Policies & Procedures

How to know if you’re eligible

Applications from all students, both �Ӱ�ԭ�� and non-�Ӱ�ԭ��, will be considered, although students may not always receive approval for their desired program. Students must be in good standing with their home institution at the time of application and program start date. Applications submitted by students with a disciplinary history will be considered on a case-by-case basis. The minimum GPA for approval is 2.8, although students with a GPA lower than 2.8 can meet with a Study Abroad Advisor to discuss possible options.

Meet with our Study Abroad Advisor

A group of students sit at tables in front of their open laptop in a courtyard.

All students committed/enrolled in a �Ӱ�ԭ�� University-approved study abroad program must follow the �Ӱ�ԭ�� University International Travel Policy, which requires all students to book their flights through the University's designated travel agency. There are no exceptions to this policy. Should students plan to travel before the start of the program, they must arrange their travel so they arrive at the designated airport, on the designated program start date and within the specified arrival time. Early or late arrivals are not permitted.
�Ӱ�ԭ�� University administers programs in Aix-en-Provence, France; Brisbane and Sydney, Australia; Florence, Italy; Galway, Ireland; London, England, Madrid and Barcelona, Spain. Non-�Ӱ�ԭ�� students may apply to any one of these programs, pending approval from their home institution. All students participating in Center programs receive �Ӱ�ԭ�� credit and grades for the term. These grades will be posted to the students’ �Ӱ�ԭ�� transcripts. �Ӱ�ԭ�� University may not edit, delete, or change the grade notations on a foreign university transcript.

Helpful Policies

While studying abroad, �Ӱ�ԭ�� University academic and student conduct policies remain in effect. Participants are expected to follow and adhere to these policies as enumerated in the Undergraduate Catalog and Student Handbook. From time to time deviations from these published documents may be required due to differences in local law, practice, or custom abroad.

Students who violate the code of conduct while abroad will be required to meet with staff from the Dean of Students Office by phone or video call to address the violation.

The infraction will become part of their student record and serious violations may result in the dismissal of the student from the program.
If a student is dismissed due to code of conduct violations, no credit or transcript will be awarded and no program fees will be refunded.
Students are also required to adhere to all local laws.

Students participating in a �Ӱ�ԭ�� Center or �Ӱ�ԭ�� Select program are expected to participate in all scheduled programming events. Failure to participate will result in a financial penalty after a review is conducted of the expenses that were incurred on the student’s behalf.

�Ӱ�ԭ�� students: These charges will be applied directly to the student’s University bill and can be paid online through the Office of the Bursar.
Non-�Ӱ�ԭ�� students: Students will be provided with an invoice of the charges and payment instructions. Failure to submit this payment will result in a hold on the student’s account. Until the hold is removed, the official transcript will not be released to the student or their home institution.

�Ӱ�ԭ��’s Student Handbook

The Family Rights and Privacy Act of 1974 (FERPA) provides confidentiality of student educational records at �Ӱ�ԭ�� University. �Ӱ�ԭ�� University may not disclose information in a student’s educational records to anyone without the permission of the student, unless disclosure is permitted by an exception outlined in FERPA, 20 U.S.C.A., Sec. 1232 et seq. By completing and signing the attached form, you the student are granting permission to �Ӱ�ԭ�� University officials to disclose and/or discuss the information authorized by the student on their FERPA Release form. Students are not required to submit a FERPA form; it is the student's discretion to decide whether or not they want to provide �Ӱ�ԭ�� University with this information.

Students who choose to complete the FERPA Release Form must complete the FERPA Release questionnaire in their StudioAbroad application following approval to study abroad. For students who elect not to complete the FERPA Release Form, �Ӱ�ԭ�� University and the Office of Study Abroad will be unable to relay certain information to parents or guardians. In cases of emergency abroad, including hospitalization and student status during national emergencies, �Ӱ�ԭ�� University and the Office of Study Abroad may release necessary information to parents or guardians.

