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Global Engagement

Policies & Procedures

Introduction

Santa Clara University’s Impact 2030 Strategic Plan’s Priority One: Reach on a Global Scale envisions that every Bronco will graduate with intercultural competence, and the knowledge, skills, and creativity needed to thrive in their careers and as citizens in a globally connected world.  Global Engagement’s Global Learning programs provide a wide range of opportunities for students in all majors with broad interests and goals to connect their work at SCU with study internships and fellowships abroad. Global Engagement believes that the opportunity to study or intern abroad benefits a student's academic program, career preparation, global learning and personal development, and it also enriches the life of the campus community.  Through global programs, SCU prepares students with tangible knowledge, skills and attitudes that enable them to pursue their goals and career, and to lead in a complex global world. 

Global Learning manages the following programs to serve the needs of different students: 

  • Study Abroad
    • SCU-In Programs
  • Summer Study Abroad
  • Global Internships
  • Fulbright UK Summer Institutes
  • Global Explorations Faculty-led
  • Undergraduate Research Abroad
  • Global Engagement Discovery Fellowships
  • Exchange and Visiting International Students 

These policies and procedures apply to all Global Learning programs administered by Global Engagement.  Refer to the Global Learning website which is always the most up to date source of information on programs, policies and procedures.

Eligibility

Application Process

Numerical Order

The application filing period for the following academic year abroad runs from mid-November to early December. Applications may be submitted at any time during this filing period. Applications receive a time stamp with the date and time of submission, placing them in numerical order. Once the filing period closes, applications are reviewed. This review takes place from December through late January, and program nominations are made based on the time stamp of submission after applications have been evaluated to determine applicants meet  program requirements. Following evaluation, students are notified of their application status by early February.

Individual Program Capacity

Programs are subject to enrollment caps that differ based on program. Students will receive an email confirmation when their application is submitted, but they will not hear back from Global Learning until the Application Review process is complete.  If Global Engagement is not able to offer a student a nomination, they may be placed on a waitlist. If an applicant is not able to be moved from the waitlist they will have priority nomination the following application cycle.

Double-Dipping

Students may be nominated for one program abroad during the academic year, in (fall, winter or spring; students may not “double-dip”, or participate on multiple programs during the academic year. Normally, year-long programs are not permitted. 

There are no limitations on allotted placements for programs during the summer though individual programs may still have individual program caps. 

Eligibility

Students from all majors are eligible and encouraged to apply to approved Global Learning programs. For eligibility related to independent programs, see the Approved and Non-Approved Program section.

Eligibility for all programs and terms: 

  • Students must be matriculated, degree-seeking undergraduate students at Santa Clara University at the time of application and during their term abroad.
  • Students may not apply while on leave from the University.
  • Have a minimum cumulative GPA of 2.75.
  • Meet the cumulative GPA requirement of their specific program, if higher than Santa Clara University’s cumulative GPA requirement.
  • Must be in good academic standing at the time of application
  • Students may not apply for or participate in study abroad while on disciplinary probation, interim suspension, deferred suspension, suspension, or expelled.
  • Participation is contingent upon satisfactory completion of all program prerequisites and related courses, as well as maintaining eligibility requirements each and every term up until departure.
  • Complete the mandatory pre-departure orientation.

AND

  • Fall/Winter/Spring applicants:
    • must have completed 88 units by the start of the program abroad
    • must declare their major with the Office of the Registrar before submitting their application.
  • Summer applicants must have 44 units by the start of the program abroad; students may apply as early as their first year for summer programs abroad

In addition to the eligibility requirements:

  • Students who earn a grade of D or F in any course in the term preceding their program may become ineligible for their program. 
  • To remain eligible for participation, students must clear any academic and financial holds with the Registrar’s Office and Bursar’s Office in accordance with the Bursar’s Office payment schedule. Students approved to participate in the Study Abroad program must have courses approved by the appropriate major, minor, or core department by following the Global Learning Course Evaluation process to fulfill graduation requirements.

For students interested in participating in two global programs, see Participation Process for additional considerations.

Quarterly Eligibility Checks

Global Learning conducts quarterly eligibility checks each term prior to a student’s program. Failure to complete prerequisites or maintain minimum requirements may subject a student to involuntary withdrawal from their program. 

Incomplete Grades

Students with Incomplete grades on their transcript may still apply for a Global Learning program. If nominated, students will have a conditional nomination and must complete their course no later than the third week of Winter quarter, per the Undergraduate Bulletin. If a student does not complete their course by the deadline or their cumulative GPA does not meet the Santa Clara University GPA requirement and individual program GPA requirement, their nomination will be rescinded and the student can reapply the next year.

Two-Step Application Process

The Global Learning application process is a two-step process, and participation is contingent upon approval by Santa Clara University. 

  • Phase 1: Students must apply to the Global Learning application process and be “Nominated” by Santa Clara University.
  • Phase 2: Students whose applications have been “Nominated” and have “Committed” to participate must then submit their program-specific application to the overseas university and/or program provider and be approved in order to participate in their program.

Appeals

Students may appeal a policy or application decision in the case of: 

  1. Administrative error, 
  2. An extraordinary change in circumstances, normally beyond the student’s control. 

Note: Individual technical errors beyond Santa Clara University’s control will not be considered for appeal.

A student who believes they have grounds for an appeal should submit the Global Learning Appeal Request form. In the policy appeal, the student must include a written explanation of the concern and all relevant evidence, including screenshots, email, or medical documentation. The Director of Global Learning is responsible for the decision. The student may request that the Director of Global Learning present their appeal to the Vice Provost for International Programs for review. The Vice Provost will review the appeal, and determine a final resolution. The decision of the Vice Provost is final.  See also Grade Appeals.

Communication Expectations

Global Engagement and its partners use email messages and attachments as the only official means of communication regarding your education, program, and/or the provision of support services from the moment you apply through the completion of your program.

I understand that I must be responsive to program representatives and respectful in my communications with them, whether written or verbal, from the moment I apply through the completion of my program.

