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Policies & Procedures for Programs Abroad and Global Programs
- Eligibility
- Appeals
- Standards of Conduct
- Withdrawals
- Types of Global Programs
- Program Costs & Financial Aid
- Grades, Transcript, Pass/No Pass, Appeals
- Approved & Non-Approved Programs
- Accessibility Accommodations
- Participation Process
- Ethics and Programs Abroad
Preface
Global Engagement offers different types of global programs to serve the needs of different students including:
- Study Abroad
- Domestic off-campus study programs
- Global Explorations faculty-led programs
- Global Engagement Fellowships
- Global and Virtual Summer Internships
- UK Summer Fulbright Institutes
- Undergraduate Research and Special Projects Abroad
These policies and procedures apply to all global programs administered by Global Engagement. Differences are noted in each section.
Eligibility
Competitive Nature of Study Abroad
The study abroad application process is sometimes competitive during the fall, winter, and spring terms meaning that not every eligible student will have their application nominated for approval. Applications that are approved are referred to as nominated. The number of applicant nominations varies from year to year, but the University is committed to sending approximately one-third of juniors abroad. Factors that are considered in the nominations each year include the number of applicants, the Study Abroad Application Reviewers’ recommendations, program financials, and program enrollment capacities.
Individual programs have set enrollment capacities and may be internally competitive. Most programs have a cap of 30 as the maximum limit for any program in one term while the SCU partner exchange programs capacity may vary annually based on allotted spaces provided to SCU by the partner institutions.
Summer study abroad is not competitive.
Eligibility Requirements
Students from all majors are eligible to apply to SCU-approved programs facilitated by SCU Study Abroad and students from the sciences and other underrepresented disciplines are encouraged to apply. For eligibility related to independent programs, see the Approved and Non-Approved Program section.
Eligibility During the Fall, Winter, and Spring Terms
Students must:
- Be matriculated, degree-seeking students at the University
- Complete 88 units by the start of the academic program
- Students must declare their major with the Office of the Registrar before submitting their application.
- Have a minimum GPA of 2.75
- Meet the GPA requirement of their specific program, if higher than Santa Clara University’s GPA requirement
- Not be on “disciplinary probation, interim suspension, deferred suspension, suspended, or expelled, the student is not eligible to apply to study abroad or participate in the program” 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.
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.
- Students must clear any outstanding balances with the Bursar’s Office in accordance with the Bursar’s Office payment schedule to remain eligible for participation. Students approved to participate in SCU Study Abroad must have courses approved by the appropriate major, minor, or core department by following the Study Abroad Course Evaluation process to fulfill graduation requirements.
Eligibility During Summer
Students must:
- Be matriculated, degree-seeking students at the University
- Have completed 44 units by the start of the program abroad; students may apply as early as their first year for summer programs abroad
- Minimum GPA 2.75
- Meet the GPA requirement of their specific program, if higher than Santa Clara University’s GPA requirement
- Not be on “disciplinary probation, interim suspension, deferred suspension, suspended, or expelled, the student is not eligible to apply to study abroad or participate in the program
- 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
- Students who earn a grade of D or F in any course in the term preceding their program may become ineligible for study abroad.
For students interested in participating in two global programs, see Participation Process for additional considerations.
Quarterly Eligibility Checks
SCU Study Abroad conducts quarterly eligibility checks each and every term prior to a student’s program. Failure to complete prerequisites or maintain minimum requirements will subject a student to involuntary withdrawal from their program.
Two-Step Application Process
The study abroad application process is a two-step process and participation is contingent upon approval by Santa Clara University
- Phase I: Students must apply to SCU Study Abroad and be “Nominated” by SCU.
- Phase II: 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.
- For further information, review Application Process & Deadline.
Appeals
Students may appeal a policy or application decision in the case of:
- Administrative error,
- An extraordinary change in circumstances, normally beyond the student’s control.
A student who believes they have grounds for an appeal should submit the Study Abroad Appeal Request form. In the policy appeal the student should include a written explanation of the concern and any relevant documentation. The Director of Study Abroad is responsible for the decision. The student may request that the Director of Study Abroad present their appeal to the Associate Provost for International Programs to review. The Associate Provost will review the appeal, and determine a final resolution. The decision of the Associate Provost is final.
See also Grade Appeals
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 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, themselves, or other students. In the case of dismissal, determinations on credits, grades, and finances will be made by Study Abroad in consultation with the program provider or host institution.
Withdrawals
Withdrawals
There are two types of student withdrawals: Voluntary and Involuntary Withdrawals.
Voluntary Withdrawals
Students who wish to voluntarily withdraw from their program after confirming participation in the program should contact Study Abroad as soon as possible. The student account will be charged a $500 withdrawal fee, as well as all unrecoverable costs incurred on the student’s behalf. Some unrecoverable costs may be but are not limited to, program deposits, housing deposits, program tuition, and fees. Students will not be able to register for classes on campus during their assigned registration appointment until their withdrawal is fully recorded by the Office of the Registrar.
