Application Process FAQs

•    When should I begin planning and applying?

•    What are the requirements for off-campus study?

•    How should I decide when and for how long to go?

•    Can I do an Internship for credit?

•    Can I do an independent study while studying off-campus?

•    What about language?

•    Why do I have to apply to Colby for Approval?

•    On what programs can I study?

•    Do I apply directly to the program or university off-campus?

•    Can I change my mind after I submit my application?

•    What do I need to do after I've been accepted to my program/university?

•    What about summer and JanPlan or domestic study?

This FAQ is also available as a PDF file

Refer to Academic FAQs and FAQs About Off-campus Study for more information.

When should I begin planning my of-campus study experience?

It is never too early to start! The Colby office of Off-Campus Study will contact all sophomores in September of their sophomore year to inform them of the start of the application and planning process for studying off-campus during their junior year.

Are there application deadlines?
Yes, there are multiple deadlines to keep in mind:

1. November 15 (of your sophomore year):  Submit your preliminary proposal for off-campus study
2. March 1 (for petitions) / March 15 (for approved programs): submit your Colby application for approval
3. March 15: For application to a Colby program abroad (there is only one application form that gives you approval to study off-campus and admits you into the program).
4. Variable Deadlines:  For application to a non-Colby programs. (In addition to the Colby application for approval).

If you do not respect these deadlines, it is likely that your off-campus study plans will not be approved and you will not be able to get credit for them. 

How do I apply?

All Colby students who wish to study off-campus must follow these steps:

Step 1:  Attend the Sophomore Information Session in September of your Sophomore year

Step 2: Attend the Off-Camus Study Fair in early October

Step 3: Use the Choosing your Off-Campus Program resources and explore the list of approved/petitionable opportunities. (in handbook & on website)

Step 4: Submit the preliminary Preliminary Proposal For Approval To Study Off-Campus by November 15 of your sophomore year.

Step 5: In March of your Sophomore year you will then submit 1-2 Colby Applications for Approval to study at a specific programs/universities off-campus.

Step 6: Apply to the program/university you have decided to attend and for which you have gotten Colby approval. (Except if you are attending a Colby program, in which case this step is not needed).

Step 7: Prepare to depart. See Pre-Departure Planning resources (in handbook & on website)

Review the application process guidelines and timeline here.

Colby requires that you:

• Have a minimum cumulative GPA is 2.7 by the end of January of the year in which you are applying. See criteria and process for petitioning. Keep in mind, each program may have its own requirement which may be higher than Colby’s.
• You must be in good academic and social standing to be approved for off-campus study at Colby. This means that you may not be on academic probation. If you are on disciplinary probation please discuss this with OCS
• Have the language pre-requisite required for study in the country of your choice. To study abroad in regions where the spoken language is taught at Colby, students are expected to have completed the equivalent of three semesters (through 127) of the given language (Spanish, German, French, Italian, Chinese, Japanese, Russian) prior to study abroad. (For study in Portuguese-speaking countries (Portugal or Brazil), Colby requires the equivalent of 3 semesters of college level study of Spanish or another romance language).  Each program may have its own requirement which may be higher than Colby’s.
• In other non-English speaking countries, students are required to study the language of host-country for the duration of their program.
• You should have declared or be in the process of declaring a major and have a faculty advisor within that major.
  

How should I decide which semester and for how long to study off-campus?

The answer to this question really depends on many factors including your goals for study abroad, where you want to go, what your major is, what requirements you need to fulfill, whether your program is available either semester, what plans you have for senior year and many other factors specific to your individual situation, use the Choosing your OCS Program Worksheet and some advantages of of-campus study during the fall semester (below) to help you figure this out.

You should expect to study off-campus for one semester. You should understand that Colby can only guarantee that you will be able to study abroad for at least one semester, and we cannot always guarantee which one due to the need to balance enrollment over the two semesters.

With the exception of language and area studies majors (studying in the target language both semesters), participants on the Dartmouth engineering exchange, students who enroll in the fall Colby at Bigelow program, and students who participated in a program abroad during their first semester, all others are required to petition the Advisory Committee on Off-Campus Study.  When you request to study off-campus for a full year that is considered above and beyond the norm and . There are a limited number of slots available for full year off-campus study. We do the best we can to accommodate student wishes. Language studies majors are encouraged to study in the target area for a full year to maximize their language fluency.

