For Advisors & Coaches

As UWM academic advisors and coaches, you play a key role in helping students confidently fit study abroad into their degree plans. We have the key tools, timelines and study abroad resources you need.

Quick Facts

Study abroad is designed to be academically meaningful, financially accessible and flexible for UWM students.

  • Students can earn either UWM or transfer credit depending on the program.
  • Courses may count toward major, minor or general education requirements, with department approval.
  • Many programs are taught in English and students can explore new languages along the way.
  • Study abroad can fit into a wide range of degree plans with early advising.
  • Students can use financial aid, scholarships and grants to help pay for study abroad, and are encouraged to attend a Financing Study Abroad 101 information session to understand their options.

Academic Advisor Role in Supporting Study Abroad 

StageWhat the Student is DoingAcademic Advisor Role & Key Considerations
Early Academic Planning Begins exploring study abroad options and thinking ahead about timing. Assist with multi‑term academic planning that incorporates a study abroad term while maintaining timely degree completion. Advise on the most appropriate semester or year based on course sequencing, prerequisites, clinicals, internships, or student teaching. Identify potential risks to graduation early. 
Plan with an Academic Advisor Meets with you to discuss how study abroad fits into their degree plan. Review the degree audit and clearly communicate remaining major, minor, and general education requirements. Identify which requirements must be completed on campus and which may be completed abroad. Emphasize non‑negotiable campus‑based requirements. 
Explore Programs & Courses Reviews program academics and sample courses abroad. Help interpret how coursework may apply to degree requirements (major, minor, gen ed, or elective). Frame guidance around requirements rather than exact course matches. Explain general transfer credit expectations, including minimum grades and credit limits. 
Course Approval / Equivalency Requests Submits course equivalency or academic approval forms. Explain how approved courses will apply toward the degree. Review or direct requests to the appropriate departmental contact or faculty advisor for approval, following departmental criteria. 
Enrollment & Course Changes Abroad Enrolls in courses (before departure or on site) and makes adjustments if needed. Reinforce that course availability may change. Encourage students to communicate changes promptly and seek guidance if substitutions affect degree progress. Be available for time‑sensitive academic questions when necessary. 
Program Completion & Transcript Processing Completes the program; host institution sends transcript to CIE. No routine action required unless issues arise. Remind students that transcript timing varies by institution and country. 
Credit Posting Reviews credits once they post to PAWS. Confirm credits are applied correctly to the degree audit, noting approved course equivalences, and assist with resolving discrepancies if needed. Note that transfer credit applies toward requirements but grades do not factor into GPA. 

Course Registration

How do students register for classes abroad?

Registration timing varies by program. Some students register before departure, others onsite. Check the “Academics” section of the program page for general guidance. Details are usually shared directly by the host university or provider after acceptance. Encourage students to update you on their course enrollment as soon as they know their courses. 

When do students take language placement exams? 

Language placement requirements vary by program and host institution. When applicable, details are listed on the program page or shared after acceptance. 

Course Equivalency Approval Form (CEAF) 

The CEAF (PDF) helps determine how study abroad courses may apply toward degree requirements.

  • Students are encouraged to complete the CEAF before departure when a preliminary course list is available.
  • Course changes may occur on-site and should be updated during or after the program.
  • Academic advisors play a key role in helping students understand their remaining degree requirements so they can choose a program that offers courses that fit their degree plan.
How do I know which courses count?

CEAF determines if courses count toward major/minor/gen eds. Without CEAF approval, they default to electives.

What if courses are unclassified (lower vs. upper division)?

If unclear, note this on the CEAF. Final determination may depend on syllabi review by departments. Students automatically earn lower-level elective credit and can advocate for upper-level equivalencies.

What should I do if a student can’t get course information before their departure?

Encourage your students to stay flexible. Students should complete CEAF with tentative courses if possible, then update it after arriving in their host country once syllabi are available. 

What’s my role if the CEAF isn’t complete before departure?

Remind students that the CEAF is the only way to secure major/minor/gen ed equivalencies. Without it, their courses will default to electives. Encourage your students to finish or update the form as soon as their course list is finalized.

Transcripts & Credit Posting

Study abroad credits are posted after transcripts are received and processed. This typically takes 2–4 months, depending on the program type. Helping students plan with this timeline in mind can prevent unnecessary stress later on.

When should I expect to see study abroad grades on PAWS? 
  • Faculty-led programs: Grades are posted directly by the instructor shortly after the program ends. 
  • UWM-sponsored (non faculty-led) programs: Students request a transcript from the host university or provider. Once CIE receives it, grades are processed and posted in PAWS (typically 2–3 months). 
  • Non-UWM sponsored programs: Students request the transcript directly from the host university. After CIE receives it, transfer credits are posted (typically 3–4 months). 
Who do I contact if credits haven’t posted?

Start by contacting CIE at overseas@uwm.edu. We can confirm if the transcript has been received and is being processed. 

Why does my student’s transcript not reflect the approved equivalency?

For UWM-sponsored programs, the transcript will always reflect a study abroad course designation (e.g., X97). Equivalency approvals are part of the student’s academic record and are used upon graduation audit, but are not reflected on PAWS or their transcript. 

For non-UWM programs with transfer credit, the equivalencies will show in the transfer credit section on their transcript.

Next Steps

  • Share the Get Started page with students early and walk through the academic process together.
  • Encourage students to meet with you early and bring a preliminary course list when available.
  • Remind students to complete or update the CEAF once courses are confirmed.