To withdraw, students should complete the Request to Withdraw form.
SCU Study Abroad will notify the Registrar, Bursar, and Financial Aid Offices that the student has withdrawn, normally within three business days. In addition, SCU Study Abroad will work with the program provider or host university to determine the implications for grades, credits, and finances.
Administrative Withdrawals
Students who are administratively withdrawn or are dismissed from a program are responsible for all non-recoverable program costs and may receive no credit. Students will not be able to register for classes on campus during their assigned registration appointment until their withdrawal is fully recorded by the Office of the Registrar. Reasons for administrative withdrawal include, but are not limited to, failure to comply with SCU, program provider, or host institution’s deadlines or standards of conduct.
Deferring Program Participation
Students who withdraw may not defer their application to a subsequent term, but they are welcome to re-apply. Students are strongly encouraged to discuss their intent to withdraw with an SCU Study Abroad staff member to be certain they fully comprehend the academic and financial implications before making their decision.
Program Cancellation
Santa Clara University reserves the right to alter or eliminate academic programs at any time or redirect students to alternate programs due to institutional considerations. Programs may be canceled due to health and safety reasons or other unforeseen circumstances per the University International Travel Policy. 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.
Types of Global 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, spring semester and also a portfolio of approved summer programs. All credit is considered “in-residence” SCU credit.
- Studying abroad on a semester or quarter academic program during the academic year is competitive.
- Summer study abroad is not competitive.
Domestic off-campus study programs
In addition to the portfolio of programs abroad, SCU has global programs that are offered domestically as well. Similar to programs abroad, all credit is considered “in-residence” SCU credit.
- Studying on a domestic semester or quarter academic program during the academic year is competitive.
- Summer study abroad is not competitive.
Global Explorations Faculty-led Programs
SCU’s faculty-led programs for short-term study abroad are called Global Explorations. The specific Global Explorations programs offered changes 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 Summer Program Fee is charged to the student account. Global Engagement scholarships are available
Global Engagement 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.
Global and Virtual Summer Internships
SCU maintains a portfolio of approved global internship programs during the summer that may be non-credit bearing. While Global and Virtual Summer Internships are not competitive, a student's depth of knowledge, previous coursework, and prior work experience can impact the breadth of internship placements available to a student.
UK Summer Fulbright Institutes
SCU maintains a portfolio of approved summer Fulbright opportunities during the summer. The Fulbright UK Summer Institutes are three to four week programmes for US undergraduate students, who have no or very little travel experience outside North America. Participants can explore the culture, heritage and history of the UK while experiencing higher education at a UK university. These experiences are highly competitive and may be credit bearing, depending on the Institute.
Undergraduate Research and Special Projects Abroad
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 Study Abroad. Santa Clara University follows a structure similar to the Home School Tuition financial model for Global programs during the academic year. 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. Tuition is charged in keeping with quarter-length programs or semester-length programs which differ in terms of weeks of instruction and number of credits.
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, field trips, 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 SCU tuition and Study Abroad fee are the sole responsibility of the student.
Summer Study Abroad and Internship Programs
Students on summer 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 programs are not eligible for Tuition Remission.
Program Fees
In addition to tuition, students will be charged a Program Fee. Program Fees may include:
- Basic Housing (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
- Study abroad advising
- Study abroad workshops
- Peer Advising
- Workday maintenance
- Enrollment management services
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)
- Student Insurance Health Plan (if applicable)
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 study abroad 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.
Housing Credits
Some programs require participants to arrange their own housing. SCU Study Abroad still covers basic housing costs for these programs in the form of a housing credit. Student accounts will first be charged for the SCU Study Abroad Tuition and Program Fee. Students will then receive a credit to their Bursar’s account, not in the form of a check, to cover the cost of housing abroad. Credits are based on the average cost of standard housing on the specific program and location. Refunds will only be given if a student's tuition and fees have already been paid. Students are advised to reach out to Financial Aid 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.
SCU Study Abroad Program Evaluation
The Study Abroad Program Evaluation is a mandatory component of all Global Engagement programs abroad. 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 - July 15
- Summer Programs - September 15
SCU Withdrawal Fee
Students withdrawn, voluntarily or administratively after they have committed to a program will result in $500 being charged to the student account. Students will also be responsible for any non-refundable fees, such as deposits, that were paid on their behalf by SCU. In addition, overseas universities and partners may charge a separate withdrawal fee and follow their own schedule for withdrawals. 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 studying as a nominated student on an approved SCU Study Abroad 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).
Summer study abroad is not eligible for Tuition Remission.
