Application to Study Abroad: Next Steps
Once your Application to Study Abroad has been submitted, reviewed and approved, there are some additional steps to be done, depending on the type of program you have applied for. You will be notified via email when you are required to do anything. Please follow the instructions listed below. You are responsible for adhering to Baruch policies, so if your program sponsor advises you to follow other steps, please clarify exactly what you are required to do and when with the Baruch Study Abroad Office.
- You must ensure that you have submitted the appropriate application materials to the host university or program sponsor and been accepted by the program. If you need to have any forms signed by the Director of Study Abroad, submit them to the Study Abroad Office and/or the Director of Study Abroad well in advance of any submission deadlines.
- You may receive a Baruch bill for tuition and/or fees if you are attending an exchange or CUNY-sponsored program. You must pay the bill (if you receive a tuition waiver, you must still pay fees) and send documentation of your payment to the Study Abroad Office.
- You must complete and submit documents related to international travel in order to receive your Study Abroad Permit. Normally, this will be the International Travel Waiver and Release Packet (WARP for short), but there might be additional documentation required. Please check with the Baruch Study Abroad Office for the most up-to-date information. If you are required to purchase health and accident insurance for your study abroad, you will need to do so before you submit your forms. It is wise to do complete and submit these forms early.
- If you are attending a CUNY-sponsored study abroad program, after you have paid your bill, you will need to file an Electronic Permit (E-Permit).
- Once the minimum number of credits for your study abroad program have been approved and you have supplied the Study Abroad Office with proof of payment of your Baruch bill, the Study Abroad Office will submit to the Registrar’s Office on your behalf a Study Abroad Permit Application. The Study Abroad Permit is the final document you need regarding your approval to study abroad.
- You may be required to attend a pre-departure orientation. If so, you will be notified of the date, time and location.
All Baruch students who are studying abroad must provide proof of insurance coverage for the time they are abroad. Depending on the program chosen, this insurance may be purchased for you and included in the program fee, or you may be responsible for purchasing it yourself. The insurance must minimally cover:
- basic medical needs
- accidental death and dismemberment
- emergency evacuation
- repatriation of remains
Depending on where you study abroad, you may also be required to comply with national health regulations of the host country as well. It is your responsibility to find out whether insurance is included in the program fee you pay to your Study Abroad Program sponsor, or whether you are required to purchase insurance on your own. If you have questions about whether you need to purchase of insurance, please contact the Study Abroad Office or your program sponsor.
Please note: If CUNY has a contract for group travel, health and accident insurance, you will need to purchase this policy if you are attending a Baruch exchange program or studying abroad through direct enrollment. Please check with the Associate Director of Study Abroad for more information on your options for travel, health and accident insurance.
Waivers and Releases:
The “CUNY International Travel Guidelines,” adopted by the CUNY Board of Trustees, require CUNY students studying abroad to complete certain documents and provide certain information in order to be eligible to study abroad for CUNY credit.
If you are studying abroad, you must complete and return the International Travel Waiver and Release Packet
You may also be required to complete additional documents. Please check with the Associate Director of Study Abroad for the current requirements.
Please note: You will not receive your Study Abroad Permit until the Study Abroad Office has received all required documents. If these documents are not on file by the final day of the semester prior to your study abroad, your approval to study abroad will be cancelled, and you will receive no credit for any work done abroad. You may also forfeit any program fees you have paid.
CUNY’s Electronic Permit (e-Permit) system allows students from one CUNY College to cross-register for a course at another CUNY Senior College. CUNY has adapted the e-Permit system to enable cross-registration by CUNY students for Study Abroad Programs they attend that are hosted by a CUNY College. The procedure for filing an e-Permit for study abroad is essentially the same as filing one for any other course, but there are some variations that you need to observe. The principal difference is that you will be registering for study abroad CREDIT, not specific courses, at the host (sponsoring) CUNY College.
Requirement and Eligibility:
If you are a Baruch student, you are required to file an e-Permit only if you are studying abroad on a Study Abroad Program sponsored by another CUNY College, AND you will be paying (or it will paid on your behalf) CUNY tuition for that program.
You do NOT need to file an e-Permit if you are studying (1) on a Baruch or CUNY-exchange, (2) on a Study Abroad Program sponsored by any non-CUNY college or university (such as SUNY Brockport, CIEE, the Center for Education Abroad at Arcadia University, etc.), or (3) at a foreign university as a visiting student through direct enrollment. Please consult with the Baruch Study Abroad Office if you are unsure whether you need to file an e-Permit or not.
