Study Abroad Course Planning Form

Owned by Shelby Topping
Last updated: Mar 22, 2024
6 min read

Statement

Students planning to study abroad complete the Course Planning form found on the Office of Global Education website. When the form is completed it will route automatically to Perceptive and go through a series of approval steps. The Office of Global Education oversees this approval process. The goal of the process is to obtain and document approval of the student's study abroad course plan. Planning and securing approval is a critical step to ensure transfer credits may be applied when the student returns to Valpo. The following instructions apply to Advisors, Department Chairs and to the Offices of Global Education and Registrar.   

Overview: Study Abroad Course Planning form Workflow 

Trip Status

Form Actions

Approved By

Study Abroad Course Planning Form#Pre-Trip

Student completes Course Planning form

Form automatically routes to Office of Global Education (OGE) queue in Perceptive

OGE reviews form and routes forward to Advisor for approval

OGE routes form to additional approvers (if needed)

OGE

Advisor

Additional Advisor/Department Chair as needed

Student AbroadForm stored in "Student Abroad" queue in Perceptive while the student is abroad
Study Abroad Course Planning Form#Post-Trip

OGE receives transcript and compares it with the approved, Pre-Trip Course Planning form 

If needed, OGE edits original form (in MachForm) and sends to Perceptive

OGE routes newly edited form to Advisor for approval

OGE routes newly edited form to additional approvers (if needed)

OGE attaches transcript to approved form and routes to Registrar superqueue in Perceptive

Registrar applies transfer credit

OGE

Advisor

Additional Advisor/Department Chair as neeeded

Registrar


Step-by-step Guide 

PRE-TRIP

1.Student completes Study Abroad Course Planning form.

TIP: Beacon Backpack

When completing the Study Abroad Course Planning form, students will list their Study Abroad courses and what they believe the equivalent Valpo courses to be. It is important to list the correct Valpo Course Title and Course Number. The Beacon Backpack feature of Valpo's course catalog is a great way for students to save courses they are interested in. Students may refer back to courses they have saved and easily find correct Course Titles and Course Numbers when working on their Study Abroad Course Planning forms.

2. Upon completion, MachForm automatically emails the form to Perceptive document management system.

3. Form arrives in Scan & Link queue in the Registrar's workflow in Perceptive. 

4. Registrar staff scan & link the form and route forward to the REG Doc Sort queue. 

5. Form arrives in OGE Review queue

6. OGE staff review the form and select "Pre-Trip" from the OGE - Review Status dropdown menu

7. OGE routes form forward to the Approval Task Assignment queue 

  • Student is automatically notified, form has been received 

8. Advisor receives approval notification

9. Advisor adds "Approval Recommended by Advisor" stamp for each course listed on Course Planning form (depicted below) and adds notes as needed. Reference: Approve a Student Request in Perceptive Content  

10. Advisor marks their action as complete and the form automatically routes to the Supersort queue

11. Supersort queue automatically routes form back to OGE Review queue

12. OGE staff review the Advisor Approvals and determine if form needs to go to additional Advisors or Dept. Chairs. If so: 

  • Manually Assign to Dept. Chair. Route to Waiting for Chair Review queue 
    • Note: When manually assigning the task, select OGE - Review Needed for the appropriate task template. 
  • Manually Assign to 2nd Advisor. Route to Waiting for Chair Review queue  
    • Note: When manually assigning the task, select OGE - Review Needed for the appropriate task template. 
    • Advisor and/or Dept. Chair receive approval notification
    • Advisor and/or Dept. Chair adds Approval Recommended by Advisor (or Chair) stamp for each course listed on Course Planning form and adds notes (if needed) in the notes section
    • Advisor and/or Dept Chair routes form forward 

13. When additional approvals are complete, form automatically routes back to the OGE Review queue

14. OGE uploads form to Google folder and shares with student

15. Student uploads form to Study Abroad Application

16. When Study Abroad Application is approved, route the Course Planning form to the Student Abroad queue 

STUDENT ABROAD

While the student is abroad, their approved Course Planning form remains in the Student Abroad queue.

1. If a student needs to make changes to their form while abroad they may complete a second Study Abroad Course Planning form. 

2. Upon completion, MachForm automatically emails the form to Perceptive document management system.

3. Form arrives in Scan & Link queue in the Registrar's workflow in Perceptive. 

4. Registrar staff scan & link the form and route forward to the REG Doc Sort queue. 

5. Form arrives in OGE Review queue in the Registrar's workflow in Perceptive.

6. OGE staff review the form and add sticky note: "This is a second form for student. Changes made to courses while abroad."  

7. OGE determines whether or not the form needs to be sent for approvals.

a. If it does, the "Pre-Trip" sequence of events begins again at step 6 (listed above). 

b. If it does not, manually route forward to the Student Abroad queue. This form, along with the student's original pre-trip course planning form will remain in this queue until the student returns and transcripts are received. 

POST-TRIP

The post-trip process begins when the student returns and their transcript has been received by the Office of Global Education.

1. OGE compares student Course Planning form(s) in the Student Abroad queue with the the student's transcripts 

2. If edits/approvals needed

a. OGE logs in to MachForm and edits the student's form using the Post-Trip Section of MachForm

b. Within MachForm, OGE manually emails the form to Perceptive.Forms@Valpo.edu

c. Form arrives in Scan & Link queue in the Registrar's workflow in Perceptive. 

d. Registrar staff scan & link the form and route forward to the REG Doc Sort queue. 

e. Form arrives in OGE Review queue

f. OGE staff review the form and select "Post-Trip" from the OGE - Review Status dropdown menu


g. OGE routes form forward to the Approval Task Assignment queue 

    • Student is automatically notified, form has been received 

h. Advisor receives approval notification

i.  Advisor adds "Approval Recommended by Advisor" stamp for each course listed in the Post-Trip section of the form.  

j. Advisor marks task complete and form routes to Supersort queue

k. Supersort queue automatically routes form back to OGE Review queue

l. OGE staff review the Advisor Approvals and determine if form needs to go to additional Advisors or Dept. Chairs. If so: 

    • Manually Assign to Dept. Chair. Route to Waiting for Chair Review queue  
    • Note: When manually assigning the task, select OGE - Review Needed for the appropriate task template. 
    • Manually Assign to 2nd Advisor. Route to Waiting for Chair Review queue
    • Note: When manually assigning the task, select OGE - Review Needed for the appropriate task template.  
      • Advisor and/or Dept. Chair receive approval notification
      • Advisor and/or Dept. Chair adds Approval Recommended by Advisor (or Chair) stamp for each course listed on Course Planning form and adds notes (if needed) in the notes section
      • Advisor and/or Dept Chair routes form forward 

m.  When additional approvals are complete, form automatically routes back to the OGE Review queue.  Proceed to step 3.

3. If no edits/approvals needed:

a. OGE attaches transcript to the student's Course Planning form in the Student Abroad queue and selects "Final for Registrar" from the OGE Review status menu. 

b. OGE selects Route Anywhere and "REG - Super Sort" to send the final form and transcript to the Registrar for processing. 

Additional Information:

a. If there are duplicate forms that need to be deleted (or a form needs to be deleted for any other reason), move the form(s) to Archive. With the form open, select Route Anywhere from the Route Forward icon and select Archive. This moves the form to Archive for long term storage. 





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