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The Americans with Disabilities Act and Section 504 of the Rehabilitation Act do not apply to foreign institutions. Though many of our partners will do their best to accommodate students’ needs, please know that there are times when accommodations cannot always be made.

We invite all students to self-disclose to Global �Ӱ�ԭ�� and their home university throughout the application process. Global �Ӱ�ԭ�� will work with the students to identify the programs and services that best meet their individual needs and provide them with comparable services while abroad. Students who wish to disclose should first identify themselves to their home institution to discuss their individual needs and to request their paperwork be forwarded to the Office of Global �Ӱ�ԭ�� at �Ӱ�ԭ�� University. The student should then request a meeting or call with their Global �Ӱ�ԭ�� study abroad advisor to discuss their needs. Global �Ӱ�ԭ�� will work closely with the student, their home institution, and with the institution overseas to see if accommodations can be met and to assist with the next steps.

If the student requires a reasonable accommodation or has concerns about participation in any Travel Program activities, the student agrees to provide adequate notice to Global �Ӱ�ԭ�� in advance of their commitment deadline in writing. The student also agrees to provide a complete and detailed written description, with supporting documentation as necessary, concerning the accommodation being requested. Although many countries are becoming more aware of the needs of people with disabilities, not all countries have similar laws and accessible infrastructure and services. Global �Ӱ�ԭ�� will make efforts to assist students with finding reasonable accommodations that will not fundamentally alter the nature of a course or program of study or present an undue hardship for either �Ӱ�ԭ�� University or the Host Institution. If the student agrees to participate in the Program, the student also agrees to participate safely in all Travel Program components with or without reasonable accommodation.

Students who choose to self-disclose after the deposit deadline are advised that not all hosting partners can accommodate all disabilities. Should a student choose to self-disclose after the deposit deadline, Global �Ӱ�ԭ�� will work with all parties and make every effort to accommodate the student’s needs but cannot guarantee that the host institution will be able to meet those needs. In this event, the host institution may withdraw their acceptance of the student. The cancellation policy will still be applicable in this situation. If Global �Ӱ�ԭ�� is not able to find an alternate program that is still accepting applications and which meets the students’ academic and disability needs the student will be withdrawn from study abroad or advised to study abroad in the following term, where applicable.

Students who choose not to self-disclose risk the ability to receive disability support while abroad. They may be dismissed from the program at the discretion of the host university if the institution determines that they cannot provide support services essential to the student’s completion of the program. The withdrawal policy will still be applicable in this situation.

All students participating in a �Ӱ�ԭ�� University-approved or administered program are required to be housed in �Ӱ�ԭ�� University-approved or administered housing.
All students will pay a $500 Housing Security Deposit that may be refundable after the final inspection. Refunds will take 4 to 6 weeks to be returned.
All students must abide by their program-specific housing rules and regulations discussed on-site during orientation. Failure to follow these rules and regulations can result in code of conduct discipline up to including expulsion from the program.
Only students who participate in a �Ӱ�ԭ�� program can be placed in �Ӱ�ԭ�� University Program housing.
All types of damage caused to any student residence or its furnishings are the responsibility of the students assigned to that residence; repair costs will be billed accordingly. Damage that occurs in common areas of student residences (e.g., hallways, common bathrooms, backyards, etc.) will be divided and shared among all residents of that particular residence hall, floor, or block.
Students living off campus, including students in study abroad programs, are expected to be considerate of their neighbors and the community at large. They should monitor noise levels within and projecting from their homes, and if they host guests or parties, they should arrange for the quiet and appropriate arrival and departure of their guests.
Off-campus behavior that violates the standards of conduct will be considered a neighborhood disturbance. A neighborhood disturbance may occur at the site of a social gathering at an off-campus residence (e.g., loud music or conversation levels) or through activity on the part of those arriving at or leaving a social gathering at an off-campus residence (e.g., littering, property damage, fighting, obscene or disruptive behavior, noise disturbances, etc.).

