Off-Campus Study Semesters: A Discussion Guide for Families

Applications are due during October (for both fall and spring programs taking place the next academic year). Students can choose to apply to up to two programs per fall or spring semester.

Faculty-led semester-long study groups

• Students must first gain permission from the Office of Off-Campus Study to study off campus on one of the approved programs — in advance of the deadline for applying for a particular program. Once students are approved to apply to a non-Colgate approved program, they can begin to apply to the specific program of their choice.
• Application deadlines for individual programs vary from early November through early February up to a full year in advance of participation.
• Approved programs can fill quickly and the most popular destinations close early, especially spring programs; students should identify their top two choices and apply as soon as the application period opens to minimize the chance of disappointment.

Approved programs

Applications for fall programs will be open from February through early March, and late September through mid-October for the following spring semester.

Extended study programs

We suggest that students outline their goals for off-campus study, including academic, personal, and practical (career) goals. Identifying their goals can help students stay on track in their research and planning, as well as in challenging times during their off-campus experience.

Together, review the Off-Campus Study portal, which outlines suggested steps to exploring programs of interest. Discussion prompts:

• What are your academic goals?
  • Make sure they know the grade point average (GPA) requirements for admission to programs of interest. Most require a 3.0 GPA or higher.
  • Students must also be in good standing with the University from a conduct standpoint, so be sure they are aware of this.
• Describe your personal and practical goals. Ideally, goals would fall under the following categories:
   

• What type and length of program do you think will best suit your goals and your personal needs?
  • Discuss the options. Extended study programs — three-week field extensions of an on-campus course — can be a good option for students who for whatever reason are not in a position to participate in a semester-long program. They take place in January following the fall semester or May after the spring semester ends.
• What are the deadlines and steps for applying for your program of interest? Refer to timing and application information.
  • Keep in mind that each Colgate semester-long program must enroll at least 12 students and usually no more than 18 in order to be viable. Sometimes programs are canceled or postponed due to low enrollment, so having more than one program in mind is a good strategy.
• Who have you talked with/who can you talk with to get academic, logistical, and personal advice as part of your exploration? What kinds of questions do you think would be helpful to ask them about?
  • Encourage your student to make a list of people on campus who know them: Academic adviser, administrative dean, FSEM adviser, 1st@Colgate advisor, OUS advisor, coach (if they have one) and develop their questions list for each meeting.
  • Make sure they schedule a meeting with either an advisor or with a peer advisor (returned student) in the office of off-campus study to get started.
• Do you have any academic or conduct qualification barriers to pursuing your program of interest?
  • Students applying for a faculty-led Colgate Study Group or Extended Study will be considered for admission by the faculty director of that program. Students should know their GPA and ensure that they are eligible for the programs. Qualified students must meet the following criteria, as written in the Colgate Catalog: "Application to off-campus study programs is made through the Office of Off-Campus Study. Applicants must meet the GPA requirements and prerequisites of their desired program, and be in good academic standing with Colgate in the following areas: academic, financial, and disciplinary. Students must demonstrate personal and academic maturity equal to the demands of the off-campus program, which often exceeds the demands of the campus. This maturity should be attested to by the student’s academic record, administrative dean, and academic adviser. Admission to an off-campus study program is competitive and not guaranteed."
  • Students who are on leave or probation cannot be considered for off-campus study programs until they have been back on campus for a semester and have been cleared by the Dean’s office. Study Group GPAs vary by program since most of them work with an international university whose GPA requirements must be met in a separate application for admission.
• How can you organize all this research, planning, and paperwork?
  • An online folder and, closer to departure, a journal or notebook would be great ways to keep track of what they are learning, keep a written record of emergency contacts, addresses and other contacts off-campus and what their goals are for personal success! 

All Colgate students studying abroad in a non-English–language setting are required to take one of their courses in the local language. Especially in locations with less-commonly taught languages, these courses tend to focus on conversational language, especially the ability to speak phrases necessary to living in that location. Use of the local language can lead to greater intercultural interactions and self-sufficiency; people in that culture are often delighted when students attempt to communicate in their language.

Studying abroad for a semester in an immersion language program (taking courses and using the language in every aspect of daily life while abroad) develops skills that can carry over into career opportunities. 

• Students receive residential credit for Colgate-run, faculty-led programs. They receive transfer credit for non-Colgate approved programs.
• Non-Colgate approved programs are determined for approval toward a Colgate degree by relevant academic departments. There are offerings for most of the 56 majors.

Colgate policy does not permit or offer independent housing on any off-campus study programs (approved programs, Colgate programs, or extended study programs). Discussion prompt:

• Are you aware of Colgate’s housing policy for off-campus study? Let’s review it.
  • While some providers on our approved program list may offer independent housing to students, Colgate will not support this option. Colgate’s academic departments and the off-campus study faculty committee select programs for academic, cultural, linguistic, and safety reasons. In addition, we know that when approved program participants live in program-arranged housing, they will be in a better position to make new friends, to have specialized activities offered, to have access to secure housing, and to become a part of a new community. Living in housing managed by an approved organization helps students adapt to a new culture and a new location.  
     

