Applying
1. What are the minimum application requirements?
GPA: All applicants must have a cumulative GPA of 3.0 on a scale of 4.0; however, students with a lower GPA may be considered. Non-native English-speaking students must have taken the TOEFL exam within the last two years and earned a composite score of 600+ or have taken the University of Hawai‘i at Mānoa ELI placement exam.
Academic References: All applicants must submit college-level faculty academic references.
- Semester: minimum two academic; the third may be academic or from an employer/supervisor
- Summer: two academic
Student Progress Reports: First-year college students require an academic progress report from each of their current college instructors.
Transcript: First-year college students must submit a high school transcript, and an academic progress report from each of their current college instructors. Transfer students with records that do not appear on their STAR report must submit a transcript from each college and/or university attended.
Language Proficiency: Programs that do not offer first-year language or coursework in English will require prior background; please check individual programs for admission requirements.
2. I am a freshman and I do not have a GPA yet. May I still apply?
Yes, you are welcome to apply for a Study Abroad Center program. Students are eligible to study abroad as early as the second semester of their Freshman year or later.
Freshman or first-year students have additional requirements for their application (see question #1). Even without a GPA, first-year students can be conditionally accepted to programs based on other criteria in their application (confidential references, progress reports, study statement, high school grades).
However, if a first-year student, after acceptance to the program and before departure, receives final grades that result in a GPA lower than 3.0, the student’s acceptance to the program will be officially rescinded. The $500 initial payment will not be refunded, and the student will be subjected to the financial penalties outlined in the Refund, Withdrawal Policies & Schedule of Payments document at the time of acceptance to the program.
3. When are the application deadlines?
Summer: February 17
Academic Year-in-Japan: March 1
Fall: April 1
Spring: October 1 (Japan only: September 8)
All applications must be received by the UHM Study Abroad Center by the 4:00 PM HST deadline. Deadlines are firm—no extensions or exceptions. Incomplete or late applications will not be reviewed.
4. The deadline falls on a Saturday. When should I turn in my application?
If any of the above dates falls on a holiday or weekend, the deadline will be moved to the business day before or after, at the discretion of the Study Abroad Center. The correct deadline will be posted on the website.
For example: February 16, 2018 falls on Saturday; the summer deadline is therefore moved to Friday, February 16. April 1, 2018 occurs on a Sunday; the fall deadline is postponed to Monday, April 2.
5. Does my Teaching Assistant (TA) count as an instructor for my reference?
Yes.
6. What if I turn in my application on time, but my reference(s) is/are late?
Incomplete applications will not be reviewed. Applicants must take the responsibility to allow enough time for references to be completed and submitted, and follow up accordingly. The online application will show if/when your references are submitted, and there is a button to send an automated reminder email, if needed.
7. May I turn in more than the required number of references?
Yes. To allow for references that are not submitted by the deadline, having back-ups is recommended.
8. Do my teachers have to mail in their reference forms/letters?
No. Users of our online application can send automated email requests and reminders to their teachers. The email will include a link where they can submit their reference form and letter directly.
Please see question #6 regarding the timeliness of references.
9. Would my chances of being accepted into a Study Abroad program increase if I turn in my application early?
While students are encouraged to apply early, or at least start the application process early, applications will not be reviewed until the after the deadline.
10. How many applicants are accepted into a program?
We want to send as many students abroad as possible, so we do not have a maximum or minimum number for student enrollment. As long as your application meets our reviewers’ expectations and our requirements, then you are able to study abroad. If we are told by a partner school that their program is full, then we will notify student applicants immediately and suggest an alternative program, but this is a very rare occurrence.
11. Who reviews my application?
A panel of University of Hawai‘i at Mānoa faculty members will evaluate applications.
12. How may I pay for the application fee?
The application fee can be paid online with a credit or debit card via PayPal. The “Submit and Pay” option will be accessible once the minimum application requirements are met. Otherwise, we only accept payment by cash, personal check, money order or cashier’s check when paying in person.
13. I don’t have a passport. Should I expedite my passport application before I submit my study abroad application?
It is not required to have a passport at the time you submit your study abroad application, but for students who do not have a passport, we recommend starting your passport application as soon as possible. Passport information will be required for your program registration.
14. Do I need to apply for a student visa for my study abroad program?
For U.S. passport holders, it depends on the program and the country’s student visa requirements; international students should research information pertaining to the host country’s entry requirements, as they may have different requirements from U.S. passport holders.
