When completing the KSU study abroad application process students are asked to work with their Advisor or Department to complete an Academic Approval Form. This form is required for any study abroad student who wishes to transfer credit from a University abroad back to K-State and have the "Study Abroad" designation listed on their transcript. It is a form used to assist students in planning courses to take while abroad, facilitate credit transfer, and prove course enrollment for Federal Financial Aid eligibility.
Completion of the Academic Approval Form requires that a student meet with their Academic Advisor, or a designated representative from their Academic Department or College, to determine how each class will count toward their program of study. This may be as a specific course equivalency, fulfillment of a K-State 8 requirement, or as general credits toward their degree.
The Study Abroad staff asks students to review the list of courses at their host institution of study, and print off course descriptions of the classes they are interested in taking before meeting with their Academic Advisor. Therefore, when meeting with an Academic Advisor, a student should be prepared to discuss the courses they are interested in taking, not just beginning to look through the course options. If a student does meet with an Academic Advisor and does not yet have courses selected, Advisors can refer to our webpage regarding course lists at partner universities for more information on how to find course listings and specific course descriptions.
Completing an Academic Approval Form
Since it is often difficult to predict exactly which courses a student will be able to enroll in while studying abroad, students and advisors are encouraged to list more courses on the Academic Approval Form than they actually plan on taking. That way, if a course is closed when they enroll, they will have alternative pre-approved course options to choose from.
Students may change the classes they take abroad once they arrive, or after the first week of classes. If the student adds new courses, which are not listed on the Academic Approval Form, we encourage the student to contact their Academic Advisor, or a designated representative from their Academic Department or College, to complete a revised Academic Approval Form. This will help to facilitate a smoother credit transfer process and remove the need to complete a Request for Validation of Credit form upon the student's return.
The Credit Transfer Process
The Academic Approval Form acts as a record to assist in processing transfer credit from the institution abroad where a student has studied.
If a student has taken courses abroad that are listed on their Academic Approval Form, the Study Abroad Office will process the course and credit equivalency, send it through to the Registrar's Office, and the equivalency will show up on the student's DARS report.
If a student has taken courses abroad that are not listed on their Academic Approval Form, the student must, upon their return, work with their Academic Advisor, or a designated representative from their Academic Department or College, to determine the equivalencies of courses they took while abroad. This must be done by completing the Request for Validation of Credit form.
Students taking language courses abroad will not be able to determine the courses they will enroll in while abroad; however, they must still complete the Academic Approval Form to be eligible for Federal Financial Aid, and to provide proof of their enrollment abroad. Language students should work with their regular Academic Advisor, or a designated representative from their Academic Department or College, to complete the Academic Approval Form as indicated in the example on the form, not their language professor. To supplement the Academic Approval form, students wishing to take language courses abroad should also complete the Modern Languages Credit Transfer Worksheet.
Proving Course Enrollment for Federal Financial Aid Eligibility
A copy of each student's Academic Approval Form is also sent to the Office of Student Financial Assistance (Financial Aid). The Office of Student Financial Assistance uses this form as proof that a student will be enrolling in at least a full-time course load while studying abroad, in order to award Federal Financial Aid, loans, grants and scholarships to that student.