Study away policies and guidelines

Each program will have class standing and GPA requirements. Language immersion programs generally have a language proficiency requirement. 

Partner programs may have additional eligibility requirements set by the program provider and/or host university. Specific courses offered through a program may also have prerequisites that the student must meet in order to enroll.

If a student wants to participate in a study away program during J-term, they must be enrolled full-time in the fall semester prior to the J-term experience in order to be eligible.

After a student applies for a study away program and pays the application fee, their application will be routed to the Dean of Students Office for review. If there is a concern at the time of review, the Dean of Students Office will reach out to the student.  

In order to submit an application for a study abroad program, students must pay a $100-$300 application fee depending on the program. 

Each faculty-led program has a program fee, which covers certain expenses of the program. Students can check the program page on the study abroad portal to see the estimated program fee, what is included in the fee, and estimated additional expenses. Program fees for faculty-led programs will be charged to the student¡¯s account and will be due in accordance with the term billing schedule. Please review the Student Accounts: Tuition and Payment Policies for more information.

For semester-long partner programs, students will be charged their usual Å·ÖÞ±­ÍøͶ_Å·ÖÞ±­ÍâΧapp-Ͷע¹ÙÍø semester tuition as if they were on-campus, instead of paying tuition directly to the program provider/host university. Some higher cost programs will incur a $1,000-$3,000 additional fee along with tuition. For programs where housing and/or meals are included, students will also be charged Å·ÖÞ±­ÍøͶ_Å·ÖÞ±­ÍâΧapp-Ͷע¹ÙÍø housing (double hall price) and/or meal plan (full meal plan price). If the program does not include housing and/or meals, students will not pay Å·ÖÞ±­ÍøͶ_Å·ÖÞ±­ÍâΧapp-Ͷע¹ÙÍø housing/meal plan for that semester, and will be responsible for paying for housing directly to the program/host university or on-site. Students can check the program page on the study abroad portal to see what they will be charged by Å·ÖÞ±­ÍøͶ_Å·ÖÞ±­ÍâΧapp-Ͷע¹ÙÍø, what they will be charged directly by the program/host institution, and estimated additional expenses. The applicable study abroad program costs will be charged to the student¡¯s account and will be due in accordance with the term billing schedule. Please review the Student Accounts: Tuition and Payment Policies for more information.

For independent programs, students will be responsible for paying any costs directly to their program/institution of choice.

For semester-long partner programs, all standard financial aid a student would receive on campus is available with three exceptions:

1. Work-study is not available as a financial aid option during a semester abroad.
2. Students who normally receive a full tuition-waiver as the children of Å·ÖÞ±­ÍøͶ_Å·ÖÞ±­ÍâΧapp-Ͷע¹ÙÍø employees or of employees of tuition exchange schools are not eligible for the tuition waiver for a semester away. However, these students will be granted all financial aid appropriate to them based on their FAFSA filing.
3. Students who normally receive on-campus housing and meal grants are not eligible for these grants during their semester abroad.

Students doing a semester-long partner program will see their financial aid as ¡°pending¡± on their account billing statement until enrollment verification is sent to the Financial Aid Office (around two weeks after study abroad classes start).

For J-term or summer programs, no standard financial aid is available. However, students may still be eligible for grants specific to study away such as Augie Choice, Augie Abroad Grant, Freistat Center Grants, and the Norm Moline Scholarship. 

For students participating in an independent program, there is no financial aid available through Å·ÖÞ±­ÍøͶ_Å·ÖÞ±­ÍâΧapp-Ͷע¹ÙÍø Å·ÖÞ±­ÍøͶ_Å·ÖÞ±­ÍâΧapp-Ͷע¹ÙÍø. Students participating in an independent program are required to withdraw from Å·ÖÞ±­ÍøͶ_Å·ÖÞ±­ÍâΧapp-Ͷע¹ÙÍø Å·ÖÞ±­ÍøͶ_Å·ÖÞ±­ÍâΧapp-Ͷע¹ÙÍø for the term they are abroad before returning to Å·ÖÞ±­ÍøͶ_Å·ÖÞ±­ÍâΧapp-Ͷע¹ÙÍø Å·ÖÞ±­ÍøͶ_Å·ÖÞ±­ÍâΧapp-Ͷע¹ÙÍø to resume their studies.

