ENROLLMENT POLICIES:

Summer Enrollment Procedures / Semester Enrollment Procedures / Audits / $500 Deposit / GPA Requirement / Same City Policy / Petitions for New Programs / Non-TCU Student Participation / Studying Abroad Post-graduation 

ACADEMIC POLICIES:

Adding a Course Abroad / Dropping a Course Abroad / Prerequisites / Pass/No Credit / Credit Hours / Residency & GPA / Grade Appeals / Final Exam Schedule / Transcripts / Disability Services / Academic Probation / Disciplinary Action & Probation

CANCELLATION, WITHDRAWAL and REFUND POLICIES:

Travel Restrictions / Trip Cancellation Insurance / Program Withdrawal and Refund Policy (Summer) / Program Cancellation (Summer) / Program Withdrawal and Refund Policy (Semester) / Program Cancellation (Semester)

EMERGENCY PLANNING:

Emergency Contact Data / Orientations / Emergency Response Cards / In Case of Emergency

_____________________________________________________________________________________________

ENROLLMENT POLICIES

• Contact the faculty leader and review program information to learn more about the program & prerequisites.
• Complete study abroad application and indemnity forms found online at www.studyabroad.tcu.edu.  Applications will be available no later than November 1 (contact Ramona Hunley at r.hunley@tcu.edu to be put on an email list to be notified when applications are available).
• Upon verifying that you meet the qualifications for study abroad (2.8 GPA, no disciplinary holds), the Center will email you a Permit to enroll.
• Take the Permit to Financial Services (Sadler 104) to pay a $500 non-refundable deposit by cash, check, or credit card (not by send-home).  Financial Services will stamp your permit as PAID.
• Take the stamped permit to the Registrar’s Office (Sadler 18) to enroll in your course(s).  The Registrar’s office will sign and date your permit when you have enrolled.  This confirms your official enrollment in the program. (Please note, you will have 5 days to pay the deposit and enroll after your permit is issued
• Attend a mandatory orientation with the Center on one of the following dates:
  • March 3,   4:00 PM
  • March 25, 4:00 PM
• Failure to attend an orientation will result in an enrollment hold for Fall 2009.
• Read the Study Abroad Handbook, available through e-College.
• Apply for a passport.  If you are not a U.S. citizen, check to see if you need a visa.
• Wait to purchase airline tickets until notification in late February that the course has made.
• If you will need academic accommodations while studying abroad, contact the Coordinator of Services for Students with Disabilities at the Center for Academic Services, Sadler Hall 11.  All documentation must be completed prior to departure.  Please read p. 17 – 18 of the Student Handbook for more information.   

London

Seville

Florence

Study abroad programs require dedication and full academic participation by all students. Therefore, participants may not audit a study abroad program or a course abroad. 

All study abroad programs (semester or summer) require a $500.00 non-refundable deposit to secure a student’s place in the program. The purpose of the non-refundable deposit is to 1) secure enrollment in the program, and 2) convey the student’s commitment to participate in the program. All students must pay the $500.00 deposit to secure enrollment in the program. Under no circumstances is the $500.00 deposit refundable.

 

Students applying for financial aid may set up an appointment with Bianca Allen (B.L.Allen3@tcu.edu, x 7488) at the Office of Scholarships and Financial Aid to inquire about their likelihood of receiving financial aid before they pay the non-refundable $500.00 deposit.

 

Alternatively, students may wait until the financial aid awards are announced to pay their $500.00 deposit, but programs may fill before then. 

 

Students who are awarded financial aid may use aid money to pay the $500.00 deposit, but they will be responsible for the funds should they choose not to participate.

SAME CITY POLICY

TCU faculty, staff, and the Center for International Studies: TCU Abroad work collaboratively on developing study abroad programs for our students. TCU study abroad programs are carefully monitored by TCU in order to ensure a quality experience for our students while abroad. 

 

Students may not apply to programs in cities where a TCU program exists without demonstrating compelling academic reasons why they choose not to apply to the TCU program. Reasons include but are not limited to:

• a student’s academic objectives cannot be accommodated by a TCU Program;
• the student applies to, but is not accepted into, a TCU Program.

