Study Abroad

Managing applications online

Getting started

Logging into the site

  1. You will receive an email when you have been granted access to the UW Study Abroad application system. .
  2. Go to the Study Abroad homepage.
  3. Select “UW Log In” from the upper-right-hand of the navigation menu.
  4. Click “UW LOG IN” and log in using your UW Net ID and password.
  5. If you have difficulties logging in, email studyabroad@uw.edu.
  6. The top of the page should say “Administration : Home.” This is your administrative homepage.
  7. If you do not see that header, click the little house in the upper left-hand corner and select “Administrative.”

From your administrative homepage you can:

  • Access student applications
  • Access shared queries and reports
  • Create/save your own searches (queries)
  • Send emails to students
  • Export program/application information
  • View and complete student recommendations

Customizing your display

There are a few features on your administrative homepage that you will not need.Customizing your display is a quick step that will simplify your display and make your homepage easier to read.

Take the following steps

  1. In the top right-hand corner next to your name, click on the settings widget (it looks like a little gear).
  2. Click on “Admin settings”
  3. Under the “Customize Display” section on the left you will see a menu of checkboxes. Un-check the following options:
    • Terra Dotta Support
    • My Notes
    • My Information Requests
    • Updates to Sponsored Programs
  4. Leave the following boxes checked:
    • My Queries & Reports: Allows you to save and easily access searches.
    • My Recommendations: Allows you to manage recommendation requests from students (for any study abroad program).
  5. Find the “Administrative Settings” section on the right.
    • Click on the drop down menu next to the “My landing page on login” and select Admin Home.
    • Optional: input your customized signature into the text area.
  6. Click “Update”, then click on ”Return to Admin Home” in the top right of the screen to be taken back to your home page.

Reviewing applications

Accessing your applications

  • Access your applications by clicking on the “Shared Queries” link towards the bottom of the Administration Home page.
  • There are three important queries to view program applicants (ote:  you may see other queries in your view, but they will not apply to your program).
    • YEAR TERM All Applications (FLP)
      • This query is a good indication of how much student interest there is in your program by listing all students who clicked “Apply Now.”
      • Use this list during the recruitment phase to send out reminders about information sessions,the application deadline and to set up interviews.
      • This query  does not indicate how many students are serious applicants.
    • YEAR TERM Ready to Review Applications (FLP)
      • This query shows students that have completed their application and gone through the conduct review.
        • Note that a student in this list may still be waiting on a recommendation.
      • You can start reviewing these applications and conducting interviews for these students before the application deadline.
      • Use this query to accept students.
      • Please note it may take a few days for students to appear in the query after they have submitted their application due to our internal disciplinary review process.
    • YEAR TERM Roster (FLP)
      • This query shows students that have committed to the program and have submitted their payment contract. These are the students who will be going on the program with you.
      • Use this query to communicate with your students about  your pre-departure orientations and important program details.

Sorting applications

  1. From a shared query, you can sort your list of applications by program name, program location, application status, and term/year of the program.
  2. There are 3 tabs near the top of the query results: Options, Progress Audit, and Group by. Select “Group by” to see a drop down menu of options.
  3. Select a sorting options from the drop down to automatically re-sort the list.

EXAMPLE: As you start to accept students, you can sort the “Ready to Review Applicants” query by Application Status to see which students have committed to the program.

Managing applications

Application status options

Pending (Automatic status assigned by system): A student has started an application and no decision has been made. This includes complete and incomplete applications.

Conduct Review In Progress (UW Study Abroad alters): A student has started an application and has been forwarded to UW Community Standards and Student Conduct for review. This includes complete and incomplete applications.

Conduct Review Complete (UW Community Standards and Student Conduct alters): A student has started an application and UW Community Standards and Student Conduct has reviewed it. This includes complete and incomplete applications.

Accepted (Program Director alters): The application is complete and has been reviewed by the Program Director. The Program Director assigns this status to a student that they wish to accept to the  program.

Waitlist (Program Director alters): The application is complete and has been reviewed by Program Director. Program Director assigns this status to a student that they wish to waitlist.. Waitlisting an applicant means they meet the program requirements and the Program Director may accept the applicant if space allows. The applicant is notified that they have been waitlisted with a possibility to attend the program if space becomes available.