I am responsible for regularly monitoring my email, replying promptly and courteously to official communications from program representatives, and ensuring emails from program representatives aren’t lost in spam or junk folders. Failure to receive or read email communications from program representatives won’t absolve me of any associated responsibilities or repercussions. Use of auto forward or email redirect is at my own risk. Failure to comply with this requirement may result in discipline, academic or financial penalties, or dismissal from the program.

Standards of Conduct

Students on programs abroad sponsored by Santa Clara University are held to the same standards of conduct found in the SCU Office of Student Life Student Handbook, the Study Abroad Participation Agreement, as well as departmental policies and procedures relevant to their program. In addition to SCU’s policies, students abroad are held to standards of conduct set by the host institution, program provider, and host country. Students are expected to follow guidelines about culturally appropriate conduct and should confer with on-site staff about local practices. Students who do not adhere to SCU’s student code of conduct prior to departure, or while abroad, may be subject to administrative withdrawal from the program.

The host institution or program provider may, at their discretion, impose disciplinary measures or dismissal from the program if a student’s behavior is found to be damaging to the program, institution, student themself or other students. In the case of dismissal, determinations on credits, grades, and finances will be made by Global Engagement in consultation with the program provider or host institution. 

Withdrawals and Program Cancellation

Students may be withdrawn from a study abroad program either voluntarily (at the student's request) or administratively (by SCU, the program provider, or the host institution).

Before the Program Begins

Voluntary Withdrawal

Students who decide to withdraw after confirming participation must officially withdraw from the Global Learning process by submitting the Request to Withdraw Form.

Students who withdraw before their program begins will be assessed a $500 Global Learning Withdrawal Fee and are responsible for all unrecoverable costs incurred on their behalf. Unrecoverable costs may include, but are not limited to, program deposits, housing deposits, tuition, and other non-refundable fees charged by the program provider or host institution.

Global Learning will notify the Office of the Registrar, Bursar, and Financial Aid of the withdrawal, typically within three business days, and will coordinate with the program provider or host institution regarding any academic or financial implications.

Administrative Withdrawal

Students may be administratively withdrawn from a global program for reasons including, but not limited to, failure to meet SCU, program provider, or host institution deadlines; failure to submit required forms or documentation; non-responsiveness to communications from Global Learning, the program provider, or the host institution; failure to meet academic requirements; or violations of applicable standards of conduct.The administrative withdrawal date will be recorded as the date on which SCU Global Learning notifies the student of their administrative withdrawal via their official @scu.edu email account.

Students who are administratively withdrawn will be assessed a $500 Global Learning Withdrawal Fee and are responsible for all unrecoverable costs incurred on their behalf. Unrecoverable costs may include, but are not limited to, program deposits, housing deposits, tuition, and other non-refundable fees charged by the program provider or host institution. 

After the Program Begins

Students who voluntarily withdraw or are administratively withdrawn after their study abroad program has started are subject to the following financial policies:

  • Students who will earn academic credit for the program are not eligible for a refund of the SCU Study Abroad Tuition and Program Fee and will be assessed a $500 Global Learning Withdrawal Fee.
  • Students who will not earn academic credit will be assessed a $500 Global Learning Withdrawal Fee and are responsible for all unrecoverable program costs incurred on their behalf, including, but not limited to, tuition, housing, program fees, and other non-refundable expenses charged by the host institution or program provider.

Campus Registration Following Withdrawal

Students who withdraw from a global program, whether voluntarily or administratively, will not be eligible to register for on-campus courses during their assigned registration appointment until their withdrawal has been processed by Santa Clara University using the Request to Withdrawal Form linked above.

Deferring Program Participation

Students who withdraw may not defer their nomination to a subsequent academic year, but they are welcome to re-apply. Students may defer their Fall nomination to the Spring term of the same year, for the same program, subject to availability. Students are strongly encouraged to discuss their intent to withdraw or defer with Global Learning to be certain they fully comprehend the academic and financial implications before making their decision.   

Limitations and Cancellations

Santa Clara University reserves the right to alter or eliminate academic programs at any time or redirect students to alternate programs due to program capacity or institutional considerations. The number of applications nominated may vary from year to year. Programs may be canceled due to health and safety reasons or other circumstances, in keeping with the University International Travel Policy. If a program is canceled pre-departure, Global Engagement will work with students to identify an alternative program within program caps, eligibility, and deadline constraints. Normally, if a program is canceled after it has started, Santa Clara University will work with the student to obtain academic credit for the remainder of the term. Financial implications will be determined on a case-by-case basis. See also Withdrawals.

Types of Global Learning Programs

Study Abroad 

SCU maintains a portfolio of approved programs for study during the academic year, including fall quarter and semester programs, winter and spring quarters, and spring semester. All credit is considered “in-residence” SCU credit. In addition to the portfolio of programs abroad, SCU has a program offered domestically as well.

SCU-In Programs

SCU-in programs are SCU’s well-established partnerships with long-standing impact on our campus, and are developed with international partners to provide impactful global experiences. Our overseas partners are Jesuit and Catholic universities, as well as other mission-aligned institutions. SCU-in partnership programs extend the global reach of SCU through the impactful experiences our students have at these universities.

Summer Study Abroad

SCU maintains a portfolio of approved programs for study during the summer. All credit is considered “in-residence” SCU credit.

Global Internships

SCU maintains a portfolio of approved global internship programs during the summer. A student's depth of knowledge, previous coursework, and prior work experience can impact the breadth of internship placements available to a student.

Fulbright UK Summer Institutes

SCU’s faculty-led programs for short-term study abroad are called Global Explorations.  The specific Global Explorations programs offered change annually. Programs are typically four-weeks long in the summer.  Program prices are established program by program, based on the location and duration of each program. Program costs may vary depending on the program and will include tuition, housing, onsite transportation required for the program, and insurance for the duration of the program. In addition, the $500 SCU Summer Abroad Program Fee is charged to the student account. Global Engagement scholarships are available.

