Application Status and Notification

How can I find out the status of my application?

UOEAP will send your UC Study Center / UC Liaison a copy of the Applicant Status Confirmation. This is your early notification and confirmation of:

• when and where your application has been directed (your application will be sent to only one campus)
• any omissions or problems with your application or supporting documents noted by this office for your immediate action

See Reciprocal Exchanges Application Status Confirmation sample.

Why is my application still in “Pending” status?

If your application is “pending,” it is awaiting approval of participation by a host UC campus or information/documentation is still needed (see the Documentation Still Needed and Notes to Applicants sections of your Application Status Confirmation). It is to your advantage to submit any requested missing information as soon as possible so as not to delay consideration of your application.

What is a University of California Undergraduate Application Acknowledgment?

The UC Undergraduate Application Processing Service will send you a confirmation of receipt of your application and a request for any personal information (e.g., date of birth, address, etc.) that appears to be missing from the UC application. If you receive a request for information, submit the missing information as directed by mail or via the UC application update web page. Note that this letter also includes your seven-digit application ID (identification) number in the upper right corner.

See a UC Undergraduate Application Acknowledgment sample.

What is the UC application ID (identification) number?

The UC application ID number (printed on the UC Undergraduate Application Acknowledgment) allows you to view your personal information on the UC application status web page. The UC application ID is different from the student ID number that will be assigned by your host campus at a later date.

The UC application status web page shows your campus placement but is not a confirmation of your acceptance by that campus.

You may see “*” or “?” notations on the UC application status web page. As an EAP Reciprocal Exchange applicant, these do not apply to you. Likewise, “Work in Progress” (WIP) requests do not apply to you.

How do I confirm my participation in EAP?

UOEAP will send an EAP acceptance letter to you via your UC Study Center / UC Liaison. The letter will confirm your host UC campus and your benefits (list of fees that are waived or paid for you by EAP). Read the letter carefully and ask questions about any items that you do not understand. Sign and return the lower portion of the acceptance letter to confirm that you wish to be an EAP Reciprocal Exchange student. Many host UC campuses do not send an acceptance letter to undergraduate EAP Reciprocal Exchange students. You should consider your EAP letter as your official letter of acceptance.

Did you get my response to the EAP acceptance letter?

Due to the large volume of responses, you will not receive a confirmation of the receipt of your EAP acceptance / benefits letter from UOEAP. You will, however, be contacted if your letter is not received.

I have received my UC campus placement but would like to request placement at a different UC campus. What should I do?

UC campus placement appeals are reviewed in May, after all applicants have been placed throughout the UC system. Placements are based on academic considerations, not a personal preference for a particular campus. Appeals are considered only when the student presents new academic information, that is, information not already presented in the original application.

Administrative

I have received a request from my host UC campus office for a registration deposit and campus fees. What should I do?

Host UC campuses sometimes mistakenly send EAP Reciprocal Exchange students a request for a $100 registration deposit or registration and campus fees. EAP Reciprocal Exchange students do not pay tuition, registration or campus fees, so you should not pay these fees.

You are, however, responsible for payment of travel, housing charges, utilities, UC insurance, books and laboratory / materials fees, and any personal expenses incurred while on the exchange.

Whom may I contact if I have questions?

Contact UOEAP via your UC Study Center / UC Liaison if you have any questions about your UC campus assignment. Do not contact the UC campus directly with questions about your application status. You might receive inaccurate information from UC campus staff members who are not familiar with the Reciprocal Exchanges program.

Participation and Withdrawal

I have decided not to participate in the exchange program. How do I withdraw from the exchange?

Contact UOEAP and your UC Study Center / UC Liaison as soon as possible. We will inform your host UC campus of your withdrawal but you will be responsible for canceling any housing arrangements you may have made. Withdrawal from the exchange will require your forfeiting housing application fees, which are non-refundable, and possibly your housing deposit, as well.

Can I change the length of my participation after I have been placed at a UC campus?

Your request to extend your exchange studies must be approved by your home university (UC Study Center / UC Liaison and major department), your host UC department, and UOEAP. Contact your home university and UOEAP as early as possible with your request.

May I shorten my exchange studies at UC?

If you need to leave UC before the end of your exchange period, contact your home university UC liaison and academic advisor to discuss your decision. Leaving the program may affect your academic progress and standing at your home university. For more information about leaving UC after arrival, see Withdrawal from EAP Participation in the Student Guide.

Housing

When should I apply for housing? And how?

Apply for housing as soon as you receive instructions from EAP (usually by e-mail), even if you have not yet received final confirmation of your acceptance to the Program. Before you start researching your housing options, read General Recommendations.