Grades, Transcripts, Pass/No Pass, Grade Appeals
Enrollment Abroad
Students who participate in an SCU-approved study abroad program must be fully enrolled at their host university/program provider. Full-time enrollment on a semester-length program is typically 15 US semester credits (not quarter credits) or 30 ECTS credits. 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 Study Abroad Appeal Request to the Director of Study Abroad.
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 Study Abroad Course Evaluation Request Process. Grades are calculated into the Santa Clara University GPA, and all credit and grades appear on the Santa Clara University transcript.
Students cannot request to have courses or grades earned abroad be removed from their academic record as a grade earned on a Study Abroad program is treated as an extension of the Santa Clara curriculum.
Dual Enrollment
Fall, Winter, and Spring Terms
Students studying abroad during the Fall, Winter, or Spring terms are enrolled into a 19 unit placeholder course entitled UNIV 199S or UNIV 199Q. This course indicates that they are participating as a full time student on an SCU Study Abroad program. Dual enrollment in on-campus SCU courses, in addition to UNIV 199S/Q, 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.
Summer Term
Students studying abroad during the summer term are enrolled into a 0 unit placeholder course entitled UNIV 199R. Students are strongly discouraged from enrolling in SCU on-campus 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.
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’s location.
- Students participating on programs in non-English speaking countries must take a language course
- Students participating on programs in English-speaking countries must take a culture course that focuses on the country’s culture or history.
Transcripts
At the conclusion of a study abroad 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 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)
Students may elect to take one study abroad course Pass/No Pass (P/NP) per term only if
- Pass/No Pass is available through the program provider/host institution.
- Or, if the program provider/host institution approves the SCU Office of the Registrar converting a Letter Grade to Pass/No Pass upon receiving the student’s transcript
Note: Students will not receive major/minor/core credit for a course taken P/NP.
The transcript received by SCU must provide the Pass/No Pass or the grade earned in the course and the SCU Office of the Registrar will convert the grade to P/NP upon receipt of the transcript. Once a P/NP request is approved by the program provider/host institution and the Director of Study Abroad, it is irreversible.
Students must request authorization from SCU Study Abroad via the Pass/No Pass (P/NP) Request Form by the end of the fourth week of the course (not the program).
Some program providers/host institutions do not offer P/NP grading and/or do not approve the SCU Office of the Registrar to convert a Letter Grade to Pass/No Pass. It is the student’s responsibility to confirm with their onsite staff whether or not a P/NP grading option is available prior to submitting the request form.
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 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, the student may appeal the assigned grade as follows:
- The final grade must be initiated by the end of the fourth week following the posting of the overseas grades to the SCU transcript by the Office of the Registrar. The student should communicate with the Director of Study Abroad to initiate the appeal process within the appropriate time frame.
- The student should contact the instructor of the course to discuss their concerns and verify the accuracy of the grade, as well as the basis for it. Students should include the Director of Study Abroad on this correspondence with the instructor.
- Following communication with the instructor abroad, if the student believes that the grade issue has not been resolved, the student should contact the overseas program administrator so that the grade may be appealed within the context of local circumstances and administrative processes. The student should include the Director of Study Abroad on this correspondence with the program. Santa Clara University respects the differing academic processes of other cultures and therefore supports these processes as part of the academic experience abroad. However, if after participating in the local process abroad the student believes that the error or assigned grade issue has not been resolved, the student may submit an appeal to the Director of Study Abroad to review by completing the Study Abroad Appeal Request form. In the grade appeal the student should include a written explanation of the concern about the grade and copies of all communication with the overseas instructor and program. The Director of Study Abroad is responsible for the decision.
- The student may request that the Study Abroad Director present their appeal to the Associate Provost for International Programs to review. The Associate Provost will review the appeal, and determine a final resolution. The decision of the Associate Provost is final.
- 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, SCU Study Abroad 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, see https://www.scu.edu/globalengagement/global-opportunities/health--safety/.
Non-Approved Programs and Study Abroad While Independent from SCU
Students who pursue a non-approved study abroad program and/or are not nominated to study abroad through the official Santa Clara University Study Abroad application process (Phase I) must complete the leave of absence paperwork with the Drahmann Center. Students should refer to the Undergraduate Bulletin for complete information on the University withdrawal process. Students should highly consider the following prior to committing to an independent program and withdrawing from the university:
- Course Credit: Students may only receive transfer units for the coursework taken abroad in keeping with the University’s regular policy on transfer credit. The University’s transfer credit policy allows for a lifetime maximum of ten units to be transferred to Santa Clara from all outside institutions and these units may count toward major/minor/core requirements.
- Financial Aid: Students are ineligible to use Santa Clara’s financial aid while studying abroad independently.
