How to Apply for Study Abroad Financial Aid

1. Complete the Free Application for Federal Student Aid (FAFSA) and the University Financial Aid Application by the March 31 priority filing date. Financial aid award notifications are mailed in July, preceding the academic year, provided we have all the required information. If you choose to study abroad during the spring term and have already submitted the above forms for the current year, you will not need to complete these forms again. However, you must complete the remaining forms indicated below.
2. Complete a Study Abroad Application for Financial Aid. The main purpose of this form is to report where you are planning to study, how long you intend to be there, and if you are receiving any outside financial assistance (i.e. scholarships) to study abroad.
   
   
   2008-2009 Study Abroad Application
   
   
   
   
   
3. An official cost list of the study abroad program. The costs affiliated with the semester or year should include required program fees and expenses, including books, room and board, local transportation, airfare, and personal expenses. You must provide the office with the official source that describes the costs for the study abroad program such as a copy of the program brochure or a website address. Making personal estimates and submitting these estimates on paper is NOT sufficient.
4. A copy of your Transfer Credit Equivalency Form. This form must be completed and signed for approval. The Transfer of Credit Equivalency Form will indicate that your program of study has been approved, and that you will receive at least twelve (12) credit hours applicable toward your degree at the University of Virginia for each semester that you are studying abroad. No aid can be provided for programs that do not apply directly to your specific degree program. Students may need to submit more than one Transfer of Credit Equivalency Form to their school of enrollment, since one form is required per department. If you are a student in the College of Arts and Sciences, you can complete this form with Gloria Gates in Garrett Hall. If you are a student in any of the other schools, you can complete this form with the registrar (or main administrative office) of your specific school. This form must also be signed by a Study Abroad Advisor in the International Studies Office, regardless of your school of enrollment. This form is not necessary for students studying in the two UVA direct credit programs: Valencia, Spain and NYU/London.
5. Deadlines to submit the study abroad application for financial aid, official cost list, and copy of Transfer Credit Equivalency Form:
   May 1st for fall semester or academic year study abroad and November 1st for spring semester study abroad. Please remember that the earlier you submit the required documents, the sooner you will receive your financial aid award notification. You will be notified of your financial aid award for study abroad by mail. You will receive a revised award letter, showing how your original award for the academic year is increased, decreased, or not affected by the study abroad costs.
6. A copy of the consortium agreement form signed by the University Registrar. This form is required for NEW study abroad programs only. A consortium agreement is a contract between the registrars of the host study abroad institution and UVA. Please contact Student Financial Services if you need assistance in determining if your program is an approved program of the University. If it is currently NOT an approved program, you must obtain a blank consortium agreement from our office in order to get the appropriate information from the host institution.
   
   Study Abroad Consortium Agreements On-File

How and When Financial Aid Funds Become Available for Study Abroad

1. The University of Virginia cannot pay funds directly to your study abroad institution. It is your responsibility to pay all study abroad costs to the host institution. Instead of billing you directly for the study abroad costs, UVA will generate a Leave of Absence Fee and bill you at the time your tuition bill would have been received. You will complete a Leave of Absence Packet when applying for your study abroad program.
2. Grant and loan funds will be made payable to you in a refund check and mailed to your permanent address shortly after the first day of classes at UVA (Charlottesville) each semester, provided all required documents have been received. Students are strongly encouraged to sign up with Direct Deposit in the Payroll Office so funds can be deposited directly into your personal bank account.
3. Please keep in mind that the University payment plan cannot be used to pay for study abroad programs.
4. Since study abroad programs generally request payment in advance, you will need to make arrangements with your specific program requesting a delay of payment. We recommend that you provide the host institution a copy of your prior year financial aid award letter in your request for delay of payment. Due to federal government regulations, Student Financial Services cannot release funds earlier to study abroad students than other UVA students here in Charlottesville.
5. Remember to update your permanent and present mailing addresses on SIS or with the University Registrar before you leave for study abroad. If you are on leave for foreign credit in SIS, all University correspondence and financial aid refund checks will be mailed to your permanent home mailing address. If possible, check your University email regularly for the latest news. It is also strongly encouraged that you assign power of attorney to a parent or other appropriate person before you leave to study abroad, in case there is paperwork that requires your signature while abroad.

Transfer of Study Abroad Credits and Satisfactory Academic Progress

It is essential that your credit hours be transferred to the University as soon as possible following your semester or year abroad. You cannot be considered for financial aid for the succeeding year until your transfer hours appear on the record of the University Registrar. Any student receiving financial aid who does not meet the satisfactory progress requirements and whose aid must be withdrawn will be sent a written notice. For more information please review the Academic Satisfactory Progress requirements for all financial aid recipients.