Academic Program Information for Students Who Arranged Their Own University Placements

The following information is provided to assist you during the various stages of your academic program. Please see the Frequently Requested Information section for more details about the higher education system in your host country.

CONTENTS

• Planning Programs of Study
• Reporting Academic Progress
• Program Changes/Transfers
• Transfer of Sponsorship (Grantees Studying in the United States Only)
• A Year at a Glance: The Grantee Calendar
• Academic Honesty
• Study Skills Guide
  

PLANNING PROGRAMS OF STUDY

You, your academic advisor, and your LASPAU program advisor will work together to plan your academic program. Your academic advisor will make sure that, while meeting your own objectives, you also fulfill both the departmental and university requirements. Your LASPAU program advisor will ensure that your course of study conforms to the priorities of your grant sponsor and your home institution. It is a good idea to begin your studies gradually, not enrolling in the most advanced courses during your first term. Your academic advisor will be able to recommend a selection and sequence of courses that fits your background and plans.

Departmental Requirements

Be sure to ask your academic advisor which courses are required for your degree. Some of these may not be offered every year, or they may need to be taken in a specific sequence. Arrange your schedule carefully to avoid unnecessary delays so that you may complete your degree within the period of your funding. If certain courses on topics relevant to your field of study are not currently available, you can usually arrange an independent study under the guidance of a professor focused on your interests and receive academic credits by registering under independent study or "directed readings."

If you plan to write a thesis, it is important to select a topic as soon as possible so that you will have enough time for your research, writing, revising, photocopying, and defense. Thesis research is sometimes the best way to expand or specialize in your area of interest.

Electives

Although electives will earn you credits toward your degree, they are not required. To avoid delays in completing your degree, try to complete all required courses before taking electives. If you find your schedule filled by required courses and you still want a course that is only available as an elective, you may be able to audit it.

If your tuition award includes the summer term, you may:

• Enroll as a full-time student, as defined by your university (if there are multiple summer sessions, full-time status is expected for each session).
  
• Work full time on your thesis, research project, independent study, or preparation for comprehensive or qualifying exams (without enrolling for credits unless required).
  
• Combine the two options above, as long as the credit enrollment and research work are equal to full-time academic work.

If your tuition award does not include the summer term, you may:

• Work full time on your thesis, research project, independent study, or preparation for comprehensive or qualifying exams (without enrolling for credits).
  
• If you need to enroll in summer courses for credit, explore alternative sources of funding with your academic advisor and other officials at the university.
  

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REPORTING ACADEMIC PROGRESS

It is your responsibility to report to LASPAU on your academic progress twice a year. You will be asked to report electronically on your grades and enrollment plans. You will be notified when this form is available on the LASPAU website. Progress reports are due on the following schedule:

• June-December grade, generally due at LASPAU by January 31
  
  
• January-May grades, generally due at LASPAU by May 31

In the Progress Report Form, both you and your academic advisor will be asked to comment on your performance. Please explain any academic difficulties or unusual grades such as "Incomplete," "In Progress," or "Withdrawn." In the Comments section, also note any additional activities in which you are involved, such as conferences, events, or publications. We enjoy hearing about your accomplishments and may use them in a newsletter or annual report.

Throughout the year, please notify your LASPAU program advisor or coordinator of any changes in your academic status so that we can assist you if needed. We provide reports on your academic progress to your program sponsor and to your home institution, if applicable. It is therefore important that you keep us updated.

When you finish your studies and before you leave your host country, please make arrangements for LASPAU to receive an official final transcript of your grades.

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PROGRAM CHANGES/TRANSFERS

University transfers are made only in rare instances, because they inevitably delay the completion of the degree program. However, if you find that your placement is inappropriate after you begin your program:

1. Meet with your academic advisor to see whether your present university can better meet your needs through special projects, an interdisciplinary program, or a change of department.
   
   
2. If you exhaust the possibilities above and believe a transfer to another university is necessary, explore alternatives with your academic advisor.
   
   
3. Please consult your LASPAU program advisor or coordinator about any requests for changes either within your university or to a different institution.
   

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TRANSFER OF SPONSORSHIP (GRANTEES STUDYING IN THE UNITED STATES ONLY)

According to United States Department of State regulations for the J-1 Exchange Visitor Program, grantees who wish to remain in the United States for academic purposes beyond the length of funding from their grant must request permission to transfer legal sponsorship from LASPAU to their U.S. university.

Once the transfer of sponsorship is complete, LASPAU will no longer be legally responsible for your immigation status in the United States and all future legal documents will be issued by your U.S. university. However, you will still be obligated to comply with your agreement to return to your home country after the completion of your exchange program in order to fulfill the J-visa two-year home country physical presence requirement.

