Frequently Asked Questions for Nominated Students
I’ve been nominated. What are my next steps?
Congratulations! Be sure to review your nomination letter that you received via the Study Abroad portal. In order to move forward, you must commit or decline your nomination by 2:00 pm on Wednesday, February 12, 2025 PST. To commit, log into your program portal and select "commit" or "decline."
If you do not select “Commit” and sign the Acceptance of Responsibility for Immigration Process document by the specified deadline, you will no longer be eligible for your nominated status, and your application will be withdrawn from the 2025-26 study abroad program. If you are still interested in studying abroad through SCU, you are welcome to reapply for the 2026-27 cycle.
Committed students will receive detailed instructions about the next steps required for their specific program after the commitment deadline.
Now that I’m nominated, do I have to continue to meet eligibility requirements?
Yes. Please be mindful that Global Engagement conducts grade checks every quarter before a student's departure to ensure they are making academic progress and are continuing to meet the campus requirements to study abroad and their program-specific requirements. Should you fail to meet these requirements at any point before your departure, you risk administrative withdrawal from your study abroad program. We highly encourage you to reach out to us if, at any point, you are concerned about your academic progress.
I changed my mind and want to apply for my second or third application submission. Can I waitlist for one of my other applications?
No. Nominations are not transferable and many programs have filled to capacity. If you wish to change your program, you will need to decline your nomination and join the general waitlist for an alternative program. Students will be nominated based on availability after placing those who were initially waitlisted and did not receive a nomination. Please note that movement from the waitlist would be unlikely.
Why was I not nominated for my first/second application submission?
Following review, Global Engagement nominates eligible applications on a rolling basis in the order applications are received. If a first application reaches enrollment capacity, a student is redirected to their second, or third application submission, based on their timestamp and program enrollment capacity.
Why are there enrollment capacities for programs? Can’t enrollment capacity just be raised to let in more students?
Enrollment capacities for programs vary by program, but exist to promote the highest level of cultural immersion, diversity, health, safety, and quality of academic experience for students abroad. Capacities are set in conjunction with both SCU and program partners and cannot be modified. Our SCU exchange partner programs also have enrollment capacities that vary annually based on allotted spaces provided to SCU by our overseas partner.
I changed my mind and do not want my second or third application submission. Can I waitlist for my first application?
No. Nominations are not transferable and many programs have filled to capacity. If you wish to change your program, you will need to decline your nomination and join the general waitlist for an alternative program. Students will be nominated based on availability after placing those who were initially waitlisted and did not receive a nomination. Please note that movement from the waitlist would be unlikely.
Frequently Asked Questions for Waitlisted Students
My application status says Waitlist. What does that mean?
Waitlist status students can opt to be on a waitlist for their original program(s) and apply for up to two 2025-26 programs from the Alternative Study Abroad list offered during the summer, fall, winter, or spring terms. Movement is based on the student’s earliest timestamp, not placement on the waitlist.
To join the alternative program waitlist, students can complete the Study Abroad Alternative Program Waitlist form by February 12, 2024, at 2:00 PM PT found in their Study Abroad Application - Update you received via the Study Abroad portal and via email.
I was eligible for my program. Why wasn’t I nominated?
Following review, Global Engagement nominates eligible applications on a rolling basis in the order applications are received. If you were eligible for a program but not nominated, it means that based on the timestamp of your application, the programs you applied to reached capacity prior to our ability to place you. Be sure to review your Study Abroad Application - Update that you received via the Study Abroad portal and via email. The Study Abroad Application - Update will indicate the reason for the decision as well as next steps.
How will you use the application I submitted to assess my placement on the waitlist?
Waitlist status students who wish to be on a waitlist for their original program(s) will be placed based on the student’s earliest timestamp.
Can I be placed on a waitlist for my first/second application submission?
Yes. However, it is unlikely that you will move off the waitlist for your original Study Abroad program. This depends on factors such as the confirmation of nominated students, the number of waitlisted applicants, and the timestamp of your original application. Students who choose to waitlist for their original program(s) are encouraged to apply to up to two 2025-26 programs from the Alternative Study Abroad list offered during the summer, fall, winter, or spring terms.