Not Accepted (Program Director alters): The applicant does not meet the basic requirements for the program, does not complete their application, or is not a good match for the program. This decision is made at the discretion of the Program Director.

Committed (Student alters): The applicant has been accepted by the Program Director and decides to commit to the program. Many students apply to more than one program per term, but they can only commit to one program per term. After committing to a program, UW Study Abroad will send a program payment contract to the student via the online application system.

Withdrawn (Student/UW Study Abroad selects): Applicants may withdraw their application at any time before they commit to the program. After they have submitted a payment contract, students must submit withdrawal paperwork to UW Study Abroad and a study abroad program manager will alter the student’s status to “Withdrawn” once paperwork has been received and processed.

Accepting, waitlisting, and not accepting students

  1. Select the application for the student that you want to accept, waitlist, or not accept for your program.
  2. From the student’s overview page, click on the “Status” tab.
  3. Select the appropriate option from the drop down menu.
  4. Click “Update.”

If you have enough qualified applicants, we recommend that you maintain a healthy waitlist. Not all of the students that you accept will choose to participate. Once you are done reviewing completed student applications, all completed applicants should be moved from pending to either accepted, waitlisted, or not accepted.

Decision letters

  • After the application status has been changed, applicants will receive an automatic email from the online system notifying them that their application status has been changed and instructing them to log into their application to view the admission decision.
  • When students log in to their application after their status has been updated, the first page that they see is their decision letter.
  • You may also chose to send out more personalized acceptance letters via email.

Acceptance letter text

Dear [Applicant Name],

Congratulations! You have been selected to participate in the [Program Name] for the [Term], [Year]. To reserve your place in the program, two immediate actions are required:

  1. Confirm your commitment to participate in this program: Click on the “Continue” button below to access your post-acceptance home page. On the left-hand side of the page, you will see a box labeled “Commitment to Participate” with the option to select either “Commit” or “Decline.” Enter your choice. You can return to your post-acceptance homepage to view expectations, important dates, requirements and this letter at any time.
  2. Payment Contract: Many study abroad opportunities require that you sign a payment contract. If your program requires a payment contract, it will be uploaded to your study abroad account under “Attached Documents.” You will receive an email confirmation once this document has been uploaded. Your signed payment contract must be returned to UW Study Abroad within two weeks to maintain your participation. Please review this contract carefully as it outlines your financial and enrollment obligations for the program.

If you have any questions, please contact UW Study Abroad at studyabroad@uw.edu, 459 Schmitz Hall, 10:00–4:00 M-F.

Welcome to the program.

Best,

UW Study Abroad

Waitlist letter text

This letter is to inform you that you have been placed on the waitlist for a study abroad opportunity. Depending on the number of accepted applicants who commit to participate, enrollment space in the program may become available. You will be notified if your application status changes.

Not accepted letter text

UW Study Abroad regrets to inform you that your application to a study abroad opportunity was not accepted. If you have questions about this admissions decision, please contact UW Study Abroad. You are encouraged to apply again in the future.

Non-matriculated Application Process

Non-matriculated students may apply to participate in UW Programs through the UW Study Abroad application system. Rather than using their UW Net ID to login, these students will be guided to establish an account with the application system before they start their application.

Application instructions for non-matriculated students

  1. From the program description page, click “Apply Now.”
  2. Are you currently a registered user at UW with UW Login credentials? Select “No.”
  3. Have you received your login credentials already via email? Select “No.”
  4. Complete the New User Form and click “Create Account.” You will be directed to a login screen.
  5. After a few minutes, your username and temporary password will be sent to the email address that you listed on your new user form. Use this information to log into the UW Study Abroad site.
  6. You will immediately be asked to change your temporary password.

Non-matriculated students will then begin the standard application process that UW students complete, with the added step of a Signature Verification document. The Signature Verification document must be printed and mailed to UW Study Abroad before a non-matriculated student can electronically sign documents to complete a study abroad application. Non-matriculated students should complete this step as soon as possible to avoid delays.

Advanced tools

Emailing students

Using the study abroad site to email students is a handy feature as it creates a record of all emails sent to each student through the site. This record is viewable by you, UW Study Abroad, and the student. When you send an email through the study abroad site a copy will also be sent to your UW email account.