Note: All students applying for a semester or longer in Paris, France must apply for a student visa in person at the Consulate General of France that oversees the state or area of their residence. (i.e. Hawai’i residents must apply in person at the consulate in San Francisco.)
15. When and how will I know if I have been accepted into the program?
The UHM Study Abroad Center will notify applicants by email, approximately two weeks after the deadline, with detailed instructions for confirming their spots in the program, registration, and a schedule of mandatory pre-departure training sessions.
Upon acceptance into the Study Abroad program, students are required to pay a non-refundable $500* initial payment to ensure a place in the program, which will be applied to the program fees. Applicants for the year program in Machida, Japan have a $1000 non-refundable initial payment. By paying this non-refundable initial payment, students are committing to be liable for 50% of the balance of the program fees, which are enforced, regardless if students withdraw or are expelled. The terms and conditions are outlined clearly in the Refund, Withdrawal Policies & Schedule of Payments document, included with the acceptance letter. Students must read, acknowledge and initial every clause of this contract, when submitting the other acceptance paperwork and paying the non-refundable initial payment. No exceptions will be granted.
*All programs require a $500 initial payment upon acceptance. The initial payment for the year programs in Japan— Machida and Kōbe—is $1,000.
16. What are your advising hours?
The UHM Study Abroad Center is open for advising 10:00am-2:00pm, Monday to Friday. The office is closed on weekends, and all State and Federal holidays. You can either schedule a meeting with an advisor in advance by following making an advising appointment through STAR Balance and Zoom, or emailing us at uhmsac@hawaii.edu.
17. I have participated in a SAC program before. May I apply to a different program?
Repeat SAC applicants can apply to a different program, and instead of two or three reference letters, we will only require one from your former Faculty Resident Director or an appropriate faculty member.
Note: Faculty-Sponsored Study Tour (FaSST) students are not considered “repeat SAC applicants” and must submit all SAC application requirements. This is due to the fact that a FaSST program is designed by a UH faculty member and does not necessarily have the same eligibility requirements as a SAC program.
18. I have participated in a SAC program before. May I apply to the same program?
Students are not allowed to participate in the same program twice. For example, you may participate in the summer in Paris program, but you cannot apply for Paris again in subsequent summers. You can, however, apply for the semester in Paris program.
19. Can I study abroad in my final semester?
Yes, you can study abroad during your final semester. Just make sure the classes that you take are part of your overall degree requirements.
Note that some majors at UHM may have a required course that must be taken in the last semester, and it may only be offered on campus. Students should consult with their major advisor if this is a part of their requirements.
20. I receive VA education benefits. Can I study abroad?
As stated on the Office of the Registrar’s website, there are specific requirements that students must meet in order to use their education benefits to offset expenses for studying abroad. Please visit the Office of the Registrar’s website for more information. We encourage all students who receive VA education benefits to contact uhmva@hawaii.edu prior to submitting an application.
Financial
1. Do I pay UHM tuition in addition to the program costs if I study abroad?
No. Instead of UHM tuition, students pay a study abroad fee, which depends on the number of UHM credits earned on a study abroad program (6 credits during the summer; 12 credits during the semester; 24 credits over a year).
2. Does it cost more to study abroad?
The answer may be surprising. Take a look at this comparison of the cost of attendance at UH Mānoa and for studying abroad.
3. Does financial aid apply to study abroad programs?
Yes. Eligible students may receive financial aid, which may cover the entire cost of attendance for all study abroad programs, including room, board, books, tuition, airfare, and excursions/field trips. However, it will not cover personal expenses. Further, financial aid may be adjusted and/or delayed due to courses starting later than the normal semester and/or if registration on-site is delayed. Therefore, we strongly recommend that students plan ahead and bring enough money to cover meals for at least the first two weeks. For more information on financial aid, please visit University of Hawai‘i at Mānoa Financial Aid Services.
4. Is financial aid free money?
No. Financial aid is a combination of loans and grants depending on eligibility. Loans must be paid back. Grants, on the other hand, are essentially free money, but are not widely available and only offered to certain qualified students.
5. Will I receive financial aid for a summer program?
Students who are receiving financial aid or have requested financial aid during the spring term prior to the summer study abroad program may be eligible to receive summer financial aid.