What if I do not want to waitlist or apply for an alternative Study Abroad program?
Students who do not wish to join the waitlist or apply to an alternative Study Abroad program may withdraw and reapply for a future term or consider choosing an independent study abroad program.
Students who pursue a non-approved study abroad program and/or are not nominated to study abroad through the official Santa Clara University Study Abroad application process must take a leave of absence from SCU and study abroad independently. Please note that independent students cannot use SCU Financial Aid and are subject to the University’s transfer credit policy. Students interested in studying abroad independently should refer to the Approved/Non-Approved Program section of our Policies and Procedures for more information.
Frequently Asked Questions for Not Nominated Students
I wasn’t nominated and don’t know why. Where can I find out the reason?
Be sure to review your Study Abroad Application - Update Letter that you received via the Study Abroad portal and via email. The Study Abroad Application - Update will indicate the reason as well as next steps.
Can I participate on the program I applied to without an SCU nomination?
Students who pursue a non-approved study abroad program and/or are not nominated to study abroad through the official Santa Clara University Study Abroad application process must take a leave of absence from SCU and study abroad independently. Please note that independent students cannot use SCU Financial Aid and are subject to the University’s transfer credit policy. Students interested in studying abroad independently should refer to the Approved/Non-Approved Program section of our Policies and Procedures for more information.
I do not meet the GPA eligibility for my program. Can I request an exception?
While GPA may not be the sole indicator of success in study abroad, all programs do have minimum GPA requirements that align with the academic expectations of the program. Making an exception to a GPA minimum can put students at risk of not being academically successful while abroad. Adhering to the minimum GPA requirements set by SCU and programs ensures there are clear and accessible academic requirements for all students.
Frequently Asked Questions on Application Preparation
When is the application Filing Period?
| Summer 2025, Fall 2025, Winter 2026, Spring 2026 Programs | |
|---|---|
| Applications Open | Monday, November 18, 2024 at 1:00 PM PT |
| Applications Close | Thursday, December 5, 2024 at 11:59 PM PT |
| Academic Year Oxford Program 2025-26* | |
|---|---|
| This program is only open to Honors students. | |
| Applications Open | Monday, November 18, 2024 at 10:00 AM PT |
| Applications Close | Thursday, December 5, 2024 at 11:59 PM PT |
*Applications for this program are nominated based on application materials and an interview process. This program is not reviewed on a rolling basis. As this program sits outside the regular Study Abroad application review process, an application for this program does not take one of the three applications students are allowed to submit for the regular Study Abroad program for Fall, Winter, and Spring.
How are applications reviewed?
Global Engagement reviews and nominates students at the close of the Filing Period on a rolling basis in the order applications are received. If Global Engagement is not able to offer a student a nomination, they may be placed on a waitlist. Students will receive an email confirmation when their application is submitted, but they will not hear back from Study Abroad until the Application Review process is complete. This process may take several weeks. If Global Engagement is unable to offer a student nomination, they will have priority nomination the following application cycle.
The number of applicant nominations varies from year to year based on student interest and allotted placements for the Study Abroad program. In addition to overall program placement capacity, individual programs may have enrollment caps. (Internal for advising: placements are allotted after considering a number of factors such as the student support infrastructure, department resources, and university goals/resource management).
Students are only allowed to study abroad once during the regular academic year terms (fall, winter, spring) during their undergraduate career, and year-long programs are not permitted.
NOTE: There are no limitations on allotted placements for the Summer Study Abroad Program.
Does completing the Study Abroad Advising Module guarantee a nomination?
Completing the Study Abroad Advising Module will prepare you better for your Global Experience but will not guarantee your nomination to a global program.
Where do I go to receive Advising Support as I plan for a Global Program?
The courses a student still needs to stay on track to degree will inform their global program selection. For this reason, it’s important that students learn how the process works.
