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

Student 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 that you 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 Conditions. Check your email inbox and follow the instructions to enter your account information in USCO.

    2. USCO System Login:
      Enter 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 (*) Please double check your information before proceeding.

  1. After confirming your information click “Save and Submit”.

3. Program Application 

    1. A maximum of five institutions can be selected for Program A/B and three institutions for Program C.
      Please make sure to read the program details of preferred institutions before selecting. Some important points to consider:
      • Language requirements
      • GPA (only for Program A/B)
      • Exchange duration (1st semester or 2nd semester, number of weeks) and start and 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 cycles colored in orange are open for applications.

4. Application Timeline

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

UMAP opens applications for our programs twice a year.

For 2021 program A/B (Autumn 2021 exchange)
– All exchanges are on hold.

For 2021 program A/B (Spring 2022 student exchange)
– Application period opens in August 2021

For 2022 Program C;
– 1st application cycle: TBD
– 2nd application cycle: TBD

  1. Explanation of Timeline chart:

    1. Web Publication: date when the program information will be published on the Web.

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

    3. Placement Period: (Students do not do anything during this period) The Host Institutions decide 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 either Accept or Decline, Students will be notified after target placement period is finished.

5. Additional Documents

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

*For native English speakers: If program indicates “Accept native English”, you do not 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 to Programs

    1. Search for programs of interest using the “Programs” tab on the main menu.

    1. Click “Add to Application” 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 rank order.

    1. After you have completed the application, click on:
      1. Save and Submit: To complete your application
      2. Save: Temporarily save data
      3. Delete: Delete the temporarily without applying

  1. Wait for 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 seven days (including weekend). It will still be possible to apply. After seven days, the temporarily saved data will be deleted.

7. After Submitting the Application

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

8. Checking Application Status

    1. Information review by Home Institution

    1. Information review by the 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 refer to the chart below.

10. Study Plan

After your application has been accepted, it is recommended that you create your study plan.
However, it is not mandatory. Please wait for official notice from the Host Institution first.

If your Host Institution requires you to submit your study plan:
Please communicate with them to finalize your study plan and then upload it.

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 an 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

    • Click on “Password Reminder” located on the USCO login screen
    • Enter the email address you used for registration and click “Send” 
    • You will receive a “Password Reset” email.  Follow the instructions in the email to reset your password

    Institutional Manual 

    1. Overall Flow

    2. Initial Registration

    After registering for the USCO system, you will see the USCO system portal page.

    Start by registering your Coordinator Information and Institution Information, as shown below:

    Coordinator Information

    1. Note that at least 2 different coordinator email addresses are required, and up to 6 coordinators may be registered.

    2. The UMAP IS confirms the information in the USCO system.
      If there are any problems with the content, the UMAP IS will return the information. In this case, please correct the relevant areas and resubmit.
      ※ 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 as needed.

    Institutional Information

    1. Register your institutional information, entering all required items marked with a red asterisk (*), then click “Save and Submit” to send it to the UMAP IS
      ※It is required to upload a logo image for your institution
    2. If changes are needed later, contact the UMAP IS
      ※ When changes can be made, the ’Editing’ icon will appear on the screen

    3. Update Registration

    1. Should you need to make any changes to Coordinator Information or Institution Information, click the ‘Edit’ button on each respective sections of the portal page.

    2. Alternatively, to change either Coordinator Information or Institution Information, you can also click on Institution tab -> “Coordinator Update” or “Institution Information” tab respectively.

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

    4. Viewing Institution List
      Choose “Institution -> Institution List” to view the list of Institutions.

    4. Change Password

    To change the  password, click the “Edit” button on the Change Password section of the portal page.

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

    On the USCO system portal page, Institutions can:

    • Register their programs by clicking “Register New” in Program A/B and Program C sections.
    • View the program list and make edits by clicking on “Program List” in Program A/B and Program C sections.
    • View current timeline and the registration deadline deadline of Programs A/B and C in each respective sections.


    You may submit your institution’s “Outline of Proposals” during the registration period.
    To find the registration period, please refer to the 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 the program details.
      ※ New program registrations are not allowed when there are no “Valid Timelines” registered in the ‘Timeline Settings’

    4. Timeline setting:
      Click here and select the relevant “Study Abroad Year” timeline.

    5. Accept Program A:
      Program A is a student exchange program with the tuition waived and Program B is offered either as a negotiated 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 enter the number of students you plan to accept. Please enter the approximate cost in US dollars as well as the cost in your local currency.

    6. Language Proficiency Requirements:
      This will automatically reject applicants whose scores are lower than the registered levels. Enter the required scores of each Language proficiency test. If you check “Accepts lower scores with explanation”, USCO system will not reject them.

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

    8. 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.

    9. Exchange Duration:
      enter the duration of the study period. either one or two semesters  In the case of a three-term system, please mention this your  program explanation.  Next, enter the starting and ending dates of the first and second semester. If students will start their study in the spring semester, the dates of the first semester should be that of the spring semester.

