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Policies & Procedures

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Policies & Procedures for Programs Abroad and Global Programs

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

These policies and procedures apply to all global programs administered by Global Engagement. Differences are noted in each section.

Eligibility

Applicants are Nominated on a Rolling Basis

Applications may be submitted at any point during the application filing period each fall. Applications are reviewed on a rolling basis in the order they are received. Review takes place after the close of the filing period. 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 Study Abroad 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.

The number of applicants/nominations may vary from year to year. 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. 

All academic year programs have enrollment caps. See program brochures for details. Summer programs do not have enrollment caps. Santa Clara University may be obliged to alter program capacity for individual programs at any time.

Eligibility Requirements 

Students from all majors are eligible to apply to SCU-approved programs facilitated by Global Engagement, 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
  • Students may not apply while on leave from 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 cumulative GPA of 2.75
  • Meet the cumulative GPA requirement of their specific program, if higher than Santa Clara University’s cumulative 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. 
  • 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 Study Abroad Course Evaluation process to fulfill graduation requirements.

Eligibility During Summer

Students must:

  • Be matriculated, degree-seeking students at the University
  • Students may not apply while on leave from 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
  • Have a minimum cumulative GPA 2.75
  • Meet the minimum cumulative 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

Global Engagement conducts quarterly eligibility checks each 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.  

Incomplete Grades

Students with Incomplete grades on their transcript may still apply for the Study Abroad 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 Study Abroad program GPA and individual program GPA, their nomination will be rescinded and the student can reapply the next year.

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 1: Students must apply to the Study Abroad program and be “Nominated” by SCU.
  • 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.

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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 Study Abroad 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 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 for 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

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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 themselves 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. 

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Withdrawals and Program Cancellation

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 Global Engagement withdrawal fee, as well as all unrecoverable program 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.

Global Engagement will notify the Registrar, Bursar, and Financial Aid Offices that the student has withdrawn, normally within three business days. In addition, Global Engagement 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 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 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 Engagement 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. If a program is canceled pre-departure, Global Engagement will work with me to identify an alternative program as program caps, eligibility, and deadlines allow. 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.

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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, and spring semester, and also a portfolio of approved summer programs. All credit is considered “in-residence” SCU credit. 

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.

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 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 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. 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 programs 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 completing higher education at a UK university. These experiences are highly competitive and may be credit-bearing, depending on the Institute.

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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. 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, 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. 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

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)

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. 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.

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 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 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).

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

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Grades, Transcripts, Pass/No Pass, Grade Appeals

Enrollment Abroad

Students who participate in an SCU-approved study abroad program must be fully enrolled per their host university or program provider’s policy. 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 Study Abroad Appeal Request to the Director of Study Abroad.

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 Study Abroad 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 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.

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 by the end of the first week of the term abroad. 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 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. Students studying abroad during the Fall, Winter, or Spring terms are enrolled in a 19-unit placeholder course entitled UNIV 199S or UNIV 199Q. This course indicates that they are participating as a full-time student in the Study Abroad program. 

Summer Term

Students are strongly discouraged from enrolling in SCU on-campus or virtual 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 199P. 

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 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'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)

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. Upon receipt of the transcript, the SCU Office of the Registrar will convert the grade to P/NP. 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 Global Engagement 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 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 Study Abroad (StudyAbroad@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 Study Abroad for review by completing the Study Abroad 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 Study Abroad is responsible for the decision. 
  3. The student may request that the Director of Study Abroad present their appeal to the Associate Provost for International Programs for review. The Associate Provost will review the appeal, and determine a final resolution. The decision of the Associate 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)

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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. Students hoping to participate in a non-approved program would need to follow the Post-Matriculation Transfer Credit Pre-Approval Application through the Office of the Registrar. Students with questions, should connect with the Office of the Registrar (Registrar@scu.edu).
  • 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 Global Engagement 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: Global Engagement staff are unable to provide guidance, assistance, or advising for non-approved study abroad programs or their application processes.

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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

Before applying to study abroad, students are encouraged to discuss their accommodation needs with the Global Engagement. Global Engagement 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.

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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, in addition to a fall Study Abroad, should participate in the Summer Study Abroad program in the year after returning from fall Study Abroad. 

See also Summer Eligibility 

Nomination Notification

Students are required to commit to their program after receiving their nomination notification in the Study Abroad portal to secure their place in the Study Abroad 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 Engagement, students move from being Applicants to Participants. Participants who withdraw after submitting their confirmation are responsible for fees associated with withdrawal, see the Study Abroad Withdrawal Policy. 

Waitlist Process

If the study abroad 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 Engagement 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 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.

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. 

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. 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 Engagement 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 Engagement 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.

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. For further information, visit the Health and Accidental Insurance section of the SCU Study Abroad 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’s 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.

Independent Housing

Living independently while on an SCU-approved program is not allowed. Students are required to live in housing stated in the digital program brochure. 

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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.

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