The University of St. Thomas

Applying FAQs: Short-Term Programs

FAQs: Short-term programs

Updated April 8, 2009

General Short-term Questions:

Application Questions:

Application Status Questions:

Registration/Cancellation Questions:

 

   

What are short-term programs?
These are one to eight week off-campus programs that offer intensive learning experiences, led by faculty and/or staff program directors. These programs are by nature experiential, but they also are designed to be rigorous academic experiences. 
 

   

What does "sponsor" mean?
The sponsor is the institution or organization that provides a faculty director and logistical and administrative support for the course.  The University of St. Thomas sponsors a number of the short-term programs during January, June and during the semester (e.g. spring break), providing the faculty director and also coordinating all travel arrangements.

In addition, the Upper Midwest Association for Intercultural Education (UMAIE) is a consortium of five schools throughout the Midwest that provides high-quality short-term educational experiences in diverse locales. Seminars International, Inc. coordinates all travel arrangements as well as enrollment details.

   

What are spring-embedded programs?
These are four-credit undergraduate or three-credit graduate spring semester courses that have an off-campus component embedded in the middle of the semester. The course meets regularly throughout spring semester, as an on-campus course, and travels off-campus, usually during spring break. Most courses require the off-campus component.

   

Do January Term programs fulfill requirements?
All courses have been submitted to the appropriate core requirement committee and department chairs for review. All courses carry elective credits, unless specified as fulfilling a core, major or minor requirement.

   

If I am currently studying abroad, can I apply for a program from overseas?
Students currently on study abroad programs can apply for a short-term program while abroad. In order to do so you must:

  • Look at the short-term portion of this web site regarding program offerings, course descriptions, costs, etc. 
  • Print and complete the downloadable application materials. Read the checklist carefully to ensure that your application will be complete. 
  • Be aware of deadlines. International Education will accept applications received by fax or by proxy (friend or relative) on the stated deadline.
  • Some programs may require a faculty director signature. You can contact the faculty director by email to obtain their "signature" or clearance for you to apply. 
  • The deposit can be mailed in or submitted by proxy by the stated deadline.
  • Photos can be submitted to the IEC upon your return. Although you may have received an ISIC for a previous study abroad program, cards expire on December annually, therefore, new photos are necessary.

 

   

How and when do I apply for January Term?
Application forms for UST and UMAIE-sponsored short-term programs are available only on this website.  Your complete application must be submitted to the International Education Center. Please follow the checklist on the front of the application carefully.  Incomplete applications will not be accepted.  For current deadline information and important dates, click here.

   

What is January Term Priority Enrollment?
Priority enrollment is the first enrollment period for any program. If the course does not reach a maximum number of participants, applications will be accepted on a rolling admission basis until the final application deadline.

   

How many January Term courses can I apply for at the same time?

  • Students may apply for no more than two programs.
  • Students may not apply for more than one UMAIE-sponsored program for January term.

When applying for more than one program, two complete application dossiers must be submitted (photos are the exception). If you are applying to two programs, only one deposit is required.

   

What if I have not taken the required prerequisite for a January Term program?
Students may apply for a program for which they have not taken the prerequisite if they are registered to do so the term prior to departure. Please make note of this on your application.

   

I am not a St. Thomas student; can I apply for a short-term program?
Non-degree students (interested participants who are not students or are enrolled in another institution) may apply for a short-term program on a space-available basis with the permission of the faculty director and the staff of International Education. Please notify International Education immediately during the application process if you are not a degree-seeking student at the University of St. Thomas. 

   

Can a friend or relative submit my application for me?
As long as your application is complete and is signed by you, a friend or relative may submit it to the IEC for you.

   

I'm applying to a short-term program at a different institution; do I need to work with the IEC?
Yes!  In order to receive credit for short-term off-campus program, you must work with International Education.  If the program is not a UST, UMAIE, or other St. Thomas co-sponsored short-term program such as HECUA, you must petition to participate for St. Thomas credit.  See a Study Abroad Advisor for more information on the petition process.

   Do I need to make a deposit for each program I apply for? 
No, we only need one deposit.  Your deposit will be applied to whichever program you participate in or refunded if you cancel within the specified timeline.

 

   

When and how will I hear if I got in to a January Term program?
Students will be notified, via email, of their status (accepted, waitlisted, not-accepted) in the course after the application deadline. ONLY UST e-mail accounts will be used.

   

How are students accepted?
Qualified applicants are accepted based on the selection criteria for the course.
Acceptance and approval by St. Thomas ensure that you will earn credit for your off-campus program.

