For Faculty & Staff

Advising Resources

Advising for Study Abroad

Students preparing for study abroad interact with several offices on campus; usually their first stop after speaking to Education Abroad is meeting with their major academic advisors. The first time students meet with you in the application process for study abroad, they may look to you for assistance in program selection. We encourage students to review programs course information and bring courses, descriptions, and syllabi to review with their academic advisor. Much of this detail is on our website here or on our affiliate or exchange partners' sites. Advising students on which courses they still have available to take will assist them in identifying a program.

Once students have begun the application process, they will meet with you again to articulate courses in your department's discipline (if not direct credit or pre-approved), complete the course approval form, and complete USF Financial Aid's SAE form if applicable. More information about Program Types can be found here.

Academic Advisor Documentation/Study Abroad Advising Request - Faculty-led (direct usf credit) programs

Step 1: Determine if Study Abroad Advising Request requires an Academic Advising Appointment/Drop-In or if it can be completed by email.

Step 2: In Archivum, create a header titled “Study Abroad Advising.” Under this header, document your advising regarding the Faculty-Led program course(s) proposed using one of the two standardized statements below:  

Study Abroad Request

Option 1: Faculty-Led USF Education Abroad (INSERT PROGRAM NAME): Courses proposed for this program (INSERT COURSES HERE) will not impact the degree progression policy or incur excess hours.*

*If student must take and pass particular courses during the program or in semesters leading up to this program in order to avoid violating degree progression or incur excess hours, please explain this after the first option above.

Option 2: Faculty-Led USF Education Abroad (INSERT PROGRAM NAME): Courses proposed for this program (INSERT COURSES HERE) WILL violate the degree progression policy or incur excess hours. 

Step 3: Once the Archivum Note has been completed, respond to the student notifying them that they may review their advising note and upload a screenshot of their note to their application (this step is not necessary if student is meeting request by Advising Appointment or Drop-In).

Click here for a guide with image examples included.

If you have any questions or concerns, please let us know.

Courses and Registration

Course details for USF direct credit programs are found on the program application page on this site. For Embedded programs or CEEs programs (programs that have multiple on-campus courses feeding into an international experience), students first register themselves. We will add them into an ISE 0001 course for zero credits to designate them as participating in study abroad. For USF direct credit programs where the course or courses are only offered through the abroad program, we will register students based on their course approval forms. For exchange and transfer credit programs (affiliate and non-affiliate), our office uses the course approval form to articulate how the courses transfer back and appear on the USF transcript.


Deadlines vary depending on the program, but most will be posted directly on the program application page. It's important to note that USF's affiliate deadlines likely will not match the Affiliate program deadlines they have.

  • Affiliate Fall: June 1
  • Affiliate Spring: November 1 (includes Spring Break)
  • Affiliate Summer: March 1
  • Exchange Fall: February 15
  • Exchange Spring: September 15
  • USF Fall: Wednesday of drop/add
  • USF Spring: Wednesday of drop/add
  • USF Summer: January 31

Course Approvals

Course Approval forms are posted on the appropriate program page and are sent to students upon starting an application in the system. Major advisors designate if a course is a graduation requirement or not for each course. Graduation requirements encompass major requirements, major electives, general education courses, upper level credit hour requirement, degree total credit hour requirement, etc.

Major advisors will also articulate equivalences for courses that haven't been pre-approved within their discipline. Students should be directed to the appropriate department if the course in question is outside of your department.

Finally, major advisors are signing off on the bottom of the course approval form and can include any notes to the student about what was discussed.