General Study Abroad and Study USA Policies

Financial Aid/Scholarships/Travel Grants

All scholarship and financial aid awards from Elon are applicable to Elon-approved Study Abroad & Study USA programs.

Federal financial aid may be used for Non-Elon study abroad programs if a consortium agreement is established between Elon University and the sponsoring organization.

Students must contact their Fellows or Scholars program director to have a global engagement  travel grant applied to an upcoming experience.

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 Course Planning page for more information.

Pass/Fail and Auditing Courses

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

Travel Advisories and Notices

Elon University’s policy is to prohibit travel to countries assigned a travel advisory level of “4-Do not travel,” by the U.S. Department of State.  No appeals or petitions are granted in this case.

Travel to countries assigned a travel advisory level of “3-Reconsider travel” can be petitioned by Elon students, faculty or staff.

Elon University’s policy is to prohibit travel to countries assigned a warning level three (3) “Avoid Essential Travel,” by the Centers for Disease Control and Prevention (CDC). Travel to countries assigned this warning level may be petitioned by Elon students, faculty or staff.

Petitions are reviewed by a university committee on a case-by-case basis for group or individual travel. The Director of Study Abroad, Rhonda Waller (rwaller3@elon.edu) can advise members of the Elon community on what the petition process entails.

International Health Insurance

Disciplinary Violations

As stated in the Elon University student handbook, students sanctioned with Disciplinary Probation or Disciplinary Suspension lose the privilege of participating in global engagement while on this status. All deposits or payments for global engagement will be forfeited without reimbursement.

Honor Code and Behavior on Study Abroad Programs

As stated in the Elon University student handbook, Study Abroad and Study USA students are held to the academic and social policies of the Elon University Honor Code, and to the policies of the host institution or program. In most instances these policies will be the same or very similar. While away, 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 away will result in disciplinary action and/or dismissal from the program at your own expense. Students should refer to the GEC Student Responsibilities document in their MyElonGlobal account.

Students with Disabilities

Students with disabilities are encouraged to disclose their disabilities early in the process of planning a global engagement 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 program 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.

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 Programs (IP) or Non-Elon program (abroad) or the Non-Elon program (USA) pages.

Applying for Global Engagement Multiple Times

Students may participate in global engagement multiple times. However, students may apply to only one program (per term) at a time. This applies to Winter Term, Summer Term, and Semester programs. Early academic planning is essential for success.

Non-Elon

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

Independent Programs (IP)

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

Enrollment at Elon Prior to Participation in Global Engagement

Success in global engagement depends greatly on appropriate preparation.  At Elon, pre-departure orientation meetings occur in the months before a program starts. Accordingly, as stated in the Academic Catalog, any student applying to participate in Study Abroad or Study USA 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.

Semester Program Policies

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 registration the semester preceding the global engagement 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 program, 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 or via the MyElonGlobal application system. 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 away is dependent upon adequate preparation. Students will participate in a series of mandatory orientations during the semester prior to participating in the global engagement experience. 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 airfare, are the student’s full responsibility.

Program Capacity

No program site shall have more than 80 Elon students per term (e.g. no more than 80 total Elon students can participate in CIEE program tracks in Barcelona, Spain for fall).

For programs with more than 80 qualified applicants, students will be added to a wait list.  Students on a wait list are encouraged to switch into an available program that supports their academic plan or defer to a later term. If a student elects to remain on a wait list, they must identify an alternate program.  It is the student’s responsibility to remain actively engaged in the process.  This includes, but is not limited to, adhering to wait list and alternate program deadlines, attending orientations, and meeting any additional requirements.

If you choose to remain on the wait list and a space does not become available by the deadline, your application will be withdrawn following the deadline, and your deposit will be credited to your student account.

Some programs have smaller capacity limits, and program capacities are subject to change.  Check a program’s brochure page for details.

Short-Term (Winter Term and semester travel-embedded) Program Policies

Payment

  • A $400 deposit is due upon application.
  • Full payment (less deposit) is due by September 28, 2018.
  • 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 the 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 be done only by completing a cancellation form available as a questionnaire in your My Elon Global application. Students submitting a cancellation form are subject to the payment calendar posted on the program brochure page and signed at the time of application. Note: You are responsible for the costs, 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.

