Global Exchange Pre-Departure Requirements

After nomination, it is the student's responsibility to complete the host institution application before their deadline. Any questions about their application should be directed to the host institution after receiving application instructions. Final acceptance into the program will come from the host institution. 

While you wait for your final acceptance notification, work on the remaining Pre-Departure Requirements below. 

You must have a valid passport to travel abroad. If you already have a passport, check the expiration date now. It must be valid six months beyond the end of your program.

If you need to apply for or renew your U.S. passport, it may take over eight weeks, and a renewed passport will have a different number. UC San Diego Mail Services is the closest passport processing location.

If you are not a U.S. permanent resident, discuss with your international student advisor for what paperwork you need to complete in order to re-enter the U.S.

Visa Checklist 

• The visa process can take several weeks to complete, so start working on this immediately. You may need the official acceptance letter from your host institution, but you should be prepared to start the visa process as soon as you receive the official acceptance letter.
• Check your host institution’s exchange program site for visa support resources. 
• Visit the consulate/embassy site for your host country to determine if a visa is required for your stay. Additional information can be found on the country-specific information maintained by the U.S. Department of State
• Note whether a visa application can be mailed or if you must schedule an appointment and appear in person. 
• Note visa application windows and processing times. 
  • Note required documents.  
  • Contact Global Exchange Program Manager to request a specific visa letter if required. 
  • Contact Study Abroad Financial Aid Office to request a visa financial aid letter if required.  

Follow the Academic Planning Form instructions in the Pre-Departure section of your application to get feedback from your departments about how the courses you plan to take abroad can count for requirements here. This form can take time to complete, so start as soon as possible.

Be sure to also review the academic policies outlined in the Tritons Abroad application, including information about graduating soon after the program, receiving credit, and more. 

Starting with January 2025 departures and beyond, all students must gain health clearance in order to study abroad. Follow the Health Clearance instructions in the Pre-Departure section of your application and upload the completed form there.

As a participant on Global Exchange, you will retain your UC San Diego student status abroad. Students cannot be enrolled in UC San Diego courses for the quarter(s) that overlap with their Global Exchange program.

UC San Diego Placeholder

Participants will automatically be enrolled at UC San Diego in a placeholder course for each term abroad on Global Exchange. (Estimated timeframe for the placeholder to be added to WebReg: Before August 1 for Fall quarter; before December 1 for Winter quarter; and before March 1 for Spring quarter.)The placeholder course will be replaced with your actual Global Exchange courses when the Admissions Office processes your transcript after your program. 

If you’re not certain of your Global Exchange participation, you can temporarily enroll in courses at UC San Diego as a backup, but you will NEED to drop all of those courses immediately when contacted about the placeholder.

Host Institution Courses

You will follow the instructions from your host institution to enroll in their courses during their timeframe.

• You must be enrolled full time at the host institution. General course information is listed on the Global Exchange program webpage.

Returning to UC San Diego

Bring your PID and PAC abroad with you to register for classes on TritonLink for the quarter you return to UC San Diego. We can't obtain your PAC number for you if lost; you must request it from the Registrar by email or fax (PDF).

As a requirement of participation in study abroad at UC San Diego, students must first complete the Study Abroad UC San Diego Online General Orientation prior to departure. The orientation should take about an hour to complete, and participation will be recorded and is a requirement of study abroad. 

How to Access Study Abroad's Online General Orientation:

1. Access the orientation module via Canvas: https://canvas.ucsd.edu/enroll/NLANN4
2. Log in with your UC San Diego Active Directory account
3. Click “Enroll in Course” 

Deadlines to Complete the Online General Orientation:

• Summer/Fall/Year Departures: JUNE 15
• Winter/Spring Departures: DECEMBER 15

If you are a financial aid recipient, aid will be adjusted based on the cost of attendance of your particular program. Meet with our financial aid advisor to understand the guidelines you must follow in order to receive full aid. 

Aid will be disbursed to your student account approximately 10 days before the start of the UC San Diego quarter(s). In other words, aid is disbursed in line with the UC San Diego academic calendar, not your host institution's academic calendar. For any questions related to study abroad financial aid, please contact our Financial Aid Advisor at fao-eap@ucsd.edu.

• Complete UC Away Travel Registration. This is a requirement for all participants. After completing the registration, you will be provided with a link to the travel insurance contact card. For information about the policy benefits, exclusions, claims process, and more visit the UC Travel Risk and Insurance website.
• You will maintain your domestic health insurance (UC SHIP or private provider). This is a requirement for all participants. As usual, students are automatically enrolled in UC SHIP. If you use a private provider, you will waive UC SHIP by their deadline and with appropriate documentation and proof of enrollment from another provider of full international coverage.  

• If you live on campus and expect to move out prior to your contract end-date to study abroad, contact Housing Dining Hospitality (HDH). There is a formal process to terminate your housing contract and they can provide you with the necessary steps.

• If you would like to live on campus after you return from abroad, sign up for the housing waitlist as soon as it is available.
• If you have a housing guarantee, you should also e-mail the Housing Office (housinginfo@ucsd.edu) to let them know you are going on a UC-sponsored program and you were eligible for Room Selection for the term you are abroad.
• Students without a housing guarantee may also sign up for the waitlist.
• Another great on-campus housing option is I-House, which has a separate application process and is geared towards international-minded students, such as study abroad returnees.

Global Exchange participants will pay UC San Diego tuition and fees for each quarter they are abroad, and on the same schedule as all other UC San Diego students. As usual, it is your responsibility to make payment(s) on time.

Scholarships are available and all Global Exchange participants are eligible for at least one of our listed scholarships!

After your program ends, you must order an official transcript from your academic institution. You can request the host institution to send your transcript electronically or by mail:

If possible, SEND TRANSCRIPTS ELECTRONICALLY:

• through Parchment, a safe and secure method of requesting your official transcript(s). If your host institution is registered with Parchment to send electronic transcripts, please order transcripts through your school's website or create an account with Parchment directly.   
• Admissions also accepts transcripts electronically through eTranscriptCA, Credential Solutions, eScripSafe, Scribbles, SCOIR, and National Student Clearinghouse if your host institution is registered with these e-transcript vendors. Please check whether they utilize these e-transcript vendors to send transcripts and order through your school's transcript ordering process.   

Make sure you select University of California San Diego in La Jolla, CA as the receiving school if you choose one of these e-transcript vendors. Some vendors may list our school as UC San Diego.   

If needed, SEND TRANSCRIPTS BY MAIL:

• Order an official transcript from your academic institution which must be sent to us directly in a sealed envelope addressed as follows:  

University of California San Diego – Office of Admissions  
Attn: Transcripts  
9500 Gilman Drive, # 0021
La Jolla, CA 92093-0021
USA 

Credit Processing Time:  

It can take over 90 days from the end of your program for transcripts to be sent and received by the Admissions Office. Once received, the Admissions Office can review and process the transcript (processing times vary widely and are dependent on their transcript queue). When your credit is posted, your placeholder enrollment (EXPR) will be removed and replaced with your transfer courses and credit. It is typically at this time that you can then petition the courses through your respective academic departments, but check with your department as some need to pre-approve courses before departure.

For questions or to check the status of your transcript processing, contact UC San Diego Admissions at: (858) 534-4208 or receiptoftranscript@ad.ucsd.edu.