Purpose of the Course Credit Approval Process

The Course Credit Approval Process and Form (CAF) is needed for students traveling on independent programs. By completing this process and form, KSU Students will then be able to have credit granted for their study abroad AND receive financial aid for their courses. Without completing this process, no credit can be granted, and no financial aid can be awarded. 

Before gaining access and starting the form, students MUST attend a Course Approval Form Training Workshop AND read through all instructions. 

 

What is an independent program?

An independent program is any program that is not a KSU or USG Goes Global faculty-led program. The most common independent programs include exchange programs, affiliate programs, internships, directed study/research, and non-KSU programs. As the name suggests, students on independent programs travel on their own and are generally responsible for their own schedules. Due to the greater level of individual freedom, these programs require participants to be resourceful, adaptable, flexible, and comfortable with ambiguity.

 

For previously approved courses at the various exchange or affiliate universities please click the button below. Please note that students are not limited to this list. 

Previously Approved CAF Courses Database

Student Instructions

  • Course Approval Form Instructions:

    Please read through the instructions below at least two times as the details are important for receiving academic credit and eligible financial aid. All students should re-visit the instructions here for more details including a visual step-by-step guide to successfully complete your Course Approval Form.

    Students approved to participate in any independent program through Kennesaw State’s Education Abroad Office are required to complete a Course Approval Form (CAF). The CAF facilitates the process of receiving academic credit for coursework completed abroad. Failure to follow all instructions successfully will impede the ability to receive academic credit and financial aid.

    1. All students are required to participate in ONE Course Approval Form Workshop.
      1. These workshops will be scheduled and sent to students upon approval to their program. Students will NOT have access to the form before completing the workshop. 

    2. Consult the host institution’s website to find possible courses.
      1. Refer to the Program Details tab then use the Host Institution’s Course Catalog to find possibilities for your intended semester abroad.

    3. Meet with your academic advisor to discuss degree requirements.
      1. It is a great idea to meet with your academic advisor to speak about possible courses to take abroad. What courses do you still have left in your degree? Is the course a general education requirement or is the course degree applicable?  Use your advisor as a sounding board prior to meeting with faculty to request approval.

    4. Find the necessary course information, such as syllabi or course descriptions.
      1. Faculty will not be inclined to approve a KSU course equivalency WITHOUT information regarding the course’s content. Find a syllabi or course descriptions from the host institution to garner support toward approval of a course equivalency. You should consult with the host institution/program coordinator to assist in retrieving the supporting details.

    5. Set up a meeting with the appropriate approving faculty to discuss equivalencies OR respectfully email them the necessary information for review (*an email example has been provided below).
      1. All students should first consult the Approving Faculty Spreadsheet to see who is the contact for the course. While meeting in person could be preferred to adequately speak through course equivalencies, some faculty may not have time or may just require a thoughtfully compiled email. Thoughtfully include ALL information you have compiled regarding the host institution’s course to assist the faculty’s review.

      2. Refer to ALL faculty as Dr. or Professor as a default. Send individual emails, do not send mass emails to multiple faculty members for various approvals. Without the proper information and approach to your Course Approval, professors will NOT administer approvals. We have provided an email example below for your review.

    6. Once ALL classes on your form are approved, you can send the form to your Program Coordinator to send it through DocuSign for signatures.
      1. Do not send a Course Approval Form to your Program Coordinator without receiving approval from the approving faculty and your academic advisor.

  • When seeking course approvals through email, respectfully email the designated Course Approver the necessary information for review -- an email example has been provided below.

    All students should first consult the Approving Faculty Spreadsheet to see who is the contact for the course. While meeting in person could be preferred to adequately speak through course equivalencies, some faculty may not have time or may just require a thoughtfully compiled email. Thoughtfully include ALL information you have compiled regarding the host institution’s course to assist the faculty’s review.

    Refer to ALL faculty as Dr. or Professor as a default. Send individual emails, do not send mass emails to multiple faculty members for various approvals. Without the proper information and approach to your Course Approval, professors will NOT administer approvals. We have provided an email example below for your review.

     

     

    Hello Dr. Doe,

    I hope all is well. I am reaching out as an Asian Studies major who is seeking to participate in the Seoul Women’s University exchange program this coming Fall semester. I am hoping to receive approval from your department to take the following Asian Studies courses for my major. Please see the attached syllabi/course descriptions to see if the proposed courses would suffice.

    Proposed KSU Course Equivalency Host Institution Course Information Degree Applicability
    ASIA 3030: K-pop and the Korean Wave (Seoul Women’s) UBAA 1031: Korean Popular Culture and Korean Wave Upper Division Elective
    SA 4490: Study Abroad Special Topics (Seoul Women’s) UESLS0009: Leadership and Korean Society Upper Division Elective
     

     

    Thank you for your assistance. Please let me know if you need any supplemental details to inform your decision.

     

    Sincerely,
    Student Name

  • DO meet with your Academic Advisor (also required!).

    DO find all supportive information for courses (syllabi, course descriptions, etc.).

    DO reach out to Program Coordinator for any questions for your Host Institution.

    DO refer to all professors as Professor or Dr.

    DO be respectful in all correspondences to faculty and staff (It is recommended to use the email template provided).

