Course Credit Approval Process

Course Approval Form Instructions:

Please read through the instructions below at least two times as the details are important for receiving academic credit and eligible financial aid. All students should re-visit the instructions here for more details including a visual step-by-step guide to successfully complete your Course Approval Form.

Students approved to participate in any independent program through Kennesaw State’s Education Abroad Office are required to complete a Course Approval Form (CAF). The CAF facilitates the process of receiving academic credit for coursework completed abroad. Failure to follow all instructions successfully will impede the ability to receive academic credit and financial aid.

1. All students are required to participate in ONE Course Approval Form Workshop.
   1. These workshops will be scheduled and sent to students upon approval to their program. Students will NOT have access to the form before completing the workshop. 
      
      
2. Consult the host institution’s website to find possible courses.
   1. Refer to the Program Details tab then use the Host Institution’s Course Catalog to find possibilities for your intended semester abroad.
      
      
3. Meet with your academic advisor to discuss degree requirements.
   1. It is a great idea to meet with your academic advisor to speak about possible courses to take abroad. What courses do you still have left in your degree? Is the course a general education requirement or is the course degree applicable?  Use your advisor as a sounding board prior to meeting with faculty to request approval.
      
      
4. Find the necessary course information, such as syllabi or course descriptions.
   1. Faculty will not be inclined to approve a KSU course equivalency WITHOUT information regarding the course’s content. Find a syllabi or course descriptions from the host institution to garner support toward approval of a course equivalency. You should consult with the host institution/program coordinator to assist in retrieving the supporting details.
      
      
5. Set up a meeting with the appropriate approving faculty to discuss equivalencies OR respectfully email them the necessary information for review (*an email example has been provided below).
   1. All students should first consult the Approving Faculty Spreadsheet to see who is the contact for the course. While meeting in person could be preferred to adequately speak through course equivalencies, some faculty may not have time or may just require a thoughtfully compiled email. Thoughtfully include ALL information you have compiled regarding the host institution’s course to assist the faculty’s review.
      
      
   2. Refer to ALL faculty as Dr. or Professor as a default. Send individual emails, do not send mass emails to multiple faculty members for various approvals. Without the proper information and approach to your Course Approval, professors will NOT administer approvals. We have provided an email example below for your review.
      
      
6. Once ALL classes on your form are approved, you can send the form to your Program Coordinator to send it through DocuSign for signatures.
   1. Do not send a Course Approval Form to your Program Coordinator without receiving approval from the approving faculty and your academic advisor.

When seeking course approvals through email, respectfully email the designated Course Approver the necessary information for review -- an email example has been provided below.

All students should first consult the Approving Faculty Spreadsheet to see who is the contact for the course. While meeting in person could be preferred to adequately speak through course equivalencies, some faculty may not have time or may just require a thoughtfully compiled email. Thoughtfully include ALL information you have compiled regarding the host institution’s course to assist the faculty’s review.

Refer to ALL faculty as Dr. or Professor as a default. Send individual emails, do not send mass emails to multiple faculty members for various approvals. Without the proper information and approach to your Course Approval, professors will NOT administer approvals. We have provided an email example below for your review.

 

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Hello Dr. Doe,

I hope all is well. I am reaching out as an Asian Studies major who is seeking to participate in the Seoul Women’s University exchange program this coming Fall semester. I am hoping to receive approval from your department to take the following Asian Studies courses for my major. Please see the attached syllabi/course descriptions to see if the proposed courses would suffice.

 

Thank you for your assistance. Please let me know if you need any supplemental details to inform your decision.

 

Sincerely,
Student Name

DO meet with your Academic Advisor (also required!).

DO find all supportive information for courses (syllabi, course descriptions, etc.).

DO reach out to Program Coordinator for any questions for your Host Institution.

DO refer to all professors as Professor or Dr.

DO be respectful in all correspondences to faculty and staff (It is recommended to use the email template provided).

DO have back-up courses approved (more is better).

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DON’T mass email Department Heads or other faculty and staff for approval.

DON’T email the incorrect faculty (refer to the Approving Faculty Spreadsheet).

DON’T submit CAF for signature without prior approval from Academic Departments.

DON’T send requests at crazy hours of the night (anytime past 8 pm).

DON’T automatically assume a course will be approved.

DON’T repeatedly email faculty and staff during this process (wait at least 5 business days).

DON’T provide syllabi in languages other than English.

Student Visual Job Aid for the CAF

Approving Faculty Spreadsheet for Course Equivalencies

Preapproved CAF Courses Database