Individual Email

  1. Select the application for the student that you want to email.
  2. From the student’s “Overview” screen click on the “Email” tab.
  3. Send the student an email using the option “Use system email form.”

Batch Email

  • Use this function to email a group of students, such as your entire applicant pool or all accepted students.
  • To send batch emails to a group of applicants, you must first selectthe group you wish to message.
  • If you want to send a batch email to a shared query, select the query from your administrative home page.
  • When sending an email to multiple recipients, each recipient receives a separate email. The distribution list will not be known to the recipient.

Sending a batch email from the list of applications:

  1. Find the box labeled “Options” at the top of the page.
  2. Click on the drop down arrow and select “Send Email.”
  3. A window will open in which you can type and send your message.
  4. You can individualize each email by using the Mail Merge function.
    • After your salutation in the email template, click on the “Mail Merge” box and select either “Name”, “First Name”, or “Last Name”

From this screen you can also determine which students will receive your message.

  1. Click on the arrow next to “Email Recipients” and you will see a list of all of the students who will receive your message.
  2. Uncheck the box next to the students’ names that you do not want to receive your email.

Progress audit

  • A progress audit is a useful tool to get a quick snapshot of your students’ progress through the application or pre-departure phases. For example, if you want to check on your students’ progress with the application, select the query that you saved for “All Applications” (see above instructions in Reviewing Applications).
  • From the Progress Audit results page, you have the option of selecting students to email, exporting the list to excel, or printing a copy of the report (PDF or paper). For example, if you see that several of your students have not completed the application, you may want to select those students and send them a quick reminder about the upcoming application deadline.

Running a progress audit from the query results page:

  1. Find the tab labeled “Progress Audit” towards the top of the page.
  2. From the drop down menu select “Pre-Decision.”
  3. From the next page, select “Check Everything” in the upper right hand portion of the page.
  4. Click “Next.”
  5. This will direct you to list of all of your applicants with a check box for each step of the application that has been completed.

To check on your students’ progress through their pre-departure requirements, follow the same steps, but select “Post-Decision” from the Progress Audit drop down menu.

Exporting information

  • Exporting information from the study abroad application system  into an Excel document will allow you to easily create reports or lists for use outside of the system.
  • As you use this option please be aware that the study abroad application system includes a lot of private student information.
  • Be careful how you save and use this information.

Exporting information to Excel:

  1. Go to the list of students that you want to export information for (the query results page).
  2. From the “Options” drop down menu, select “Excel Export.”
  3. It may take your computer a moment to process your request, but an excel file with your requested student information should automatically open.
  4. You can then save a copy of the file and customize the list for your needs by deleting columns that you do not need.

Next steps

Once you have changed students’ statuses, the online application system will hold your admission decisions until the Decision Date for the program. Once the Decision Date for the program has passed, accepted students will be able to act on their application.

  • Commit: students will have one week to change their status to committed. Committing to the programs locks them out of other applications they have been accepted to in the same term. Once students commit, UW Study Abroad will upload a payment contract to their application.
  • Payment contract: students will have two weeks to submit their payment contract to UW Study Abroad.
  • Program confirmation: check your Program Roster query for updates on contract submission. Once the number of contracts submitted equals the number of students in your spending plan, your program manager will confirm your program and you can begin making payments.
  • Scholarships: scholarship notifications will go out about a month after their application deadline. UW Study Abroad notifies awarded and not awarded students of funding decisions. See the Scholarships page for students and the Scholarships Information for Program Directors for more details.
  • Notifications: UW Study Abroad will send emails to students informing them of each step above.

The table below provides dates by which each step should occur if the student applies by the Priority Application Deadline and is accepted by the Decision Date. If the application deadline is extended, this timeline will be pushed back accordingly.

Term Priority Application Deadline Decision Date Deadline to commit Payment Contract Due
Summer January 31 February 12 February 19 March 5
Early fall February 15 February 27 March 6 March 13
Autumn February 15 February 27 March 6 March 13
Winter May 15 May 27 June 3 June 17
Spring November 15 November 27 December 4 December 18