Review Costs and Estimated Expenses

As noted in the University Catalog, Colgate charges full tuition for all semester-long off-campus study programs (both Colgate study groups and non-Colgate approved programs) and pays the costs on students’ behalf. In addition, Colgate charges housing and other fees separately, at the individual program cost. Please take this into account when planning as a family. Cost estimates for the current academic year for each program are available at Costs and Aid for Off-Campus Study.

The Costs & Finances page will help your family review current costs of off-campus study programs of all types; it also shares information about whether your student qualifies for external funding (see also “Specialized Programs & Funding For Education Abroad” below). Please review the following sections:

• Program Cost Estimates — the actual costs, both those charged by Colgate and estimated personal expenses for each of our programs. 
• The Costs & Finances item in the top maroon bar offers budgeting assistance as well as information on financial aid and external scholarships.
• For Financial Aid recipients (from the Financial Aid for Off-Campus Study brochure): 
  • All financial aid recipients will be offered a loan of no more than $1500 to help cover the extra costs of the program, regardless of loans offered for on-campus study. 
  • Your Colgate Grant, if applicable, will be increased to cover any remaining extra cost based on the program cost estimate. 

Financial Aid

Financial aid is available for all programs approved for credit. Students who qualify for financial aid can also receive additional aid if the program costs exceed a normal semester at Colgate. This additional aid practice is in effect for one semester and one extended study program.

In addition, the required $450 deposit is waived for students on financial aid; the waiver request procedure is explained at the time of admission.

Costs and Aid For Off-Campus Study

Explore Specialized Programs & Funding For Education Abroad

We suggest that students make appointments with the Office of Fellowships and Scholarships to see if they are eligible for external funding sources (federal government or private sector). 

• Students studying Arabic, Chinese (Mandarin), Japanese, or Russian have a range of external scholarship options including the Critical Language Scholarship (CLS) through the federal government. Being awarded some of these scholarships might also offer benefits for future study, employment with the federal government, or other future funding. 
• Students studying French, German, Italian, or Spanish also have numerous opportunities to receive federal dollars with the Boren or Gilman scholarships. For students who receive Colgate financial aid, any additional funds that they receive must be reported to the financial aid office.
• Students can and have used the CLS, Boren, and Gilman funds to study on approved programs or on Colgate’s own study groups. We recommend that recipients of any of these federally funded scholarships should note this prestigious award in their résumé. These scholarships require writing an essay, which students should plan to spend time developing. 
• Some Approved Programs have their own scholarship funding, which Colgate students have been awarded to use on those specific programs.

Think About Future International Opportunities

Federally funded scholarships like Gilman, CLS, and Boren are prestigious and can provide recipients with additional opportunities in the future — and students participating in language immersion programs abroad may have opportunities for special funding as listed above, whether from Colgate or scholarships from external organizations.

The Office of Off-Campus Study and Office of Fellowships and Scholarships hold joint meetings for students to learn about these funding opportunities and associated deadlines to apply, whether before they study abroad or after they return. These sessions routinely provide returned study-abroad students with information about opportunities for postgraduate study or to live and teach English abroad. Students who have studied abroad have often gained valuable experience for applying for Fulbright, Rhodes, Watson, or the Peace Corps, for example. 

For any pre-existing medical and/or mental health conditions, review the Self-Guided Healthcare Action Plan found on the Off-Campus Study Health Insurance and Emergencies page. The plan is designed for students to share with their healthcare provider(s) in preparation to continue treatment, and to create an action plan should symptoms worsen. Discussion prompts:

• How will you maintain your health and wellness while away? 
• Are your medications legal in your country of interest? If not, is there an alternative to work out with your doctor? (ex. Adderall is banned in many countries)
• Does your health condition require a doctor or other caregiver’s supervision and how will you obtain care while away?

Health Insurance for Overseas Study

All students on Colgate University–sponsored international programs are covered by CISI Insurance, which costs roughly $300 per semester and is expressly for U.S.-based degree students to obtain medical and mental healthcare outside the United States, including routine visits. There is no deductible, and students can work with CISI in advance of departure to arrange to continue treatment with English-speaking providers used by other U.S. students once they arrive abroad.

Students may need to pay up front and be reimbursed, but within the CISI network, payment is arranged directly by CISI and takes about two weeks to get reimbursed.

Approved Program providers normally include international travel and health insurance. In cases when the organization does not provide insurance coverage, Colgate adds CISI insurance charges to match Colgate University’s standards of coverage (medical and security) for all students.