Global Explorations Faculty-Led

SCU’s faculty-led programs for short-term study abroad are called Global Explorations. The specific Global Explorations programs offered change annually. Programs are typically four-weeks long in the summer.  Program prices are established program by program, based on the location and duration of each program. Program costs may vary depending on the program and will include tuition, housing, onsite transportation required for the program, and insurance for the duration of the program. In addition, the $500 SCU Summer Abroad Program Fee is charged to the student account. Global Engagement scholarships are available.

Undergraduate Research Abroad

Santa Clara University students conduct academic research or creative projects in international settings, collaborating with faculty, institutions, or organizations abroad to gain global perspectives, develop cross-cultural competencies, and contribute original work to their field of study.

Global Engagement Discovery Fellowships

Global Engagement Fellowships are virtual fellowships that enable students to pursue either the Global Innovation Fellowship or the Community Engagement Fellowship and are not credit-bearing.  All fellows are matched with industry mentors and cultural coaches.  Students who are nominated to participate in this fellowship will be fully sponsored by SCU. There may be an optional international excursion offered by the program provider that is not included in the fellowship grant. Students who wish to participate in the optional international excursion will be expected to fund the supplemental experience independently.

Exchange and Visiting International Students

Undergraduate non-degree international students apply to study at SCU for one term to one year as a reciprocal exchange student or a (non-reciprocal) visiting student through one of our international partnerships.

Program Costs and Financial Aid

Fall, Winter, Spring Programs

Program Costs

Program costs are approved by the SCU Board of Trustees each spring for the following year and are published in the Tuition & Fees Schedule on the Bursar’s website. We have provided further explanations in Affording Global Learning. Students will be charged to their Student Account via Workday on the same billing cycle as all other SCU students. The bill will include charges for tuition and the study abroad fee based on a semester or quarter program. Tuition and fees at the host institution will be paid directly by SCU. Any/all financial aid is applied against the Study Abroad tuition and fees. Any disbursed financial aid remaining after all of SCU tuition and fees are satisfied will be refunded to the student or a parent borrower, as appropriate.

Tuition

Tuition cost is based on the SCU tuition rates pending approval of the Santa Clara University Board of Trustees each spring. For quarter-length programs, students pay the same tuition and fees as they would for a quarter on-campus. For semester-length programs, costs increase to reflect additional programming, credit earned, and/or the length of program.

Additional Billing Information

Students may also be billed directly by the host institution or program provider for any optional additions, including, but not limited to, excursions, course fees, additional credits, visa processing, or upgrades to basic housing. While Financial Aid packages will be calculated based on the total cost of the program abroad, payment of fees outside of the Study Abroad tuition and the Program Fee is the sole responsibility of the student.

Summer Study Abroad and Internship Programs

Students participating in Summer Study Abroad programs pay tuition and other fees directly to the program provider or host institution. The $500 Summer Abroad program fee is paid directly to SCU and will be charged to their Student Account via Workday on the same cycle as all other SCU students. Summer Study Abroad programs are not eligible for Tuition Remission. 

Program Fees

In addition to tuition, students will be charged a Program Fee. The Program Fee may include:

  • Basic Housing* & Housing Deposits (excluding summer)
  • Insurance
  • Program Deposits
  • Administrative fees
  • Trackable mailing
  • Site assessment visits
  • Risk management evaluations
  • Critical incident response support
  • Academic assessment/accreditation
  • On-site student support activities
  • International program consortium/membership/partnership fees
  • Transcript analysis and credit transfer
  • Major/Minor/Credit allocation
  • Mandatory pre-departure orientations
  • Global Learning advising
  • Global Learning workshops
  • Peer Advising

Program Fees Do Not Include:

  • Meals 
  • Passport and Visa Fees
  • Visa Processing Fees
  • Residence Permits
  • Airfare
  • Damage Deposits
  • Taxes
  • Fees for personal travel insurance or health insurance additional to program insurance 
  • Housing Upgrades
  • Optional Program Excursions
  • Application Fees (if applicable)
  • Course Fees
  • National Health Insurance fees (if applicable)
  • SCU Student Insurance Health Plan (if applicable)

*See Housing section for more information on Basic Housing & Housing Expectations Abroad

Scholarships and Financial Aid

The University is committed to offering equal access to study abroad opportunities and therefore extends all available financial aid to students to support Global Learning opportunities during the fall, winter, and spring. Matriculated students who study abroad while withdrawn from the University, are ineligible for SCU financial aid and scholarships, and financial aid is not available for summer study abroad programs.

During the academic year all SCU financial aid applies during participation in approved programs. This includes federal, state, and institutional aid and scholarships. Financial aid is not always available for summer study abroad programs. Students may request a Financial Aid Estimate prior to applying to a program.

SCU Global Learning Program Evaluation

The Global Learning Program Evaluation is a mandatory component of all Global Learning programs. Students who do not complete the evaluation by the below deadlines will be charged $300 to their SCU student account.  

  • Fall Programs - January 31
  • Winter Programs - April 1
  • Spring Programs (except Sophia University) - July 15
  • Sophia University - August 15
  • Summer Programs - September 15

SCU Global Learning Withdrawal Fee

Students who withdraw voluntarily or administratively after they have committed to a program will have $500 charged to their student account. Students will also be responsible for all unrecoverable program costs, such as deposits, that SCU paid on their behalf. In addition, overseas universities and partners may charge a separate withdrawal fee and follow their own withdrawal schedule. Students should verify withdrawal fees with SCU and their program before making an official withdrawal request. For more information, see Withdrawals.

Travel Expenses 

The University does not pay travel costs to/from the academic program. Travel outside of program dates and during breaks is not subsidized by the University. Students should plan their personal budget accordingly by utilizing the resources on Make Your Study Abroad Budget. 

529 Plan

Students who have been nominated and committed to an approved Global Learning program can use their 529 Plan towards the costs of their abroad program. Students should request a payment from their 529 college savings account to be sent to Santa Clara University as they normally would, to cover the abroad costs.

Tuition Remission

The University grants education benefits to provide opportunities for personal and educational development for all benefit-eligible employees taking Santa Clara University courses for credit. It also has several education benefit programs for spouses, registered domestic partners, and dependent children (as defined by the IRS) of eligible employees. All charges other than tuition must be paid to the University in the same manner as required of other students. All questions about tuition remission should be directed to Georgina Santiago (gsantiago@scu.edu)

The Summer Study Abroad program is not eligible for Tuition Remission.

