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Study Abroad

Study Abroad Policies

General

Financial Aid/Scholarships/Travel Grants

All scholarship and financial aid awards from Elon are applicable to Elon-approved study abroad programs.  Federal financial aid may be used for Non-Elon study abroad programs if a contract exists between Elon University and the sponsoring organization.  Contact the Isabella Cannon Global Education Center (GEC) for information on the process of initiating a contract if your non-Elon program petition has been approved by the GEC.  Students must contact their Fellows or Scholars program director to have a study abroad travel grant applied to a study abroad program.  Contact information for the Fellows and Scholars program directors can be found on the Funding for Study Abroad webpage.

Transcripts and Posting Grades from Abroad

Students on Elon programs (centers, affiliates, and exchanges) will receive Elon grades and credits for all approved courses taken while abroad.  Visit the Transcripts and Posting Grades from Abroad page for more information.

Pass/Fail and Auditing Courses

As stated in the Academic Catalog, study-abroad courses may not be taken on an audit or pass/fail basis.

Travel Warning and Waiver

Elon University’s standard policy is to not approve enrolled Elon students to study in a location where a U.S. Department of State Travel Warning is in effect.  Students, faculty leaders, or GEC staff can petition the Dean of Global Studies to waive the prohibition.  Petitions are reviewed on a program-by-program basis for Elon study abroad programs, and on a student-by-student basis for Independent Elon Programs Abroad.  Details on submitting a petition can be obtained by contacting the GEC.

International Health Insurance

The cost of an Elon study-abroad program includes mandatory international health insurance coverage, billed through Elon.  The coverage begins on the first day of the program and ends on the last day of the program.  Elon has selected a uniform policy specifically designed for students abroad that provides adequate levels of insurance for students worldwide.  Some programs abroad may require additional insurance policies.  Elon is not able to exempt students from the Elon policy, regardless of these additional policies.  Many national plans required by the host country do not cover students when traveling to other countries and do not include important features such as emergency evacuation. 

Elon University requires its students to maintain their domestic health insurance even while they are abroad.  The international health insurance policy covers students ONLY while they are outside of the United States, and the policy terminates upon return to the United States.

Disciplinary Violations

As stated in the Elon University student handbook, students sanctioned with Preliminary Suspension or Disciplinary Suspension lose the privilege of participating in study-abroad programs for one year (from date of incident).  All deposits or payments for study abroad will be forfeited without reimbursement. 

Honor Code and Behavior on Study Abroad Programs

As stated in the Elon University student handbook, study-abroad students are held to the academic and social policies of the Elon University Honor Code, and to the policies of the host institution or study-abroad program.  In most instances these policies will be the same or very similar.  While abroad, you are representing yourself, your university, and your country, and you are therefore expected to behave in a responsible and professional manner.  Failure to uphold the Honor Code while abroad will result in disciplinary action and/or dismissal from the program at your own expense.  Students should refer to this letter from the Dean of Students and Dean of Global Studies regarding expected behavior on study-abroad programs.

Students with Disabilities

Students with disabilities are encouraged to disclose their disabilities early in the process of planning a study abroad experience.  This will allow students sufficient time to investigate a number of options for programs that meet their academic interests and to explore the availability of accommodations prior to making a program selection.

It is important to remember that the Americans with Disabilities Act and Section 504 of the Rehabilitation Act are not in force outside of the United States.  It is the student’s responsibility to disclose any disability that requires accommodation and to make plans for his or her needs.

Accommodations which represent a fundamental alteration of the program or that create an undue hardship will not be provided.  All decisions regarding accommodations will be made on a case-by-case basis.  If accommodations are needed and not available at a particular site, then students may not be qualified to participate in that specific program.

If additional accommodation needs arise while the student is abroad, students must discuss these needs with Disabilities Services and the study abroad site to determine whether the additional accommodations are reasonable and appropriate.

If a student choose to not disclose disability-related needs prior to arrival at his or her host institution, the GEC, Disabilities Services, and the host institution will determine if accommodations are possible.  It may not be feasible to make arrangements for accommodations requested too close to the departure date or once on site.  More information on planning for study abroad with disabilities can be found on the Studying Abroad with Disabilities webpage.

