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Receiving Course Credit

The process for receiving credit for your study abroad program varies depending on your program type. Learn more about types of study abroad programs to determine which type of program best suites your study abroad goals. Students should also be aware of study abroad academic policies  that apply to all students regardless of program type.

{{youtube:medium|dN7Ti7U8z3Q, Study Abroad Credit Workshop}}

instructions on getting credit
W&M Faculty Led Programs 

W&M Faculty Led Programs refer to W&M Summer, W&M Winter, and Embedded programs. These programs are led by at least one W&M faculty member. All courses are listed as W&M courses and you will receive a grade that appears on your W&M transcript and will be calculated into your GPA. Students are automatically registered for these courses after acceptance and course selection (where applicable). Some courses may be taught by host  faculty at our partner institutions; however, these are still considered W&M courses. Students will automatically receive credit and COLL300 or any other pre-set attribute for these courses, no further action is required.  Students may not use study abroad courses to fulfill another attribute or COLL requirement beyond what is already listed in the course descriptions. There is no official study abroad transcript associated with these programs and all courses will appear on your W&M official transcript. Learn more about COLL300

Sponsored Semester Programs  (Oxford, Sevilla, and La Plata) 

Sevilla and La Plata

Students who study abroad with the La Plata or Sevilla programs will receive a letter grade on their W&M transcript that will be calculated into their GPA. Students may select one course to take as Pass/Fail and will receive a P or F mark on their transcript. This selection must be done prior to departure for the program. Students also receive a list of pre-approved courses offered. These will automatically transfer back once the official transcript is received by our office. COLL300 will automatically be applied to approved courses receiving a C or higher. Students may not use study abroad courses to fulfill any other attribute or COLL requirement such as ALV. If a student chooses to take a course not listed on the pre-approved list, the student must receive faculty approval in order to transfer the course back. A course is only guaranteed to transfer back if the student receives pre-approval from W&M faculty. For more information, please select the Course Approval Dropdown Tab.

Oxford

Students who study abroad on the Oxford program will need to seek faculty approval for their courses. Please select the Course Approval Dropdown Tab for more information. Courses receiving a C or higher and faculty approval will be transferred back and will receive a “T” and the course will not be calculated into their GPA. Students will have one semester back on campus to transfer back at least 12 W&M credits for each semester abroad. If the requirement is not met, a registration hold will be placed on the student’s account. COLL300 will automatically be applied to approved courses receiving a C or higher. Students may not use study abroad courses to fulfill any other attribute or COLL requirement such as ALV.

Tuition Exchange  and Third Party Programs

Students studying abroad with exchange programs, third party (direct enroll or provider) programs will need to seek faculty approval to receive transfer credits. For more information on this process, please read through the Course Approval dropdown tab. All third party or direct enroll programs must receive an official transcript that lists the final grade and number of credits receive for each out. A certificate of completion will not be accepted.  COLL300 will automatically be applied to approved courses receiving a C or higher. Students may not use study abroad courses to fulfill any other attribute or COLL requirement such as ALV.

For these programs, it is possible that credits and grades may be issued on a scale that differs from the US scale. For example, many European schools use ECTS, where 3 W&M credits would be equal to 6 ECTS credits. Students should communicate with their host university or provider to determine the credit and grade scales and how they will be converted to the US grading and credit system. Students must earn the equivalent of a W&M “C” or higher for courses to be eligible for transfer. Once approved, courses will be added to their W&M record and will appear with a “T” for a grade. Study abroad course grades will not be calculated into student W&M GPA’s. Students should be aware that most graduate schools still require a copy of their study abroad transcript, which will list all grades received and courses taken.

It is the responsibility of the student to ensure they are enrolled in the correct number of credits. Students who study abroad for academic year or semester programs will need to transfer back between 12-18 W&M credits per semester abroad and will have one semester back on campus to complete this requirement before a hold is placed on their student account. Students participating in summer study abroad programs do not have a minimum, however, they must take at least 6 W&M credits to receive financial aid. Winter programs do not have a minimum. For both summer and winter programs, all courses taken abroad must be transferred back within one semester of returning to campus. A registration hold will be placed on the student account if the requirement is not met. The exception for this would be if a student does not receive a “C” or higher in one or more courses and would not have at least 12 W&M credits that would be eligible for transfer. In this case, the student would need to transfer all eligible courses to fulfill the requirement.

For more information on course approvals, please click on the dropdown tab below. 

Course Approval 

Study Abroad Transfer Credit Approval Form

Depending on your type of program, students may need to receive faculty approval in order to transfer their study abroad courses back. These programs include all exchanges, third party programs, Oxford sponsored program, and any Seville and La Plata course not on the pre-approved course list. For most courses, students can receive pre-approval (prior to departure). A course is only guaranteed to transfer back, pending grade, if it has received faculty pre-approval and should be used especially if a student is a senior or looking to receive credit for a specific W&M course. Courses that are not pre-approved can be post-approval (after study abroad).