Veterans and Veterans' Dependents Assistance

Santa Clara University has been certified by the Department of Veterans Affairs as qualified to enroll students under applicable federal legislation and regulations, including Chapter 35 (child of a deceased or 100 percent disabled veteran, widow of any person who died in the service or died of a service-connected disability, or wife of a veteran with a 100 percent service-connected disability),

Chapter 31 (rehabilitation), Chapter 30/1606 (active-duty Montgomery G.I. Bill®), Chapter 33 (Post 9/11 GI Bill®), and Yellow Ribbon. Individuals interested in attending any of the veteran assistance programs should contact the Veterans Administration and the University Office of the Registrar.

GI Bill® is a registered trademark of the U.S. Department of Veterans Affairs (VA). More information about education benefits offered by VA is available at the official U.S. government Web site at http://www.benefits.va.gov/gibill. 

Information regarding these programs may be obtained from Santa Clara University’s VA representative, Yen Mai (ymai@scu.edu), in the Office of the Registrar.

Grades, Transcripts, Pass/No Pass, Grade Appeals 

Enrollment Abroad

Full-time enrollment on a semester-length program is typically 15 US semester credits (not quarter credits) or 30 ECTS credits. Students are responsible for enrolling in the appropriate amount of credits to ensure they stay on track to degree. If a student requires a reduced course load due to accessibility needs and is registered with the Office of Accessible Education or has a documented medical need, a student may submit a Global Learning Appeal Request to the Director of Global Learning. Students approved for a reduced course load are still responsible for full tuition.

Attendance

Students must regularly attend and participate in the classes in which they are enrolled. It is the student's responsibility to prioritize academics over optional opportunities, such as personal travel. Failure to do so may affect their overall grades. Failed grades due to poor attendance will not be subject to appeal. Additionally, students must attend and participate in required excursions, cultural activities, workshops, and any other required Program activities. 

Credits and Grades

All credit is considered “in-residence” SCU credit. Credit earned during study abroad counts toward graduation requirements either as elective credit or, with appropriate approval, may fulfill major, minor, and Core requirements. Students wishing to use courses abroad toward major, minor, or Core requirements must obtain approval through the Global Learning Course Evaluation Request Process. Grades are calculated into the Santa Clara University GPA, and all credits and grades appear on the Santa Clara University transcript. 

Courses or grades earned abroad cannot be removed from their academic record as a grade earned on a Global Learning program is treated as an extension of the Santa Clara curriculum. 

Overloading Courses Abroad

Students participating in study abroad programs are expected to enroll in a standard full-time course load as defined by their program provider or host institution and Santa Clara University policies. If a student chooses to exceed this standard load, commonly referred to as "overloading,” they may be subject to additional tuition or program-related fees charged by the host institution or program provider.

Santa Clara University does not cover the cost of course overloads abroad. Any additional fees incurred as a result of enrolling in more than the standard full-time course load are the sole responsibility of the student. Students are strongly encouraged to review course load policies with their Global Learning advisor and confirm potential fees with the program provider or host university prior to registering for courses.

Auditing a Course Abroad

Courses audited abroad do not count for credit or toward the minimum course load. To audit a class, the request, including the instructor's approval, must be submitted via the SCU Auditing form to the SCU Office of the Registrar. SCU honors the integrity of international academic systems, so if a faculty, host university, or program provider does not allow course audits, SCU will not support the request either. 

Dual Enrollment

Fall, Winter, and Spring Terms

Dual enrollment in on-campus or online SCU courses, in addition to UNIV 199, is not permitted. Students are encouraged to work with their department to take on-campus courses in the quarters prior to or after their term abroad. Students studying abroad during the Fall, Winter, or Spring terms are enrolled in a 19-unit placeholder course entitled UNIV 199. This course indicates that they are participating as a full-time student in a Global Learning program. 

Summer Term

Students are strongly discouraged from enrolling in SCU on-campus or online summer courses while also studying or interning abroad during the summer. Students should thoroughly consider the effort required to be successful in two competing experiences across different time zones. Be aware that exceptions or adjustments to your academic schedule, coursework, exams, requirements abroad, etc, will not be approved. Students studying abroad during the summer term are enrolled in a 0-unit placeholder course entitled UNIV 199. 

Online Courses While Abroad

Students may take a maximum of one online or hybrid course at their overseas host university or program while abroad. Students may not enroll in online or hybrid courses at SCU while abroad. See Dual Enrollment.

Language and Culture Course

All students studying abroad during the Fall, Winter, or Spring term are required to enroll in either a language or culture course while abroad, depending on the program. 

  • Students participating in programs in non-English speaking countries must take a language course.
  • Students participating in programs in English-speaking countries must take a culture course that focuses on the country’s culture or history. 

This course is indicated on the SCU digital program brochure under the Academics tab.

Transcripts 

At the conclusion of a Global Learning program, the program provider or host institution will send the student's official grade report or transcript to the SCU Office of the Registrar. It is the student's responsibility to designate the Office of the Registrar as the place to send their transcript with their study abroad program. Transcripts are typically received from abroad between one and four months following the completion of their study abroad program. Students who intend to apply for national fellowships or graduate programs should keep this time frame in mind at the time of application. Once the SCU Office of the Registrar receives transcripts from abroad, it may take several weeks for courses to be posted to the SCU transcript. Students who have a balance on their program provider or host institution's financial account will not have their transcripts released to the SCU Office of the Registrar until their balance is paid in full.

Pass/No Pass (P/NP)

As an SCU student, you may take one course during your study abroad program as Pass/No Pass (P/NP) only if:

  • your program offers a P/NP option, or
  • your program allows the SCU Office of the Registrar to convert a letter grade to P/NP after your transcript is received.

The SCU P/NP approval process and Global Engagement policies always take precedence over any on-site program policies or procedures.