If a student is able to demonstrate compelling reasons, through a petition, why the TCU program does not fulfill his/her academic objectives and another program does and is authorized by TCU for study in a same-city program, he/she will be given a letter of permission and can then apply directly to the host program. If a student applies to a program without official approval from TCU, the credits from the program will not be accepted by TCU.  (Click here for a petition form.)

Under no circumstances may a student study, enroll or register independently at an institution where a TCU program currently exists. If a student does study, enroll or register at one of these institutions, the student will receive no credit in any subject for the coursework.

TCU PARTNER PROGRAMS AND PETITIONS FOR NEW PROGRAMS

TCU Partner Programs are select study abroad programs offered through third-party organizations such as IES or CIEE. TCU Partner programs are designed to enhance offerings to students and provide opportunities where TCU has no program.  Click here to see TCU's Partner Programs.

These programs have been selected by the Center for International Studies based on the quality of the program, the Center's familiarity with the program, and the location. This ensures quality academic experiences and strong communication between TCU and the affiliate. A wide range of locations and academic disciplines are covered by these locations.

 If a student is interested in a destination where no Partner Program exists, or the Partner Programs do not meet the student’s academic needs, the student may contact the Center for International Studies to review other programs and petition to receive approval to study on another program. The petition process helps ensure that the proposed program is of academic merit and offers a high quality experience.  (Click here for a petition form).

NON-TCU STUDENT PARTICIPATION

Non-TCU students must apply to TCU as a visiting student through the Office of Extended Education, 817-257-7132.  Once admitted as a non-degree seeking student, individuals follow the summer or semester enrollment procedures outlined above.

Non-TCU students must pay the full program fee and tuition. 

• The student may attend as a degree-seeking candidate after reapplying through the Registrar's Office.
• If not planning to pursue another degree, the student may contact the Office of Extended Education (817-257-7132)  for part-time status.

Successfully completed coursework may be applied to a degree if a non-degree seeking student later decides to pursue an additional degree.

Alumni of TCU may also qualify for the 1/2 price tuition rate for TCU credits, but course audits are not allowed for any participant.

ACADEMIC POLICIES

TCU students studying at universities and programs abroad will follow the rules and regulations of those host universities and programs.  In addition, the following policies are in place:

ADDING A COURSE ABROAD

In order to add a course, students must obtain written approval from their academic advisor, appropriate department chair, and dean at TCU. All approvals must be forwarded (emails are acceptable) to the TCU Center.

DROPPING A COURSE ABROAD

In order to drop a course, students should consult academic advisors and financial aid advisors at TCU to verify that dropping a class will not adversely affect academic progress or financial aids/scholarships. Students must notify the Center in writing of any dropped course.

PREREQUISITES

If students take a class abroad with the intention of using it as a prerequisite for a class they plan to register for at TCU in the next semester, they must contact the department chair to request a permit before registering for the TCU class, as the class abroad will not appear as in-progress, thereby blocking registration because of the prerequisite requirement.

PASS / NO CREDIT

Students studying abroad may elect P/NC for their TCU record subject to all TCU P/NC regulations.  Students may select  P/NC on the TCU Study Abroad Credit Approval Form prior to departure or may select P/NC at any point prior to the stated TCU deadline for P/NC by emailing their academic dean.  If P/NC is selected, students will still receive grades from universities abroad, but the grade will be entered as P/NC on the TCU record according to TCU guidelines.

CREDIT HOURS

Semester students abroad must be full-time and carry a minimum of 12 credit hours.

RESIDENCY AND GPA: 

Courses abroad count toward TCU residency requirements, and grades are computed in the TCU GPA, unless P/NC is selected. (See Pass/No Credit)

GRADE APPEALS

A student wishing to appeal a grade will follow guidelines of the host university.

FINAL EXAM SCHEDULE

Students will follow the guidelines of a host university or program regarding the final exam schedule, and any regulations regarding the number of finals given on one day.

TRANSCRIPTS

Transcripts may take 6- 12 weeks to arrive in the USA; therefore, it is not possible to graduate at the end of a semester abroad. Grades are posted by the Registrar’s Office when transcripts arrive. TCU course approval forms determine how credits will be used to satisfy degree requirements. 

TCU cannot guarantee academic accommodations abroad, but many host universities and programs offer assistance.  Students should contact the appropriate personnel abroad to find out what is required to receive accommodations abroad. The Coordinator of Services for Students with Disabilities in the Center for Academic Services at TCU (Sadler 11) can assist with forms and documentation.  All documentation must be completed prior to departure.