Fall GBL/Overload Status/GBL Conflicts

Each Winter Term course has a required one semester-hour pre-departure course called the “Fall Preparatory Seminar,” 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 pre-requisite Fall Preparatory Seminar (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 Preparatory Seminar that does not present a conflict.

If you are studying away in the Fall semester you are not allowed to participate in a Winter Term course that takes place in the subsequent Winter Term due to the Fall Preparatory Seminar pre-requisite 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 (e.g. for sorority recruitment or other personal reasons).

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

Summer Program Policies

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 May 15.
  • 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 on the first day of registration the semester preceding the 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 program, 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 summer away is dependent upon adequate preparation. Students will participate in a series of mandatory orientations during the semester prior to participation in global engagement. 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 airfare, are the student’s full responsibility.

Summer Faculty-Led Program Policies

Payment

  • A $400 deposit is due upon application.
  • 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.

Cancellation

Cancelling your participation in a program can be done only by completing a cancellation form available as a questionnaire in your application. Students submitting a cancellation form are subject to the following payment schedule:

Summer 2017

  • March 16, 2017: Students that cancel after this date will not have the deposit refunded.
  • March 31, 2017: Full payment deadline.
  • April 1 – 14, 2017: Students that cancel between these dates are responsible for 50 percent of the cost of the program.
  • April 15 – 28, 2017: Students that cancel between these dates are be responsible for 75 percent of the cost of the program.
  • April 29, 2017: Students that cancel on or after this date are responsible for the full program cost.

Note: You are responsible for the costs noted here 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.

Study USA Policies

Attendance

Students are required to attend all pre-departure meetings and/or courses associated with the Study USA program for which they are applying.

Cancellation and Payment

  • Program fee payment is due as indicated below.
  • Request for refunds associated with payments for Study USA programs must be submitted by the following deadlines, according to this Cancellation Policy.
  • Cancelling your participation in a program must be done by email to Mark Dalhouse, mdalhouse@elon.edu.

 

Study USA Cancellation and Payment Dates Schedule

Summer programs:

  • $400 deposit due at time of application and is applied to the total program cost.
  • $400 deposit is non-refundable April 1.
  • Full program cost is non-refundable May 1.

Semester Programs:

Elon in NYC, fall

  • $400 deposit due at time of application and is applied to the total program cost.
  • $400 deposit is non-refundable on the first day of registration the spring preceding the program.
  • Final determination of program continuation or cancellation is made April 1.
  • The program housing expense is non-refundable as of June 1.
  • Full program cost is non-refundable as of August 1.

Elon in NYC, spring

  • $400 deposit due at time of application and is applied to the total program cost.
  • $400 deposit is non-refundable on the first day of registration the fall preceding the program.
  • Final determination of program continuation or cancellation is made November 1.
  • The program housing expense is non-refundable as of November 15.
  • Full program cost is non-refundable as of December 15.

Elon in LA

  • $400 deposit due at time of application and is applied to the total program cost.
  • Full program cost is due according to Elon’s payment schedule.
  • $400 deposit, and any expended program costs, are non-refundable as of the first day of course registration for the following semester per the undergraduate academic calendar.

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 $400 deposit and are cancelling your participation prior to the deposit refund deadline, the amount will remain as a credit onyour account to be applied towards the following semester’s billing. If you have any questions about your deposit, you may contact the Bursar’s office at bursar@elon.edu  or (336)-278-5300.

Students on Study USA programs are covered by their own insurance policy, and they must upload in their application a copy of their insurance card (front and back).

If you have any questions regarding this policy, please contact Mark Dalhouse, Director of Study USA, at mdalhouse@elon.edu or (336)-278-6700.

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.

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.

Winter Term 2018 programs

  • Full payment is due September 30, 2017.
  • October 1-14. You may cancel your participation with 50% responsibilty for all program costs.
  • October 15-31. You may cancel your participation with 75% responsibility for all program costs.
  • November 1. You may cancel your participation with 100% responsibility for all program costs.