Information for Faculty

basic resource guide for faculty advisors

Faculty play a vital role in the study abroad advising process--oftentimes serving as the first point-of-contact for students who have an interest in going abroad. 

With the proper planning and advising, all students can study abroad.

Faculty members are encouraged to become more aware of the programs, services and opportunities available to them and to their advisees by connecting with the staff at the Vanderbilt Global Education Office (www.vanderbilt.edu/studyabroad)

Part I: Preparing Advisees

Part II: Study Abroad & Your Department

Non-Vanderbilt Study Abroad Programs

Part III: Questions Students Need to Know or Need to Be Advised to Ask

Who, What, When Where, How, How Much?

Information & Application

Preparation & Academic Integration

Going Abroad

Returning to Vanderbilt

preparing advisees

When a student voices an interest in study abroad, what should a faculty advisor do?

Be a supportive advocate and encouraging mentor. Reinforce that study abroad is both possible and worth pursuing.

If you are unsure of all the study abroad programs and procedures, the Global Education Office can serve as a resource for that information. Study Abroad advisors can help you and the students find the program that best suits their interests.

Ask students if they intend on studying abroad during regular meetings with advisees.

This is particularly important when advising freshmen, as early planning makes it easier to identify appropriate programs and credits that will meet the student’s general education, major or minor requirements. Moreover, students with double majors or highly specialized majors need as much pre-planning as possible to ensure that study abroad is an option for them.

Look at the student’s record and see which courses that remain to be taken. These courses may provide a framework for seeking out a program that is a good academic match and that would allow the student to continue regular progress toward his or her degree.

study abroad and your department

Vanderbilt’s Global Education Office offers the following services to all students and faculty, regardless of college or department:

Personal advising and assistance to any interested student, faculty, or staff member

Assistance with access to course information and other specific details of study abroad programs, application requirements and deadlines, costs and related issues

Travel resources and information for countries where Vanderbilt-approved programs are held

Your Department: Advising and Academic Credit

The Global Education Office works with academic departments through the course evaluation process to determine how courses taken abroad will count at Vanderbilt

The course evaluation process begins with students submitting course descriptions and/or syllabi from the foreign courses to the Global Education Office 

The Global Education Office then forwards this course information to the Director of Undergraduate Studies of the appropriate department for review 

The DUS decides if the foreign course has a direct equivalent to a course at Vanderbilt, if it has no direct equivalent but will count as credit towards that department’s major or minor, or if the course will simply count as general credit towards graduation 

This result is returned to the SAPO and is valid and available to all students for 5 years 

Understanding the process through which credit is evaluated will help faculty advisors to be even better informed and more knowledgeable advocates for future advisees who hope to expand their experiences through experiences abroad.

Non-Vanderbilt Study Abroad Programs: Advising and Academic Credit

Non-Vanderbilt study abroad programs are not coordinated through the Global Education Office, but through the specific college of the student. The Dean of A&S, Engineering and Blair, and the Registrar of Peabody will request that students submit a proposal for ‘Study Elsewhere’

Forms for Study Elsewhere can be downloaded off the specific college’s website

In the instance that a student requests to attend a non-Vanderbilt study abroad program, the faculty advisor or Dean/Registrar will become the default study abroad advisor for the student

Non-Vanderbilt programs are not direct-credit, meaning that hours transfer back to the student’s transcript but not grades

Financial aid cannot be transferred to non-Vanderbilt study abroad programs

questions students need to know

Who, What, When Where, How, How Much?

What courses will count toward my major and can these be taken abroad? How can students remain 'on course' for graduation and still study abroad?

What remaining coursework could be enhanced by taking it in another country?

Does the university or program being considered offer these courses? What is the language of instruction?

Do I want an internship, service-learning or other special experience?

Will financial aid apply to the program(s) under consideration?

How can studying abroad expand my career opportunities or opportunities for advanced degree study?

Please encourage students to begin planning as early as possible. Most program application deadlines are at least a semester in advance.

Deadlines: The end of February for Fall semester; the beginning of September for Spring semester; the end of January for Summer terms; Maymesters vary

information and application

Remind your advisees that students wishing to study abroad should to attend an Information Session at the Global Education Office

General Info Forums are held in August for Spring semester, in November for Summer/Maymester terms, and in January for Fall semesters

Study Abroad 101 sessions occur every Thursday at 4:00pm in the Global Education Office in the Student Life Center, Suite 115

Study Abroad Advisors are available during office hours and by appointment





* * * Please also note that students are required to obtain recommendations from professors for admittence into most programs. The Professor Recommendation Forms are available here:

CET Form

CIEE Form

Butler Form

preparation & academic integration

Encourage your advisees to apply early, and look into scholarships and financial aid options as soon as possible.

Financial aid transfers to Vanderbilt-approved study abroad programs during the academic year

No financial aid transfers during Maymester or summer terms, so students will need to look outside of Vanderbilt for scholarships and other grants

Additionally, VIO and other campus resources maintain information and resources for students interested in non-credit work, internship, travel, or volunteer experience abroad. Please email via@vanderbilt.edu if you need specific information or contacts to share with your advisees. The Global Education Office works with numerous other offices to provide students with opportunities to take advantage of multiple options, such as completing a study program and staying on for a summer internship or service experience.

going abroad

Once accepted to a program, advisees will work with staff in the Global Education Office and with their faculty advisor to ensure that their course of study can be successfully followed during their time away from campus.

Faculty advisors are encouraged to seek assistance from the study abroad office if they have questions relating to credit, transfer policies, etc.

Students are encouraged to keep in contact with their faculty and study abroad advisors and to notify both advisors immediately if difficulties or problems arise with the courses that are selected during their experience abroad.

Just as at Vanderbilt, courses may be cancelled at local universities or with program providers, so the advisee and the advisors will need to remain flexible and creative.

Again, faculty members seeking additional information are encouraged to contact the Global Education Office.

returning to vanderbilt

Re-entry

Returning 'home' after an experience abroad can be difficult even for the most seasoned student traveler. The Global Education Office’s sponsors and encourages student participation in international activities on campus and throughout our community.

There are re-entry workshops, campus organizations and numerous special events, presentations and fairs in which returned students can become reintegrated into campus culture and through which they can encourage others to have similar experiences.

Faculty can help students through this sometimes challenging time by showing genuine interest in the advisee's experiences and encouraging the advisee to share those experiences with others.