UMAP Student Connection Online (USCO) system is a user-friendly platform for communication, data storage and synchronization between students, home institutions and host institutions.



Student’s Manual

1. Overall Flow

2. User Registration

    1. Email Registration
      1. Click here (Login page: https://usco.umap.org/std) to create your USCO account.
        We recommend you to use an email address that is provided by your home institution.

      2. After entering your email address, click “Agree and Register” once you have read the Privacy Policy and Terms and Condition. Check your email inbox and follow the instructions to input your account information on USCO.

    2. USCO System Login:
      Input your registered email address and password to log in to the system.

    1. Account Registration
      Make sure to fill in all required items marked with (*), such as Email, Password, Home Institution, Student Number, Gender, Nationality, Mailing Address, TEL, School Year, Graduation Date, Native English. Please double check your information before proceeding.


  1. After confirmation of your input, click “Save and Submit”.

3. Programs Application Preparation

    1. Maximum of 5 institutions can be selected for Program A/B and 3 institutions for Program C.
      Please make sure to read the program details of preferred institutions before selection. Some important points to consider:
      • Language requirements
      • GPA (displayed only for Program A/B)
      • Exchange duration (1st semester or 2nd semester, number of weeks) and start & end date
      • Housing type (with or without dormitory)
      • Program description
      • Tuition fee (for Program B and C)

  1. Pay attention to the application period. Because UTC (Universal Time Coordinated) is used, please be careful about each deadline. Only program cycle colored in orange is available for applying.

4. Application Timeline

Click the “Timeline” tab on the main menu to display the current timeline list and its details.

UMAP open applications for our programs twice a year.

    1. For 2019’s program A/B (Autumn 2019 student exchange);
      1. 1st application cycle: 20 Oct 2018 – 1 Dec 2018
      2. 2nd application cycle: 16 Feb 2019 – 5 Mar 2019

    1. For 2019’s program A/B (Spring 2020 student exchange: TBD)

    1. For 2019’s Program C;
      1. 1st application cycle: 1 Mar 2019 – 23 Mar 2019
      2. 2nd application cycle: 25 Apr 2019 – 28 May 2019

  1. Explanation of Timeline chart:


    1. Web Publishing: The starting date of the program information’s publishing date on the Web

    2. Nomination Deadline: Period of student application and nomination by Home Institution

    3. Placement Period: (Students don’t have to do anything during this period) Your preferred Host Institution decides to either accept or decline during each placement period. When declined, the next target Host Institution will automatically be notified after the next placement period start date.

      • In the case of Accept: Student will be notified after target placement period is finished
      • In the case of Decline: Student will be notified after final placement period has finished

5. Document Preparation

  1. Transcripts (required)
  2. Certificate of Official Language Exams (required*)
  3. Motivation Letter(s) (depends on each institution)
  4. Copy of Passport (depends on each institution)
  5. Medical Certificate (after acceptance has been confirmed, depends on each institution)

*For native English speakers: If program indicates “Accept native English”, you don’t have to upload any language certificates.
Please note that only Word/PDF format files, smaller than 15MB, will be accepted on USCO System.

6. Selecting and Applying Programs

    1. Find suitable programs for you by checking for available programs in “Programs” tab on the main menu


    1. Click “Add to Application Request” at the bottom of the ‘Program Details’ screen to add the program to your application


    1. Check your information and submit the required documents (Transcript and Certificate of Official Language Exams).


    1. Add more programs to your application according to your preference order


    1. After you are done filling in the application, click on:
      1. Save and Submit: To complete your application
      2. Save: Temporarily save data
      3. Delete: Delete the temporarily data (non-applied)

  1. Wait for the approval from your Home Institution

Note: When current applications are simply temporarily saved, the “Update” button will be displayed (“Student Basic Information” can still be changed). You cannot make changes to your information while you are studying abroad. If you need to make changes, please contact your Home Institution.

In the case that the nomination period ended while temporarily saved:
Please contact UMAP IS within 7 days (including weekend). It will still be possible to apply. After 7 days, the temporarily saved data will be deleted.

7. Post-Application Submission

Click on a program in “Application List” to display submitted application screen.

8. Checking Application Status

    1. Information check by Home Institution


    1. Information check by UMAP IS


  1. Decision from Host Institution

9. Application Error

If any of these messages is displayed and you cannot apply to the program, please check the index below.