For specific housing options at each UC campus and application instructions, see UC Host Campus Pre-Arrival Instructions.

Must I finalize housing arrangements before arrival at my host UC campus?

It may be difficult for students who would prefer non-UC housing in the community to finalize independent living arrangements before arrival. You should arrive at your host campus as early as possible (no more than 30 days prior to the Program start date on your visa document) to look for housing.

For links to housing options at each UC campus, see UC Host Campus Pre-Arrival Instructions.

Enrollment

What is a student ID number? How do I get one?

Your student ID number is assigned by your host UC campus. It is your official identification number while an Education Abroad Program participant. The student ID number in conjunction with a PIN (personal identification number) or password, will allow you to access the registration system and apply for certain services, including university-sponsored housing. Your student ID number and instructions will be sent to you as soon as they become available.

When should I enroll in UC courses?

Enrollment instructions, including your student ID number and your enrollment time appointments will be sent to you as soon as they become available. For specific enrollment information at a UC campus, see UC Host Campus Pre-Arrival Instructions.

Why can’t I enroll in a course that I want?

If you are unable to enroll through the online registration system, it may be because

1. permission of the instructor is required, or
2. the system does not have access to your educational history and cannot determine if you are qualified to enroll in the course.

Complete and e-mail the Prerequisite Clearance Request form to the departmental advisor / instructor to demonstrate that you met the course prerequisites, and request permission to enroll.

Some courses are limited to a certain category of students (i.e., graduate-level students, students in the major, “by audition” only, students who have completed an earlier segment of a series of courses, students enrolled in special certificate programs, etc.), and it may be necessary to select alternative courses.

May I take Pass / No Pass (P/NP) courses only?

Before you choose the P/NP option, confirm that your home university will accept this form of grading in place of the standard letter grades. The difference between P and NP varies among the UC campuses. Before deciding if the P/NP or a letter grade would be appropriate for you, see also Grading in the Student Guide.

Do I have to take the English Language Placement Testing exam?

Some UC campuses require English Language Placement testing on arrival for non-native English speakers. There is no need to prepare for this exam, and it will have no impact on your acceptance to the Exchange.

If it is determined that you could benefit from English language support classes, the exam will place you at the appropriate level. English language courses are taken concurrent with your enrollment in other UC courses. Most students enrolling in English language courses in their first term find that this extra support creates an important foundation for their academic success in later terms. For more information see UC Host Campus Pre-Arrival Instructions.

Visa and Travel

When will I receive my visa document (certificate of eligibility)?

Your host UC campus will issue your visa document (DS-2019) once your UC acceptance is confirmed and your financial documentation is complete.

If you are starting your UC exchange in August / September, you may expect to receive your visa document at any time from June to July.

If you are starting your UC exchange in January, you may expect to receive your visa document at any time from October to November.

Students will be sent the DS-2019 via the UC Study Center or UC Liaison at their home university.

Whom should I contact about incorrect information on my visa document?

Contact UOEAP or your UC Study Center / UC Liaison if you find incorrect information (e.g., nationality, misspelled name, duration for the exchange, etc.) on your DS-2019. UOEAP will arrange for a corrected document to be sent to you.

How do I apply for my U.S. visa and interview?

Applicants must contact the U.S. embassy or consulate to inform themselves of local application procedures. Processes vary depending on the location and EAP cannot advise you. For more information read Visa Requirements in the Student Guide and refer to Visa Resources.

Can I travel before the start of my exchange at UC?

Your visa status allows you to arrive in the U.S. no more than 30 days before the start of your academic program. You are encouraged to benefit from travel opportunities in the U.S. while you are on the exchange, however, to allow maximum time for processing of your visa application at the U.S. consulate, we urge you to schedule travel during holiday breaks and after your UC studies, not during the summer before your arrival. See also the UC Academic Calendar.

For more information, refer to Travel and Your Visa Status: Frequently Asked Questions and Visa Requirements in the Student Guide.

Pre-departure Preparation

How do I prepare for arrival at my host UC campus?

Here are a few ideas:

• Read What to Know Before You Go in the Student Guide.
• Become familiar with the UC Host Campus Pre-Arrival Instructions for Participants-select "Before You Arrive".
• Plan your travel so that you attend mandatory orientations at your UC host campus.
• Talk to UC students currently attending your university or returned Reciprocal Exchange students. Also, read What Past Reciprocity Students Have to Say About UC.
• Read books and watch for current events in the U.S. Learn about basic geography, customs, history and cross-cultural issues.
• Check these useful Internet web sites.