The study abroad advisor can re-send the link and be sure to contact the study away advisor right away if you need to request for this to be done. However, you must speak with your professor beforehand so that they know to either save or bookmark the email that they will receive with the recommendation form link.

Go back to the main menu and select "Create Account" to get started with your CSU IP account.
By choosing "Create Account," you'll begin a quick and straightforward registration process that will give you full access to the CSU IP programs.

The Academic Planning Form or Academic Advising Agreement is a “contract” between you and your advisor regarding the courses you are planning on taking while studying away, and how they will count towards your graduation requirements when you return. This form is available and due after you are accepted to your study away program. 

Be sure to follow the listed instructions! The form should be mostly completed BEFORE taking it to your advisor. Faculty get very frustrated when students ask them to complete this form for them. Faculty are not familiar with all the classes available on study away programs, so it is your responsibility to do your research ahead of time, use your best judgment to match classes from the host institution with what you need to graduate, and then take that information to your advisor. We even recommend creating a spreadsheet of the classes you need, and what classes abroad are similar to those. Be sure to bring course descriptions and as much information on the classes as available.  

Keep in mind that faculty are VERY busy the last two weeks of classes, the first two weeks of classes, and around registration; they are also often unavailable during winter and summer break. You should not expect the faculty to help you during these times, so be sure to plan accordingly.  

If you are planning on taking classes in your major, then a faculty member in that department will sign. If you want to take classes in your double major or minor, then likewise your advisor in that department will sign. If you want to take GE courses, there is no designated person to sign. You can either go to the department that houses that GE (ex. a history GE class would be in the history department) and ask one of them to sign, or you can work with the study away advisor.  

Navigating GE courses abroad can be difficult since there is no designated GE advisor. Use your best judgment by matching the abroad course with an SSU GE course title and course description. The more similar the class is to an SSU GE class, the easier it will be. You can view classes on study away programs that have already been approved to meet SSU requirements on the TES website. 

Once your advisor has approved your plan we recommend asking them to complete the ARR Update Form right away to make the approved class matches official. Once you feel confident about your GE class selection, we recommend completing the GE Substitution Petition right away to obtain official approval. 

When is it due?

The due date will depend on the program in which you are participating. There may be a specific deadline listed, so be sure to watch for that. Regardless of the listed deadline, you should work to have the Advising Agreement signed BEFORE May 1 or December 1. The reason for this is, once we get into the months of May and December, faculty get very busy with finals and the end of the semester. Additionally, most faculty members will not respond to emails once the semester ends. So, access to a faculty member after May/December 1 will be very, very limited.

A benefit of participating in a SSU study away program is that all classes are guaranteed to transfer back, though it is up to the student by working with their academic department to make sure they are taking the right courses. The Study Away Programs page lists whether courses taken in specific programs will count as in-resident units or as transfer units.

Identifying your academic goals and course plan is a part of the planning process when studying away. It is important you start this step when selecting which program to apply to so you can be sure you are selecting a program that meets your academic needs.

The first step is to know which classes you need to take and what graduation requirements you still need to meet. Be sure to review the SSU campus catalog, and your Academic Requirements Report that you can access via your MySSU account to become familiar with what you need to graduate. If you don’t know what you need to graduate, If you are confused about your requirements, talk to us or your academic advisor.

From there, you can start to plan which classes you need to aim on taking while studying away. You can view classes on study away programs that have already been approved to meet SSU requirements on the TES website. Otherwise, to identify new class matches, use your best judgment to match classes at the host location with what you need to graduate, and then take that information to your advisor. We even recommend creating a spreadsheet of the courses you need, and what classes you can take while studying away are similar to those courses. From there, you can meet with your advisor to get official approval for those classes and which graduation requirements they will meet. 

Faculty are not familiar with all the classes available on study away programs, so it is your responsibility to do your research ahead of time. Faculty can get frustrated when students ask them to do this work for them. Be sure to bring class descriptions and as much information on the courses as you can with you to your advising appointments. Keep in mind that faculty are VERY busy during the last two weeks of classes, the first two weeks of classes, and around registration. They are also generally unavailable during winter and summer break. You should not expect the faculty to help you during these times, so be sure to plan accordingly. Once your advisor has approved your plan we recommend asking them to complete the ARR Update Form right away to make the approved class matches official. After you are accepted to a study away program, you will be required to complete and submit an Academic Advising Agreement, which requires your advisor's signature. This is a separate, required form. 