DISABILITY SERVICES

TCU cannot guarantee academic accommodations abroad, but many host universities and programs offer assistance.  students should contact the appropriate personnel abroad to find out what is required to receive accommodations abroad. The Coordinator of Services for Students with Disabilities in the Center for Academic Services at TCU (Sadler 11) can assist with forms and documentation.  All documentation must be completed prior to departure.

ACADEMIC PROBATION 

The primary responsibility for academic sanctions lies with the host university or program abroad. Students should understand academic policies and procedures for host universities and programs.

DISCIPLINARY ACTIONS AND PROBATION:

The primary responsibility for disciplinary sanctions lies with the host university or program abroad, although TCU may also impose disciplinary sanctions. Students should understand all policies and procedures for host universities and programs. Likewise, policies of housing providers must be followed. If a student is dismissed from program housing, then he or she will be removed from the program abroad. The TCU Center for International Studies should be notified of any probationary status at a host university or with a housing provider.  Students must contact parents within 5 days of being placed on probation abroad, or TCU reserves the right to notify parents of such an action.

TCU faculty who are traveling with TCU students, developing a study abroad program, or conducting scholarly activity may not travel to countries listed on the U.S. Department of State List of Travel warnings. Countries on the State List may be found at: http://travel.state.gov/travel/cis_pa_tw/cis_pa_tw_1168.html

TCU students, staff, or anyone associated with TCU cannot travel to these countries on TCU business, as a matter of personal safety and institutional liability.

TCU faculty who are traveling with TCU students, developing a study abroad program, or conducting scholarly activity to countries with a U.S. Public Announcement must receive written approval from their dean or department head.

 

Faculty, staff and students should be aware of Travel Warnings issued by the U. S. Department of State concerning countries for which travel by U.S. Citizens is considered dangerous and should be avoided. Prior to making any travel plans, those wishing to travel abroad using TCU or external research funds should check the U.S. State Department Website for advisories (http://travel.state.gov/travel_warnings.html) and the Risk Management Website (www.saf.tcu.edu) for a current listing of restricted countries. TCU will not permit employees to travel on University business to countries where Warnings have been issued. 

 

Individuals should be advised that TCU Risk Management (insurance coverage) will not cover any claims arising out of travel in areas where a Travel Warning has been issued. Further, emergency repatriation coverage may be limited or not available in additional countries that are not on the State Department Travel Warning list. University travel is prohibited to countries listed on the TCU Risk Management site without prior written approval by the dean or unit head.

 

In cases where the State Department has issued a Public Announcement (short-term risk conditions) for dangerous areas within a country, TCU faculty/staff/student groups are not permitted to travel in the designated area without prior written approval by the dean or unit head. 

 

If a faculty/staff/student group has planned for travel abroad and a Travel Warning is issued prior to departure, that travel must be cancelled, even if deposits have been paid. If an individual or group has departed prior to a Travel Warning, the individual or group must return to the U.S. as soon as possible. In both cases, university funds will be permitted as expense reimbursement. 

 

Contact should be made with TCU as soon as possible to coordinate return and to establish a communication point. TCU has an international 800 number that provides twenty-four hour emergency contact from most countries. An information travel card is available through TCU Connect (ext 4357.)

 

Itineraries and emergency contact information should be on file with the department chair prior to travel on any TCU funded trip outside the U.S. 

TCU recommends that all study abroad students consider trip cancellation insurance to cover items such as program fees, airline tickets, and travel-related costs in the unlikely event of a withdrawal from a program.

 

Many travel insurance companies exist and each one has their own terms and exclusions. A few offer “cancel for any reason” supplements and might be of particular interest. (Please be aware that this type of coverage often requires that you purchase the coverage within 15 days of the initial deposit.)

 

Even though TCU does not endorse or recommend any insurance carrier, we have become aware of the following carriers that you might want to research for yourself.

 

Travel Guard: http://www.travelguard.com/travelinsurance/

Global Alert: https://www.etravelinsurancecentral.com/globalalert/ 

Travel Safe: http://www.travelsafe.com/ 

The refund policy as outlined below will be strictly adhered to in order to ensure consistency and fairness.