   

Once I know my status (accepted, waitlisted, or not-accepted) in a program, is it possible to transfer into another program?
Students may transfer their enrollment from program to program as long as the course they are transferring from has the same sponsor (i.e. UMAIE, UST, HECUA, etc.) as the program they are transferring to. If the programs have different sponsors, you will need to submit a new application for the program you wish to transfer into and complete a cancellation form for the one from which you wish to transfer.

In general, when transferring from a program to another program with the same sponsor it is not necessary to resubmit another complete application. You will however need to complete a Transfer Form (available at the IEC) and any other application materials that are required for the program you are transferring into that were not required in the program you are transferring out of (i.e. a faculty director signature, essay, interview, etc). See the application checklist for details.

 

   
I applied before the priority deadline; why haven’t I heard back yet?
You should hear by the end of spring semester.  If the end of the semester has passed and you haven’t heard from us, please contact Kathy Willemssen at Kathy@semint.com for UMAIE programs or the IEC studyabroad@stthomas.edu for UST programs.

   


I applied after the priority deadline, how long will it take to hear back? 
You should receive an email in 3-4 weeks, depending on summer schedules.

   
I applied to both ONE UST and ONE UMAIE program, but I’m on a waitlist for both of them.  Can I apply to a new open program?
NO, because you are technically holding a spot in the program ahead of someone else.  You may only apply to a new program if you cancel from one, either UST or UMAIE. Keep in mind that you may only apply for one UST and one UMAIE program.

   
I applied to ONE UST and ONE UMAIE program, but got rejected by UST and I’m on the waitlist for UMAIE.  Can I apply to another open program?
Yes, but only to a UST program because you are already holding a position in a UMAIE program.

   
I applied to TWO UST programs, but I’m on the waitlist for both of them.  Can I apply to an open UMAIE program?
No, you can only have two active applications.  You must drop one of your waitlist positions and even then you can only apply to a UMAIE program, since you’ve already applied to TWO UST programs.

   
I applied to ONE UST and ONE UMAIE program, but got rejected by both of them.  Can I apply to TWO new programs?
Yes, because you do not have a current application in either one and the decision was not yours to cancel.

   
If I am on a waitlist, but I choose to transfer to another program and withdraw from the waitlist, do I need to fill out new application materials, or just the essay portion?
Yes, you must submit separate application materials for every program you apply for even in the case of a program transfer.

   
When can I no longer apply to new programs?

  1. If you’ve been accepted to one or both
  2. If you’ve been accepted to one and waitlisted for the other
  3. If you’ve been waitlisted for both 
     

   


Can I keep applying until I get accepted?
Yes

   


I am on a waitlist for a program, or I have been accepted into a program, but I need to cancel.  What should I do?
Email studyabroad@stthomas.edu with your student ID number, the program you are cancelling from, and a brief statement of your reason for cancelling.


   
I’m on the waitlist for a program and don’t plan to cancel it until it is absolutely necessary.  How much of my deposit and pre-paid expenses will I lose if I cancel after the cancellation deadline has passed?
If you cancel from the waitlist, you will not lose any of your deposit.

   
The application form asks for passport information, but I don’t have a passport.  Can I still apply for the program?
Yes!  We ask that you fill out the online passport application and submit that page with your J-term application for logistical purposes. You do not need to complete the passport application at that time, however, you must apply for and receive a passport before you can travel internationally, so we recommend applying as soon as possible.  Upon receiving your passport, make a copy of the photo page and send it or bring it to the International Education Center as soon as possible.

   
I am on a waitlist for a program.  When will I know for sure whether or not I will be able to go on J-term?
Generally, the International Education Center will contact waitlisted students in early December to inform them that we are “clearing” the waitlist.  This means that if a spot on a program does not open up before then, you will be cancelled from the waitlist and your deposit will be refunded.  In the rare case that we receive a cancellation in December and we are able to replace the cancelled student, the student who was first on the waitlist will be contacted to be asked to join the course. 

   

Do I register for my program?
For all January and June programs, International Education will register you with the St. Thomas Office of the Registrar or with your graduate department. You do not register via MURPHY. If applying for a spring-embedded program, you will register via MURPHY once you have received the permission of the faculty director.


   

How do I cancel from a program?
Written cancellation is required to the International Education Center or by email to studyabroad@stthomas.edu. Cancellation fees may apply depending on the date. Refer to the Short-term Off-Campus Policies and Procedures book. If a program cancels due to low enrollment, you will receive a refund of your deposit.

   

Can I take a short-term course S-D-R?
Yes.  St. Thomas does allow students to take courses S-D-R according to St. Thomas policies found in the current course catalog.  All S-D-R requests must be made to the Registrar's Office before departure.