Most students who have studied abroad for year recommend that others considering study abroad should indeed commit themselves to a full academic year, rather than a semester. Even some who have chosen to study for only a semester report that it was too short a period of time to become part of a foreign culture, gain fluency in the language, get acclimated to a new educational system, make friends, and travel. Others have found a semester just right. Nearly all study abroad "alumni" agree, however, that if your choice is between going abroad for a semester or not going at all, you should definitely not miss the experience, whatever its duration. What is important is that you do what is appropriate and what is possible for you.

It will not usually be possible to extend your stay once you are already abroad as a junior; the request for more than one semester off-campus must be made as part of the sophomore-year application process. If you are going abroad to study a language or increase your fluency in a language we highly recommend applying/petitioning for a full year off-campus in advance.

What are some advantages of of-campus study during the fall semester?

• Entry to fall programs tend to be less competitive because they fill less quickly and are more likely to be flexible on requirements.  Increase your chances of getting into a selective or popular program.
• More time to prepare for departure and get your visa, immunizations, and all the other stuff done during the summer before you go
• Get the most from your study abroad by learning about your country or brushing up on language
• Plan your extra travel and look for special deals like rail passes and cheap flights
• Nationally, more people go abroad in the spring—beat the crowds!
• Fewer people on your program means more attention and assistance when you need it
• Be back in spring to apply for internships or summer jobs
• The weather is better in Europe
• If you’re going south, you’re heading into summer!
• Don’t miss graduation!

NOTE: Keep in mind that certain opportunities may not be possible in the fall (i.e. study at certain UK universities) and if studying in the Southern Hemisphere (Australia, New Zealand, South America, South Africa) the equivalent of our fall semester stats during the summer (usually July to late November/December) according to their academic calendar.

What are some other considerations I should take into account in planning for off-campus study?

• Think about the dates of your program and if they interfere with other plans you may have (summer jobs, internships, sister’s wedding, etc..)
• Are there any required or desired courses which take place during certain semesters
• Is your chosen program/university available/approved for either semester?
• Are you planning to do an Independent study or honors project senior year?
• Do you need to keep your summer free for work or internship?  
• Do you expect to / need to receive JanPlan credit for your program abroad?  
  

Can I apply to spend a full year off-campus in one place or in one place in the fall and another in the spring?

With the exception of language and area studies majors (studying in the target language both semesters), applicants to the Dartmouth Engineering Dual Degree program, and students who enroll in the fall Colby at Bigelow program, all others are required to petition the Advisory Committee on Off-Campus Study.  When you request to study off-campus for a full year that is considered above and beyond the norm and there are a limited number of slots available for full year off-campus study. We do the best we can to accommodate student wishes.

International internship programs are encouraged, but must meet Off-Campus Study requirements and conform to Off-Campus Study and Colby College policies in order to earn academic credit. In addition to general policies, internship programs must include a non-paid internship with considerable academic work done in tandem and not to exceed 4 credit hours.  The internship should be done as part of a study abroad program that is predominantly credited in terms of the courses taken.  Typical models consist of 16 credits with the internship counting for 4 credits and three other courses counting for 4 credits each).  

In some cases, an independent study project (ISP) may be approved as long as you are working in conjunction with a Colby faculty member. If you participate in an SIT program where an ISP is required, you must bring your ISP project and any work back to campus to be reviewed by a Colby faculty member upon return. Before you go, you should identify a Colby faculty member who is willing to read and evaluate your project. Select someone familiar with your expected topic and discuss it with them.

Credit will only be transferred after this faculty member has reviewed your independent study and approved it for credit transfer. Failure of the work to meet Colby's standards may jeopardize the transfer of credit. If, upon return, your ISP topic has changed considerably, or the selected faculty is no longer able to read it, you must find another Colby faculty member who is willing to do so. If the ISP is written in a language not understood by your reader, it is your responsibility to translate it into English or identify another faculty member to read it.
 