To request P/NP, you must submit Global Learning Pass/No Pass (P/NP) Request Form by:

  • the end of the sixth week of instruction for semester programs, or
  • the end of the fourth week of instruction for quarter programs, or
  • the end of the first week of instruction for summer programs.

If your request is approved, the decision is final and cannot later be changed back to a letter grade. Requests submitted late due to poor course performance will not be approved. Courses taken P/NP cannot be used to fulfill major, minor, or Core requirements.

Grade Replacement and Repeated Coursework Abroad

Coursework completed at Santa Clara University may not be used to repeat a course previously taken abroad for the purpose of replacing or removing the original abroad grade. Similarly, coursework completed abroad may not be used to repeat a course previously taken at Santa Clara University for the purpose of replacing or removing the original SCU grade.

Although an SCU course may be determined to be equivalent to a course completed abroad for degree requirement purposes, it is not considered the same course because it is offered by a different institution with its own curriculum, syllabus, and methods of assessment. As a result, grades earned at Santa Clara University do not replace grades earned in courses completed abroad.

Students who wish to improve their grade in a course previously completed at Santa Clara University must repeat the course at SCU. Santa Clara University's grade replacement policy applies only to courses repeated at Santa Clara University and does not apply to coursework completed at another institution.

Withdrawal (W) Grade for Courses Abroad

Withdrawal (W) grades for courses taken abroad are considered on a case-by-case basis. Because global programs operate under the academic policies, calendars, and curricular structures of the host institution or program provider, students may withdraw from a course only if approved by the host institution or program provider.

Students considering a course withdrawal should consult their on-site program staff as early as possible. Any approved withdrawal is subject to the host institution's or program provider's policies and does not guarantee that a W grade will be recorded on the student's Santa Clara University academic record.

Add/Drop Period for Study Abroad Courses

Courses abroad are subject to the add/drop policies, deadlines, and academic calendar of the host institution or program provider. Students may add or drop courses only within the timeframes and procedures established by the host institution or program provider, if available. Not every program or institution has an add/drop period. Santa Clara University respects the integrity and academic policies of different higher education systems internationally and, therefore, will not create or extend an add/drop period for programs that do not offer one.

Students are responsible for consulting with their on-site program staff regarding applicable add/drop deadlines and ensuring any schedule changes comply with their Santa Clara University's academic requirements.

Grade Appeals

The presumption at Santa Clara University is that the instructor alone is qualified to evaluate the academic work of students in their courses and to assign grades to that work. Students will be graded within the context of local circumstances abroad and in keeping with partners' grade conversions. SCU respects the integrity of different academic systems internationally; therefore, most grades are not subject to appeal. If a student believes that a grade has been assigned in error, or in the case of extraordinary circumstances that cannot be mitigated by the student, the student may appeal the assigned grade as follows:

  1. The student must first contact the course instructor and onsite program coordinator to discuss their concerns and verify the accuracy of the grade and its basis. Students should include the Director of Global Learning (GlobalLearning@scu.edu) in this correspondence with the instructor.
  2. Following communication with the instructor and program coordinator abroad, if the student believes that the grade issue has not been resolved, the student may submit an appeal to the Director of Global Learning for review by completing the Global Learning Appeal Request form. The appeal must be submitted by the end of the fourth week following the Office of the Registrar posting the overseas grades to the SCU transcript. Students should include screenshots, emails, or medical documentation. The Director of Global Learning is responsible for the decision. 
  3. The student may request that the Director of Global Learning present their appeal to the Vice Provost for International Programs for review. The Vice Provost will review the appeal, and determine a final resolution. The decision of the Vice Provost is final.
  4. A grade appeal based on an accommodation need will be referred to the 504 office and resolved in the disability grievance procedure.

NCAA Transcript Exception for Study Abroad

There is an exception to the 6-credit hour requirement for institutionally approved study-abroad programs. It is as follows:

14.4.3.5.8 Cooperative Educational Work Experience and Study-Abroad Programs. 

A student-athlete shall not be required to complete six semester or six quarter hours of academic credit during a regular academic term or terms of full-time enrollment in a cooperative educational work experience program (e.g., co-op, internship, practicum, student-teaching) or an institutionally approved study-abroad program. (Adopted: 4/29/04, Revised: 10/8/10)

Approved & Non-Approved Programs 

Approved Programs

Santa Clara takes great care to offer programs of high academic standards and reputation that align with the University's curriculum as well as goals for cultural integration. Study abroad programs that are approved by Santa Clara University have gone through a vetting process and have been approved by Global Engagement. To ensure continued academic quality and effective management of health and safety issues inherent in study abroad, Global Learning monitors programs through returned student evaluations and close communication with partners on an ongoing basis. Santa Clara University is obliged to alter or eliminate programs at any time. The University does not approve study in countries or areas with a U.S. Department of State (DOS) Travel Advisory Level 3 or 4.  Refer to the University International Travel Policy. 

Independent and Non-Approved Programs

Students who participate in programs abroad that are approved by the University must do so through the regular Global Learning process; students can not participate in programs that are part of SCU’s approved study abroad program portfolio independently.  

If students decide to take leave from SCU and pursue an independent study abroad program, students may receive up to 10 units toward the transfer credit lifetime maximum, with approval of the Registrar, but credits will not count toward major, minor or Core. While on-leave from SCU, students are ineligible for SCU financial aid and Global Engagement staff are unable to advise on non-approved study abroad programs and processes. Global Engagement and the University cannot provide critical incident support for students abroad while on leave.

Many study abroad programs require “Home School Authorization/Approval” as a condition of participation; SCU cannot provide home school authorization/approval for students while on-leave from the University. This means that neither Global Engagement nor any other SCU staff or faculty, can complete the Home School Authorization/Approval Form for non-approved/independent programs and students on leave should inform programs of this.

Accessibility Accommodations  

The University is committed to offering equal access to study abroad programs for students with accommodation needs. Accessibility and learning support systems may differ dramatically abroad and therefore it is essential that students in need of accommodation communicate with Global Engagement early in the advising and exploration process to identify a specific program capable of accommodating needs.

