Application Process

Important Deadlines

Spring 2020 FLP  Deadlines (New Orleans and Arizona) - CANCELED DUE TO CORONAVIRUS

Application Closes 11/20/2020
Notification of Application Status 12/3/2019
Commitment Form Due 12/3-12/10/19
Deposit Payment Due 12/18/19-1/3/20
Course Registration 1/13-1/17/20
Final Payment Due 2/3/2020
Pre-departure Online Orientation 2/10-2/28/20
Complete Health Form 2/28/2020

               

 

   

Summer 2020 FLP Deadlines

Round 1 Application Closes 11/1/2019 
Notification of Round 1 Application Status 11/12/2019 
Round 1 Commitment Form Due  11/12-11/18/19
Round 1 Deposit Payment Due 11/25/19-12/6/19 

 

 

 

 

 

 

Round 2 Application Opens 11/2/2019 
Round 2 Application Closes  1/6/2020
Notification of Round 2 Application Status  1/14/2020
Round 2 Commitment Form Due 1/14-1/21/20 
Round 2 Deposit Payment Due 1/27-2/3/20 

 

 

 



Online Course Registration  April 2, 2020*
Final Payment Due  April 24, 2020*
Pre-departure Online Orientation   4/3-4/22/20 - canceled
Complete Health Form 4/22/2020 - canceled

 

 

 

 

* Exact dates to be announced.  

While many programs will have the class registration and payment deadlines above, some programs will have an earlier deadline for class registration and full payment due to contractual commitment for program arrangements. Please check your registration email for the exact class registration and payment deadline.

Winter 2021 – Coming in spring 2020.  

Summer 2020 SSA Deadlines

 

  

Application Opens 9/18/2019 
Application Closes
(apply earlier to better your chance of getting into your first priority courses abroad)
 3/22/2020 (2/27/2020 for Cuba)
Notification of Application Status  3/23/2020 (2/27/2020 for Cuba)
Commitment Form Due 3/24 - 26/2020 (3/3/2020 for Cuba)
Deposit Payment Due 4/3/2020 (3/8/2020 for Cuba)

 

 

 



Course Registration  4/10 - 16/ 2020* (3/16-19/2020 for Cuba)
Final Payment Due  4/20/2020 (3/22/2020 for Cuba)
Pre-departure Online Orientation Course  4/24/2020, 10 - 2, TBA
Complete Health Form 4/24/2020 

 

 

 

 

* Exact dates to be announced.  


Getting Started

  • Read about the different Faculty-Led Programs (FLPs) and Summer School Abroad (SSA) programs and see which is of interest to you.
  • Visit our Faculty-Led Programs pageto find out about upcoming information sessions.
  • Follow us on Instagram (@studyabroadsjsu) and Facebook (@sjsuflp) for updates and photos from our Global Spartans who have participated in study abroad programs! DACA Students: Please set up an advising appointment with SAA prior to submitting your application. You can send an email to spartansabroad@sjsu.edu or call 408-924-2684/408-924-2613 to set up an appointment. Please note all advising appointments remain confidential.

Applying 


For FLP/SSA applicants, you are not required to attend a SAA General Information Session as part of your application. 

SJSU Students

  • Students are required to have a minimum GPA of 2.0.
  • Make sure you know what the requirements are for the program you are interested in before applying.

    For example - Do you need to take the WST? Is the program for students in a specific major? Does your Summer School Abroad program have a GPA requirement? All course prerequisites must be completed prior to the course registration dates, which often occur months before the program travel dates.

  • Meet with your academic advisor to see how the program fits in with your path to graduation.
  • Review our Frequently Asked Questions section before you apply.
  • Complete the online application before the deadline. Send an email to spartansabroad@sjsu.edu if you have any questions about the application process. Remember to include your full name and SJSU ID number in the email.  

Open University Students

Non-matriculated SJSU students can apply to programs and enroll as Open University (OU) students upon acceptance. OU students will go through the same FLP/SSA application process.

For upper division General Education courses that have prerequisites, such as the WST (Writing Skills Test), Open University students must show proof of having passed an equivalent test or have taken a similar course to SJSU courses that demonstrates passing of the test. Open University students will also need to complete additional documents once accepted:

Non-Matriculated, Open University, and J-1 Visa Students Taking SJSU
Studies Courses for Non-GE Credit Form

Do not complete the form above until you are accepted to the program. By completing this form, you agree that should you ever matriculate at SJSU, you may NOT use this course for SJSU Studies credit.


Completing Your Application

  • Go to your program's web page. You should see an "APPLY HERE!"link on the program's page. Click on the link to be routed to the next page.
  • Click on the "Apply Now"button for the program, which you want to apply. Each program has a separate application, so make sure you are on the correct program page. 
  • For current SJSU students: Log into the Terra Dotta, our application system, using your SJSU ID number and your password.
  • Non-SJSU Students (Open University): If you do not have an SJSU ID number, choose "I do not have login credentials to this site." This will take you to the next page where you can create an account and start your application. 
  • Create and complete the profile as a first-time user in Terra Dotta. Once your profile is completed, you will be routed to your applicant home page. 