Do I need to know another language before I go?
Colby believes that foreign languages are the key to understanding foreign cultures and that the most rewarding experience abroad includes living in and speaking a language other than English. To study abroad in regions where the spoken language is taught at Colby, students are expected to have completed the equivalent of three semesters (through 127) of the given language (Spanish, German, French, Italian, Chinese, Japanese, Russian) prior to study abroad. (For study in Portuguese-speaking countries (Portugal or Brazil), Colby requires the equivalent of 3 semesters of college level study of Spanish or another romance language).

Keep in mind that some majors and some programs may have a higher requirement than Colby’s.

Exceptions to this rule are the Colby in Salamanca and Colby in Dijon language semesters, which accept students who have had only one semester of language at the college level or three years at the high school level, and any exemptions specific to majors and programs that are listed in the Academic Department Policies and Recommendations section.

Students are urged not to put off their Colby language requirement beyond their sophomore year.

In addition there are many universities and programs in English-speaking countries such as Australia, Ireland, New Zealand, South Africa and the United Kingdom. 

Do I have to study the local language while I am abroad?
Students studying on programs in countries where the host language is not English are required to study the local language for the duration of the program. This includes both languages taught at Colby College and languages that are not included in the Colby curriculum. In some programs such as DIS (Denmark), the Danish language course will be in addition to 4 other courses for a total of 5 courses.

In some programs in countries/regions where the language is taught at Colby (Spanish, French, German, Italian) some or all of your classes may be taught in that language. In other programs, you may have a choice of a mix of classes. You are encouraged to take as many classes in the local language as possible in order to maximize your language practice. You should also be aware of your major department’s requirements.

Can I take classes in English if I study in country where the local language is not English?
Yes, There are many quality program opportunities where the language of instruction is English even if English is not the official state language. For example, the approved programs list includes programs taught in English in the Czech Republic, Denmark, The Netherlands, and many others European, African or Asian countries. You must, however, take at least one course in the local language for the duration of the semester.
 

Why do I have to apply to Colby for Approval?

The purpose of the Preliminary Proposal For Approval To Study Off-Campus (due by November 15) is primarily intended to get you started thinking and planning your off-campus study plans. This also notifies the college of your intention to study off-campus and help the college to balance and predict college enrollments on campus for the following year.  The subsequent Colby Application for Approval (due by March 15) assures that your off-campus study plans are sound, will complement your course of study at Colby, and have the approval of your academic advisor(s).
 

Will I be able to go in the semester I have chosen?

When you submit your preliminary proposal for approval for off-campus study in November, you must indicate your choice of a semester for off-campus study and you will be asked to justify your choice of semester on specific academic grounds. You should be aware that you may not be able to study abroad in the semester of your choice, due to the need for balanced on-campus enrollments.

In cases where an enrollment imbalance is created when too many students choose to go abroad during one of the semesters (usually spring) some students, whose academic justification is not compelling enough, will not approved for their first choice. These students will be asked to move to the lesser-enrolled semester or given the option to be placed on a waitlist for a slot in their preferred semester if/until space becomes available. In most cases, however, the waitlist usually clears.
 

Does Colby limit the number of students who may study off-campus?

At a small college such as Colby, the process of preserving the balance of students on campus throughout the year is a challenging one. A large enrollment imbalance is created when too many students choose to go abroad during the one semester (usually spring). Such imbalances affect all aspects of the college from housing, to faculty, staffing, and finances and they create inefficiencies and waste resources. In such situations, our office looks carefully at students' plans and academic justifications for their choice of semester to study abroad, weighing them compared to those of other students.  During the preliminary application process in the fall, students are asked to provide an academic justification for their choice of semesters to study off-campus. When too many express a desire to study off campus in one semester (usually the spring), some students whose academic justification is not compelling enough, will be approved for the fall or placed on a waitlist for spring. In most cases in past years, the wait list usually clears in time for students to go off-campus on the program of their choice but we cannot guarantee when or if they will be cleared.
 

Who approves my Colby application for approval?