• $500 deposits are NON-REFUNDABLE.
• If you decide to withdraw from a program, you must notify in writing the Center (studyabroad@tcu.edu).
• If you withdraw before March 13, TCU will refund all but the $500 deposit.
• If you withdraw between March 14 – April 6, TCU will refund 75% of the program fee.
• If you withdraw between April 7 – April 30, TCU will refund 50% of the program fee.
• If you withdraw after May 1, none of the program fee will be refunded.
• Tuition refunds are based on the TCU Registrar’s office refund policy based on the summer session in which your class is listed on Class Search. 
• TCU recommends that all study abroad students consider trip cancellation insurance to cover items such as program fees, airline tickets, and travel-related costs in the unlikely event of a withdrawal from a program.

The following situations may lead to the cancellation of a study abroad program:

• Lack of enrollment.
• Travel warnings from the State Department or a world wide crisis that deems international travel unsafe.
• Public warnings from the State Department require the dean or Associate Provost’s approval.
• Unforeseen circumstance which prevents the professor from going (although every effort will be made to find a replacement).

In the event TCU or a TCU provider cancels a program, students will receive a full refund of any monies paid to TCU. 

 

However, students who voluntarily withdraw from a program for any reason, including fear of travel, will fall under the general policies set forth for program withdrawal.

 

Students and parents will be encouraged to consider travel insurance to cover costs or penalties for voluntary withdrawal.

A student who chooses to withdraw from a semester abroad program administered by TCU will be subject to the official policies of TCU for withdrawal from the university. (See the TCU Undergraduate Bulletin/Bachelor’s Degree/Definitions and Regulations.)

 

If you decide to withdraw from a program, you must notify the Center in writing (studyabroad@tcu.edu)

Program fee refunds will be determined by recoverable costs to TCU. Withdrawal after the program start date will most likely result in the loss of the entire program fee.

 

In any event, the non-refundable $500.00 deposit will forfeited for a student-initiated withdrawal from the program.

 

TCU recommends that all study abroad students consider trip cancellation insurance to cover items such as program fees, airline tickets, and travel-related costs in the unlikely event of a withdrawal from a program.

In the unlikely event that world conditions should lead to cancellation of a TCU administered semester program, every effort will be made to help students complete coursework for that semester. Consideration will be given to the length of time remaining in the semester. (For example, if a program is cancelled close to the start of classes in Fort Worth, students may enroll on the home campus. If a program is cancelled in the final weeks, an “I” grade may be issued until satisfactory completion of coursework.) Program refunds will be determined by the nature of the program cancellation and recoverable costs to the university from program providers. In any event, university officials will respond in a timely fashion to the consequences of a terminated program.

All students are required to fill out forms with the Center, indicating emergency contacts. Students will also provide health insurance details and disclose any medical issues they might have. The Center may contact your emergency contacts for a variety of health, safety, and general communication issues. 

 

All rosters, contact information and medical data (as provided by students with their applications) will be maintained in the Center. Copies will be made for faculty leaders, Associate Provost for Academic Affairs, campus police, and the Center personnel for easy reference in case of an emergency.

All students are required to attend mandatory pre-departure orientations conducted by Center and by program / faculty leaders. Additionally, orientations will be conducted onsite upon arrival in host countries. 

Students will receive emergency information cards to carry with them at all times while abroad.  Program staff and faculty members will review the information on these cards and provide necessary instructions and contact information when students arrive onsite.

• Assess the emergency and seek immediate shelter. If possible, return to your housing or designated emergency meeting point.  Your program director or faculty leader(s) abroad will meet you at the designated emergency meeting point, where he or she will give you further instructions.
• If you are unable to return to the designated emergency meeting point, contact your program director or faculty leader
• If unavailable, call the TCU International SOS Alarm Center at 215-942-8226 (collect if necessary).
• If phones are not working, find a computer and email emergencyabroad@tcu.edu from your TCU email account.  This email will reach a long list of critical personnel at TCU by email and text message to cell phones in Fort Worth.
• It is important to state by phone or email, who you are, where you are, and how you can be reached. You can also provide pertinent information about others who may be with you in case communications are lost.
• Call you family members to aprise them of the situation. 
• Your full cooperation in an emergency situation is required in order to help ensure your safety and well-being.