First, students should enroll in the Study Abroad Advising Module for undergraduate study abroad programs. Their next step is to attend Global Engagement’s Peer Advising Hours or Study Abroad Application Info Sessions. These opportunities will help students complete their application, including the Proposed Academic Plan, which is an important application requirement.
How many programs can I apply for?
Academic Year
Students may apply for up to three programs during the regular academic year (Fall, Winter, and Spring).
Summer Study Abroad
Students may apply for one Summer Study Abroad program. There are no limitations on allotted placements for the Summer Study Abroad Program. As long as a student meets the eligibility requirements and submits a complete application by the deadline, they will be nominated to participate. Summer Study Abroad Program may still have individual program caps.
Can I start on my application in the Study Abroad Portal before the Application Filing Period opens?
No. Students are encouraged to work with the Study Abroad advising team to prepare their application materials well in advance so they can submit them as soon as the Application Filing Period opens. You should begin planning early, but you won't submit an application until the Application Filing Period opens. While most students finalize their program preference selection by October after attending our annual Global Opportunities Expo, students are encouraged to gather their application materials well in advance of the start of the Application Filing Period to ensure they can apply as early as possible.
Frequently Asked Questions on Submitting Your Application
How do I submit an application?
To apply, students need to press the red "apply now" button located on the program's digital brochure in the Program Database for each program for which they wish to apply. As applications are reviewed in the order in which they are received, students should prioritize their application submissions accordingly.
I have already started my application. How do I log back in?
Applications are housed in the Program Database (the Study Abroad Portal). You can log back in using this link.
Should I submit my application early?
Yes. Applications are reviewed and nominated on a rolling basis at the close of the Filing Period in the order they are received. Be sure to prepare early so you can submit your application as early as soon as possible within the Filing Period.
Is the Application Filing Period close date flexible?
No. Applications will officially close at the end of the Filing Period on Thursday, December 5 at 11:59 pm PT. Applications must be complete at the time of submission or they will not be eligible for placement. Extensions will not be granted for class, work, travel, event conflict, student error, or undocumented technical administrative issues.
I’m attempting to log in but the portal won’t let me in. Why won’t it let me start my app?
When logging into the Study Abroad Portal, please be sure to sign in with your SCU credentials by using the “SCU Students, Faculty and Staff” button. Do not use the “Visiting Student Applicants” button, as this will prevent you from applying and delay your ability to successfully.
I submitted the wrong application first. Can I switch the submission times for my applications?
No, you have the option to unsubmit your initial application and resubmit it to place yourself back in the queue.
How will I know if I submitted my application?
Once you submit your application, you will receive an automatic email that you have submitted your application.
I need to change something, what can I do?
You may email studyabroad@scu.edu for assistance in updating your application. However, please be aware that if you need to make changes after you submit your application, you will need to resubmit your application and will have an updated spot in line with a new timestamp. Be sure to confirm that your essays and uploaded materials are complete and accurate before hitting submit.
What’s the log-out time for inactivity in the Study Abroad Portal?
The Study Abroad Portal sessions timeout after 60 minutes on each page. When a page is about to expire, a warning modal will appear with a countdown and a button to renew the session. If the user doesn't renew the session, they will be logged out and returned to the home page. You can avoid this by remaining active in your application after you open it. Avoid opening your application and walking away from it while it is open.
What if I experience a technical error, beyond my control?
If you experience a technical administrative error, you are encouraged to document the error by taking a screenshot with a timestamp. It is important to note that these technical administrative errors are not user errors, such as timed-out logout or personal internet connection issues. User errors will not be accepted as technical administrative errors.
Frequently Asked Questions on Application Review
How are applications reviewed?
Applications are reviewed by trained Study Abroad Application Reviewers to ensure eligibility criteria and program requirements. Reviewers include Global Engagement and staff and faculty across campus.
Following review, Global Engagement nominates eligible applications on a rolling basis in the order applications are received.