Both the Preliminary Proposal For Approval (in November) and the Colby Application for Approval (in March) are reviewed and approved by your academic advisor(s) in your major(s). When consulting with your advisor, it is important to discuss requirements for your major and what type of courses may count from abroad. If possible, we suggest that you bring course descriptions and information on your program to this meeting.
 

Do I need to declare my major(s) and minor(s) before applying?

If possible yes, as your academic advisor will need to approve your plans. It is best to have all your academic planning in place before you go abroad, so as to know how it will be completed during and after you return from abroad.

 

What is a Colby Program?
Colby programs are administered and supervised by Colby College. They are: Colby in Salamanca, Colby in Dijon, Colby in St Petersburg, or Colby at Bigelow Laboratory. Grades received and courses taken abroad on a Colby program will appear on your transcript and will count in your Colby GPA like when you are on campus.

What is a Colby-approved program?
These programs are sponsored by other American and foreign universities and are approved for Colby students by the Advisory Committee on Off-Campus Study. Colby approved over 200 approved programs in over 60 countries worldwide. Grades earned and courses taken abroad on a Non-Colby program are posted on your transcript by the registrar but do not figure in your Colby GPA.

What if I want to go on a program not on Colby’s approved program list?
Colby policy is that students who wish to study in a country in which there is a Colby-approved program available, for which they qualify, must attend this program. Where there are no such programs available, or when the approved programs do not meet the student’s academic needs, the Off-Campus Study Office will work with the student to try to find an acceptable program. Approval of the major advisor(s) is also required.

How do I know if a program is Colby-approved or not?

Can I petition to study on a non-approved program?

• The program must have a duration of at least fourteen weeks of class time (including exam time but not including vacations and excursions), to match the length of a semester at Colby.
• The program must be situated in one host country (with the exception of certain specific approved programs). Touring or shipboard programs are not acceptable.
• The program or university must provide an academic program which is consistent in quality and quantity of work required at Colby. You must provide Off Campus Study with a description of each course you plan to take, including the language course.
• With the exception of a foreign accredited university, the program must be sponsored by an accredited US college or university whose academic standards are high.
•  For all programs in non-English speaking countries, students must study the language of the host country for the duration of their program.
• The program or university must provide a cultural experience substantially different from that of a typical U.S. campus experience.

A petition to the Advisory Committee on Off-Campus Study will be required by March 1 in the following circumstances:

• If your GPA is below 2.7. If your GPA is lower than 2.7 (but no lower than 2.5) at the time of application, you may be permitted to petition the Advisory Committee on Off-Campus Study by March 1 if you can show compelling academic reasons to study abroad, and meet a variety of other conditions.
• If you wish to study off campus for more than one semester (unless you are exempt from petitioning according to the policies outlined in the OCS handbook). This includes off-campus study in one location for a year or in two different locations for a semester each.
• If you wish to study in a country currently under U.S. State Department Travel Warning.

Must I choose a program related to my major?

Do I also have to apply to the program or university off-campus?

Yes, in addition to, and after your Colby Application for Approval has been approved, you will apply directly to your program/university for admission (unless it is a Colby program). Application deadlines and materials are usually found on the program/university’s website.

How many programs may I apply to?

The most important thing is to spend some time figuring out which program(s) are the best fit for you using the tips provided here.  In most cases, one or two programs will be sufficient. Students generally get in as long as they meet the eligibility guidelines and apply on time. Keep in mind that applying to programs takes time, and money for application fees and transcripts.

Is it hard to get in?   

Not in most cases.  Students generally get in as long as they meet the eligibility (GPA, language, pre-requisites) guidelines and apply on time. If you fear that you may not get in, have a backup plan just in case. When students are not admitted, it is usually because they applied too late and the program is full. 

Who signs the  "study abroad advisor approval" or “home school nomination” form for my study abroad application? 

Most off-campus study programs require a “home school nomination” or "study abroad advisor approval" form as part of their application on which they ask about any disciplinary or academic probation in the student’s history, among other things. You must bring this form to OCS (Eustis 103)  and we will complete it truthfully. You or your Advising Dean may be asked to provide additional information. In most cases, any past infractions or probation do not impede admission to the program as long as you show a good record since and the College approves your application.

Can I earn credit towards my major, minor, distribution or diversity requirements off-campus?