Credit-bearing International Activity

The GEC is charged with overseeing all credit-bearing activity outside of the United States.  Students participating in any credit-bearing activity that takes place outside the United States must obtain approval from the GEC, whether they are participating in any Elon faculty-led, travel-embedded, affiliate, exchange or Center program, or in any Independent Elon Program Abroad (IEPA) or non-Elon program.

Applying for Study Abroad/Studying Abroad Multiple Times

Although students may study abroad multiple times, students may only apply to one program (per term) at a time.  This applies to Winter Term, Summer Term, and Semester study-abroad programs.  Early academic planning is essential for students who wish to study abroad multiple times.

Non-Elon

Students planning on enrolling in a study-abroad program not approved through Elon (a non-Elon program) must follow the policies and procedures found on the non-Elon programs page.

Independent Elon Programs Abroad (IEPA)

Students planning on enrolling in an independent international experience (independent study, internship, research) must follow the policies and procedures found on the IEPA page.

Enrollment at Elon Prior to Participation in Study Abroad

Success in Study Abroad programs depends greatly on necessary pre-departure preparations in the months before a program starts. Accordingly, any student applying to participate in Study Abroad program must be enrolled full-time at Elon for the semester which precedes the off-campus term.  Students applying for Summer or Fall programs must be enrolled at Elon for the preceding Spring semester.  Students applying for Winter Term or Spring programs must be enrolled at Elon for the preceding Fall semester.  This policy applies to all programs, including Elon-administered programs, affiliated programs, exchange programs, and non-Elon programs.

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Semester Programs

Payment

Study-abroad program costs are billed through your Elon student account and are due at the same time as regular semester fees.  Costs vary from program to program.  Refer to the budget sheet on your program website to determine the cost of your program.

• A $400 deposit is due upon application.
• Full payment (less deposit) is due by the first Friday in January for spring semester programs.
• Full payment (less deposit) is due by the first Friday in August for fall semester programs.

Cancellation

The $400 deposit paid upon application becomes non-refundable on the first day of pre-registration the semester preceding the study abroad program.  Students who cancel on or after this date may also be held liable for any costs incurred on their behalf by Elon or the affiliate or host university, which may include up to the total program cost.  If there is an outstanding balance on your student account, the refund amount will first be applied to the outstanding balance.

Cancellations must be submitted in writing to the Global Education Center.  Approved refunds will be processed through the Bursar’s Office.  Refunds will only be made to the person who paid the deposit.  If you paid the deposit by cash or check, you must call the Bursar's Office to request a refund check; otherwise, the funds will remain on your student account.  If you paid the deposit by credit card, the refund will be credited back to the card. 

If you are not accepted into a program, your deposit will automatically be refunded.

No request for refund will be considered after commencement of the program abroad.

Pre-departure Orientation Attendance

A successful semester abroad is dependent upon adequate preparation.  Students will participate in a series of mandatory orientations during the semester prior to studying abroad.  These orientations will address issues of academic, cultural, logistical, financial, and personal preparation, as well as health and safety.  Failure to attend the required orientations will result in dismissal from the program.  Any financial losses incurred by this dismissal, including program fees and international airfare, are the student's full responsibility.

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Summer Programs

Payment

Study-abroad program costs are billed through your Elon student account ahead of the start of the program. 

• A $400 deposit is due upon application.
• Full payment (less deposit) is due by April 30.
• Costs vary from program to program.  Refer to the budget sheet on your program website to determine the cost of your program.

Cancellation

The $400 deposit paid upon application becomes non-refundable after April 1.  Students who cancel on or after this date may also be held liable for any costs incurred on their behalf by Elon or the affiliate or host university, which may include up to the total program cost.  If there is an outstanding balance on your student account, the refund amount will first be applied to the outstanding balance.

Cancellations must be submitted in writing to the Global Education Center.  Approved refunds will be processed through the Bursar’s Office.  Refunds will only be made to the person who paid the deposit.  If you paid the deposit by cash or check, you must call the Bursar's Office to request a refund check; otherwise, the funds will remain on your student account.  If you paid the deposit by credit card, the refund will be credited back to the card.

If you are not accepted into a program, your deposit will automatically be refunded.

No request for refund will be considered after commencement of the program abroad.