If Global Engagement is not able to offer a student a nomination, they may be placed on a waitlist. Students will receive an email confirmation when their application is submitted, but they will not hear back from Study Abroad until the Application Review process is complete. If Global Engagement is unable to offer a student nomination, they will have priority nomination the following application cycle.
I submitted more than 3 applications, can I be considered for all of them?
Only the first three applications submitted will be reviewed. This means that any additional applications beyond the first three will not be considered in the review process.
Will there be a Waitlist?
If the Study Abroad program’s allotted placements have all been nominated, students who were not offered a nomination will be placed on a waitlist. Following the commitment deadline, students may be moved off the waitlist depending on the overall Study Abroad program capacity. Students will be removed from the waitlist in the order in which their applications were originally received. Individual program caps may still impact a student’s movement off the waitlist. Students are encouraged to work with Global Engagement to discuss their options for placement from the waitlist. If Global Engagement is unable to offer a student nomination, they will have priority nomination the following application cycle.
When is the last day I can withdraw without owing any fees?
If you receive a nomination to a global program, you will have two weeks to commit to the program that you are nominated for in the SCU Study Abroad Portal.
You would need to deny your nomination during this time to avoid any potential fees. After you commit to a program, you are responsible for a minimum of $500 if you later decide to withdraw, per the SCU Withdrawal Policy.
Depending on when you decided to withdraw and your program’s specific withdrawal/refund policy, you could also owe additional, unrecoverable costs that could amount to the full program cost.
Top Tips
Tip #1: Read the Study Abroad agreement ahead of time!
This important document highlights key policies and procedures required for all study abroad participants. Be sure to review it, along with the full Policies and Procedures, and check with Study Abroad about any questions you may have. If you are uncomfortable or unable to abide by the Study Abroad Agreement, we do not suggest submitting an application.
Tip #2: Ensure your Study Abroad Application Materials are ready!
Successful applicants have their materials prepared ahead of the Application Filing Period open date. Some materials to prepare are as follows:
- Proposed Academic Plan in PDF format
- 4-Year Degree Plan in PDF Format
- A valid passport or receipt shows it’s in process in PDF format
- Study Abroad Essays in a GoogleDoc/WordDoc ready to copy and paste into the Essay questionnaires.
Tip #3: Be careful about letting your Study Abroad Portal log-in time out!
The Study Abroad Portal sessions time out after 60 minutes on each page. When a page is about to expire, a warning modal will appear with a countdown and a button to renew the session. If the user doesn't renew the session, they will be logged out and returned to the home page.
Tip #4: Don’t log-in as a visiting student
When logging into the Study Abroad Portal, please be sure to sign in with your SCU credentials by using the “SCU Students, Faculty and Staff” button. Do not use the “Visiting Student Applicants” button, as this will prevent you from applying and delay your ability to successfully
Tip #5: Go somewhere with dependable Wi-Fi
Students are advised to plan accordingly and allow sufficient time to submit their applications on schedule. Unreliable Wi-Fi may affect the ability to submit on time; however, this will not be considered a valid reason for delayed submissions.
Tip #6: Double check your essays and uploads for errors BEFORE submitting
It is possible to save the information you have inputted and submit it at a later time. Exercise caution when clicking "Submit" as it finalizes and submits the questionnaire. Students are advised to click "Submit" only when they are ready to submit the questionnaire. In the event of accidental locking, students may email studyabroad@scu.edu to request the questionnaire be unlocked.
Tip #7: Email studyabroad@scu.edu if you run into problems after hours.
If, for some reason, you run into an error, please include the following information:
- Program(s) you are applying to
- Screenshot of the error message
- Your SCU username
Please note that Global Engagement’s business hours are Monday - Friday, 8:00 a.m. - 12:00 p.m. and 1:00 p.m. - 5:00 p.m., excluding campus holidays and closures. The Study Abroad team manages a high volume of inquiries, assisting over 500 students applying to study abroad and over 300 students currently abroad. To ensure timely responses, please email studyabroad@scu.edu with your question once. Avoid contacting multiple staff members or sending repeated phone calls or emails, as this can delay our response time.