It is the student¡¯s responsibility to work with their Å·ÖÞ±­ÍøͶ_Å·ÖÞ±­ÍâΧapp-Ͷע¹ÙÍø advisor to ensure the courses offered in a study away program will fit into their degree plan. The IOP office cannot advise students on how courses in a study away program will contribute to their degree requirements. 

Faculty-led programs are part of the Å·ÖÞ±­ÍøͶ_Å·ÖÞ±­ÍâΧapp-Ͷע¹ÙÍø curriculum and transfer requests are not needed for these programs. Students will apply for these programs on Å·ÖÞ±­ÍøͶ_Å·ÖÞ±­ÍâΧapp-Ͷע¹ÙÍø¡¯s study abroad portal and if they are accepted, they will be invited register for the corresponding class in Arches. 

Courses offered through partner programs will require prior approval of the appropriate department at Å·ÖÞ±­ÍøͶ_Å·ÖÞ±­ÍâΧapp-Ͷע¹ÙÍø in order to apply the coursework to your Å·ÖÞ±­ÍøͶ_Å·ÖÞ±­ÍâΧapp-Ͷע¹ÙÍø record. A soft deadline for completing the approval process is two months before the start of your program. You will be registered in an ISS- placeholder course until the Office of the Registrar receives the transcript from your study abroad program. The courses you take abroad are considered Å·ÖÞ±­ÍøͶ_Å·ÖÞ±­ÍâΧapp-Ͷע¹ÙÍø courses and all grades will count in your grade point average and grades will display on your transcript. All courses abroad must be taken for a grade; credit will not be granted for any courses taken for pass/fail.

Study away programs where students enroll for Å·ÖÞ±­ÍøͶ_Å·ÖÞ±­ÍâΧapp-Ͷע¹ÙÍø courses are subject to all the same policies and credit limitations as on-campus courses. Students should speak to their advisor and review these important policies before making plans to study away:

1. Enrollment Policies and Registration Policies
2. Credit Hour Policy
3. Transfer credits processes and procedures
4. Policies on international transcripts

Students participating in an independent program will not be an Å·ÖÞ±­ÍøͶ_Å·ÖÞ±­ÍâΧapp-Ͷע¹ÙÍø student during the time they are enrolled elsewhere. Students are required to notify the Dean of Students Office they are leaving the college and are required to petition to transfer these courses in advance. All transfer policies apply for this coursework. Students returning to Å·ÖÞ±­ÍøͶ_Å·ÖÞ±­ÍâΧapp-Ͷע¹ÙÍø Å·ÖÞ±­ÍøͶ_Å·ÖÞ±­ÍâΧapp-Ͷע¹ÙÍø following an independent study abroad program should re-apply for admission with the Dean of Students Office.

For partner programs, an incomplete grade will be posted on your Å·ÖÞ±­ÍøͶ_Å·ÖÞ±­ÍâΧapp-Ͷע¹ÙÍø record after the study abroad term. Upon receipt of the study abroad transcript, the incomplete grade will be removed and the final grades earned will be posted. Official transcripts must be sent directly to the Office of the Registrar.

It can take several weeks for international institutions to send their transcripts. Seniors participating in a partner program in their last semester may have to delay their official graduation date if their studies will end after published graduation dates or if the transcript is not received by the Office of the Registrar by published graduation dates. In such cases, they may be able to participate in graduation ceremonies in May if they have returned from their study abroad program, but their degree would be officially awarded later in the year. Please review the Graduation and Commencement Policies for more information and contact the Office of the Registrar regarding deadlines for a timely graduation. 

A passport is required for international travel. First-time passport applicants must submit their application well in advance of their study abroad experience as processing times can be long.

If you already have a passport, you must check its expiration date. Many countries require passports to be valid for three months to one year after you plan to leave the country (after your study abroad program ends). Check the US Department of State website to ensure your passport expiration date meets the country¡¯s passport validity requirements. If it does not, you will need to renew your passport.

Depending on the country your program is in, the length of your program, and your country of citizenship, you may be required to obtain a visa before entering the host country. Some countries require visa applicants to submit their applications in-person at a consulate or embassy, while others allow mail-in applications. Visa processing times can be up to three months. You must have a valid passport before applying for a visa.