10. Study Plan

After your application has been accepted, it is recommended to prepare your study plan.
However, it is not mandatory. Please wait for an official notice from the Host Institution first, they might ask you what kind of curriculum you would like to study.

If your Host Institution requires you to submit your study plan:
Please communicate with them to finalize your study plan. Upload the plan after finalizing it. It is possible to register the study plan after communicating with the Host Institution.


11. Study Report

On the “Application List” screen, click on the “Registration” button to submit your Study Report once your study abroad period is over. (An email will be sent to you to fill in this when the period has ended)

12. Cancelling Application

  1. Before Home Institution approves:
    • Please contact your Home Institution.
  2. After Home Institution approves and before your study abroad:
  3. After your study abroad:
    • Please contact your Host Institution and UMAP IS by email.

13. Forgotten Password and Email

  1. Forgotten Password
    1. Click on Password Reminder (located on the Login page)
    2. Enter the email address you registered and then click the “Send” button
  2. After you receive an email with a “Password Reset URL”, you may set a new password

  1. Forgotten Email Address
    1. If you registered with your “Home Institution email address”, please contact your Home Institution for your email address.
      (Note: whenever an application has been completed on the system, a student’s email address may be confirmed via the application info by the Host University NS)
    2. When you have forgotten your personal email address and cannot log in, please create a new account with a new email address and notify your Home Institutions or UMAP IS

Institution’s Manual 

1. Overall Flow

2. Coordinator Information

    1. Coordinator Registration / Update:
      Use the login ID and Password which were sent by email from UMAP IS.
      Click “Institution > Coordinator Update” to view the screen.


      1. Institution registers coordinator information
        (Note that at least 2 different coordinator email addresses are required, and up to 6 coordinators may be registered)
        ※ Only basic half-width alphanumeric characters are accepted by the system
      2. UMAP IS confirms the information and pass the information on the USCO system
        If there are any problems with the content, UMAP IS will return the information. In this case, please correct the applicable areas and resubmit this information
        ※ You must register your institution’s coordinators before registering your institution and program information
        ※ Because automatic updates will be sent by email, it is necessary that your coordinators register valid email addresses
      3. Update the contents timely whenever necessary.

  1. Viewing Coordinator List
    Choose “Institution > Coordinator List” on the main menu. Click on a coordinator to display their details.

3. Institution Information

    1. Institution Registration
      After registering your institution’s coordinators, proceed to the following steps:
      1. Choose “Institution > Institution Information”
      2. Register your institution’s information, make sure to input all necessary items marked with red asterisk (*),
        then click “Save and Submit” to send it to UMAP IS
        ※It is required to upload logo image (emblem) of your institution
      3. If change is needed afterwards, please contact UMAP IS
        ※ When changes can be made, the ’Editing’ icon will appear on the screen


  1. Viewing Details of Other Institutions
    Choose “Institution > Institution List” to view the Institution List.

4. Program Registration – Registering Programs A/B & C

You may submit your institution’s “Outline of Proposals” during the registration period.
To check registration period, please refer to Timeline.
To submit a proposal, choose your selected program type from the menu and enter your program information.

  1. Registering for Program A/B
    Choose “Program > Registration (Program A/B)”
    ※ Program A: Tuition waived; Program B: Tuition charged or reduced



  2. Registering for Program C
    Choose “Program > Registration (Program C)”


  3. Viewing Programs List of All Institutions
    Choose “Program > Program List”. Clicking on a column in the ‘Program List’ displays program details.
    ※ New program registrations are not allowed when there are no “Valid Timelines” registered in the ‘Timeline Settings’

5. Program Registration – Using Previous Data

If you registered “Outline of Proposal” in USCO System in the past and you would like to utilize the previous data, please follow the below steps.

  1. Select “Program List” from Top menu.
  2. Select the desired past timeline (Example: “2019 Fall Semester”) and program (Example: “Program A/B”) of filter and apply filters.
  3. You will see the list of the selected programs. All of programs are sorted by alphabetical order of country/territory and by alphabetical order of names of institutions.
  4. Find the data of your institution.
  5. Click the green button of “Copy this data” on the upper part of the screen.
  6. Click the “Timeline setting” and select the desired new timeline (Example: “2020-Spring Semester”).
  7. Change necessary items such as dates of “Exchange Duration” etc.
  8. After completing the change, click “Save and Submit”.

