UCF Abroad Application Process

UCF Abroad Application Process UCF Abroad UCF Global Building 4356 Scorpius Drive Orlando, FL 32837 studyabroad@ucf.edu

Once you have selected a study abroad program, the next and exciting step is to start your application! Use this guide to easily apply and officially begin your UCF Abroad experience. Table of Contents UCF Abroad Terra Dotta Application... 1 Starting an Application... 1 Submitting the Application (Pre-Decision)... 4 For UCF in programs... 5 For exchange programs... 5 Submitting Materials and Documents (Post-Decision)... 5 For UCF in programs... 6 For exchange programs... 8 FAQS... 9

UCF Abroad Terra Dotta Application All UCF students wishing to study abroad must use an online application system called Terra Dotta. Once you select your program, there is an ongoing application process that is divided into two phases: Pre-decision - you will be asked to provide basic information about yourself, to sign legal documents that allow you to participate in a study abroad experience with UCF Abroad and to answer an essay question outlining why you wish to study abroad. Post-decision - after your application is accepted, you will be asked to provide passport details; flight itineraries; medical and emergency contact information; along with a number of readings regarding pre-departure orientation, financial aid and scholarships. The appearance, information and application instructions will differ across program types ( UCF in, exchange, partner and internships). The screenshots in this guide reflect an application to a UCF in program and we have notated program-type differences as accurately as possible. NOTE: Once an application has been started, you can access your application in Terra Dotta at any time to continue working on required materials and to track your progress. Please avoid creating duplicate applications, as it can cause delays in the application process. Click here and refer to step #10 to see how you can return to an application. Starting an Application 1. To get started, go to studyabroad.ucf.edu and click on the Programs tab to search for the program you wish to apply to. 1

2. Search for programs by one of three options: List All: This is the default option. You can also click on the column header to filter based on program type (outgoing students, incoming students and scholarship opportunities). Simple Search: To search by program name, term, city, country, or region, select this option. You can select and fill out your search criteria on the page, then click the search button. Advanced Search: To search by program area of study (major), type of program (partner programs, exchange, or UCF in ) and much more, select this option. When you are ready to proceed, click the search button. 3. Once you have found the program you wish to apply to, click on the program brochure page and click Apply Now. 2

4. Select I have a NID username and password and click Submit. 5. Login to Terra Dotta using your UCF NID username and password and click Sign On. 6. Select the term and year of your intended study and click apply : 3

Submitting the Application (Pre-Decision) Please be aware that application instructions, learning content and application questionnaires will differ across program types ( UCF in, exchange, partner, internships). The screenshots below reflect a UCF in application and we have notated program-type differences as accurately as possible. 7. You will be brought to the Program Application Page (Pre-Decision) page. Unless otherwise indicated, you must complete all elements in the right-hand column. The Received boxes will be checked as you complete them. The UCF Abroad Dashboard is divided into the following sections: Itinerary The current start and end date of the program, as well as the location. To view a more detailed itinerary, please visit the program page. Learning Content Passport: Please click on Passport, it is hyperlinked and will direct you to the next page. Complete the reading and be sure to apply for a passport (if you do not have one), upload proof of your passport on your profile page, or renew your passport if necessary. Click mark as read once you have read everything. Signature Documents: These must be signed electronically. Make sure to wait at least 48 hours after initiating your application before attempting to e-sign the documents! 4

o o Assumption of Risk A new window will pop up. Read the document in its entirety and then scroll to the bottom of the page. Click the black button CLICK HERE TO SIGN DIGITALLY. Terms and Conditions A new window will pop up. Read the document in its entirety and then scroll to the bottom of the page. Click the black button CLICK HERE TO SIGN DIGITALLY. NOTE: These must be signed electronically. Make sure to wait at least 48 hours after initiating your application before attempting to e-sign the documents! If you attempt to e-sign before this time frame, you will get a date of birth error message. You do not need to print these documents. Sign them electronically only! Application Questionnaire For UCF in programs Please answer the essay question in 250 words or less. You can save as a draft and return to it at a later date or click submit when you have finished. For exchange programs Please fill out your Alternate Program Choices by using the drop down menu. You must select your first and second program choices and then click submit when finished. Please answer the essay question in 500 words or less. In addition, answer the second question about whether you would like to share your name and email address with previous students who have studied abroad. 8. If you are applying for an exchange program you must click the top black button Submit Application when you have finished all of the sections contained within the application. Submitting Materials and Documents (Post-Decision) 9. You will receive an email once the status of your application has changed. If it has changed to accepted continue your application by following the steps below. 10. Log back into your account by clicking sign in on the top right of studyabroad.ucf.edu and access your programs by clicking on the top left menu Applicant > My Applications. 11. Read your decision letter and click continue. 12. You will now be brought to the Program Application Page (Post-Decision) 5

The UCF Abroad dashboard is divided into the following sections: For UCF in programs Itinerary The current start and end date of the program, as well as the location. To view a more detailed itinerary, please visit the program page. Application Instructions If UCF Abroad s Need based Scholarship is open for scholarship applications, you can apply by clicking on the bolded Scholarship Application link. Learning Content Passport: Please click on Passport as it is hyperlinked. At this point in time, you must upload your current passport information if you have not already, or get your passport if you haven t already begun the process. Mark as read once you are finished. Expenses/Financial Aid/Scholarships/Late Grades: Please complete the reading and mark as read once you are finished. Pre-Departure Orientation: Please complete the reading and mark as read once you are finished. International Travel Health and Safety will register you for the online course. You will be required to watch and complete the online orientation. In-person orientation may or may not be offered and attendance is encouraged, but not required. You will receive an email notification close to departure if we are offering in-person orientation. 6

