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For Students Who Obtained Their Own University Admissions
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.
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.
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Program Planning Form
Once you and your academic advisor have determined your
plan of study, fill out and return your Program Planning Form to your
LASPAU program advisor. The form must be received by LASPAU within
30 days of the start of your program. Note that the completion-of-program
date will be the actual date by which you are expected to finish all
of your course work, research, and/or dissertation or thesis. In some
cases, it will not coincide with your university’s graduation or commencement
date.
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Summer Planning
As you know, OAS Scholarships generally
do not include funding during the summer or during other official breaks of more
than two weeks. Under rare circumstances, you can request funding for the summer
or other break if you meet one of the following conditions:
- You are a doctoral student or
a master's thesis student and you will be conducting mandatory research (required
by your degree program) during the summer or break.
- You are required to take a class
or classes for the completion of the academic program in which you are enrolled
and the class(es) are only offered during the summer term.
- Taking the class(es) will reduce
the total amount of time you are enrolled in your OAS-sponsored degree program
by at least one semester/quarter.
If you meet one of the conditions
above and will request subsistence funding during the summer or any other official
break, you must also make sure that the tuition award that you receive from
your host university includes the summer term or official break. You must also
submit a Summer Planning Form, indicating under what conditions you are requesting the funding
during your university or academic institution's summer term. If your tuition
award does not include the summer term you may not be able to take the class(es).
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Important note: Your host institution may require that you enroll in classes over the summer in order to maintain your status at the university. Check with the university's international office to see if you are required to enroll. |
Summer
Planning Form
Each spring, LASPAU
will ask you to complete a Summer
Planning Form, which can be downloaded from this site in PDF format.
You are required to
fill out
and return this form even
if you are not receiving summer funding.
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 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.
You must also complete
and submit a Final Report as required by your OAS contract.
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 Scholarships are granted for a specific program of study at a specific institution. You may not change your institution or program of study unless LASPAU and the OAS have granted permission in advance. To request OAS permission to change your institution or program of study, you should contact your LASPAU advisor at least 2 months prior to the date of your proposed change, he/she will present your request to OAS and will notify you once a decision has been made.
Program and institution transfers are made only in rare instances, because they inevitably delay the completion of the degree program. However, if you find that your academic program is inappropriate after you begin your program:
1. Meet with your academic advisor to see whether your present institution 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 institution/program is necessary, explore alternatives with your academic advisor.
3. If you wish to request OAS approval to change your institution or program of study, please keep in mind that it will be your responsibility to cover any increase in tuition and fees resulting from the change. Please contact your LASPAU advisor and provide him/her with the following:
a) A letter requesting permission to change your institution/program. Please explain the reasons for the change and provide details about the new institution/program and the estimated date of the change.
b) A letter of approval from your academic advisor.
c) Confirmation that your tuition and fees will not change as a result from the change in program of study (if it occurs at the same institution).
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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 immigration
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.
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.
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If
you do not comply with the six-week deadline, LASPAU will be unable to
process your request for a transfer of sponsorship.
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Finish Original Degree |
To
Pursue a Second Degree |
Procedure
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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. |
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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. |
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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.
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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.
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Request,
from the ONE
in your home country, that a letter or email from your home government
be sent to your LASPAU program advisor, approving your request for an
extension or confirming that your leave-of-absence contract will be valid
to the end of your academic program. |
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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 OAS funding. |
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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. |
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Send
your LASPAU program advisor a copy of your letter of acceptance to the
second degree program. |
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Once
your program advisor receives the documents listed above, LASPAU will
authorize your transfer in SEVIS. Once the transfer is completed in SEVIS,
your U.S. university will issue your new DS-2019. |
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Once
your program advisor receives the documents listed above, LASPAU will
forward your request to the Department of Human Development of
the OAS for approval. If the response is positive, LASPAU will be able
to authorize your transfer in SEVIS. Once the transfer is completed in
SEVIS, your U.S. university will issue your new DS-2019. |
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Once
your legal sponsorship has been transferred, you are no longer eligible
to receive any OAS funds. Requests for reimbursements covered by your
OAS scholarship should be submitted to your LASPAU program advisor before
your OAS funding ends. |
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If return airfare was offered as part of the benefits of your original OAS scholarship, you may have up to one year to use the return ticket upon termination of your OAS grant.
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Once
your legal sponsorship is transferred, please request an official
cumulative transcript to be sent to your program advisor at LASPAU.
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A YEAR AT A GLANCE: THE GRANTEE CALENDAR
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August-September
New Grantees: If your program begins in August or September,
you will receive introductory information from LASPAU. You must:
- Return your Confirmation of Grantee Presence Form to LASPAU immediately
in order to continue receiving grant payments.
- Return your Information Sheet to LASPAU
within 30 days.
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October
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No scheduled mailings from LASPAU.
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November
If you are planning to travel during the holidays, see the Frequently Requested Information section regarding visa issues.
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December
No scheduled mailings from LASPAU.
Happy Holidays!
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January
New Grantees: If your program begins in January, you will receive
introductory information from LASPAU. Follow procedures listed above
in the "August–September" section of the calendar for new
grantees.
All Grantees: Both beginning and continuing grantees fill out
and submit an Academic Progress Report online.
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February
No scheduled mailings from LASPAU.
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March
No scheduled mailings from LASPAU.
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April
Return your Summer Planning
Form to LASPAU by April 15th. The forms can be downloaded
in PDF format from this website.
If you are planning to travel during the summer, see the Frequently Requested Information section regarding visa issues.
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May
All Grantees: Both beginning and continuing grantees fill out
and submit an Academic Progress Report online.
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June-July
No scheduled mailings from LASPAU in July. Enjoy your summer!
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Additional and ongoing mailings
You will receive information on your return travel approximately three
months before your termination-of-program date.
Shortly before your departure, you will be asked to complete a Program Completion Survey, which can be filled out on the main LASPAU website.
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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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The College of Saint Benedict and Saint John’s University, both in Minnesota, offer a study skills guide focusing on everything from time management to note taking.
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