It is the student¡¯s responsibility to prepare all required materials for their visa application, submit them to the consulate or embassy, and pay any applicable visa fees and travel expenses or mailing fees. Although the IOP office can provide guidance on the visa application process, we cannot speak on behalf of consulates nor intervene on your behalf if there is a visa issue.

International students are advised to contact the appropriate host country consulate to learn the visa procedures governing their nationality. Although international students can generally apply for a student/entry visa at the appropriate host country consulate in Chicago, there may be some instances where they have to make a visit to the main embassy of the host country (often in Washington D.C.) or return to their home country to obtain a visa. If your U.S. student visa is expired or will expire during your study abroad program, you must renew it before you can apply for a student visa for the country you will study abroad in. 

Students must be flexible regarding housing options abroad. Some countries have laws and norms surrounding living situations, particularly in regards to gender and marital status, that must be followed for the safety and security of students.

For faculty-led programs, faculty leaders will do their best to find housing options that accommodate students¡¯ needs, but will ultimately be subject to the laws and norms of the host country.

Students participating in a partner program should be aware that programs/host universities have very different housing options compared to what Å·ÖÞ±­ÍøͶ_Å·ÖÞ±­ÍâΧapp-Ͷע¹ÙÍø Å·ÖÞ±­ÍøͶ_Å·ÖÞ±­ÍâΧapp-Ͷע¹ÙÍø offers. In many countries, it is rare for university housing to be on-campus like we see in the U.S. Placement in certain housing may require a 45-60 minute commute to campus using public transportation. Some host universities do not offer university-owned housing, which will require students to work with a rental company or landlord directly for housing arrangements.

Students must adhere to health and vaccination requirements of their host country. These requirements can be found per country on the CDC Travelers¡¯ Health website.

Students are encouraged to contact their medical care providers well in advance of travel to discuss potential health-related concerns that may surface abroad, and to develop a care plan for travelling and living abroad. If a student receives counseling or therapy, it is essential that students continue to receive this care while abroad. Students should inform their mental health professional about their travel plans, as they may recommend options for continuing care virtually or other alternatives. Students can also utilize TalkNow through TimelyCare, a 24/7 on-demand counseling service that is provided free of charge to Å·ÖÞ±­ÍøͶ_Å·ÖÞ±­ÍâΧapp-Ͷע¹ÙÍø Å·ÖÞ±­ÍøͶ_Å·ÖÞ±­ÍâΧapp-Ͷע¹ÙÍø students. Students must create an account before leaving this U.S. if they want to utilize the service abroad. 

Some countries limit the amount and types of medications that can be brought into the country. In these cases, you may be required to obtain a special permit or import certificate before departing for your study abroad program. If your medication is banned or illegal in the host country, you must contact your doctor well in advance about alternatives. Medication information can be found per country on the US Department of State website.

All Å·ÖÞ±­ÍøͶ_Å·ÖÞ±­ÍâΧapp-Ͷע¹ÙÍø students and employees are automatically enrolled in the EIIA emergency medical and travel insurance for institution sponsored trips outside of the U.S. In most cases, students should expect to pay for medical expenses upfront while abroad and submit a claim to EIIA for reimbursement. For coverage details, services and benefits, and claims information, please refer to the EIIA International Travel Program.

Additionally, some countries require students to have in-country health insurance, either through a public or private insurance provider or through enrolling in national health insurance. In these cases, students are responsible for paying monthly premiums as applicable. 

Students participating in a study away program are not eligible to live in Å·ÖÞ±­ÍøͶ_Å·ÖÞ±­ÍâΧapp-Ͷע¹ÙÍø housing during the term in which they are away. This is especially pertinent to semester-long study abroad programs where the program starts later or ends earlier than the Å·ÖÞ±­ÍøͶ_Å·ÖÞ±­ÍâΧapp-Ͷע¹ÙÍø term. Students will need to find alternative housing options during these times. Please refer to the Office of Residential Life¡¯s important dates.

For students participating in a semester-long program during the fall semester, they will not do Å·ÖÞ±­ÍøͶ_Å·ÖÞ±­ÍâΧapp-Ͷע¹ÙÍø housing selection in the spring prior to their study away. Instead, they will fill out a housing application during the fall semester while they are abroad for housing for the spring semester in which they return. This application usually opens around late October/early November.

For seniors participating in a semester-long program, it is your responsibility to work with your landlord or find a suitable subletter for the semester you are away.

Please find the current Withdrawal and Refund Policy here.