Yes but approval of courses toward the major, minor, distribution or diversity credit is decided by academic departments. For course credit to count toward your major or minor or a college requirement, these courses must be approved in writing by the appropriate academic department according to its policies.

How many credits do I have to take?

You are required to register and complete a full course-load which must be at least the equivalent of 15-16 Colby credits for the semester (you may transfer up to 20 credits back to Colby).  In some cases, the course load required by Colby may be higher than that recommended by your program provider. In some cases, the course load required by Colby may be higher than that recommended by your program provider. Information on credit equivalencies and minimum/maximum course loads is available from the program or university you are attending or from the OCS course load requirements table.

If studying in a non-English speaking country, you must also take at least one course each semester in the language of the country in which you are studying. This course may be either an appropriate language/grammar course or an academic subject course taught in the language of the country.

How will my credits transfer?

If your plans are approved by OCS you will receive a full course load of 15-16 credits per semester. Upon completion of your program a transcript will be sent to Colby and credits, courses and grades will be posted on your Colby record.
•    No classes may be taken pass/fail unless that is the only way a course is taught
•    No credit will be given for audited courses.
•    You will not receive credit for a class you have already taken at Colby
•    No credit will be given for physical education
•    You will receive credit only for those courses for which you receive a grade on your transcript (including internships, independent study, and research)
•    You WILL NOT receive credit for any course in which a grade of less than C- was received, and the grade WILL APPEAR on your Colby transcript.

Unless otherwise requested and approved to count towards major or minor or a distribution requirement, all credits will count as general credit.

Whom should I ask for a letter of recommendation?

Most programs will require 1-2 letters of recommendation. If you are going on a program that requires previous language study, ask a language professor who has recent knowledge of your proficiency.  Otherwise, ask a professor in your major, or in the subject you wish to study off-campus, and who knows you well personally. (Give faculty members at least 2 weeks to write your letter. Give them the form or information on who to address the letter to.) 

How do I get an official copy of my Colby transcript?

You must request this yourself from the Colby Registrar’s website under “Forms for students”.  You may have it returned to you or sent directly to the program/university's address).

Should the Off-Campus Study Office review my application?

This is not necessary, but you're welcome to contact the OCS office with questions or concerns.

Where can I get ID photos?

You will need several photos for a passport and visa as well as some program applications.  They must be recent, in the “passport format” and cannot be scanned. You can have passport size photos taken in Waterville at:

• CVS Pharmacy (207) 873-7161
• Rite Aid Pharmacy (207) 877-9004
• Elm City photo (207) 873-4780
• Wal-Mart (207) 877-8774

How can a get a document notarized?

If you require notarized documents for your visa, you may take them to any notary public. One of the notary on campus is Alan LaPan in the student mailroom in Pulver on campus.  

Should I wait to send my application until it is complete?

In most cases, you can send your completed application form and have your other paperwork follow. You should, however, check your program provider's instructions to be sure they will accept an incomplete application.

What happens if there is a travel advisory issued for the country where I want to study?

Colby College discourages travel to countries and participation in a program in a country for which there is a U.S. State Department Travel Warning in effect at the time of departure. Students wishing to travel to a country currently under U.S. State Department Travel Warning are required to submit a petition to the Travel Warning Review Committee providing a complete description of and justification for their study/travel at a Travel Warning site. If approved, the student and his/her parents will then be required to sign a second waiver as part of the application for approval process.  

In the event that a country goes under U.S. State Department Travel Warning after a student has been approved, the student will be required to submit a petition, and sign a second waiver, in order to proceed as planned.  

Students on programs already in session when the Travel Warning is issued will not be required to return, but will be advised of the Travel Warning by the OCS office. 

Countries such as Kenya, Nepal, Lebanon and Israel are currently on this list. For a listing of countries currently under Travel Warning consult the U.S. State Department.

 

Can I change my mind about my semester or program choices after I submit my applications?

If you change your plans (change of semester, change of program, decide not to study off-campus, change your courses) at ANY time, you must notify OCS in writing as soon as possible. Your new plans will be considered on a case-by-case basis and will require the approval of your academic advisor.