6. How many credits do I need to carry to receive financial aid?
Undergraduate students must enroll in a minimum of 6 credits for the summer, and 12 credits for the semester.
Graduate students must enroll in a minimum of 4 credits for the summer, and 8 credits for the semester.
7. Does the Course Program of Study process apply to courses taken while studying abroad?
Starting Fall 2021, UH Mānoa will begin enforcing Course Program of Study (CPoS), which is compliance with federal relations on financial aid. This means that financial aid can only be awarded to courses required for your degree program. Study abroad programs do not fall under this requirement, but certain conditions do apply in order to receive aid. Below is an excerpt from the Federal Student Aid Handbook (2020-2021) regarding study abroad programs:
“The study-abroad program does not have to be a required part of the eligible program at the home school for the student to be eligible to receive FSA funds, but the credits earned through the study-abroad or exchange program must apply toward graduation in the student’s program at the home school. In addition, students in the study-abroad program must remain concurrently enrolled at their home school.”
8. If I am receiving financial aid, must I pay the non-refundable initial payment if I am accepted to the program?
Yes. The initial payment is required of all accepted students, regardless of financial status. The balance of the program payment, including airfare (only when booking flights arranged by the Study Abroad Center) can then be deferred until students receive financial aid.
Students receiving financial aid must submit a notarized Promissory Note, furnished upon acceptance by the Study Abroad Center, to the Study Abroad Center to defer payment. The Promissory Note must be signed and initialed in the presence of a notary public. Once notarized, the note becomes a legal document. Most law firms and financial institutions (banks and credit unions) offer notary services, but it is strongly recommended to call ahead to make sure a notary public is available and/or to make an appointment.
9. What if, by the end of the program, I do not clear the balance owed for my program?
A financial hold will be placed on financially delinquent students’ UHM record until the balance is cleared. Accounts which remain unpaid for an extended period of time will be sent to a collections agency.
10. Are scholarships available to fund my study abroad program?
UHM Study Abroad Center has a list of various scholarships, some through UHM, some under the UH-System, and others with outside agencies.
11. I am not a UHM student. Can I still apply for UHM Study Abroad scholarships and Financial Aid?
Only UHM students are eligible for scholarships offered by the UHM Study Abroad and UHM financial aid. Non-UHM students must apply for financial aid at their home institution, and can consult the list of scholarships that are not restricted to UHM students.
12. Where/how do I pay my study abroad balance?
With a credit card via MyUH portal or in person at the Cashier’s Office (Queen Liliʻuokalani Center for Student Services, Room 105). Make sure to select the appropriate term/charges when making payments; otherwise, they may be applied to the default term and not toward study abroad charges. For other options, visit the Office of the Registrar.
Academic
1. Do I receive UHM resident credits or transfer credits for coursework I take abroad?
Coursework completed abroad equates to UHM resident credits. These credits will apply toward major, minor, certificate, graduation, elective, general education and/or focus requirements or focus exemption.
2. Can I take courses as Credit/No credit?
All coursework will be taken with A-F letter grades only, unless a particular course in the UHM catalog specifies CR/NC. No exceptions.
3. How will I be graded overseas? How will this be recorded on my UHM transcript?
Students will be graded according to the target country’s grading criteria. The grades received will then be converted to the UHM grade system using the nationally standardized grading scale. The final converted grades will be reported on MyUH and factored into students’ cumulative grade point average.
4. Must I take the UHM Resident Faculty Director’s course?
For semester programs with an appointed teaching UHM Resident Director, all participants must take at least one of his/her courses. Exceptions will not be made. Other courses will be taken from the host institution. With regular summer programs, the course offered by the teaching UHM Resident Director is optional.
5. Will I be in classes with local students?
The composition of students will depend on the program and class. Students studying French as a second language, as an example, will not have native speakers as classmates. Content classes taught in English or in the target language may have a mix of international students.
6. What is the likelihood of failing a class?
Students with poor attendance records, who fail to turn in assignments, score poorly on assignments, quizzes or exams, or otherwise unsatisfactorily meet class requirements will receive a grade commensurate with their academic performance.
7. If I receive a low grade overseas, can this be changed at UHM?
No. Grades will be reported, based on the final conversion of overseas grades to the UHM grading system. Changing grades without a valid reason or documented explanation is considered academic fraud. Grade disputes must be resolved with instructors overseas.