The procedures for pre- and post-approval are the same:

  1. Students should check the Department Requirements to check for additional documents required for approval.
    1. For pre-approval students should be prepared to send as much information about the course as is available (course description, syllabus, and/or reading list)
    2. For post-approval students will need to gather course syllabus, reading list, and all course work. Some departments require a copy of the study abroad transcript.
  2. Complete the top and bottom left section of the course approval form found in the Forms Page (link)
    1. All course titles must match those listed on your transcript EXACTLY.
  3. Email the appropriate faculty approver for each department listed on page 2 of the form.
    1. Student should send the completed form along with the required documents.
    2. Depending on the time of year, it may take faculty a few weeks to process their approval form.
    3. If a student is hoping to receive credit for a specific W&M course, students should mention this in their email.
    4. If a course is interdisciplinary, select the department that makes the most logical sense.
    5. Some programs and institutions have different academic departments than W&M. If you took a course abroad that does not coincide directly to an existing W&M department, please refer to the list below.
  4. If approved, faculty will forward your course approval on to the Global Education Office where it will be processed. This process can take up to 2 weeks. You will receive a confirmation email along with the courses approved and their W&M equivalencies when your approval form has been processed.
  5. If your course was not approved, please contact your study abroad advisor in the Global Education Office and they will suggest alternative departments.

Some courses taken abroad may not have an obvious academic department to contact for course approval. Below is a list that may be helpful:

  • Languages not taught at W&M – Global Studies
  • Fashion – Art History or Business
  • Urban Development/Planning – Art History
  • Geography – Art History
  • Creative Writing – English
  • Nutrition – Kinesiology
  • Journalism – English or Film & Media Studies
  • Communications – English or Film & Media Studies
  • Hospitality – these are usually not approved and should receive pre-approval, students can try Business or a culture course within the language department.
COLL300 And Attributes 

Students can receive COLL300 for courses taken while abroad that receive a grade of W&M “C” or higher. W&M faculty led programs will already have the COLL300 attribute added and students do not need to take any further steps to receive COLL300. Transfer credit courses will automatically receive COLL300 when their course receives faculty approval and a grade of W&M “C” or higher. Students cannot use courses taken abroad to fulfill any other attribute or COLL requirement, including ALV.

Study Abroad Transcript 

All non-W&M faculty led programs will receive an official transcript reflecting their courses and grades taken abroad. W&M Students will need check with their host program or university to make sure they do not need to request to have an official transcript sent to the Global Education Office. Students can have transcript sent either digitally (if encrypted or password protected) or hard copy. Digital transcripts should be sent to abroadtranscript@wm.edu . Hard copy transcripts should be mailed to:

Transcripts
Reves Center for International Studies
William & Mary
200 S Boundary St
Williamsburg, VA  23185
UNITED STATES

If for some reason you receive your transcript, DO NOT open the envelope and bring the sealed envelope to the Global Education Office. Opened transcript envelopes are not considered official and will not be accepted to process transfer credits.

Please note, students must receive an official transcript that lists both the final grades and number of credits or contact hours. A certificate of completion will not be accepted.

If you need a copy of your transcript for course approvals or graduate school applications, please email abroadtranscript@wm.edu.

How foreign credits convert to W&M credits 

The number of credits issued by foreign universities varies considerably from country to country. The Global Education Office will determine the number of credits upon completion of the program, receipt of the official transcript and either pre or post-approval for each course. If a student is unclear about how credits will transfer, contact your study abroad advisor in the Global Education Office.

W&M (and all US universities and providers) base credits on the number of contact hours in each course. The charts below are subject to change, but a general rule of thumb is:

  • 24-36 contact hours = 2 W&M credits
  • 40-45 contact hours = 3 W&M credits
  • 50-60 contact hours = 4 W&M credits

Universities who issue ECTS credits (mostly in Europe), the conversion is:

  • 3 ECTS = 1.5 W&M credits
  • 4 ECTS = 2 W&M credits
  • 5 ECTS = 2.5 W&M credits
  • 6 ECTS = 3 W&M credits
  • 8 ECTS = 4 W&M credits

Many UK universities use a point system for credits, which usually converts as follows:

  • 10 points = 3 W&M credits
  • 15 points = 4 W&M credits
  • 20 points = 5 W&M credits
  • 30 points = 7.5 W&M credits

University of St. Andrews credits transfer as follows:

  • 10 St. Andrews points = 2.5 W&M credits
  • 15 St. Andrews points = 3.75 W&M credits
  • 20 St. Andrews points = 5 W&M credits
  • 30 St. Andrews points = 7.5 W&M credits
Additional Support 

Before reaching out to faculty for course approvals, students should check the Departmental Requirements to determine what documents are required for approval.

If you run into any problems or have any questions, please reach out to your study abroad advisor . You have access to our office and advisors through all stages of the study abroad process.

 Access our Student Guide to Transfer Credits for FAQ's and a summary of the transfer credits process. 

Questions? Email [[abroadtranscript]].