- Home School Authorization/Approval: Santa Clara University cannot provide authorization for participation on non-approved programs and/or non-approved student participation. This means that neither SCU Study Abroad, nor any other SCU staff or faculty, can complete the "home school authorization or approval form" for non-approved programs that are independent of Santa Clara University. If a non-approved program requires a “home school authorization” or approval form, students should communicate directly with their program to see if they are able to complete this requirement without Santa Clara University's authorization.
- Program Advising: SCU Study Abroad staff are unable to provide guidance, assistance or advising for non-approved study abroad programs or their application processes.
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 SCU Study Abroad early in the advising and exploration process to identify a specific program capable of accommodating needs.
Academic Accommodations Abroad
Before applying to study abroad, students are encouraged to discuss their accommodation needs with the SCU Study Abroad staff. The SCU Study Abroad staff can assist students in identifying a program that can accommodate the student’s needs. Once a program is identified, students who receive academic accommodations through the Office of Accessible Education should obtain a letter that verifies that their academic accommodations are documented through Santa Clara University and describes the accommodations currently received and the accommodations desired 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 on a summer program abroad, in addition to a fall program abroad, should participate on the summer program in the year after returning from fall study abroad.
See also Summer Eligibility
Nomination Notification and Waiver
Students are required to commit to their program after receiving their nomination notification and complete the waiver in the SCU Study Abroad portal to secure their place in the study abroad program by the deadline provided. Nominated applicants who do not commit their participation by the deadline will forfeit their nomination. Once the confirmation and waiver have been submitted to SCU Study Abroad, students move from being Applicants to Participants. Participants who withdraw after submitting their confirmation and waiver are responsible for fees associated with withdrawal, see the Study Abroad Withdrawal Policy.
Partner Applications, Application Fees, Confirmation Deposit and Housing Deposits
After confirming their nomination to SCU Study Abroad, students must then submit their program-specific application directly to their program provider (Phase II) and that application must be approved to participate in study abroad. 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.
Passports
In order to study abroad, students must have a passport that is valid for six months beyond the date of return to the US following their study abroad program. If a student does not have a passport or needs to renew it, they should do so immediately following notification of acceptance from Santa Clara in order to allow ample time for a possibly lengthy visa process. 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
SCU Study Abroad 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. Students participating on exchange programs will work with the Assistant Director of Study Abroad on initial guidance.
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, SCU Study Abroad 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. Student’s participating on SCU-approved programs should not request an Enrollment Verification/Visa Letter from the Office of the Registrar.
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 have a mandatory orientation as well. This orientation is in addition to SCU's mandatory pre-departure orientation and is program specific. Student’s program provider or host institution orientation may be online, or it may be on-site when students arrive in the country. Failure to participate in orientation will result in withdrawal from study abroad.
Travel 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. Study Abroad does not facilitate or manage student travel arrangements to and/or from the program.
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, insurance will be provided by the program provider or Santa Clara University. The cost of insurance is covered by the SCU Study Abroad Program Fee. Exceptions, waivers, or refunds of insurance are not accepted. For further information, visit the Health and Accidental Insurance section of the SCU Study Abroad website.
International Health Insurance provided to Study Abroad students does not replace private domestic health insurance or SHIP insurance. Students who are normally enrolled in SHIP insurance should expect to be enrolled in SHIP insurance while abroad and budget as needed.
Alternative Housing
Students are required to apply for and live in the housing stated in their SCU program brochure. If students submit a correct and complete housing application by the stated deadline and housing is not available directly through the program provider or host institution, students will be required to secure alternative housing. Basic housing is included in the program fee and students will be provided a housing credit to use towards their alternative housing costs.
Independent Housing
Living independently while on an SCU-approved program is not allowed. Students are required to live in housing stated in the SCU Program brochure.
Ethics and Programs Abroad
Ethics
Santa Clara University actively promotes respect for the cultures and values of communities in which we send students by following local practices, whenever possible. We seek partnerships with institutions that are of mutual benefit to both institutions.
Membership in The Forum on Education Abroad
Santa Clara University is a member of The Forum on Education Abroad, the federally designated Standards Organization for Education Abroad and subscribes to best practices in keeping with The Forum’s Standards of Good Practice for Education Abroad.
Membership in Diversity Abroad Network
Santa Clara University is a member of The Diversity Abroad Network. Their goal is to ensure that students from diverse economic, educational, ethnic, and social backgrounds are aware, have equal access, and take advantage of the benefits and opportunities afforded through global education exchanges. As part of our commitment to diversity and inclusion, Global Engagement offers additional resources for the campus community.
Membership in NAFSA: Association of International Educators
Santa Clara University is a member of NAFSA: Association of International Educators. NAFSA believes that international education advances learning and scholarship, fosters understanding and respect among people of diverse backgrounds and perspectives, is essential for developing globally competent individuals, and builds leadership for the global community. We believe that international education lies at the core of an interconnected world characterized by diversity, equity, inclusion, social justice, and well-being for all.
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 serving on partner institutions advisory boards or taking 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.