Academic Accommodations Abroad

Students participating in global learning experiences are encouraged to approach the accommodation process with flexibility and advance planning. While Santa Clara University recognizes accommodations approved through the Office of Accessible Education (OAE), accommodations may not always be recognized, available, or implemented in the same manner by programs or host institutions abroad. Accommodation practices may vary based on local laws, cultural contexts, institutional policies, and educational systems within the host country.

Prior to applying for a study abroad program, students are encouraged to consult with Global Learning regarding their accommodation needs. Global Learning staff may assist students in identifying programs that may be able to support their individual needs and circumstances.

Students who receive academic accommodations through the Office of Accessible Education should obtain documentation verifying their approved accommodations at Santa Clara University, including accommodations currently received on campus and those being requested abroad. Students are also strongly encouraged to communicate directly with their program provider or host institution as early as possible to better understand accommodation availability, limitations, and support processes within their program abroad.

Medications Abroad

Students requiring medication should check with their medical practitioner during the pre-departure process to discuss their medical needs. Host country national laws mandate the specific medications and quantities that students can bring into a country. Students are encouraged to review the Centers for Disease Control’s Traveling Abroad with Medicine website for further guidance, which includes calling the Embassy or Consulate of each country you will be visiting to determine if your medications can be safely brought into the country. Students are encouraged to check the International Narcotics Control Board, which provides general information about narcotics and controlled substances for countries that have information available for travelers. Although medications in amounts for personal use are rarely inspected or questioned, customs officials can become suspicious of medications in large quantities, and students should refer to embassy guidance. Students should communicate with the program onsite about any medical accommodations needed overseas.

Participation Process

International Travel Prior to the Program Abroad and Participation in Two Programs

Obtaining a student visa to study abroad can require students to relinquish their passport up to three months prior to the start of the program abroad.  During this time, students may not travel abroad either for personal travel, or another program abroad.  For example, a student studying abroad in the fall in countries such as Italy, Spain, the UK, France, Portugal, and other countries, will not be able to travel abroad in the summer prior to the fall program.  Students who wish to participate in a Summer Study Abroad or Internship, in addition to a fall Global Learning program, should participate in the Summer Study Abroad or Internship program in the year after returning from a fall Global Learning program. 

See also Summer Eligibility. 

Nomination Notification

Students are required to commit to their program after receiving their nomination notification in the Global Learning portal to secure their place in the Global Learning program by the deadline provided. Nominated applicants who do not commit to participating by the deadline will forfeit their nomination. Once the confirmation has been submitted to Global Learning, students move from being Applicants to Participants. Participants who withdraw after submitting their confirmation are responsible for fees associated with withdrawal, see the Global Learning Withdrawal Policy. 

Waitlist Process

If the program’s allotted placements have all been filled, students who were not offered a nomination will be placed on a waitlist. Following the commitment deadline, students may be moved off the waitlist depending on program capacity. Students will be removed from the waitlist in the order in which their applications were originally received. Students may choose to hold their place on the waitlist for Study Abroad, overall, or for the particular program to which they applied. Individual program caps may still impact a student’s movement off the waitlist. Students are encouraged to work with Global Learning to discuss their options for placement from the waitlist. Students whose applications are not nominated in the current application cycle will have priority nomination in the following application cycle. 

Partner Applications, Application Fees, Confirmation Deposits, and Housing Deposits

After confirming their nomination with Global Engagement, students must then submit their program-specific application directly to their program provider (Phase 2) and that application must be approved to participate in a Global Learning program. Students are responsible for paying application fees directly to the program. Students are also responsible for submitting any and all application materials to their program provider or host institution by their stated deadline or risk involuntary withdrawal. Students should not pay confirmation deposits or housing deposits to programs directly, as these fees are paid directly by Santa Clara University. For a complete description of the fees, see Financials.

Graduating Seniors

It may be possible for a student to spend their final quarter as an SCU student abroad, depending on their program abroad and degree requirements. Students must consult their Faculty Advisor at Santa Clara to determine if they would be eligible to study abroad their final quarter and graduate after they return. Grades can take up to 4 months after the end of a Study Abroad program to be posted to a student's SCU academic record. Their degree will not be conferred until their courses, grades, and units from abroad have been added to their SCU academic record. Students should expect to defer their graduation by a minimum of one quarter to allow courses, grades, and units from abroad to be added to their SCU transcript. Students should speak with the Office of the Registrar in regard to the possibility of participating in the Spring Commencement Ceremony. 

Leave of Absence After Committing to a Global Learning Program

Students who are considering taking a Leave of Absence from Santa Clara University after committing to a Global Learning program must consult with the Global Learning before requesting or initiating a leave. Taking a Leave of Absence may have significant implications for participation in a study abroad program.

Many program providers and host institutions require students to remain actively enrolled at their home institution throughout the study abroad process and may not permit participation if a student is withdrawn from the University. In addition, taking a Leave of Absence can create complications with visa eligibility and processing, enrollment status and other pre-departure requirements.

Students who elect to take a Leave of Absence are responsible for discussing their individual circumstances with Global Learning in advance to ensure they fully understand the potential academic, financial, immigration, and programmatic ramifications before making their decision. If a program or immigration process cannot accommodate a leave of absence, the student may be administratively withdrawn. See Withdrawals section for more information on Administrative Withdrawal.

Passports 

In order to participate in an international global program, students must have a passport that is valid for six months beyond the date of return to the US following their global program (or one year for programs in Spain). Per the application process for a global program, students must provide proof of a valid passport six months after their program ends or a receipt proving that their application or renewal is being processed. Passports are issued by the US Department of State. 

International students should communicate with SCU’s International Students and Scholars at iss@scu.edu about maintaining immigration status while abroad.

Visas/Residence Permits

Global Learning does not advise on program or country-specific visas. Students should work directly with their program providers/host institution for visa/residence permit guidance. Each consulate, albeit for the same country, may have different processes and requirements, thus students are highly encouraged to reach out early and directly to their specific consulate to ensure they understand the visa/residence permit application process and the materials required. It is the student’s responsibility to secure a visa/residence permit for their program. Students who do not secure their visa or residence permit in time to participate in their program will be subject to withdrawal. 

