Form 1 – Lynchburg Application

Once you click on the Lynchburg Application link you will be directed to answer questions. Please verify that the information that has been filled in is correct and answer all other questions. 

Form 2 – Academic Advisor Pre-Approval  

Prior to any off-campus program you are required to talk to your academic advisor about your program to make sure it fits in with your academic plan. Please complete the form after talking with your advisor. 

Exchange or Outside Provider Programs

1. Select courses for the term in which you are applying from the Host Institutions webpage or Program Provider’s page. 

2. You will need to meet with you academic advisor to review these selected courses and identify courses at the host institution that will help you meet your academic and professional goals. Once you finalize your list of selected courses, please fill out the Out of Residence Studies Permission Form and email this CGE at studyabroad@lynchburg.edu. 

3. After you have done this, you will need to obtain the appropriate signatures. Your academic advisor will need to sign off on all of these course choices. Next, you will need to get a signature from the Department Chair of which the course subject is. Next, you will need to get the signature of the college Dean (s), that the course subject fall under. For example, if you are a business major taking a english course abroad you will need three signatures: 1.) Your academic advisors 2.) English Department Chair 3.) Associate Dean for the School of Humanities.

4. Once the signed Out of Residence Studies Form is complete, please drop it off or send and electronic copy to CGE (Hopwood 14A or studyabroad@lynchburg.edu). CGE will upload the form to your student profile and send it to the registrar's office for approval.  

5. Once abroad, previously selected courses may be cancelled due to low enrollment and should be substituted with an approved alternative course. If you enroll in a course that has not received pre-approval, it is your responsibility to contact the CGE with updated course information so that the course can be submitted to the appropriate college Dean for review and approval. All courses taken abroad must be pre-approved in order to transfer back to Lynchburg.

 6. For semester and academic year long programs, students must obtain a leave of absence by filling out and obtaining the necessary signatures. This form should be turned into CGE (Hopwood 14A).

Lynchburg Faculty-Led Program

We want to make sure this fits within your academic plan. Please meet with your Academic Advisor regarding the course(s) you plan to take.

1. Enter your academic advisor's name and contact information in the Academic Advisor Course Pre-Approval online form and click submit.

 2. CGE will reach out to your academic advisor to make sure the program courses fit within your academic plan. 

Form 3 – Program Deposit Verification (JTerm, Summer, or Exchange)

1. A $250 non-refundable deposit is required in order to complete the Program Deposit Verification. This deposit is not an additional fee and will be applied to the program fee once you are accepted. 

You can pay your deposit in two different ways: 

- Online with a credit card (go to payment.lynchburg.edu and select "tuition")  

- By check, cash, or credit card at Student Accounts (Hall Campus Center) 

 2. Once you have submitted your deposit, please print/keep a receipt or confirmation of payment. You will need to upload this as part of your program application in the form of a scanned copy or picture. 

NOTE: Students with an outstanding balance must clear their student account before submitting a deposit for any off-campus program.

Financial Aid and Scholarship Students

If you are receiving financial aid and/or a scholarship you should to make an appointment with Financial Aid in order to discuss your financial aid package & how it applies to the program you are applying for. 

Form 4 – Disciplinary Clearance Form 

1. Send a notification to the Dean of Students Office (DOS) by clicking on the link. The Dean of Students Office will review your record and clear you to participate on the selected off-campus program.

 2. Once the DOS has completed your form, then it will automatically be marked as complete in your program application. Please check to make sure that it is completed on your application within one week of submitting the form. If not, please notify CGE. 

Form 5 - Checklist 

1. The purpose of this form is to make sure you are on the right track to be prepared to travel. Please complete this form and notify CGE of any questions. 

*Deadlines: Students must pay special attention to the application deadlines for the selected off-campus program to which they are applying.

5. Complete Enrollment Forms 

After you have completed your application forms and been approved to participate in the program, you will need to complete your enrollment forms by  the deadlines listed under “Important Dates & Deadlines” on the left side of the page. 

Form 1 – Health and Disability Disclosure

Please disclose any information concerning health, allergies, dietary needs, disabilities, or special accommodations on this form. All information is confidential but will be shared with program leaders/ providers if necessary. We will do our best to accommodate any needs. 

Form 2 – Passport

In order to travel abroad you need to have a passport that is 6 months valid from the departure date. You will need to upload a copy/picture of the bio-data page in this section. This process should be started early. It can take 4-6 weeks to get your passport.  

Form 3- Insurance Information 

Please complete this form and upload a copy of your domestic insurance card/information if applicable.  

Form 4- Pre-Departure Instructions 

Please read the pre-departure instructions and complete the form. Students will also participate in an online pre-departure orientation for faculty-led  and exchange programs, details on this are sent via email. Students participating in outside programs will complete the orientation with their program provider. 

Form 5- Registration with the US Department of State (STEP)  or Emergency Alerts (Domestic Study Away)

Students participating in any study abroad program are required to enroll in the STEP program. Follow the directions listed in this form. For Domestic Study Away programs, students do not have the option to enroll in STEP; however, they should read and acknowledge the statement listed in the form regarding emergency alerts. 

Form 6- Waiver 

Students participating in any program must complete the waiver. This has to be printed, signed, and uploaded into their program application. 

Form 7 - Invoice (Faculty Led Programs/ Exchange Programs Form 10) 

Students participating in a faculty led or exchange program will be issued an invoice through CGE. They will need to turn this in within 10 days of receiving the invoice to confirm their participation in the program. After this has been turned in, student accounts will be notified and the payment will be listed on their student account. If a student decides to withdraw from the program, they must send a written request via email to studyabroad@lynchburg.edu as soon as their decision is made. They may be eligible for a pro-rated refund. Eligibility and amount of funds will depend on the date the written notice is received by the Study Abroad Office and the amount of funds the university may be able to recover from payments sent on your behalf to our partner institutions and contracted providers. No refund will be issued for applications withdrawn 60 calendar days prior to program departure date. 

Exchange or Outside Provider Programs

Form 7 - Itinerary (flight/daily schedule) 

Students participating in an outside/exchange program need to upload a copy of their travel itinerary once booked. 

Form 8- Out of Residence Studies Permission Form (Only applicable to exchange and outside provider programs)

This form gives students course approval for the credits they are taking abroad. Students should meet with their academic advisors about the course options and then obtain the appropriate signatures. Academic advisor’s will need to sign off on all of these course choices. Next, you will need to get a signature from the Department Chair of which the course subject is under. Next, you will need to get the signature of the college Dean (s), that the course subject is under. For example, if you are a business major taking a english course abroad you will need three signatures: 1.) Your academic advisors 2.) English Department Chair 3.) Associate Dean for the School of Humanities. Once the signed Out of Residence Studies Form is complete, please drop it off or send and electronic copy to CGE (Hopwood 14A or studyabroad@lynchburg.edu). CGE will upload the form to your student profile and send it to the registrar's office for approval.  Once abroad, previously selected courses may be cancelled due to low enrollment and should be substituted with an approved alternative course. If you enroll in a course that has not received pre-approval, it is your responsibility to contact the CGE with updated course information so that the course can be submitted to the appropriate college Dean for review and approval. All courses taken abroad must be pre-approved in order to transfer back to Lynchburg.

Form 9- Leave of Absence (Only applicable to semester long/academic year) 

For semester and academic year long programs, students must obtain a leave of absence by filling out and obtaining the necessary signatures. This completed form should be turned into CGE (Hopwood 14A or studyabroad@lynchburg.edu).