Global Exchanges Academic Planning

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With careful planning, it may be possible to use coursework taken on at UCSC Exchange partner institution to satisfy major, minor and/or GE requirements. Although all courses, grades, and units will automatically be added to your UC transcript, it is your responsibility to understand how your major(s), college and the UCSC Office of Admissions count courses completed on a UCSC exchange program. This form will assist with course planning to help ensure study abroad on a UCSC exchange program will fit into your overall academic plan at UCSC and keep you on track for graduation.

UCSC Exchange Program Academic Planning Form

Step 1

Research course offerings at your UCSC Exchange partner institution on the UCSC Study Abroad program webpages. Under “Courses” for each program, you will find the following:

  • General course and credit information for your program or host institution. Some UCSC Exchange Programs are restricted to certain majors.
  • Links to any pre-approved coursework within a particular academic discipline.
  • Link to the host institution website where you can research and access additional course offerings, including online catalogs, course listings and syllabi.
  • Any course restrictions or course enrollment requirements (e.g. you must enroll in a certain number of courses, the number of courses that must be taken in a certain discipline, etc.)

Step 2

Complete the student portion of the APF with your proposed UCSC Exchange Program and UCSC coursework. Attach proposed course descriptions and syllabi, if available, for your academic advisors to review.

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Step 3

Meet with your MAJOR ADVISOR(S) to discuss your proposed course selection. Regardless of whether your institution has a pre-approved course list or not, we recommend you speak with your major/minor advisor to determine how to have your courses approved for your department and how to incorporate study abroad into your academic plan.

  • Your major, not UCSC Study Abroad, has final approval over which, if any, UCSC Exchange Program courses may be used to satisfy major requirements.
  • You must meet with, and get signatures from, ALL major advisors, even if you are proposed.
  • If you have a MINOR, meet with your minor advisor AFTER you meet with your major advisor.
  • You must meet with, and get a signature from, your minor advisor, even if you are proposed.
  • Double major and a minor – Attach an additional page 3 for your Minor Advisor to sign.
  • If you do not intend to take courses in your major(s)/minor abroad – You must still meet with and get signatures from, all of your major/minor advisors.
  • Undeclared – If you have not yet declared a major, complete the Academic Planning Form as indicated above and request a signature from the undergraduate advisor of your intended major. You MUST declare a major prior to departure on a UCSC Exchange Program.

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Step 4

Meet with your COLLEGE ADVISOR to discuss your proposed course selection and how it will integrate into your plan for completing your degree.

It may be possible to use UCSC Exchange Program courses to satisfy GE requirements. For a course to count as a GE, it must be evaluated by the UCSC Office of Admissions unless it has already been pre-approved. The DC requirement MUST be taken at UCSC.

Major/Minor Requirements: There is no guarantee that major courses will meet the same requirement now or in the future. Please consult your advisors for academic planning and information about potential course approvals.

General Education (GE) Requirements:

Prior to departure, you can request pre-approval by completing a proposed program evaluation through the Office of Admissions. Allow up to 6 weeks for your request to be reviewed – start early! If your academic plan relies on satisfying specific GEs while abroad, it is STRONGLY recommended you request pre-approval rather than assume your UCSC Exchange Program courses will count toward your GEs. After you return from abroad and after your UCSC Exchange Program courses have been added to your transcript, you can submit a review of transfer credit online to request your pre-approved GE be applied to your UCSC Exchange Program course.

After your return, you can submit a review of transfer credit online to have your courses reviewed for GE credit. You must wait until your UCSC Exchange Program courses have been added to your UCSC transcript after your return from abroad to submit this form.

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Step 5

Upload the completed and signed document to SlugsAbroad as part of your application.

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Important Considerations

Repeating a Course on a UCSC Exchange Program - It may not possible to replace a grade earned abroad while on UCSC Exchange Program by taking a similar class upon your return to UCSC. Similarly, it may not possible to get credit for a course completed on a UCSC Exchange Program that you have already taken at UCSC. You should consult with your department or campus advisors if you have questions about how to request approval to retake a course completed abroad. Grades earned on a UCSC Exchange Program are final.

Senior Residency - The credit requirement for residence is applied differently to students participating on a UCSC Exchange Program. Students may satisfy the requirement in either of two ways:

  1. Complete 35 of final 45 credits at UCSC before participating on UCSC Exchange Program
    --OR--
  2. Complete 35 of final 90 credits at UCSC with a minimum of 12 credits completed at UCSC after your UCSC Exchange Program participation.

Discuss senior residency with your College advisor.

Taking a Quarter Off - Students are required to be registered and enrolled every quarter prior to their UCSC Exchange Program participation. If you need to take a quarter off after applying to a UCSC Exchange Program and before departure for a UCSC Exchange Program, you must complete the official UCSC Leave of Absence process through your college and submit the LOA Agreement in your SlugsAbroad application. Please see your UCSC Study Abroad advisor immediately to discuss your plans.

Graduating on a UCSC Exchange Program - It may be possible to have your final quarter as a UCSC student be spent abroad on a UCSC Exchange Program, assuming you have met all of your degree requirements and fulfilled the senior residency requirement. However, that grades can take up to 4 months after the end of your UCSC Exchange Program program to be posted to your UC transcript and you may not declare candidacy until your grades appear on your UCSC transcript. Although you do not need to return to UCSC to take courses, you should plan to delay your graduation by at least one quarter after the official end date of your UCSC Exchange Program. Your UCSC Study Abroad Advisor will provide additional instructions after you have been selected to the UCSC Exchange Program.

UCSC Exchange Program During 5th Year - Students who find it challenging to participate in a UCSC Exchange Program during their regular four years at UCSC may consider spending part of or their entire 5th year abroad. This is generally acceptable provided you do not return to take courses at UCSC and you are still completing UCSC requirements for graduation. You should consult with your college advisor immediately to confirm this is an option for you. Please note that Financial Aid limited in a 5th year.

UCSC Exchange Program Courses and Grades - As a participant on a UCSC Exchange Program, you will retain your UC student status abroad. All of your courses, grades, and units will be added to your UC transcript. Grades earned while on a UCSC Exchange Program will be calculated into your cumulative UCSC GPA and units will be added to your total UCSC units.

All students are automatically enrolled in a 15-unit placeholder course for each term they are abroad on a UCSC Exchange Program. The placeholder course will be replaced with your actual UCSC Exchange Program courses, units and grades. However, grades can take up to 4 MONTHS after the official end date of your UCSC Exchange Program program to be posted to your UCSC transcript. Be patient!

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