�Ӱ�ԭ�� University provides all students studying abroad with international medical and emergency insurance coverage for their study abroad program dates. Federal law requires all students to maintain domestic year-round coverage in the U.S., even while the student is studying abroad. This means that students should remain enrolled on the policy of their parent or guardian, �Ӱ�ԭ��’s Gallagher Student Health Insurance, or their home university domestic coverage plan while on their program abroad.

Students enrolled in any Global �Ӱ�ԭ�� program will automatically be enrolled in CISI Health Insurance from the start date to the end date of your study abroad program. This insurance program is included in the program fee, and there is no additional cost. This coverage does not replace your primary insurance but does provide extensive medical and emergency coverage.

If you have any concerns about the financial impact if your program abroad will be canceled prior to departure or while abroad, you can enroll in Cancel for any Reason (CFAR) or Interrupt for any Reason (IFAR) travel insurance. These plans can help protect your prepaid costs if you are forced to cancel or interrupt your travel for any reason Pre-paid costs might include a VISA application fee, books, supplies, travel arrangements or activities while in country, or airfare to your study abroad location.

Through our partnership with Cultural Insurance Services International, we have identified World Trip Protector Plans offered by Travel Insured International as a provider with options that may be of benefit for you. To learn more about these travel protection plans or request a quote, please visit

�Ӱ�ԭ�� University does not endorse any specific carrier and purchase of CFAR insurance is not required Global �Ӱ�ԭ�� strongly encourages students and their families to research travel protection options and consider purchasing a plan in order to limit the financial impact should you need to cancel your program abroad.

The Office of Study Abroad requires all students to have a cell phone with an international call and data plan that works without Wi-Fi. Students are required to register their international cell phone number on their �Ӱ�ԭ�� University study abroad application and with their host institution within two days of arrival to their program. Failure to have a working cell phone abroad with a data plan will result in, first, a warning and then, dismissal from the program.

The Office of Study Abroad requires that all students studying abroad must have access to a credit card during their time abroad for safety purposes and in case of emergency. Credit cards may be in the name of a parent or guardian as long as the student is authorized to use the card. Many study abroad locations require that students have their own bank account, not attached to their parents or guardians.

All students studying abroad are required to have a passport that is valid for at least six months after their program end date. Some countries may require students to apply for a visa which will allow the student to enter, leave, and/or stay in a specific country for a designated amount of time.

�Ӱ�ԭ�� University reserves the right to make cancellations, changes, or substitutions in cases of emergency or changed conditions. Should �Ӱ�ԭ�� University cancel a program before departure, any program fees paid to �Ӱ�ԭ�� University would be reimbursed. �Ӱ�ԭ�� University is not responsible for non-�Ӱ�ԭ�� University billed expenses such as visas, flights, etc. if the program is canceled.

Cancellation:

A student may cancel their program participation up to their planned departure. Should a student decide to cancel, the student may still be assessed any portion of the costs non-recoverable to �Ӱ�ԭ�� University up to and including all tuition, housing, board, and/or any programming fees for the full length of the program in which they are enrolled. This will be assessed on a case-by-case basis.

Students wishing to insure against the financial impact of an interruption or cancellation of an abroad program should opt for Cancel for any Reason (CFAR) or Interrupt for any Reason (IFAR) travel insurance.

Withdrawal

A student may request to withdraw from their program at any point after departure although �Ӱ�ԭ�� is not required to approve requests. All requests must be received in writing to the Global �Ӱ�ԭ�� account.

If �Ӱ�ԭ�� University authorizes a withdrawal, �Ӱ�ԭ�� University cannot guarantee the completion of courses interrupted by an early return or guarantee that any credits, grades, or transcripts will be awarded or that any portion of the program costs will be refunded.

�Ӱ�ԭ�� University is not responsible for personal expenses, visas, airfare, books, personal travel, incidentals, transportation costs, etc. not directly paid by �Ӱ�ԭ�� University or included in the published program fees.

