Following are all the forms needed after Gustavus CICE approval. See the information below or the forms themselves for directions on how to fill them out. If you need help, contact Jill Fischer, Study Abroad Advisor or come to the CICE office, or attend an Approval Packet Review Session, which are held every Thursday at 9:30 a.m. at the CICE until May 22, 2009. No sign-up is needed.
You can call the general CICE line at x7545 and speak with a student worker who can check, or you can stop by the CICE for an update. CICE will send periodic reminders letting you know what is still outstanding closer to the deadlines.
Click on each link below to open a pdf of the form/handout, print, fill out, and return to the appropriate office. Note that some forms need to be returned to CICE and some to the Registrar's Office.
Please make a copy of all COMPLETED forms for your records.
These forms must be on file in our office or students will not be allowed to participate in their off-campus program, but they may remain liable for program fees and costs incurred on a student’s behalf.
Copy of Passport Photo Page - Submit to CICE a legible photocopy of your passport information and photo page. We need this copy on file for embassy registration. Your host institution may also require a copy. Ensure that your passport is valid for at least six months to a year after your return. If your passport is currently expired, please make arrangements to renew it immediately.
Semester and Year-Long Study Policies - Please read the information on the policies page and sign its confirmation form (on the same sheet as the Consent to Obtain Student Records authorization form below.) Return to CICE.
Consent to Obtain Student Records and Semester and Year-Long Studies Policies authorization form - Please complete this authorization to obtain your student records. Return to CICE.
Off-Campus Study Agreement Form - Please read, complete and sign this form. Note that a parent/guardian signature is required. Return to CICE.
Release, Waiver and Medical Authorization - Please read, complete and sign this form. Note that a parent/guardian signature is required. Return to CICE.
Emergency Contact Information Form - Please complete this form. Return to CICE.
Flight Itinerary Information - Once you have booked your program flights, please submit a copy of your flight itinerary (include your name, dates, times, flight numbers and airports) to CICE. This information may be sent by email to Jill Fischer.
Off-Campus Program Commitment Form and Program Deposit - Upon acceptance into your program from your program provider, the Gustavus Study Abroad Advisor will send you an email asking for your program deposit and this form. Note that once you submit your program deposit and this form you have made a commitment to your program. Your host institution may also require separate program commitment paperwork. Your deposit and the Gustavus Off-Campus Program Commitment form must be submitted to the Gustavus CICE.
Major-Minor Credit and Area Requirements form
This form will facilitate your securing approval for major, minor and/or general education credits. Follow directions on the form and in the CICE Approval Packet advising handout. See the study abroad advisor if you have any questions.
Registration for Semester of Return from Study Abroad
This form facilitates your registration for your semester of return to Gustavus while you are abroad. Follow instructions on the form. Return this form to Registrar's Office prior to your departure. You only need to complete this form if you are going on an INTERNATIONAL program. Domestic HECUA programs and other domestic programs DO NOT need to complete this form.
See the Credit for Study Abroad handout in the CICE Approval Packet for complete details.
REGISTER for fall/spring semester: NDL-00-001 3.75 credits Study Abroad* (*HECUA students should register for the NDL, HECUA course also for 3.75 credits)
Students studying abroad for the year will be automatically registered for spring semester, assuming there are no holds on their records.
3.75 credits is a generic registration which maintains your full-time status. The exact credit you earn for study abroad will be awarded when transcripts are received from overseas. See Credit for Study Abroad handout in the packet for complete details.
One successful semester of study abroad in a non-Western country satisfies a Non-Western culture requirement (NWEST).
Note that courses/grades for off-campus programs WILL show up on your Gustavus transcript but will NOT affect a student’s GPA, except for Gustavus faculty led programs (courses and grades for Gustavus Faculty Led programs will show up on a student’s transcripts and will be calculated in a student’s GPA.)
Important Reminder: Just because a study abroad program is approved by Gustavus does NOT mean that all courses offered on that program will transfer back for credit. Generally speaking, courses taken on an off-campus program will transfer back to Gustvaus as long as they meet the transfer credit guidelines.
To be acceptable for transfer:
Once you've selected your courses, we encourage you to meet with the Gustavus Registrar, Kristi Reinholtzen, to discuss your off-campus course selections and to ensure that they will transfer back.
In addition:
Transfer courses which are to be part of a major or minor at Gustavus must be approved in writing by the appropriate department chairperson. Major-Minor Credit and Area Requirements form
Transfer courses which are to apply toward area requirements at Gustavus must be approved in writing by the Registrar. Major-Minor Credit and Area Requirements form
See the Credit for Study Abroad handout for complete information.
The Registration Form for Semester of Return with your signature, that of your advisor and of instructors for courses requiring permission must be on file in the Registrar's Office prior to your departure in order for the Registrar's Office to assist in your course registration.
* Students studying off-campus on domestic courses must register at their normal time via the normal methods.
You will receive a notice from the Registrar's Office (via email) once the course schedules for the next semester are posted on-line. Generally, fall semester courses will be on the Gustavus website in early April; spring semester courses will be on the website in late October (you may want to keep checking even prior to that).
Once you've noted that course schedules for your semester of return are on the website, you must determine your preferred course schedule and course choices, and then you must submit them to Phyllis Kuhlman in the Registrar's Office. Your course selections must be received by the Registrar's Office well prior to the opening registration date for on-campus students.
Upon receipt of your course selections, Phyllis Kuhlman will register you, first-come, first-serve among the study abroad students, just prior to the opening of on-campus registration. She will send you a confirmation email once she has registered you. More information is available in the orientation section of our website here.
You may send your course choices to Phyllis Kuhlman via email, phone or fax. Her contact information is:
pkuhlman@gac.edu
507-933-6258 FAX
507-933-7495 PHONE
REMINDER: You must contact Phyllis before on campus registration begins to receive priority. Priority registration does NOT apply to Tier 1 and 2 J-term courses.
If you have a question about housing, contact Erin Berruth (eberreth@gustavus.edu).
If you need to make your own flight plans, click here for a listing of potential travel arrangerse/websites.
Study Abroad Italy programs offer a wide variety of courses, some of which we know will NOT be accepted for credit at Gustavus because they do not fit into a Liberal Arts Curriculum. Some courses that will NOT be accepted as transfer credit include (but are not limited to): Wine Appreciation I, Wine Appreciation II, Everything Chocolate, and Table and Wine Grapes of Italy.
Because there are so many courses that may not be accepted for credit, all Study Abroad Italy Program Participants MUST meet with the Gustavus Registrar, Kristi Reinholtzen, to review their course selections.
See the Credit for Study Abroad handout for more information.
Students should be reminded that taking less than (the equivalent of) a full-load (3.0 GAC credits) may lead to academic probation and may affect financial aid awards. Taking less than (the equivalent of) 3.75 credits may jeapordize one's Minnesota State Grant. Students should check with the Gustavus Financial Aid office for information on how their courseload may affect their financial aid.