What if I apply to study off-campus and then decide not to go?

If you change your plans (change of semester, change of program, decide not to study off-campus) after you submit the preliminary application in November, you must notify OCS in writing ASAP to be removed from the list and have your leave of absence modified to make sure you have housing and can register for classes on campus.

What if my courses change after arrival?

If you change the courses you are taking, you must notify OCS as soon as possible. If you hope to receive credit towards a major/minor/distribution requirement, you should follow the course approval process BEFORE your courses are finalized or you risk not getting approval.
 

What do I need to do after I've been accepted to my program/university?


Once you are accepted into a program, you should:

• First confirm your attendance on your program
• If you have applied to more than one program, it is your responsibility to let all programs know of your final plans and you must also let the office of Off-Campus Study know which program you have decided to attend.
• Give OCS any missing documentation related to your program (course approvals, signed student & parent statement/release agreement)
• Attend the MANDATORY PRE-DEPARTURE MEETING
  
• Follow the pre-departure guidelines from your off-campus program/university. Pay special attention to deadlines and time frames specific to your country of destination when applying for visas or scheduling vaccinations. These processes can be quite time consuming and failure to obtain appropriate documentation can affect your travel plans.
• Peruse the Pre-Departure Planning and Resources section of our website  .

Is a physical exam required?

Your program/university may require a medical/physician exam as part of your program application (not all programs do require this), usually after acceptance into the program. This may be done at the Colby Health Center or at your local doctor at home. You will need to bring the forms required by your program so that the physician may sign them.

Some countries or universities may require proof of health status or certain vaccinations or prophylaxis in order to get a visa or enter the country. Discuss this with the doctor during your visit.

Do I need a passport and visa to study abroad?

Yes, you will always need a valid passport (valid for 6 months after your expected return), U.S. or foreign, to travel to any country.

In addition, most countries require students to obtain a student visa in advance in order to enter and study in their country. You cannot apply for a visa until you have a passport and have been accepted to your program or host university. Visa requirements vary from country to country and are different depending on the student’s country of origin.

More information is available here 

 

Do the same requirements apply to off-campus study during the summer, JanPlan or at another college/university in the U.S.?

Not necessarily, please refer to the procedures for applying for off-campus study during the summer, JanPlan or at another college/university in the U.S.?

What about summer study abroad?

While many students choose to study off-campus for a semester or year during their junior year, in some cases this may not be feasible for a variety of reasons. You may consider off-campus study during the summer. There is no list of Colby approved summer programs but OCS can assist you in selecting an appropriate quality program to meet your needs.  A sampling of recommended summer programs and application procedures can be found in the OCS library in Eustis 103 and website.

Note: Colby financial aid is NOT portable to summer off-campus study. Certain departments on campus may have special funds available. Ask your academic advisor.

Students who wish to transfer credit back to Colby need to seek faculty approval for their courses in advance through the Registrar’s office using the Transfer of Credits Form available on the Registrar’s webpage under “forms for students”.  If your summer off-campus program requires an approval signature from a study abroad advisor or home school approval please bring that form to OCS along with your completed Transfer of credits form.

Can I study abroad during JanPlan?

Yes. You may consider off-campus study or an international experience during JanPlan including a Colby off-campus JanPlan course led by a faculty member, an independent study experience, or a JanPlan course taken through another institution. See some suggestions and application procedures.

Note: Colby financial aid is NOT portable to off-campus study during JanPlan. Certain departments on campus may have special funds available. Ask your academic advisor.

What if I want to study at another U.S. college or university for a semester?

Colby has Exchange programs with The Claremont Colleges, Howard University, and Clark Atlanta University. For this or for the Dartmouth College Engineering program, students apply via the Off-Campus study office during their Sophomore year. For any other off-campus study at another U.S. institution during the summer or academic year, students must seek approval in advance through the Registrar’s office using the Transfer of Credits Form available on the Registrar’s webpage under “forms for students”.

Note: Keep in mind that financial aid is NOT portable to domestic study while on leave from Colby.

Refer to Academic FAQs and FAQs About Off-campus Study for more information.


This FAQ is also available as a PDF file.