6. Program Registration – Additional Settings

  1. Timeline setting:
    Click here and select an appropriate “Study Abroad Year” timeline.

  2. Accept Program A:
    Program A is a student exchange program with the tuition waived and Program B is a program that is either under the Bilateral agreement or with the tuition charged. You are required to offer at least two students for Program A. Please click and adjust the number which you are going to offer.

    Accept Program B:
    If you would like to offer your program with a tuition fee, you need to input the number of students you are going to accept. Please input the approximate cost in US dollars as well as the cost in your local currency.

  3. Language Proficiency Requirements:
    This is to automatically reject applicants whose scores are lower than the registered figures. You need to input required scores of each Language proficiency tests. If you check “Accepts lower scores with explanation”, USCO system will not reject them.

     

  4. Accept Native English:
    If you check “Accept Native English”, the system will accept applicants of English speaking Countries/Territories who usually don’t have English Proficiency Certificates. Without checking this, the system will automatically reject applications of those who don’t have scores of English proficiency.

  5. Setting minimum requirement of Language Proficiency Requirements:
    If you would like to set minimum scores in English Proficiency, you need to select the type of Language Proficiency Test and set the minimum numbers. Please note only those students who have equal or better scores of the registered tests are able to apply for your program.

  6. Exchange Duration:
    Input the duration of accepted students’ study period (either one semester or two semesters) depending upon your program. In case of a tri-semester system, please mention it in the explanation of your program contents. Afterwards, input the starting date and the ending date of the first semester and the second semester for the students. If students will start their study in the spring semester, the dates of the first semester should be that of the spring semester.

  7. Other language requirements:
    If you request language proficiency requirements other than English, please specify the language and set the required scores.

  8. Academic Field:
    Please click “Academic Field setting” and select faculties and fields that your institution will offer to exchange students.
  9. GPA:
    If you would like to set a minimum requirement, please input both the numerator and the denominator. If you don’t input the denominator, the system will not accept students unless they have a 100% score.

7. Timeline

To view the valid timeline period for Program Registration, click “Timeline List”.


  1. Program registration period: Input Program Information during this period.
  2. Web Publishing: UMAP IS checks the uploaded information and activates them.
  3. Nomination by home institution: Students apply for programs and their home institutions’ coordinators select and nominate them.
  4. Placement period: coordinators of host institutions select applicants and accept them.

8. Checking Student Application List as Home Institution

You are able to check whether your students have applied for any UMAP program.

    1. To view all applicants, choose “Applicant > Applicant List” on the main menu.


  1. Download CSV Data

    ※ Cautions when using the ‘CSV Download’ button to download the table from the page:

    1. Please do NOT click multiple times!
      If the button is pressed continuously, empty data will be downloaded unless the screen is updated
    2. When browsing CSV downloaded contents on Excel, please set the cell formatting to a string character and then copy and paste it

9. Nomination Decision

    1. Making Nomination Decision:

      1. Click a student’s name in the ‘Applicant List’ to display the students’ details.
        This will lead you to the ‘Nomination Decision’ screen

      2. When applications are received from your students for UMAP Programs, decisions to nominate those students or not are required to be made by the nomination deadline in the USCO System.

      3. To see a list of applicants, refer to the “Checking Student Application List” and click a student’s name in the ‘Applicant List’ to display the students’ information. After checking the data of students, you must decide which student you nominate and which condition the student is nominated through.

      4. Program A/B:
        After making decsion on nomination, you need to select either Program A or Program B, and then click “Save and Submit”.

      5. Program C:
        Select the appropriate applicants and approve.


    1. Acceptance Results:

      Once the host institution accepts your student’s application, the result will be displayed on the “Applicant List” screen.

  1. After Acceptance by Host Institution:

    After the student is accepted by host institutiion, the student should communicate with the host institution and create a study plan. Accepted students can download a template of “Study Plan”.

    After nomination, you cannot modify the contents of student application.

10. Accepting Inbound Students as a Host Institution

As a preferred host institution, you are requested to decide the acceptance or refusal of each applicant by the deadline shown on Timeline. If the number of applicants exceed the number of register acceptance limit, the host institution must select students to accept. If that is not done by the registered Timeline, applications will be passed to the next priority institution after the deadline.