Navigating GE classes on study away programs can be difficult since there is no designated GE advisor. Use your best judgment by matching the study away class with an SSU GE class title and course description. The more similar the study away class is to an SSU course, the easier it will be. You can also use the following GE area descriptions to help guide you in matching GE classes. You can also meet with the study away advisor to review potential GE classes. Once you feel confident about your GE class selection, we recommend completing the GE Substitution Petition right away to obtain official approval. 

Below is a list of classes you should plan on taking at SSU either before you study abroad or when you return to SSU. (A benefit of NSE is that pretty much ALL classes are available!)

• Critical Race Studies/Ethnic Studies/GE Area F
• CA Government/US Constitution graduation requirement (POLS 200)
• GE Area E (Lifelong Learning)
• US History
• GE Area B1, B2, and upper-division B for non-science majors

You can only take upper-division GE on study away programs that count as in-residence, which are CSU IP, NSE, and SSU Exchange. If you are participating in a different program, you should plan on taking your upper-division GE classes at SSU. 

YES! If you are planning to work on a double major or minor, including a language, while studying abroad, you should declare as soon as possible so that it will appear on your transcripts for your application. You will also need to speak to an advisor in that department before departure. However, very few programs require evidence of your academic major as a part of the application process. So, if you are not able to declare right away, that is probably fine. Please be sure to talk with the study away advisor about your academic goals.

Please speak to an advisor about your situation. Generally, this should not impact your application or eligibility. Ideally, classes students take while studying away will help the student meet graduation requirements, though location and program selection is dependent on the student’s goals and priorities. Some locations are better suited for specific majors, and students should compare that availability with their academic goals.

For CSU International Programs, many of the program locations offered, your major must be related to the fields available at that location. Undeclared students and students in the process of changing their major can still apply, but it may impact their location options and application competitiveness. 

For National Student Exchange/NSE Study Abroad, certain majors may be listed as Limited or Closed. If a student applies to a host university with a major that is limited as Closed, they may not be accepted unless the student explicitly states they do not plan on taking classes within their major. Students applying to a host university with a major that is listed as Limited should not anticipate being able to take more than one or two classes within that major, and should be very flexible on what those classes are.

For help with calculating your cumulative GPA, please refer to the GPA Calculator Sheet which can be found online at https://www.sonoma.edu/advising/gpa/.

If you want to do it by hand, first, just look at the courses you have completed for a letter grade in your lower and upper division major requirements. Add up the grade points earned from ALL COLLEGE level coursework (on the Sonoma State University transcript this shows up under the PTS (points) column). Divide that number by the Units Attempted from ALL COLLEGE level coursework (on the Sonoma State University transcript this shows up as UNIT). Cumulative College grade point average (GPA = Grade Points ÷ Units Attempted).

Yes, students can use financial aid when studying away! 

When participating in programs where students still pay SSU/CSU tuition, such as SSU Exchange Programs, CSU International Programs, and National Student Exchange (Home Pay), students can use ALL of their normal financial aid! 

When students participate in a direct fee-paying program, such as USAC, our study abroad fee-paying programs, and National Student Exchange (Host Pay), students can use federal financial aid, such as the Pell Grant and Loans, as well as some SSU specific financial aid and scholarships. However, some additional verification may be required by the SSU Financial Aid office. 

Students who have other types of financial aid, such as Veteran's benefits and/or waivers, or CSU waivers, can also use those while studying away. Be sure to talk with your study away and financial aid advisors for more details.

When studying away, housing options typically fall into three categories: on-campus housing, off-campus housing (either independently or in student accommodations that may or may not be sponsored by the host university or program), and staying with a host family. Different programs offer different combinations of these options. Students usually receive details about their housing options after being accepted into the program or by the host university.

For CSU International Programs, there is a $500 deposit due on May 1st (Nov. 1st for Calendar Year.) Students will know if they are accepted prior to the deposit being due.  

If a student is accepted onto the waitlist for their first choice location, they may still be on the waitlist when the deposit is due. If that is the case, the deposit will not be due until they are officially accepted to a program location. Once a student is off the waitlist, a deposit will be due immediately.  

Technically, the deposit is the entire prepaid program cost amount as can be seen on the Budget Estimate located on the CSU IP program page. However, as most students do not have that much money readily available, they can opt for a $500 deposit instead.