Housing
1. Can I arrange my own accommodations?
No. All regularly offered Study Abroad Center programs include mandatory program housing; deviating from this arrangement is not possible. Students who propose an independent self-designed study abroad program determine their own housing as part of their application.
2. What kind of housing is provided?
It depends on the program. Most programs offer homestay accommodations, where participants live and take most meals with the host family. Some programs offer dormitory-style accommodations, while living with local and/international students.
3. Can I change accommodations upon arrival?
It is permitted only in certain instances concerning heath and safety. For homestay students, if the request to change accommodation is granted, they will be provided with a different host family. With dormitory/apartment students, if the request to change accommodation is granted, they will be moved to another unit. Changes from a host family to a dormitory/apartment, or vice versa, are not allowed.
4. When should I arrive? Will housing accommodate an early check-in?
Students can only move in on the official arrival date, as stated in the acceptance letter.
5. Will someone receive me at the airport?
A pick-up will be arranged for group arrival designated by the Study Abroad Center. Students arriving on their own schedule will be given directions to the accommodations.
Acceptance
Below are answers to commonly asked questions by students whose application to study abroad has been accepted.
1. Must I be vaccinated against COVID-19 to participate in the program?
As of Summer 2021, all accepted students must show proof of their COVID-19 vaccination to participate. Exemptions will only be made for those participants who are unable to get the vaccine due to health reasons certified by a physician. However, be aware that the destination country may not accept the exemption.
2. I am receiving financial aid. Must I pay the $500* non-refundable initial payment?
Yes. The initial payment is required of all accepted students, regardless of financial status. The balance of the program payment, including airfare (only if traveling on the flights arranged by the Study Abroad Center) can then be deferred until students receive financial aid.
3. Where can I get my Promissory Note/visa document notarized?
Students receiving financial aid must submit a notarized Promissory Note, furnished upon acceptance by the Study Abroad Center, to the Study Abroad Center to defer payment. The Promissory Note must be signed and initialed in the presence of a notary public. Once notarized, the note becomes a legal document. Most law firms and financial institutions (banks and credit unions) offer notary services, but it is strongly recommended to call ahead to make sure a notary public is available and/or to make an appointment.
A notary public (or notary or public notary) of the common law is a public officer constituted by law to serve the public in non-contentious matters usually concerned with estates, deeds, powers-of-attorney, and foreign and international business. A notary’s main functions are to administer oaths and affirmations, take affidavits and statutory declarations, witness and authenticate the execution of certain classes of documents, take acknowledgments of deeds and other conveyances, protest notes and bills of exchange, provide notice of foreign drafts, prepare marine or ship’s protests in cases of damage, provide exemplifications and notarial copies, and perform certain other official acts depending on the jurisdiction. Any such act is known as a notarization.
4. How do I pay the $500* non-refundable initial payment?
- If you submitted an online study abroad application, log in to your account and pay through PayPal.
- If you submitted a paper or PDF study abroad application, send a cashier’s check/money order via certified postal mail to the Study Abroad Center. Personal checks are not acceptable.
5. What is the difference between a cashier’s check and a money order, and where can I get one?
A cashier’s check or bank draft is issued and guaranteed by a bank; the funds are usually taken out of the customer’s account. Each bank may charge a fee to issue a cashier’s check/bank draft. Other names for cashier’s check include bank check and teller’s check.
A money order may be purchased for a fee from the United States Postal Service (USPS), at 7-11, Safeway or Wal-Mart. Common money orders are Western Union and MoneyGram. You may be able to purchase a money order with a debit card.
See examples below and fill in the information as shown.
Personal checks are not acceptable.
6. I paid the $500* initial payment yesterday, but I just found out that I will not be able to go. May I have my $500* back?
The $500* initial payment is non-refundable.
Also, by paying this non-refundable initial payment, students have committed to be liable for 50% of the balance of the program fees, which are enforced, whether due to withdrawal or expulsion from the program. The terms and conditions are outlined clearly in the Refund, Withdrawal Policies & Schedule of Payments document, included with the acceptance letter.
Students must read, acknowledge and initial every clause of this contract before turning in the paperwork and paying the non-refundable initial payment. No exceptions will be granted.