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

    11. Academic Field:
      Please click “Academic Field setting” and select faculties and fields that your institution will offer to exchange students.
    12. GPA:
      If you would like to set a minimum requirement, please enter 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.

    6. Program Registration – Using Previous Information

    If you registered an “Outline of Proposal” in the  USCO System in the past and you would like to utilize the previous information, please:

      1. Select “Program List” from Top menu.
      2. Select the desired past timeline (Example: “2020 Spring Semester”) and program (Example: “Program A/B”)  filter and “apply.” 
      3. You will see the list of the selected programs. All of the programs are sorted in alphabetical by country/territory and then by name of institution.
      4. Find  your institutional listing.
      5. Click the green button of “Copy this data” on the upper part of the screen.

    1. Click the “Timeline setting” and select the desired new timeline (Example: “2022-Fall Semester”).
    2. Change dates of “Exchange Duration.”  as needed:  The 1st semester should “Fall semester” and the second semester should be for Spring.
    3. Change details as needed
    4. After completing updates, click “Save and Submit”.

    8. Timeline

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

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


    9. Manage Students

    On the USCO portal page, Institutions can see the Applicant Lists of students by clicking “Applicant List” in Programs A&B or Program C, under Outgoing Students or Incoming Students.

    When action is needed on the student applications, such as nominating outbound students or accepting inbound students for a program, the relevant “Applicant List” button will turn to “Action Required”. Click it to take necessary action.

    Alternatively, to check the home institution student application list:

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

    2. Download CSV Data

      ※ Please note: 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 
      2. When browsing CSV downloaded contents on Excel, please set the cell formatting to a string character and then copy and paste it

    10. Nomination Decisions

    1. Making Nomination Decisions:

        1. On the USCO portal page, click the ‘Action Required’ or ‘Applicant List’ button to display the students’ details.

        2. This will lead you to the ‘Nomination Decision’ screen.

        3. When students from your institution submit applications for UMAP Programs, you must decide which students to nominate.

        4. To see a list of applicants, go to the “Checking Student Application List” and click a student’s name in the ‘Applicant List’ to see the students’ information. After reviewing the student information, you must decide which students to nominate to which program.

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

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

    2. Acceptance Results:

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

    3. After Acceptance by Host Institution:

      After the student is accepted by a host institution, 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.

    11. Accepting Inbound Students as a Host Institution

    As a host institution, you are requested to accept or decline applicants by the deadline shown on Timeline.

    If the number of applicants exceeds the acceptance limit, the host institution must select students to accept. If that is not done by the deadline indicated on the Timeline, applications will be passed to the next priority institution after the deadline.

      1. Select “Applicant List”, which can be accessed on the USCO portal page or the tab.

      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 the UMAP IS. You need to accept or decline those students with “Host” marked in orange color.

      1. View the detail of applicants:
        Click on the name of the student whose information you would like to display. 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 program in “Accepted Programs”. Program A, to accept the student with a tuition waiver or  Program B for a student who falls under a negotiated bilateral agreement or who will be charged tuition.
      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 in Program A, and you are able to accept the applicant with tuition waived, you may do so by selecting “Program A” under “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 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”; *items on “Accepted Programs” and “Study abroad status” will disappear
      2. Please enter the reason under “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.

    Cancellation and checking student study abroad status

    1. Cancellation:
      When a student’s program is canceled, the background will be colored in gray.

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

      1. After Completing their Exchange program”
        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 “Canceled”
      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 future programs of the same kind.

    12. Viewing the Number of Participants

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

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

    13. Viewing Study Reports

    You can read the ‘Study Reports’ which your students have submitted.

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

    14. Quota/Allocation for Outbound Exchange Students

    1. Quota/Allocation is the maximum number of students that can be sent to study abroad in addition to the regular number of two students per semester.

    2. Institutions that accept more than two tuition-waived exchange students in a given semester (Program A) will be allocated an equal number of additional allocations for outbound exchange students. The allocations can be used from the following semester and do not expire.

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

    Please note that the following applies to the Quota/allocation calculation:

    • If your institution accepts a student who studies two semesters, s/he will be calculated as one person each semester.
    • The number includes those students who were accepted by the host and then withdrew for personal reasons.
    • If you send a student who studies for two semesters, it will be counted as one person each semester.

    15. Downloading Applicant Data

    You can download applicant information for both Incoming and Outgoing Students:

    1. Select “Applicant ->Applicant List” on the top menu.
    2. Selected either “Host Institution (Incoming) or “Home Institution (Outgoing).”
    3. If you would like to download a list of those students who ranked your institution as their first choice, choose, “1st” under “Placement.”  If you do not select placement priority, all applicants will appear.
    4. Check that “Year,” “Semester,” “Program,” and “Cycle” are selected appropriately.
    5. Click “Apply Filters”
    6. Click “CSV Download” if you wish to export the data.
    7. Open a Spreadsheet and open the text data file that you exported.