Medical and Personal Withdrawals:

Per the medical insurance provider, a student's request for a medical withdrawal must be verified by our medical insurance provider before departure from the program for support and benefits to apply. If the student complies with the medical verification, �Ӱ�ԭ�� University and the hosting University/partner will review the request and respond accordingly. If the student does not comply with the medical verification and withdraws from the program without approval no credit or transcript will be awarded and no program fees will be refunded. All decisions are final.

If a student requests a personal withdrawal, �Ӱ�ԭ�� University will require verification and may request additional documentation to approve the withdrawal. If a student does not comply with the request for verification and withdraws from the program without approval, no credit or transcript will be awarded and no program fees will be refunded.

�Ӱ�ԭ�� students: These charges will be applied directly to the student’s University bill and can be paid online through the Office of the Bursar.

Non-�Ӱ�ԭ�� students: Students will be provided with an invoice of the charges and payment instructions. Failure to submit this payment will result in a hold on the student’s account. Until the hold is removed, the official transcript will not be released to the student or their home institution.

Expectations for semester-long programs

The normal course load for a study abroad student is five courses per semester, equivalent to 14-19 credit hours. To maintain full-time status, a study abroad student must be registered for a minimum of 15 credit hours each semester.
- Students participating in semester-long programs must abide by the requirements for full-time enrollment established by the host institution/partner program.
Students must be academically engaged in courses at a minimum of four days per week.
Students wishing to engage in coursework other than that offered by the host institution or program, including online courses, may only do so if the request is the only option that permits the student to maintain their degree completion trajectory while studying abroad with the explicit approval of the �Ӱ�ԭ�� University Office of Study Abroad.
�Ӱ�ԭ�� University requires all students studying in a non-English speaking country for a semester or more to take one course on local language and culture while abroad. Please visit your home institution's study abroad office for additional information regarding their language requirements.
Credit and grades for studying abroad will only be granted for academic work completed at the host institution. All coursework must receive pre-approval from your home institution. Please visit the university’s study abroad website or Study Abroad Office for additional information.
Students' transcripts will be automatically mailed to their home institution within 8 - 10 weeks from the program end date.
Drop-add requests will be approved for compelling academic reasons only as determined by �Ӱ�ԭ�� University in consultation with your host University/program. Reasonable efforts will be made to accommodate drop-add requests. Requests made for unapproved courses, alternate courses that do not fit the prescribed schedule, or reduced class days will not be approved.

�Ӱ�ԭ�� University’s top priority is ensuring that students are enrolled in the courses they need to progress academically. As some courses have required Field Learning and as all students are required to be academically engaged four days per week, some course schedules may include Friday classes or weekend excursions.

Resolving academic grievances

For academic grievances, the modified procedure for informal resolution is as follows.

Students must first file a written appeal with the instructor, followed by a written appeal to the program if the first-level appeal does not resolve the matter. If the second-step appeal also fails to resolve the matter, students have the option of filing a third-step grievance through the Director of Study Abroad.
After a conversation with the instructor of record and/or program, the Director will inform the student whether or not the grade shall be changed by the instructor of record. If the student is dissatisfied with the outcome, the Director will inform the student of the right to initiate formal review procedures.

Students will be unable to file a formal grievance about their grades if the program does not offer an appeal process.

Expectations for short-term programs

Short-term programs in the January Intersession, spring break, and summer are available to non-�Ӱ�ԭ�� students. These programs are offered in various disciplines.

Programming changes each year; please consult with a �Ӱ�ԭ�� University study abroad advisor or visit Studio Abroad for current offerings.
Credits and grades for studying abroad on a short-term program will only be granted for completed academic work.
All coursework must receive pre-approval from the student’s home institution. Students should visit their home institution's study abroad website or Study Abroad Office for additional information on academics, credit, and approval.
Requirements and costs vary depending on program length, location, and type.

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