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Application Procedure and Process Timeline

The study abroad process takes a full year, from the application portal opening in early September of your sophomore year to finally going abroad in the fall or spring of your junior year.  Here’s what to expect:

  • Study Abroad events commence
    • Study Abroad Expo: Monday, 9/9/24 from 5:00-7:00 PM in the Hogan Ballroom
    • Info sessions (Schedule TBA)
  • Application portal opens Sunday, 9/15/24 (all programs: academic year, semester and Maymester) on
    • Research programs
  • Study Abroad advising appointments
    • Meet with your academic advisor and/or Department Chair/study abroad advisor to discuss program options
    • Meet with your language professor, if applicable
    • Meet with a Study Abroad director (appointment links under the Meet our Staff/Contact Info tab on
  • Passport Day: TBA
    • If you need to renew your passport or apply for a new one, we will supply forms and helpful guidance as well as take your passport photo (for a small fee) in preparation for your passport processing appointment or to mail your renewal application.
  • Work on your application – ONE application only.  You may select an alternate program on your application.  If you want to apply for 2 different semester programs, one for fall, one for spring, you may open one in each term (for example, Buenos Aires in the fall and Ecuador in the spring).
  • Ask your professor (preferably from your major) for a recommendation (same with language professor) before entering their name on your application.
  • November - December
  • Maymester applications close at 11:59 PM on Friday, 11/1/24.
  • 2024-2025 academic year and semester program applications close at 11:59 PM on Friday, 11/15/24.
  • Your application is considered complete if you have completed ALL of the requirements (minus the passport scan, which is due by 2/15/25 if you don’t have it at the time application closes.) Please note there is no submit button on the application.
  • Faculty recommendation letters and language evaluations are due on Sunday, 12/1/24.

January – February
  • Study Abroad directors review applications and make acceptance decisions.  You will be notified via HC email when your application status changes. Watch your HC mailbox for emails from Study Abroad!
  • Passport scans are due to be uploaded to your online application by 2/15/25.

March – April
  • Time to apply to host universities, per directions from Study Abroad director
  • Time to start preparations for visa application (if applicable for your host country)
  • Attend mandatory Study Abroad pre-departure meetings

  • Complete ALL post-decision online application requirements by 5/1/24
  • Pick up HC Study Abroad Affidavit Letter and InternationalSOS Coverage Letter from Study Abroad Office (Smith 216) if they are ready for your program.  If not, the documents will be mailed to your home address.  
  • Continue with visa applications (if applicable)  

  • Study Abroad will do visa batch processing for Italy and Spain; passports with stamped visa’s will be mailed to your home address via UPS overnight mail when received from consulates.
  • Visa work will continue for some programs (i.e., UK, Japan)
  • Programs in the Southern Hemisphere (Australia, Latin America) will commence in July

August - September
  • Travel to your academic year or fall semester locations!

January - February 2025
  • Travel to your spring term locations! 

Questions?  Contact the Office of Study Abroad:
Phone: 508-793-3082
Office:  Smith 216