For National Student Exchange/NSE Study Abroad, this will depend on the program and host university for which the student is accepted. On National Student Exchange, students may need to pay an enrollment deposit, housing deposit, or other fees. All host campus fees are listed on the campus profile pages under Tuition/Fees and should be reviewed.

For NSE Study Abroad, the study abroad program will likely have its own application fees and/or program deposits. This information should be listed on the program website.

That depends on the program. CSU IP, Direct Exchange, and Faculty-Led have no application fees. There is a fee to apply to NSE, including NSE Study Abroad. The application fee is $200, but students who apply by the Preferred Deadline receive a $25 discount. Furthermore, DACA and EOP students receive a $25 application fee discount. The NSE application fee is non-refundable.

Other programs also may have an application fee, or what is more common is a deposit after you are accepted. Be sure to read over all the application and financial requirements. 

That depends on the program, and what financial aid applies to the different programs can be found on the Study Away Programs page. When discussing study away, there are generally two types of financial aid - Federal Financial Aid and CA State-Based Aid. Federal Financial Aid includes the Pell Grant, federal loans, and any external scholarships the student may have received that do not depend on the student attending a university in a particular state. CA State-Based Aid is any financial aid that is dependent on attending school in California, at a CSU, or at SSU, which includes Cal Grants, State University Grants (SUG), Middle-class Scholarship, EOP Grants, CSU Waivers, and SSU Scholarships. To see which SSU programs can use the different kinds of financial aid, be sure to check out the Study Away Programs page! Veterans and dependents of Veterans should contact the VA representative in the Financial Aid Office to understand how government assistance can be applied to study away programs.

For CSU IP, NSE Home Pay, and SSU Exchange Programs, all financial aid applies and can be used towards program costs, except for work-study.

When participating in National Student Exchange, there are two payment plan options: Host Payment and Home Payment. Host Payment - students pay in-state (resident/provincial) tuition and fees directly to the host campus (and no tuition is paid to the home campus). Home Payment - students pay their normal tuition and fees to their home campus (and no tuition is paid to the host campus).

When considering which plan to list on your application for NSE, there are three factors to consider: financial aid, in-state tuition at the host university vs. at SSU, and competitiveness.

Some NSE institutions are more competitive than others, particularly on Home Pay. Many campuses have limited space available on one or both plans. Read more about placement chances on the NSE website and talk about your chances with the NSE coordinator.

NSE Study Abroad students are automatically placed on Host Pay unless otherwise noted.

A passport is not needed to study in a different state in the US. However, make sure you have valid documentation required to travel, including a REAL ID.

To study internationally, students must have a valid passport within six months after their study abroad program ends. This includes NSE Canada locations and all NSE Study Abroad locations. If your passport is going to expire six months after your program end date, then you should begin the process of renewing your passport as soon as possible. If you do not currently have a passport, and will not have a passport by the application deadline, that is okay. It is not required to have a passport to apply to the program. However, you will be required to provide a copy of your passport soon after being accepted into a program. Because of the time involved in obtaining a passport, study abroad applicants are STRONGLY advised to apply for one even before you apply to the program or before selection results are known. (The process can take up to 3 months.)

Make sure to do more research on how to get a passport.

In order to get your student visa, passports MUST be valid six months after your program end date. For example, if your program ends in May, then your passport would need to be valid through November of that year.

If your passport is going to expire any time prior to six months after your program end date, then you should begin the process of renewing your passport right away.

For students participating in NSE domestically, of course, they can work as they are still in the U.S. For students studying abroad internationally, that will depend on the visa regulations of their host country. Some countries, such as Sweden, Denmark, the UK, France, and Australia, allow those on a student visa the ability to work a limited number of hours per week. In contrast, other countries do not allow students to work on a student visa, such as Spain and Italy. Ultimately, it is up to the student to be familiar with their visa requirements and regulations.

The purpose of this section is to collect emergency contact information. Be sure to complete this section with correct and updated information for those you would want the program to contact in an emergency. Please note that those listed will be contacted only in emergencies. Those listed will not have access to your application nor your personal, academic, or other study away information.

If a student has a prescription for needed medication, they must discuss studying abroad with their doctor. Their doctor may be able to help them figure out how to get the medication while the student is abroad. In some cases, the doctor may be able to provide the student with enough of the medication for the student’s study abroad term, or they will need to figure out how they can refill the prescription while abroad. The student should also consult their insurance coverage regarding their medical needs. This information also applies to prescriptions such as contact lenses, birth control, etc.