Partner School Contact Procedures

Submitting Online Nominations

To initiate student exchanges, UFIC invites reciprocal partner school contacts to nominate their selected student(s) in our online application system. The application system requires login credentials to be assigned by ESS before submission is possible.

Step-by-step instructions can be found in the linked Nomination Guide.

A note on exchange balances: Prior to nomination, student placement numbers can be determined with ESS and the hosting UF college based on partnership agreement terms. UFIC endeavors to maintain a balanced number of inbound and outbound student placements

Nomination Submission - Required Information

Please note, nominations require partner school advisors/coordinators to include the following for each student individually. 

  • Partner institution name
  • Student biographical information (name, date of birth, gender)
  • Student contact information (student email address)
  • Student degree level/academic level
  • Student field of study
  • Verification of English Proficiency (detailed on fact sheet)

Select below to login and begin the nomination process.



Nomination Timeline

Once submitted, the nomination will automatically launch the incoming student application.

  • Nominators can expect automatic-email confirmation that they submitted a nomination on students behalf
  • Students will receive temporary log-in credentials to access the application with thorough instructions regarding application requirements.

ESS will review nominations on a rolling basis to ensure nominations were submitted appropriately. Nominators will be contacted with any discrepancies.

Nomination Deadlines
Fall semester April 1
Spring semester September 1
* Partner schools can expect nominations with any discrepancies to be confirmed within a week of a nomination submission.

Policy - Exchange Agreement Renewals: UFIC is able to initiate incoming exchange student applications where the current agreement is pending renewal. However, UFIC will not issue formal acceptances or immigration documents for students until a fully executed agreement is in place. This policy is in line with federal immigration regulations governing the Exchange Visitor Program (J1 Visa Program). The UFIC Executive Director facilitates the renewal process for exchange agreements with the Partner Institution and UF Academic Department/College. For information on the Agreement Renewal process, click here.

Policy - Issuing UF Transcripts: Final grades for coursework become available in the weeks following the end of an academic semester. Once exchange students complete their exchange semester, ESS will request transcripts from the Office of the University Registrar as outlined in reciprocal exchange agreements. ESS provides digital copies to all participating partner schools as a standard policy. Hard copies of transcripts may be mailed to partner schools if requested.

Expected Timeline: Transcript Issuance can take anywhere from 2 - 6 weeks after the academic semester has ended.

In order for ESS to request transcripts, the Office of the University Registrar (OUR) requires exchange students to sign a waiver in their online application. Otherwise, students can order their own copies from OUR for a small fee.