If you are a student from a CUNY College other than Baruch, you will need to file an e-Permit in order to participate in a Baruch-sponsored Study Abroad Program or a Baruch exchange. Please see your home college’s study abroad office for instructions.
To be eligible for a study abroad e-Permit, you must be cleared both academically and financially to study abroad.
- To be cleared academically means that you have obtained approval for Baruch College course equivalencies for any course(s) you plan to take abroad. For semester programs, a minimum of 12 credits must be approved; for short-term programs, 3-6 credits must be approved.
- To be cleared financially means that you have paid any bill for tuition and/or fees to the Baruch College Bursar’s Office for the number of credits you will be taking abroad (for semester programs, it is a standard 12 credits). You should submit your e-Permit as soon as you have paid your bill and submitted documentation of payment to the Study Abroad Office.
Please note: Other CUNY Colleges that sponsor Study Abroad Programs frequently request that you file e-Permits as soon as you have been accepted into their programs. There is no particular harm if you file your e-Permit before you have paid your Baruch bill (though the Baruch Registrar’s Office may return it). However, your e-Permit will not be given approval by the Baruch College Director of Study Abroad until you have returned the validated receipt for your bill.)
A Study Abroad Permit, issued by Baruch’s Registrar’s Office, states that you have fulfilled all your obligations to Baruch College before studying abroad. In effect a Study Abroad Permit makes this promise: If you successfully complete the course(s) abroad listed on the Study Abroad Permit, you will be given credit for the Baruch College courses listed as their equivalents. The Study Abroad Office submits the Study Abroad Permit Application to the Registrar’s Office on your behalf. However, we may request your Study Abroad Permit only when:
- At least 12 credits (for the semester) or 3 credits (for the summer or winter) have been approved for you
- You have paid your Baruch bill, or had it paid for you, and the documentation of payment has been returned to the Study Abroad Office
- You have submitted the International Travel Waiver and Release Packet plus any other required documents related to study abroad.
The Study Abroad Permit allows you to maintain your enrollment status at Baruch while studying abroad (which means that you retain your registration date), and ensures that you will earn Baruch credit for all approved courses completed abroad.
If you end up taking a course abroad that is not listed on your Study Abroad Permit, you must add the course to your application. Please notify the Study Abroad Office to have your application returned to you so that you can create a new Course Equivalency Approval Request for each new course that needs approval. As with any course request, a full and detailed syllabus must accompany the request and the Baruch faculty will make a decision as to the appropriate Baruch course equivalency. We will keep you informed via email throughout this process as well.
The transcript from your Study Abroad Program must be official to be accepted. An official transcript in a sealed and stamped envelope that has not been opened, and is hand delivered by the student, may sometimes be accepted, but it is always preferable to have the transcript sent from the program site or program sponsor directly to the Director of Study Abroad. If the host university or program sponsor provides encrypted electronic transcripts, please make sure that the transcript and notification email are sent directly to the Director of Study Abroad. Once the Director receives your transcript, it will be reviewed to ensure that you took courses for which you received final approval. It is your responsibility to ensure that the Study Abroad Office has been given complete, accurate, and up-to-date information about your course work while abroad. This is done by submitting the Certificate of Attendance early in the semester you are studying abroad. If there are any courses which you took abroad and for which you received a prerequisite waiver, the credits and (if applicable) grade for the course you took abroad will not be posted until any and all prerequisites are completed.
Once all prerequisites have been completed and all course equivalencies have been approved, your transcript will be processed and signed by the Director of Study Abroad, and submitted to the Registrar’s Office. The Registrar’s Office will post your credit and grades (if applicable) to your Baruch record. Please note: It is your responsibility to inform the Study Abroad Office that you have completed any waived prerequisite(s).
It is always a good idea to check with the Study Abroad Office to determine whether we have received your transcript, and then check with the host institution or Study Abroad Program sponsor to make sure that your transcript was sent, and was sent to the Director of Study Abroad at Baruch instead of the Registrar’s Office. When checking your CUNYfirst record for your study abroad credits, look for the Baruch course number(s) on your record. The courses, credits and grades for study abroad might NOT be listed under the term in which you studied abroad.