    • Copy of Passport: If you currently do not have a passport or you are in the process of renewing/applying for a passport, you can still complete the application. You will need to upload a copy of your passport before you depart for your program.
  • Click on the program link under the Applications box. This will take you to the Program Application Page that will contain application instructions and documents you need to complete and submit. 
  • Read the instructions carefully. 
  • Complete your questionnaire: Click on the questionnaire link under the Application Questionnaires box. Complete the questionnaire. Take your time to compose thoughtful and complete answers to the short-answer questions. If you would like to save your responses and come back to them later, you can click on the "Save" button.

    Once you hit the "Submit" button, your responses for the questionnaire will be submitted, and you will no longer be able to change your responses.

    Your program leader as part of the acceptance process will review your answers to the questionnaire. Applications will not be considered for review until the questionnaire is completed. 
  • Once all application requirements have been completed, click on the 'Submit Application' button at the top of the Program Application Page. If you attempt to submit your application before it is complete, you will receive a warning message.

    Once successfully submitted, a date and time stamp will appear for confirmation on your application. 
  • Check your email account frequently for possible messages from SAA and your program leaders. 

Being Accepted

The program leader/SAA Office will review your application and determine your eligibility for the program. If your application is accepted, you will receive an official acceptance letter from the Study Abroad and Away Office. The official acceptance letter will provide instructions on the next steps of the process, including information on:

  • submitting the Commitment to Participate form
  • making your deposit
  • completing the partner university application (for SSA program participants)
  • registering for your FLP/SSA course(s) in MySJSU
  • making the full program payment
  • completing the Student Health Form
  • completing the pre-departure orientation
  • and additional details to prepare you for your program

 

Completing the Commitment to Participate Form

Upon acceptance, you are required to complete the following actions:

Step 1: Complete the Commitment to Participate form to secure your spot in the program (link to the Commitment form will be provided in your acceptance email).

By signing this agreement, you are formally accepting your admission to the program and are promising to abide by the statement of responsibilities detailed in the form. 

Read the terms and conditions of the Commitment to Participate Form carefully. If you have any questions, feel free to contact us at spartansabroad@sjsu.edu.

Step 2: A non-refundable deposit charge of $500 will be applied to your account when you sign this form. If at any time after signing the form you decide to withdraw from the program, you will still be responsible for paying the non-refundable $500 deposit. 

To access the Commitment to Participate Form, simply click on the link included in your acceptance email. 

FLP/SSA Student Policies

For the safety of all people involved, students are required to abide by FLP/SSA rules and regulations. Visit the Student Policies page for detailed information.

Student Handbook

Review the Student Handbook and learn more about our program policies, pre-departure planning, and travel tips.

Student Handbook (PDF)

Waitlisted Students

Accepted students will have a certain period of time to commit to their program and pay their non-refundable deposit. If they choose to withdraw their application, or do not complete the required steps, their spot in the program will open up. At that point, program leaders will choose students from their waitlist. If you are waitlisted, check your email for messages about possible openings in the program. 

Travel Documents

Once you are accepted to the program, you can begin preparing your travel documents. Travel documents can take a few weeks or up to a few months to be processed so begin the process as soon as possible. Please note it is your responsibility to make sure your travel documents are in order prior to departure. 

The following documents are required: 

  • Valid passport: Some airlines and countries require that your passport be valid for at least six months past the date of your return to the U.S. For information on how to apply for or renew your U.S. passport, visit the U.S. Department of State website (http://www.state.gov/travel/). 
  • Visas (maybe required): This will depend on the destination/country of your program. Your program leader/SAA Office will provide more information about the visa process, if applicable, once the cohort is formed. 

Making your Deposit

Once accepted, students are required to pay a $500 non-refundable deposit to confirm their participation. Your deposit will be applied toward your program cost.

The $500 non-refundable deposit charge will be placed on your student account after the submission deadline for the Commitment to Participate form. The SAA Office will provide the deadline to make the deposit in your acceptance letter.   

There are three ways to make the prepayment:

  • Online through MySJSU. See Instruction (PDF)
  • In-person at the Bursar's Office by cash or check. Make sure to let the cashier knows that you are making your prepayment for a Faculty-Led Program (FLP) or Summer School Abroad (SSA).
  • Send your check to the Bursar's Office. If paying by check, make the check payable to SJSU. In the memo section of your check, write Faculty-Led Program or Summer School Abroad, Summer/Winter YEAR and your SJSU ID number (for example: Faculty-Led Program, Winter 2020, 0123456789).