Pre-departure Orientation Attendance

A successful semester abroad is dependent upon adequate preparation.  Students will participate in a series of mandatory orientations during the semester prior to studying abroad.  These orientations will address issues of academic, cultural, logistical, financial, and personal preparation, as well as health and safety.  Failure to attend the required orientations will result in dismissal from the program.  Any financial losses incurred by this dismissal, including program fees and international airfare, are the student's full responsibility.

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Winter Term Programs

Payment

• A $400 deposit is due upon application.
• Full payment (less deposit) is due by September 29.
• Costs vary from program to program.  Refer to the budget sheet on your program website to determine the cost of your program. 
• While rare, costs are subject to change due to currency fluctuation, vendor costs and/or number of students enrolled.

Students who are registered part-time for the fall semester will be charged the additional one credit hour of tuition for the mandatory fall pre-departure course.  Students who are registered part-time for the fall semester will also be charged four credit hours of tuition for Winter Term in addition to the program fees.  If students who are registered part-time for the fall semester contact the Bursar’s Office to verify that they will be enrolled full-time in the spring semester, the four hours of Winter Term tuition will not be collected.

Cancellation

Cancelling your participation in a program can only be done by completing a cancellation form and submitting it to the Isabella Cannon Global Education Center. Students submitting a cancellation form for WT Programs are subject to the following payment schedule:

Sep. 8, 2014: Students who cancel after this date will not have the deposit returned.

Sep. 29, 2014: Full payment deadline

Sep. 30 - Oct. 13, 2014: Students who cancel between these dates will still be responsible for 50% of the cost of the program.

Oct. 14 - Oct. 31, 2014: Students who cancel between these dates will still be responsible for 75% of the cost of the program.

As of Nov. 1, 2014: Students who cancel after November 1st will still be responsible for the full program cost.

Note: You are responsible for the costs noted above if you cancel regardless of whether you have paid the program fees at the time of cancellation.

Deposit Refunds - If you have paid the deposit and are cancelling your participation prior to the deposit refund deadline, the amount will remain as a credit on your account to be applied towards the following semester’s billing.  No request for refund will be considered after commencement of the program abroad.  If you have any questions about your deposit, you may contact the Bursar’s office at bursar@elon.edu or 336-278-5300.

*All students are automatically enrolled in a travel insurance policy through iNext, an outside insurance provider. This policy covers students who must cancel their participation due to serious issues of physical health to the student or an immediate family member (parent or grandparent) that occur after October 1. In some instances (evaluated on a case-by-case basis) the travel insurance may insure against changes in mental health. The insurance does not cover any other changes in
circumstances such as disciplinary or academic status; job, internship, graduate school or theatrical performance opportunities; leadership opportunities on campus; fear; other personal issues. Students who must cancel their participation after the final day to have the $400 deposit refunded may be able to seek a refund through the travel insurance company.

If airline bookings have already been made by the time of a student's cancellation, some airlines may issue the student a voucher for the value of the ticket less some penalty fee for change in ticketing. These are usually valid for 12 months with the airline issuing the ticket. The airline can provide specific details.

If you have any questions regarding this policy, please contact Woody Pelton, Dean of International Programs. We encourage you to address any questions you may have as soon as possible, as a delay in doing so could result in increased charges for which you may be liable.

Fall STA/Overload Status/STA Conflicts

Each Winter Term course has a required one semester-hour Fall pre-departure course associated with it.  Students accepted into the Winter Term course will be automatically registered for the associated Fall course.  There is no additional cost for the pre-departure course even if the one credit creates an overload for a student's registration.

Students with conflicts to the Fall pre-departure course (either with another course at the same time or extracurricular conflicts) must either make a change to the conflicting course/activity, drop the Winter Term program and corresponding Fall course, or select another Winter Term program with a Fall pre-departure course that does not present a conflict.

If you are studying abroad in the Fall semester you are not allowed to participate in a Winter Term Study Abroad course that takes place in the subsequent Winter Term due to the Fall STA course requirement.

Flight Deviations

Students on Winter Term programs travel together as a group.  In rare and specific cases, students studying on Winter Term programs may be granted a flight deviation to travel separately from the group.

Flight deviations will not be granted in the following cases:
• Student wants to use air miles or thinks s/he can find a cheaper ticket individually.
• Student wants to join program late/leave early (i.e. for sorority rush or other personal reasons).

Students who think they may qualify for a flight deviation must contact the GEC  by September 8 for information about the flight deviation request process.

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