Enrollment Verification/Visa Letter

If your program provider, host university, or visa application requires an Enrollment Verification/Visa Letter, students should complete the Enrollment Verification - Request Form as soon as they are able to. When the student letter is ready, Global Engagement will communicate via email to the student, informing them it is ready to pick up at Global Engagement (Varsi Hall, 1st Floor). The processing time for producing an Enrollment Verification may take up to 5 business days. Students participating in SCU-approved programs should not request an Enrollment Verification/Visa Letter from the Office of the Registrar. As many Enrollment Verification/Visa Letters must be customized to the appropriate consulate through which the student is applying, it is the student's responsibility to request this in a timely manner. Failure to do so can jeopardize a student's ability to secure their visa/residence permit.

SCU Pre-Departure Orientation 

Santa Clara University provides mandatory pre-departure orientation for all students participating in SCU-approved programs. Attendance is required and students are expected to make arrangements in their schedules to attend. Failure to participate in orientation, as well as complete all required materials, will result in withdrawal from study abroad.

Program Provider or Host Institution Pre-Departure Orientation

Program providers or host institutions may also have a mandatory orientation. This orientation is program-specific and in addition to SCU's mandatory pre-departure orientation. The student’s program provider or host institution orientation may be online or on-site when students arrive in the country. Failure to participate in orientation will result in withdrawal from study abroad.

Travel and Arrival Arrangements 

Students must arrive by the designated start date and time for their program, including onsite orientation. Students should remember to allow for time changes, connecting flights, possible inclement weather, and in-country transportation from the airport to the program site. Be aware that in many cases, travel may take one or two days to reach one's destination. Before making travel arrangements, it is the student’s responsibility to verify program dates, entry requirements, and arrival instructions with the program provider or host institution. Official term dates will be finalized and released in Phase 3 of the study abroad process. Global Learning does not facilitate or manage student travel arrangements to and/or from the program. Personal reasons, including but not limited to family events, travel issues, or personal commitments, will not be accepted as valid excuses for late arrival. Failure to arrive on time may result in academic penalties, including but not limited to reduced participation grades, missed orientation sessions, and potential exclusion from certain activities.

Late Arrival or Early Departure

Students must arrive in time for mandatory orientation and stay through the end of their last scheduled exam. Late arrivals or early departures for personal reasons are not permitted.

Early Exams

SCU respects the right of partner institutions to set their academic calendars and policies for early exams. Students may ask for permission to take exams early following accepted protocols outlined by the host institution or its faculty, but this is in no way guaranteed and should not be expected. SCU will not endorse requests for early assessment for non-emergency reasons if such assessment is not offered by the host institution.

Participation Limits and Extending Time Abroad

To maximize Santa Clara University's ability to provide a global learning experience to as many qualified students as possible, undergraduate students may participate in one Global Learning program during a Fall, Winter, or Spring academic term over the course of their undergraduate career at SCU. Students may not extend their global program for a second semester. 

Students may participate in multiple summer Global Learning programs, provided their academic schedule permits and they meet all program eligibility requirements. Participation in summer programs does not affect eligibility for a Fall, Winter, or Spring Global Learning experience.

International Health Insurance

Students are required to be covered by comprehensive international health insurance licensed to operate abroad in their host country. Depending on the student’s program, this insurance will be provided by the program provider or Santa Clara University. The cost of this insurance is covered by the Program Fee. Exceptions, waivers, or insurance refunds are not accepted. Exceptions, waivers, or insurance refunds are not accepted. For further information, visit the SCU Insurance and Travel Assistance Abroad section of the Global Engagement website.

In addition to the Global Engagement’s Insurance coverage, students may be required to enroll in supplemental types of insurance, including SHIP and/or host country insurance. Please note that any costs related to these additional insurance plans are not included in the SCU Study Abroad Program fees.

Each year, students are automatically enrolled in the university-sponsored Student Health Insurance Plan (SHIP), but can waive enrollment if they can provide proof of other U.S. insurance coverage comparable to an Affordable Care Act-compliant plan. The cost of the university sponsored Student Health Insurance Plan is not covered in student tuition or SCU Study Abroad Program Fees; the charge will show up as a separate item on your student account. To waive enrollment, a new waiver must be submitted each academic year.

Housing

Housing Abroad

Basic Housing & Housing Expectations Abroad

Housing and accommodation abroad will be different from accommodation in the United States and will likely differ from students’ expectations. Accommodation associated with global programs can vary widely, ranging from (but not limited to) shared apartments, hostels, homestays, university-oriented group residences, guest houses, and, in some cases, hotels. Students must be aware that certain accommodation types are never guaranteed and, oftentimes abroad, student housing is not “on campus” as it is in the United States.

Students should be prepared to commute from their housing to their campus/provider and should not expect their commute abroad to be similar to their commute to class at Santa Clara University.

Similarly, accommodation abroad is usually very different in size and amenities from accommodation in the United States. In general, room sizes may be smaller, kitchen appliances not nearly as large, and ventilation in rooms, particularly bathrooms, may not be similar to that of accommodation in the United States. Many cities and accommodation, abroad, particularly those in Europe, are older than comparable offerings in the United States. And, students should be prepared to embrace the unique differences in residential accommodation while studying abroad. For students who choose to live in apartment-style housing, this may include living in a shared building with neighbors who are working professionals or retirees and who have families, regular employment, and other routine responsibilities. All Santa Clara University students are expected to respect their host communities and neighbors.

Housing Deadlines

Students are required to complete and submit their Phase 2 application by the deadline communicated by their program. For some programs, completion of the Phase 2 application is a prerequisite to accessing the host institution's or program provider's housing application. Failure to complete the Phase 2 application by the stated deadline may delay or prevent a student's ability to apply for housing.

Students are solely responsible for monitoring housing application opening dates, submitting housing applications as soon as instructed, and securing housing that has been approved by Santa Clara University, as outlined in the SCU Digital Program Brochure for their program. Because housing assignments at many host institutions and program providers are made on a first-come, first-served basis, delayed or late submission may significantly reduce available housing options or prevent placement in approved housing.