Off-Campus Study Health and Safety

Going Abroad: Grades and Pressures to Adapt

For those going abroad, challenges are frequent. Students must adapt to another culture, often to another method of learning and success, sometimes to a different language, and also to a new set of rules. Other higher education systems assess student learning with a single final exam with an emphasis on independent study outside classroom hours. This requires students to step out of their comfort zones. Discussion prompt:

• How can you prepare and how will you navigate that environment without the support you normally can expect with faculty mentoring at Colgate? 
  • Students should prepare themselves for different educational models and for the study of a topic to have fewer assessments (tests, essays, quizzes, etc.) over the course of a semester. 
  • Making appointments to speak with individual professors can assist with this process of adapting to a new way toward academic success.

Students who have academic and/or housing adjustments approved through Colgate’s Office of Student Disability Services are responsible for researching what adjustments will be available to them during their off-campus study program. Adjustments may not be available in all locations, countries, or University programs; it is quite likely that adjustments will be different from what Colgate provides on campus. Discussion prompt:

• How will/would you navigate your disability while participating in this program? What challenges do you anticipate? Who can you talk with to assist you?
  • If a student is willing to disclose their needs, the Office of Off-Campus Study staff will work with the Office of Student Disability Services to help students to identify opportunities that will work for them.

For more information, please see the Off-Campus Study website ADA link. 
 

To assist with planning, the Office of Off-Campus Study operates up to five in-person general information sessions and a Zoom session during the fall that are advertised on the campus events calendar and on posters throughout campus.

• Valid and current passport; visa/immigration applications to foreign governments (which are provided after students are admitted). Note that to be valid, a student’s passport expiration date must be at least six months past their scheduled return from an international off-campus study semester. Because of disruptions following COVID, students should obtain passports as soon as they know they wish to study internationally. 

Schedule Health and Wellness Appointments

Prior to departure, medical, psychological, vision, and dental visits are important. Be sure your student knows:

• Physician and other practitioner names and contact information. 
• The chemical (not just brand) name of any medications they take. 
• Triggers that worsen symptoms
• Ways to restore health

Students with pre-existing conditions should speak to their healthcare practitioners to discuss their plans and ways to maintain their health abroad in the event that a pre-existing condition worsens while they are away.

• The Office of Off-Campus Study has a special form called the “Self-Guided Healthcare Action Plan” for students to take to these appointments and gather contact information for their U.S.-based practitioners as well as how to treat pre-existing conditions if they flare up while they are abroad. 

Transitioning to life in another city or country can be challenging, from adapting to apartment living or other different housing arrangements and meeting people from another culture, to learning to respect different beliefs and values as we respect our own. 

• Disengaging from social media is a key strategy. Dependence upon social media for connections to home can delay a student’s successful transition to another culture and make them unhappy.
• It’s also a good idea for your student to learn about the country prior to departure, and to practice the life skills mentioned in the section above for first-year students. 

Life skills become particularly important during off-campus semesters; living independently and managing healthcare in a new setting can be stressful. Winter and summer breaks are a great time for families to help their students learn and practice their skill development. Students should know how to:

• Shop for themselves
• Cook a few meals
• Create and follow a budget
• Manage their own healthcare, including making physician or psychologist appointments
• Navigate public transportation and other travel logistics. 

Building these skills creates structure and helps students maintain their confidence when confronting change and challenge in daily life abroad. 

Dining

Many students will live in housing without a meal plan; encourage them to master cooking three or four different meals. Have them figure out a food budget and go together to buy food and prepare it on that budget. 

Transportation and Travel Planning

If you live in an area close to public transportation and your student hasn’t ever used a bus or train, make it a family outing and have them navigate. Buy a guidebook to the country they will be living in (Rough Guide or Lonely Planet, e.g.). If your student plans to study in a big city, examine maps of the area online to discover local attractions around them. Watch a film that focuses on the values and culture in that country.

Caution Against Independent Travel

Please note: study abroad is not an opportunity for students to frequently travel independently, which can disrupt their academic program and add to their stress. Make sure that academics and cultural exploration come first and that tourism comes second. 

Agree on a reasonable communication plan. 

Maintaining frequent contact (with peers or family back home) can cause additional stress to students, and expectations for communicating across time zones can interfere with students’ ability to set up a structured schedule in their new location. We recommend that you plan to limit speaking to once a week. If the student needs support from home, this can be amended.

Family Visits: Be Cognizant of the Location and Distance

As your student considers studying off campus, it’s natural to want to plan a family visit to experience the location with them. As you plan, we respectfully advise you to wait until the end of the semester before visiting your student. Why? The beginning of a program requires them to focus on adaptation. Learning how to navigate a new location, language, or academic style takes a lot of concentration and energy. The first several weeks are critical for your student to build independence, learn about self-reliance, and establish relationships with other students.