      1. Select “Applicant List”

      2. Select “Host Institution (Incoming)”

      1. Check list of applicants:
        On the “Applicant List”, you can view students who have chosen your institution and were approved by their home institution and confirmed by UMAP IS. You need to decide the acceptance or refusal of those students with “Host” marked in orange color.

      1. View the detail of applicants:
        Click on the name of the student who you would like to display that student’s information. You are able to see the Transcript and Certificate of Official Language Exams by clicking the data.

      1. Acceptance or rejection:
        After reading the student’s information, please select either “Yes” or “No” to accept or decline the application on the “Application Status” section of the screen.

      1. Acceptance procedure for Program A/B:

        1. Select “Yes” to “Accept this application”
        2. Select the type of accepted program in “Accepted Programs”. Program A is a student exchange with tuition waived and Program B is a student exchange either under Bilateral agreement or with tuition charged
        3. Select “Accepted and preparing for departure” in “Study abroad status”
        4. Click “Save”
        5. If you receive an application under Program B and you still have vacancy of acceptance of Program A, and you are alright to accept the applicant with tuition waived, you are able to do so by selecting “Program A” of “Accepted Programs”
      2. Acceptance procedure for Program C:

        1. Select “Yes” to “Accept this application”
        2. Select “Program C” in “Accepted Programs”. Program C is a student exchange for short-term (mainly summer) program
        3. Select “Accepted and preparing for departure” in “Study abroad status”
        4. Click “Save”
      3. Declining procedure:

        1. Select “No” for “Accept this application”; *Select items on “Accepted Programs” and “Study abroad status” will disappear
        2. Please input the reason on “Reasons for not being able to accept applicants”
        3. Click “Save”
      4. Change number of accepting students: When the sign “Maximum number of accepted applications reached” has appeared and if you would like to accept more students than you had previously registered, please contact UMAP IS at (umap-is@umap.org) to change the number of recipients.

    1. Cancellation:
      When canceled, the background will be colored in gray.

    2. Student’s Study Abroad Status:
      When accepted students start their study at your institution, please change the status to “Studying”.

      1. After Studying Abroad:
        The study abroad status is automatically updated by the system as “Completed” on the actual completion date of the study abroad program
      2. Changes may not be made to the study abroad status after the study abroad status is registered as “Completed” or “Cancelled”
      3. To update the status as “Completed” before the program’s completion date, select “Completed” on “Study abroad status then click “Save”
      4. Unless a study abroad status is listed as “Completed”, the student will not be able to apply to programs of the same kind

11. Viewing Number of Participants

This function enables you to see statistical data which students of your institution studied abroad through USCO System.

Click “Applicant > Number of participants” on the main menu.

12. Viewing Study Reports

You are able to read ‘Study Reports’ which your students submitted in the past.

Choose “Applicant”, then “Study Report List” or “Study Report Statistics” on the main menu.

13. Quota for Outbound Exchange Students

Quota List is the maximum number of students per institution that can be dispatched to study abroad, depending on which programs.

Click “Quota List” in the main menu to display the “Quota History”


  • Institutions may dispatch up to two students each semester
  • Institutions with quotas are permitted to send equal number of additional students to quota besides regular students in the next semester for Program A (Tuition Waived)

14. Downloading Applicants Data

You are able to download applicant data for both Incoming and Outgoing students. Please follow the steps below:

    1. Select “Applicant List” of “Applicant” on the top bar menu.
    2. Select either “Host Institution (Incoming)” or “Home Institution (Outgoing)” depending upon your purpose. In case that you would like to download a list of applicants who have placed your institution as the first priority, choose “ 1st” of “Placement”. If you do not select the priority, all of applicants such as “2nd” and “3rd” priority will appear in the list.
    3. Check “Year”, “Semester”, “Program” and “Cycle” are selected appropriately.
    4. Click “Apply Filters” and the list of applicants which you would like to download will appear in the screen.
    5. Click “CSV Download” and save the data on your Document holder (text data).

  1. Open the Excel spreadsheet and then open text data which you have saved on your Document.
  2. The list of applicants will appear on the spreadsheet.