Signature Documents Make sure you have electronically signed both of these documents. o Assumption of Risk o Terms and Conditions Application Questionnaires Study Abroad Essay: Complete the essay if you have not done so already. Medical Information: Please complete the 6-question medical questionnaire. You can save it and return at another time, or click submit once it is completed. Confirmation of Visa Details: If your program requires a visa, please confirm the details of your travel documentation. If it does not, you can reply to the questions below with no and n/a and then submit. Flight Information: For UCF in programs, a suggested group flight will be emailed to all students after the committal deadline. You can book the suggested group flight that will be communicated from UCF Abroad, or use it as a benchmark to book on your own. If you travel separately from the suggested itinerary, you may be responsible for your arrival and departure transportation from the airport. After booking flights, register your travel: Please complete the Travel Registration form through our application system. The guide provided through International Travel Health and Safety will provide more detailed instructions on how to complete it and you do NOT need to fill it out through their web page. Additional Transportation Information: Please read and answer the question outlining intended travel details in country details such as trains, buses, etc. Pre-Departure Orientation: Once you have completed the online orientation web courses, answer the question and click submit. Commitment to Participate You will be officially enrolled in the program once you click commit. At this point, UCF Abroad will start posting the appropriate fees to MyUCF account. You will be accepting responsibility for the payment of all fees by the published deadline and will be charged a late fee if you do not pay on time. Make sure all of your application has been completed (including the Terms and Conditions and Assumption of Risk) and do not commit until you know you are ready. 7

For exchange programs Contains all the same information and questionnaires as above except: Under Learning Content, there is additional university-specific information titled University Abroad Application and Program Information. Under Application Questionnaires there is a Housing Arrangements Confirmation section where you will answer 2-questions. For Commitment to Participate, you have 14 days to commit to the program in order to secure your place. 13. In the post-decision part of the application, you must complete all of the Learning Content readings and all of the online questionnaires. 14. Once you have decided to officially commit to your program, read the Commitment to Participate section at the bottom right hand side of the dashboard. Click the commit button when you are ready. 8

FAQS 1. Why can t I sign my signature documents electronically? You must wait at least 48 hours to sign electronically. 2. Why am I getting the following error message when attempting to sign my documents? When you input your NID and password to start a new application, our application system, Terra Dotta, needs to migrate all your student information into your application. A DOB error occurs because your student information has not finished migrating information into your application. Please wait at least 48 hours before logging back into your application and try again. 3. I can t find the program page to apply to on your website. How do I apply? This is probably because your program is through one of our partners and it isn t posted on our website. Contact us at studyabroad@ucf.edu and we will set up a page for you to apply on. 4. How do I know if my application is complete? All received items will be marked with a check mark. If you have any questions, please email studyabroad@ucf.edu to confirm. 5. What do I need to do to receive acceptance for my program? The Faculty Leader for each program determines who to accept into the program and when to accept them. In general, the evaluation process for program acceptance covers a) academic preparedness (GPA) b) disciplinary clearance and c) an in person interview. To be accepted, all students must meet the program s minimum statement requirements and successfully complete an interview with faculty. 6. My application status is Accepted. What is the difference between the application statues of Accepted and Committed? If your application status is Accepted, this means that you have met the minimum criteria for program participation and you have successfully completed the interview process. Having done so, the Faculty Leader for the program, by changing you status to Accepted, is offering you a place on the program. Being accepted to a study abroad program does not guarantee your participation. In order to confirm your position on the program, a student must Commit in their application. By clicking the Commit button on the application dashboard a student is confirming that they accept their offered place on the program and they are accepting the financial obligations of participation on the program. If a student s application status is Committed, they are counted as a confirmed and full fee-paying participant. 9

7. I have been accepted to my program and have confirmed my participation by selecting the Commit button on my dashboard, am I done with my application now? No, committing to your program does not mark the completion of the application process. UCF Abroad staff will continue to communicate with you periodically to request that you complete additional components of the application, particularly during the pre-departure phase of preparations. Students should continue to be diligent in taking action and completing requested application components until, and sometimes extending beyond, program departure. 8. Will I fly abroad with other UCF students? All UCF in programs will communicate a suggested group flight itinerary. Some programs include airfare, but it is important to confirm program cost inclusions before traveling abroad. 9. Where can I apply for or renew my passport? How to Apply for a Passport Need an overview of how to apply for a passport? Start here! Smart Traveler Enrollment Program The Smart Traveler Enrollment Program (STEP) is a free service to allow U.S. citizens and nationals traveling and living abroad to enroll their trip with the nearest U.S. Embassy or Consulate. Learn About Your Destination Each country information page contains a Travel Advisory, Alerts, and other important details specific to that country that could affect you. Pay close attention to the entry and exit requirements, local laws and customs, health conditions, and other details to decide whether traveling to that country is right for you. 10. Do I need a visa for my program? Visa needs will vary by program, country and individual participant. UCF Abroad will provide guidance and instructions on applying for your visa, should this be necessary, at the appropriate time. For general information on visas and resources for application please visit https://www.visahq.com/ 10