San José State University

Bursar’s Office-Cashiering

One Washington Square SSC

San José, CA 95192-0138

Outstanding Balance: If you have any outstanding balance on your account at the time you make the deposit, your deposit will go to cover the outstanding balance. If this happens, please send an email to spartansabroad@sjsu.edu and let us know. We will check with the Bursar’s to see if your deposit could be accounted for your FLP/SSA deposit.

Methods of Payment: Visit the Bursar's Office Methods of Payment web page for more information. 


Registering for Your FLP/SSA Course

You will receive an email notifying you when your FLP/SSA course is open for registration. You will have a specific window of time; from the date you are notified about registration to the set deadline by which you must complete your registration. You will register for your FLP/SSA course online through your MySJSU account.

Review “Important Deadlines” section to view the FLP/SSA registration deadlines.


Making Full Program Payment

If you have paid the deposit of $500 and there is no outstanding balance, the amount should have been applied toward the program cost so you should see the amount owed less $500 in your MySJSU account.

Once you register for your course, allow the system about 1 to 3 hours to refresh and calculate the amount you should owe. Check the Finances section of your Student Center homepage to see the amount owed. If you see any discrepancy, please contact our office at spartansabroad@sjsu.edu immediately, before making any payment.

Payment Plan: Currently, there is no payment plan option for FLP/SSA courses.

Full program payment must be made by the set deadline. If you fail to pay by the deadline:

  • You will prevent the Study Abroad office from being able to make any payments for your program. This can put hotel reservations and other programming in jeopardy. It is critical you pay by the stated deadline.
  • No one (students or faculty) will be permitted to purchase airplane tickets until the entire group has paid in full. Your late payment could increase the cost of flights for the entire group.

Methods of Payment: Visit the Bursar's Office Methods of Payment web page for more information. 

Program Withdrawal: Visit Program Withdrawal page for more information about withdrawing from an FLP/SSA.

FLP/SSA Refund Schedule

Refund Time Frame Refund Amount

60+ days prior to program class start date

Refund 100% of Tuition Fee
Minus $300 Program Fee
Minus $200 Administration Fee

60 to 31 days prior to program class start date

Refund 100% of Tuition Fee
Minus 50% Program Fee
Minus $200 Administration Fee

30 days prior to program class start date

Refund 100% of Tuition Fee
Refund 0% Program Fee
Minus $200 Administration Fee

After program class start date  No Refund 

 

 

 

 

 

 

 

 

 


* Program class start date and program fee vary by program.

 

Faculty-Led Program and Summer School Abroad courses may be canceled if enrollment is insufficient to provide appropriate instruction or if contracts with providers are incomplete before the start of the course registration. If a course is canceled, tuition fees will be refunded. However, SJSU is not responsible for refunding any personal expenses (e.g. flights, spending money, etc.) if the program is canceled for any reason. Airfare and other individual expenses are the responsibility of the student.


Preparing for Your Departure

General Pre-Departure Orientation

All students are required to complete the online SAA general pre-departure orientation that will cover basic cultural, health, and safety information for going abroad. This will be in addition to any site-specific pre-departure orientation or meetings your program leader/SAA Office will host prior to your departure. 

Buying Plane Tickets

Students should not purchase airline tickets until the entire group has registered in their program course and have fully paid their program fees.

Unfortunately, Faculty-Led Program/Summer School Abroad courses may be canceled, if enrollment is insufficient to provide appropriate instruction or if contracts with providers are incomplete before the start of the course registration. If a course is canceled, tuition fees will be refunded. However, SJSU is not responsible for refunding any personal expenses (e.g. flights, spending money, etc.) if the program is canceled for any reason. Airfare and other individual expenses are the responsibility of the student. 

To be able to get the best airfare rates, students should register for their program course and make full payment by the stated deadlines. Failure to meet the deadlines can delay all other participants' ability to buy their plane tickets.

Upload a Copy of Your Passport

Remember to upload a copy of your passport in the online application portal. We need copies for safety and security reasons while you are abroad.

To upload a copy of your passport, you will need to log back into the application portal, https://goabroad.sjsu.edu/. Once you are logged in, you will need to:

Edit Profile > Information (tab) > Upload a copy in the passport field

Health Insurance

You will have health insurance coverage for the program dates you are abroad. SAA will arrange the purchase of your insurance.

This is health insurance which covers illnesses, medical emergencies, etc. when you are abroad. It is not travel insurance which covers lost luggage, cancelled flights, etc. 

The medical provider for your insurance plan will be On Call. On Call will send you an email that will provide insurance enrollment confirmation, your individual ID card, and your insurance brochure. Before you depart for your program, make sure to print out a copy of your insurance ID card and carry it with you while you are abroad. You should also review the insurance brochure to understand what coverage you will have.

If you are planning to travel before or after your program, you will need to arrange additional insurance coverage on your own.