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Step 4: Checklist for Reviewing Applications


Programs Accepted by the IAC
Step 4:
Checklist for Reviewing Student Applications

Deadline: 2 Months Prior to Departure (or earlier, if desired)

 
1.  Set an Application Deadline: post your deadline on Bucs Abroad and communicate this deadline via email. We recommend setting a deadline several months prior to departure. It is the faculty member's discretion as to whether late applicants can apply, but usually late applicants are a "red flag" for issues later.

2.  Instruct students to create a Bucs Abroad profile and apply to the program. Feel free to copy & paste the instructions below in an email to all students:
Directions for students: In order to apply to study abroad, complete the following steps prior to the deadline:
  • Visit the Bucs Abroad portal at https://studyabroad.etsu.edu
  • Click “Program Search”
  • Type the faculty leader's last name and/or name of program, and click "search"
  • Click “apply now”
  • You will be prompted to login. Select that you are an ETSU student.
  • You will then be prompted to create a username and password. You must use your exact ETSU username (not full email address, just the username portion that is before the "@" symbol) and the same ETSU password you use for Goldlink, ETSU email, D2l, etc. This way, your Bucs Abroad account will link to your Goldlink account. If you do not complete this step accurately, your account will not work. Please reset your password via Goldlink if you have trouble remembering.
  • Complete the application. A complete application means you have submitted all of the following before the deadline: 
    • $30 application fee (this fee is because we are charged $30 per student who uses the Bucs Abroad system)
    • Submit an application with a digital version of the transcript uploaded onto question #4 (please read the instructions carefully and do not sent transcripts the office or via email)
    • Accept that administrators can view your disciplinary records
  • We cannot guarantee acceptance into the program. Please do not make arrangements for the trip until you have been formally accepted into the program.

2.  Ensure that all students have completed their applications, including:
  • Paid the $30 application fee
  • Submitted their disciplinary records form (if they have questions, ask them to click on the form and read the instructions in red)
  • Submitted the application questionnaire
  • Uploaded their official transcript onto the questionnaire (detailed instructions on how to do so are listed in the questionnaire)

3.  Below are instructions on how to ensure documents have been submitted:
  • ​Log into Bucs Abroad
  • Click Applicants > Search
  • Under “Program Name” type the faculty leader's name and click “Search”
  • Click Progress Audit > Pre Decision
  • Under "Choose Materials to Show" click "Check All"
  • Under "Choose Questionnaires to Show" click "Check All"
  • Click “Next”
  • This page shows you who has submitted documents
  • Video Instructions:
    • Click here for a step-by-step video created on accessing an individual student's application materials
    • Click here for a step-by-step video on application questionnaires, fees, student documents

4.  After all students have submitted their d ocuments, review their documents:
  • Please Note: It is the faculty member's responsibility to assess all applications and ensure that they meet the minimum requirements to study abroad.
  • Review Student Transcripts: this is to show that they meet the minimum requirements for study abroad , as stated in the faculty manual, and/or additional criteria you may have in place. For example, students must have at least a 2.5 undergraduate GPA/3.0 graduate GPA, though some programs opt for a higher GPA requirement.
  • Check Students' Disciplinary Records: email your student list (cc study abroad on it, so they in the loop) to Janice Gilbert (GILBERJS@etsu.edu) in Student Services and ask her to see if any of your students have a disciplinary record. This is to ensure no one with a violent history will be traveling with you! 

5.  Email One Finalized List of "Accepted" and "Declined" Students: once students are confirmed that they do not have a disciplinary record and meet all requirements to study abroad, send the finalized list to the Study Abroad Coordinator. Please state the name of the program the students are accepted into. The coordinator will change each student's status on the Bucs Abroad portal to "accepted" and all other applicants will be "declined". Please only send one finalized list.


6.  Instruct Students to Submit Post-Acceptance Documents: Once a student's profile status changes from "pending" to "accepted", they will have access to the post-acceptance documents (passport information, medical info, emergency contact, etc). Instruct students to log-on and submit all documents.
  • Set a Deadline: we recommend setting a deadline for students to submit their post-acceptance documents. You can choose the deadline, but we recommend at least 2 weeks prior to departure.

7.  Students Missing Pre-Departure Documents: it is the faculty member's responsibility to ensure that all post-acceptance documents have been received prior to departure. If a student is missing any of the pre-departure documents, he or she must be declined from the program and cannot study/travel abroad. 
 
Ongoing: Review the Faculty Policies for Study Abroad
 
 
Click Here for Step 5: Faculty Checklist for Pre-Departure Requirements
 
  
 
 
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