Students who fail to obtain SCU-approved housing due to their own inaction or failure to comply with published application procedures and deadlines will be administratively withdrawn from their program.

Housing Upgrades

Housing upgrades (e.g., private rooms, premium residences, upgraded meal plans, or other optional housing enhancements) are not available on every program and are subject to the policies and availability of the host institution or program provider.

Students who choose an available housing upgrade are solely responsible for all additional costs associated with the upgrade. Housing upgrade charges are not included in the SCU Study Abroad Tuition and Program Fee and are billed directly to the student by the program provider, host institution, or housing provider. Payment must be made according to the provider's billing instructions and deadlines.

Failure to pay housing upgrade charges may result in the program provider or host institution placing a financial hold on the student's account, preventing the release of the student's official transcript or other academic records until the balance has been paid in full. Unpaid housing upgrade charges may also be referred to a collections agency by the program provider or host institution in accordance with their policies. Santa Clara University is not responsible for paying, advancing, or collecting housing upgrade charges on a student's behalf.

Housing Credits

Some programs require participants to arrange their own housing. Global Engagement still covers basic housing costs for these programs in the form of a housing credit. Student accounts will first be charged for the Study Abroad Tuition and Program Fee. Students will then receive a credit directly to their Bursar’s account to cover the cost of housing abroad. Credits are based on the average cost of standard housing on the specific program and location. Students will be eligible to request this credit be paid to them via direct deposit only if their balance has been fully paid and they are eligible per the Bursar's policies. Otherwise, the housing credit will be applied to your bill to Santa Clara University accordingly.  

Students are advised to reach out to Financial Aid (onestop@scu.edu) early to determine how to factor in the housing credit in their Financial Aid package. Students should refer to the Housing section of the digital program brochure in the program database to determine whether or not a housing credit applies to their program before submitting an application.

Independent Housing

Living independently while on an SCU-approved program is not allowed. Students are required to live in housing stated in the SCU digital program brochure. Failure to apply to and secure scu-approved housing will result in a student’s administrative withdrawal from their Global Learning program.

Housing at SCU

On-Campus Living 

Students who applied for on campus housing are solely responsible for informing On-Campus Living about their study abroad program participation prior to departure. Students are also solely responsible for arranging their housing upon returning to Santa Clara University following participation in a Global Learning program.

Students who wish to live on-campus housing after their study abroad program are responsible for completing all required On-Campus Living applications, meeting published deadlines, monitoring their SCU email for housing-related communications, and communicating directly with the On-Campus Living regarding eligibility, availability, assignments, or any housing-related questions. Failure to complete required housing processes or respond to On-Campus Living communications may impact a student's ability to secure on-campus housing.

Students participating in a Fall semester Global Learning program who intend to return to campus housing for the Winter term should submit the required housing application by the published deadline. The On-Campus Living will retain eligible applications and will contact students during the fall term regarding their interest in on-campus housing upon their return. It is the student's responsibility to respond promptly to all On-Campus Living communications.

Students studying abroad may have the option to retain an "anchor" roommate while abroad. Anchor arrangements are available only for double-occupancy rooms and are administered exclusively by the On-Campus Living. During the student's absence, the remaining resident is billed at the single-room rate, and the study abroad participant's space is designated as "HELD" until their return, subject to On-Campus Living policies and procedures.

Questions regarding campus housing should be directed to On-Campus Living.

Off-Campus Housing and Subleasing

Students who choose to live in off-campus housing are solely responsible for securing housing arrangements that accommodate their participation in a Global Learning program. Global Learning does not arrange, guarantee, or assume responsibility for sublease opportunities or outcomes. Students seeking to sublease their off-campus residence may submit their listing through the SCU Off-Campus Living Sublease Listing & Connection Form. Submission of a listing does not guarantee that a subtenant will be identified or secured.

Storage

Global Learning does not arrange or provide storage. Students are solely responsible for making any necessary storage arrangements for their personal belongings. All costs associated with storage are the responsibility of the student. Storage fees are not included in SCU Study Abroad Tuition or Program Fees and are an out-of-pocket expense.

Standards and Ethics

Santa Clara University maintains programs and partnerships that align with our Jesuit mission and national best practices in education abroad.

University standards in international higher education are based upon national standards and best practices. University standards for university programs abroad are established through The Forum on Education Abroad, of which Santa Clara University is a member. The Forum on Education Abroad is a 501(c)(3) non-profit membership association recognized by the U.S. Department of Justice and the Federal Trade Commission as the Standards Development Organization (SDO) for the field of education abroad. The Forum provides training and resources and its Standards of Good Practice are recognized as the definitive means by which the quality of education abroad programs are judged. 

International higher education is both a global network and a community of practice, shaped by standards and best practices addressed in multiple organizations including: AIEA, IIE, AIRC, AAC&U, APAIE, EAIE, The Forum on Education Abroad, DA Global, the Presidents’ Alliance on Higher Education and Immigration, the Association of International Universities, and NAFSA.

University standards of global health, safety, and risk are connected to government and quasi-governmental organizations such as: the U.S. Department of State, the Center for Disease Control, the Overseas Security Advisory Council, Education USA, and others.  

The Office of the Vice Provost for International Programs and staff in Global Engagement sit on national boards and committees and manage relationships with many organizations to ensure that SCU is engaged in the highest standards related to programs abroad and global health, safety, and risk. In addition, SCU benchmarks practices across universities of similar size and type.

Transparency Statement on Partner Programs

Santa Clara University operates overseas educational programs in partnership with international institutions of higher learning and education providers. Santa Clara University does not receive payment for providing students to these universities or organizations. Programs are selected based on curricular alignment, academic excellence, and congruence with Santa Clara’s mission and goals. Some travel or other costs may be shared with the overseas partner when Santa Clara faculty and staff conduct site visits for assessment, risk management, and other professional activities. Santa Clara faculty and staff who may serve on partner institutions advisory boards or take part in other professional governance or assessment activities may be partially or fully compensated for travel and other relevant expenses. Santa Clara faculty or staff receive no other compensation from partner educational institutions.