    DO have back-up courses approved (more is better).

    DON’T mass email Department Heads or other faculty and staff for approval.

    DON’T email the incorrect faculty (refer to the Approving Faculty Spreadsheet).

    DON’T submit CAF for signature without prior approval from Academic Departments.

    DON’T send requests at crazy hours of the night (anytime past 8 pm).

    DON’T automatically assume a course will be approved.

    DON’T repeatedly email faculty and staff during this process (wait at least 5 business days).

    DON’T provide syllabi in languages other than English.

Academic Advisor Instructions

  • Thank you for assisting our students in accomplishing their goal of studying abroad!

    All independent program students are required to submit a Course Approval Form (CAF). This ensures that all courses taken abroad have KSU equivalencies and easily be transferred into their degree plan upon their arrival back to KSU. This form is also required for the student to receive any state or federal financial aid. 

    For students participating in a study abroad with a partner institution or with ISEP Exchange, all course equivalency recommendations should be courses that students can receive as KSU credit. These courses taken at partner institutions are considered in residence hours and are not transfer credit. 

    Lastly, all students participating in an independent program are required to attend a Course Approval Form Workshop. Students do not receive access to the form until they have successfully completed the workshop. Please re-route students without the form to Education Abroad for further assistance.  

  • Students should initially reach out to their Academic Advisor first to begin identifying which courses could be possible to complete abroad. Students should not complete the form unless they have consulted with their Academic Advisor. 

    Steps for Advisors:

    1. Utilize Degree Works to see what courses their student has remaining and communicate directly with the student the general recommendations. (i.e. student has areas critical thinking and major electives still available)

    2. The student should then begin reviewing the courses offered at their study abroad host institution to identify courses that could fit within the recommended course options. Advisors can assist in reviewing course options at the host institution during this process, but the designated contact with the academic departments will have the final say for equivalencies.

    3. Once the student selects classes to put on their CAF, the student should reach out to the designated academic departments for course equivalency approval. Academic Advisors should not write these emails. (Students should use the template email supplied above)

    4. The Academic Advisor is required to sign the form for the student through DocuSign. Advisors should insert the degree applicability for each course on the form (i.e. Area B, Major Elective) and then complete the signature on the last page.

     

    Students may need to re-start the process if any hiccups are experienced. This will require additional assistance from the Academic Advisor.  

    • The KSU Education Abroad Office will often tell students that if general education credits OR electives are available, this is a good jumping off point!

    • Refer to the Previously Approved Course Database. The list will show what students have been approved to take in the past. Please note that students are not limited to this list. 

    • Students may reach out to their Academic Advisor once they are abroad. Most students are not registering for their classes until they are abroad. If students encounter any additional classes available or find their existing approved courses unavailable, they will need to re-start the process.

    • Course numbers with a T will NOT be accepted for students participating in an exchange program since these are deemed as in residence hours (please refer to the program listing or ask the student how their program is classified).

    • Students are informed of the possibility of using Study Abroad (SA) 4490 as an option for a course with an equivalency. SOME degree programs will allow this course to be utilized as elective credit.  

     

    Contact Education Abroad if you have questions regarding your role in the process. 

Approving Faculty Instructions

  • Thank you for assisting our students in accomplishing their goal of studying abroad!

    All independent program students are required to submit a Course Approval Form (CAF). This ensures that all courses taken abroad have KSU equivalencies and easily be transferred into their degree plan upon their arrival back to KSU. This form is also required for the student to receive any state or federal financial aid. 

    For students participating in a study abroad with a partner institution or with ISEP Exchange, all course equivalency recommendations should be courses that students can receive as KSU credit. These courses taken at partner institutions are considered in residence hours and are not transfer credit. 

    Lastly, all students participating in an independent program are required to attend a Course Approval Form Workshop. Students do not receive access to the form until they have successfully completed the workshop. Please re-route students without the form to Education Abroad for further assistance.

  • Steps for Approving Course Equivalencies:

    1. Students are required to utilize the request for course approval email template that includes courses within your discipline for review and approval. If any requests are received from students that are hard to understand, please re-route the students to Education Abroad.

    2. All requests should include course descriptions or syllabi. Please review the provided information and relay to the student your approval or denial of the requested course equivalency.

    3. The student’s Education Abroad Program Coordinator will send out a DocuSign once all courses are approved. Please insert your signature for each course you approved.
      1. Please let the student or their Program Coordinator know of any course equivalency approvals that were not reviewed previously prior to denying to sign the form. 
    • Refer to the Previously Approved Course Database. The list will show what students have been approved to take in the past. Please note that students are not limited to this list. 

    • Course numbers with a T will NOT be accepted for students participating in an exchange program since these are deemed as in residence hours (please refer to the program listing or ask the student how their program is classified).

    • Students are informed of the possibility of using Study Abroad (SA) 4490 as an option for a course with an equivalency. Students are directed to contact the faculty within the discipline that would be closest to its department, although any approver can sign off on a SA 4490 course.
      • i.e. Students can take Swedish at KSU’s partner in Sweden, but KSU does not offer Swedish. Students can elect to take Swedish and receive SA 4490 credit.

     

    Contact Education Abroad if you have questions regarding your role in the process or for any students not following instructions or needing supplemental help.