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Santa Clara University

Request Process for Courses Abroad

How-To Instructions: 

Santa Clara University values study abroad and therefore students may earn major, minor, or core credit on SCU-approved programs. Whether you are just now applying to study abroad, are about to depart for your program, or are currently in-country, this page will help you better understand the processes you need to follow for certain academic procedures at Santa Clara University. If you have any questions about academics while abroad, please be sure to reach out to SCU Study Abroad at studyabroad@scu.edu.

You may request new major or minor credit by using the instructions below.  We recommended you request approval for as many courses as possible so you have alternatives in case a first choice course is not available. You are not required to take the courses you got approved, but you should always work to ensure the courses you enroll in are approved before returning to SCU from abroad.

Step 1: Request syllabi and course descriptions from your program provider or host institution using the program provider/host institution contact list (scu login credentials required for access)

Step 2: Use the email template below to submit a course evaluation request. Course evaluations need to be sent to the academic department you are attempting to request credit in. For example, if you are trying to request a course evaluation for a Political Science course abroad, you will need to contact the Political Science Department Chair at SCU. 

  • Search Department Chairs 
  • Non-departmental Chair Contacts:
    • Interdisciplinary majors and minors: Contact the chair who oversees the requirement
    • Business and Engineering Core: Contact the chair who oversees the requirement
    • Marketing courses: Contact wshi@scu.edu
    • Economics courses: Contact salazzawi@scu.edu
    • English department: Contact pbrown@scu.edu
Email Template:
 
Subject Line: Request for Study Abroad Course Evaluation - Program, Term, Year, First Name, Last Name
 
Text: Dear Professor (DEPARTMENT CHAIR NAME),
 
I am writing to request an evaluation of a course that I would like to take while participating in Study Abroad in (TERM and YEAR). I believe that this class could support my (MAJOR/MINOR). I have searched the Study Abroad Course Equivalency Database and this class is not included there.  I am providing the following information to facilitate your evaluation.
  1. Course title and description: (Enter the course number, title and description)
  2. SCU Evaluation Type Requested: (Enter the specific requirement for which you are seeking credit, e.g., major/minor/Core)
  3. Name of study abroad program: (Enter specific details on the study abroad program including the country name and organization)
  4. Term and year you plan to take the course: (Enter the term and year)
  5. Syllabus: (ensure that the Syllabus has a course calendar, prerequisites, a bibliography, information about the language of instruction, and a description of the assignments and assessments.  If you are unsure of how to find the syllabus/this information, please contact studyabroad@scu.edu. Then, attach a file or include a link to the full syllabus.)
Thank you for taking the time to evaluate this class. Please include studyabroad@scu.edu in your reply and the Global Engagement Office will add your evaluation to the Database of Study Abroad Course Equivalencies.  Please let me know if you need any additional information.
 
Sincerely,
(FULL NAME, MAJOR & MINORS, and GRADUATION CLASS)
 

Step 3: The chair of the department or contact listed above will evaluate and notify you and studyabroad@scu.edu about their assessment of your request. All requests, whether denied or approved, will be added to the Course Equivalency Database.

 
 
You may request new core credit by using the instructions below. We recommended you request approval for as many courses as possible so you have alternatives in case a first choice course is not available. You are not required to take the courses you got approved, but you should always work to ensure the courses you enroll in are approved before returning to SCU from abroad.
 
Step 1: Consult the Core Guide on the Core Curriculum website to review the learning objectives for each area of the Core and determine whether your selected Study Abroad course addresses the objectives of a particular Core requirement. 
 
Step 2: Request syllabi and course descriptions from your program provider or host institution using the program provider/host institution contact list (scu login credentials required for access)
 
Step 3: Complete the SCU Study Abroad Core Equivalency - Request for Evaluation Form. Do not email core@scu.edu or any other faculty members on the Core Committee with requests.
 
Step 4: The Director of the Core Curriculum will evaluate and notify you and the studyabroad@scu.edu of their assessment of your request. All requests, whether denied or approved, will be added to the Course Equivalency Database.
 
 

The opportunity to take courses pass/no pass is unique to academic systems in the United States. Therefore, it may not be possible to take courses pass/no pass on your program abroad. Students may elect to take one course off-campus Pass/No Pass (P/NP) per term if this option is available through the program.  Some programs do not offer P/NP grading. The following program providers/host universities do not offer Pass/No Pass grading:

  • API - ISCTE (Portugal)
  • Arcadia Abroad
  • Australian Catholic University
  • Center for European Studies - Maastricht
  • CIEE
  • FIE
  • IES Abroad Language Courses
  • IES Abroad Courses at Local Universities
  • ISEP - UPF
  • Lund University
  • Queen Mary University of London
  • Sophia University
  • Spring Hill College
  • UMN Learning Abroad Center
  • University College Cork
  • University College Dublin
  • University of Deusto

To request a Pass/No Pass (P/NP) grade for a course, students must complete the Pass/No Pass (P/NP) Request Form by the end of the fourth week of the course. 

  • Students must request authorization from SCU Study Abroad by the end of the fourth week after the first date of a class of their study abroad course abroad.
  • The transcript received by SCU must provide the grade earned in the course and the SCU Office of the Registrar will convert the grade to P/NP upon receipt of the transcript.
  • Students will not receive major/minor/Core credit for courses taken P/NP.
  • Once a P/NP request is approved by the Director of Study Abroad, it is irreversible.

The presumption at Santa Clara University is that the instructor alone is qualified to evaluate the academic work of students in their courses and to assign grades to that work. Students will be graded within the context of local circumstances abroad and SCU respects the integrity of different academic systems internationally; therefore, most grades are not subject to appeal. If a student believes that a grade has been assigned in error, or in the case of extraordinary circumstances, the student may appeal the assigned grade as follows:

  1. The final grade must be initiated by the end of the fourth week following the posting of the overseas grades to the SCU transcript by the Office of the Registrar. The student should communicate with the Director of Study Abroad to initiate the appeal process within the appropriate time frame.
  2. The student should contact the instructor of the course to discuss their concerns and verify the accuracy of the grade, as well as the basis for it. Students should include the Director of Study Abroad in this correspondence with the instructor.
  3. Following communication with the instructor abroad, if the student believes that the grade issue has not been resolved, the student should contact the overseas program administrator so that the grade may be appealed within the context of local circumstances and administrative processes. The student should include the Director of Study Abroad in this correspondence with the program. Santa Clara University respects the differing academic processes of other cultures and therefore supports these processes as part of the academic experience abroad. However, if after participating in the local process abroad the student believes that the error or assigned grade issue has not been resolved, the student may submit an appeal to the Director of Study Abroad to review by completing the Study Abroad Appeal Request form. In the grade appeal the student should include a written explanation of the concern about the grade and copies of all communication with the overseas instructor and program. The Director of Study Abroad is responsible for the decision. 
  4. The student may request that the Study Abroad Director present their appeal to the Associate Provost for International Programs to review. The Associate Provost will review the appeal, and determine a final resolution. The decision of the Associate Provost is final.
  5. A grade appeal based on an accommodation need will be referred to the 504 office and resolved in the disability grievance procedure.