7. I have to attend class/go to work during the scheduled pre-departure orientation meetings. May I be excused?
No. All students who have been accepted to the program are required to attend, and stay for the entire duration of, four mandatory pre-departure class sessions totaling 12 hours. Delivery is in-person, online and/or hybrid. Much information will be covered at these orientation sessions, including, but not limited to, academics, health and safety, culture, cross-cultural communication, and excursions. Failure to attend will result in students being withdrawn from the program.
- If you have a UHM class that conflicts with orientation, please let your Study Abroad advisor know immediately. Unexcused absences and/or tardiness will result in students being withdrawn from the program. No exceptions will be granted.
- If you have to work, please contact your supervisor and request time off or re-arrange your work schedule to attend all of these orientation meetings. Please give your supervisor enough time to re-arrange the work schedule to accommodate you.
A study abroad advisor can write a note for you to present to your instructor or work supervisor.
- If you do not live on O’ahu, your advisor will schedule your orientation(s) via Zoom.
8. Who should I ask to be my witness?
A witness may be anyone over 18 years old. Any staff member at the Study Abroad Center can also act as a witness. The witness must watch (hence, witness) you sign your name on the document before signing his or her name and dates the document.
9. What kind of casual photo should I use with my letter to the host family?
This should be a clear image of you with scenery, family and/or friends, but nothing that could be viewed as distasteful or risqué. Examples of an appropriate casual photo include: a family portrait you used for holiday greeting cards, you and your friends having a BBQ at the park, you and your pet(s), you volunteering with your friends, etc. Please be mindful of who will see the photo you submit; a good first impression is very important. If in doubt, toss it out!
10. What are the requirements for the ID-size photos?
The ID-size photos should be:
- Printed in color, in high resolution, on photo quality paper
- 1½ by 2 inches in size; passport size photos (2″ x 2″) are acceptable as well (unless otherwise specified)
- Taken within the last 6 months to reflect your current appearance
- Taken in front of a plain white or off-white background
- Taken in full-face view directly facing the camera (make sure your face is not obstructed)
- Taken with a neutral facial expression and both eyes open
- Taken in clothing worn on a daily basis (remove hats, headphones and wireless devices, and other clothing or items obstructing any part of your face and head)
Here are some examples of acceptable and unacceptable photos. (Click to enlarge and see in detail.)
11. Where/how do I pay my study abroad balance?
With a credit card via MyUH portal or in person at the Cashier’s Office (Queen Liliʻuokalani Center for Student Services, Room 105). Make sure to select the appropriate term/charges when making your payments; otherwise, they may be applied to the default term and not toward study abroad charges. For other options, visit the Office of the Registrar.
*All programs require a $500 initial payment upon acceptance. The initial payment for the year programs in Japan— Machida and Kōbe—is $1,000.
Study Abroad vs Staying at UHM
Many students think that studying abroad is something they could never do. They would love to have the experience, but think it is out of reach for them. There is a common misconception that Study Abroad programs are too expensive, but this is not necessarily the case. In fact, for some students, studying abroad is actually less expensive than a regular semester at UH Mānoa . This is especially the case for non-resident students. But even for students who pay resident tuition, the cost of many UHM Study Abroad Center programs is comparable to the cost of enrolling in a regular semester at UH Mānoa .
First, let’s compare the cost of attending a semester at UH Mānoa to a semester abroad in Shanghai, China, the least expensive program offered by the Study Abroad Center. Even adding in round-trip airfare from Honolulu to Shanghai (estimated at $1,275), a semester in Shanghai is markedly less expensive for non-resident students than a semester at UH Mānoa . Also take into consideration that the Shanghai semester program includes health insurance, use of a mobile phone, and local arts and cultural visits, all features that are not part of a regular semester at UH Mānoa.
Even the UHM Study Abroad Center’s most expensive semester program in Paris, France, is less expensive for non-resident students than staying at UH Mānoa, and it includes museum visits, meals, and a metro pass.
Still not convinced? Consider the Semester in London, England program: tuition, housing and meals in London are altogether only a little over $13,500, which may be a little less than resident costs at UH Mānoa, but you get so much more for your money – you get to live in London, a one-of-a-kind, cosmopolitan, exciting city.
Remember that financial aid, scholarships, grants, and loans can all be applied toward the cost of studying abroad, and UHM Financial Aid Services will even adjust aid amounts based on the study abroad budget.
So don’t automatically think that you cannot afford to study abroad. Check it out, get the facts, and you may be surprised!