Below are the procedures to request a transfer of sponsorship. Use the following table to determine the process for transfering sponsorship to complete an original degree or for transfering sponsorship to pursue a second degree. In the first two columns of the chart, locate the category of transfer of sponsorship that applies to you. The check marks indicate the procedures you need to follow.

Please note that any documentation must be sent to your LASPAU program advisor at least six weeks prior to the completion of your academic program or funding end date:

To Finish Original Degree	To Pursue a Second Degree	Procedure (The references below to "J - visas" apply only to grantees studying in the United States)
		Send a letter or email to your LASPAU program advisor requesting the transfer of sponsorship, including the following: a timetable of your academic plans; the anticipated completion date (month/year) of your program and the date of return to your country; and a statement confirming your understanding that you will remain subject to the two-year home residency requirement of the J-1 visa when your academic activities in the U.S. are completed.
		Send a letter or email to your LASPAU program advisor requesting the transfer of sponsorship, including the following: a timetable of your academic plans; the anticipated completion date (month/year) of your program and the date of return to your country; an explanation of how this additional degree will meet your professional goals in your home country; and a statement confirming your understanding that you will remain subject to the two-year home residency requirement of the J-1 visa when your academic activities in the U.S. are completed.
		Your academic advisor must send an email to your LASPAU program advisor confirming the timetable of your academic plans and the anticipated completion date (month/year) of your program.
		Your academic advisor must send an email to your LASPAU program advisor confirming the completion date of your original degree and supporting your plans to continue with a second degree.
		Your home institution must send your LASPAU program advisor a letter or email approving your request for an extension or confirming that your leave-of-absence contract will be valid to the end of your academic program.
		Send your LASPAU program advisor written proof of funding for your academic program, including tuition, living expenses, and health insurance for yourself and your family (J-2 dependents) for the period beyond the end of your FANTEL funding.
		The Responsible Officer (or Alternate Responsible Officer) at your U.S. university international office must send a letter or email to your LASPAU program advisor, stating that the university is willing to assume your legal sponsorship under the J-visa program. The letter should include the university's J-1 Exchange Visitor Program Number.
		Send your LASPAU program advisor a copy of your letter of acceptance to the second degree program.
If you do not comply with the above-mentioned six-week deadline, LASPAU will be unable to process your request for a transfer of sponsorship.
		Once your program advisor receives the documents listed above, LASPAU will authorize your transfer in SEVIS and inform the Department of State. Once the transfer is completed in SEVIS, your U.S. university will issue your new DS-2019.
		Once your legal sponsorship has been transferred, you are no longer eligible to receive any FANTEL funds. Requests for reimbursements covered by your FANTEL scholarship should be submitted to your LASPAU program advisor before your funding ends.
Once your legal sponsorship is transferred, please request an official cumulative transcript to be sent to your program advisor at LASPAU. We will send confirmation of the sponsorship transfer to FANTEL as part of the final progress report.

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ACADEMIC HONESTY

While studying in their host countries, grantees are expected to abide by the same guidelines and standards as their peers. Plagiarism, cheating, and other forms of academic dishonesty are strictly prohibited and can lead to failure in a class or, more seriously, expulsion from the university. Below are basic descriptions of academic violations. Since specific rules regarding the preparation of papers, tests, and other academic work vary among universities, we recommend that you consult the guidelines of your host institution.

Plagiarism: This refers to the copying of material without making reference to its source, which could result in your being charged with claiming someone else's work as your own. When submitting a paper, essay, or other assignment, you should be very careful that the work contains the proper citations. All outside sources, including books, magazines, computer publications, and class notes, should be referenced within the paper. Consult with your professor as to the precise way he or she would prefer that you cite your references. Your institution may also have an office that specializes in paper and research preparation.

Cheating: This refers to unauthorized assistance and communication on examinations and other academic work. Unless otherwise specified, you should not confer with other students during exams. This includes any exchange of answers or information during the exam. Also, unless otherwise specified, students are not permitted to bring notes, books, or papers into an examination.

Falsifying information: This refers to the misrepresentation or fabrication of data, sources, or citations. All the information you use in a project or paper should be from a legitimate resource and should be accurately cited in your completed assignment. Although the Internet is an invaluable tool, it can be very misleading. Just because information is online does not mean it is true. Anyone can publish a website, so you must meticulously verify any information you use from the Internet to be sure that it is accurate.

Dual paper submission: This refers to submitting the same paper in two or more classes. Each paper or project you submit to a professor should be developed specifically for that class. It is almost never permissible to hand in the same paper for more than one class. If you believe that a paper or project you completed for a previous class would meet the requirements of a new assignment, you must obtain explicit permission from both the previous and current professor in order to resubmit it.

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STUDY SKILLS GUIDE

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