Policies

The Study Abroad Office expects all students to read, understand, and adhere to the following policies and guidelines.

The Study Abroad Office encourages all students from NC State students to study abroad. The following *eligibility criteria are in place to ensure that students have been academically successful on campus before undertaking an academic term abroad.

  • Minimum GPA Requirement (many programs require higher)
    • Summer Programs: 2.0
    • Semester Programs: 2.5
  • Minimum Class Standing (some programs require higher)
    • First Year Students may study abroad as soon as the summer after their freshman year. In some cases they may be eligible for a spring break program during their first year.
    • Transfer Students may study abroad after completing at least one semester at NC State.
    • Early College Students may study abroad through NC State as soon as the summer after their final EC year.
  • Conduct
    For all study abroad programs, including Non-NC State programs, students are not eligible to participate if, at the time of program start, the student: (1) is on active disciplinary probation, as defined by Section 11.2 in the NC State Code of Student Conduct or (2) has been on Academic Integrity Probation, as defined by Section 9.1 in the NC State Code of Student Conduct, for less than one full Fall or Spring semester.

*Exceptions apply for select programs designed for incoming first-year students (e.g. FYI Programs and Prague Connection).

Prior to participation on an NC State study abroad program, students are required to agree to and digitally sign the following North Carolina State University Study Abroad Office Participant Agreement.


North Carolina State University Study Abroad Office
Participant Agreement
THIS IS A LEGAL DOCUMENT THAT INCLUDES A RELEASE OF LIABILITY. READ IT CAREFULLY BEFORE SIGNING.
In consideration for being permitted to participate in the program, I hereby understand, agree and represent that:

1. Program Arrangements
The University will attempt to implement the program as described in its documentation.  It reserves the right, however, to change the program at any time and for any reason it deems sufficient to promote program objectives, emergency, health or safety issues, or institutional needs.

2. Travel and Accommodation Arrangements
I am expected to adapt to differences in physical accommodations, which may be perceived as inconvenient or uncomfortable by U.S. standards. Changes in accommodations may be necessary in the best interest of the program or the best interest of the University. The University does not represent or act as an agent for, and cannot control the acts or omissions of: any host institution, a host family, other host arrangements, land transportation, air transportation, carrier, hotel or similar accommodation, tour agent, tour organizer or other provider of goods or services related to the Program. I understand the University is not responsible for matters that are not within its direct control.

3. Communication Requirements
Maintaining contact with program leaders, university officials and other program participants is very important for safety, health and emergency purposes. The University email system will be the primary means for program staff and university officials to communicate with students. I will check my official university email account often during the program, with the expectation that I will check it once per week if available. I also agree to maintain ongoing contact with my family or other support structure while I am abroad. I am expected to provide the Study Abroad Office with a phone number at which I can be reached while abroad.

4. Independent Travel and Activities
Neither the University, nor any University employee, representative, nor agent is responsible for any injuries or loss or damage I may suffer when I am traveling independently or am otherwise separated or absent from any University-supervised activities. This includes if a faculty member or other University employee, representative, or agent accompanies me in any independent travel or activity not sponsored by or affiliated with the University. In the event that I undertake independent travel during or immediately before or after the program dates, I am required to update my itinerary in my study abroad application and provide my program director or other on-site University representative, if applicable, with a copy of my itinerary and contact information in the event of an emergency.

5. Health and Medical Issues

  1. Travel abroad may expose me to certain conditions, diseases or illnesses. I have been advised to acquire all the immunizations recommended by the U.S. Center for Disease Control and all other inoculations necessary for safe travel in the areas I am visiting. It is my responsibility to make an appointment with the Student Health Services International Travel Clinic or other health care professional at least six (6) weeks prior to departure to discuss any required or recommended immunizations and vaccinations. In addition, I have been advised to consult with a medical doctor or comparable health care provider with regard to my personal medical status and needs. I agree to make reasonable efforts to acquaint myself with the health factors and issues endemic to these areas and to prepare myself accordingly for my study abroad travel and activities.
  2. I am required to secure health insurance through the University to cover my travel and study abroad activities. The University is not obligated to pay for medical treatment or hospital care in a foreign country or in the U.S. during my participation in the program. Further, the University is not responsible for the quality of such treatment or care.
  3. I certify that I am medically able and capable to participate in the program. I certify that I do not have a medical condition which would endanger the health of others associated with the program. I am aware of all my personal medical needs and I certify that I am capable of and prepared to deal with those needs to the best of my ability. The University is not obligated to attend to my medical or medication needs.
  4. I acknowledge that there are inherent dangers and health risks associated with the program and travel activities such that that no amount of care, caution, instruction or expertise can eliminate. The University is not be responsible for the health risks, injuries, damages or loss beyond its direct control.
  5. If I am injured or become ill, the University or its agents may secure hospitalization and/or medical treatment for me and I shall be responsible for paying all expenses related thereto. The University or its agents may release my medical and other personal information to other persons who may need this information to assist me or to assist others in the program. I have provided the University with an accurate and fully-disclosed health history in my online application questionnaire. Providing false or incomplete information or omitting information from this health history form may be grounds for expulsion from the program, in which case I am aware that I will be sent home at my own expense.

6. Safety Issues
There are safety risks and inherent dangers associated with the program and travel incident thereto and the University is not responsible for such risks or injuries, damages or loss caused by them. I understand that I am fully responsible for avoiding illegal, dangerous or unsafe activities, and I am fully responsible for injury or loss that may result from engaging in such activities.

7. Standards of Conduct

  1. Each foreign country has its own laws and regulations and has standards of acceptable conduct in the areas of dress, manners, morals, religion, social customs, politics, alcohol use, drug use and behavior. I recognize that behavior or conduct which violate those laws or standards could harm the program’s effectiveness and the University’s relations with those countries in which the program is located. I also understand explicitly that behavior or conduct which violates those laws or standards could harm my own health and safety as well as the health and safety of other participants in the program. I take full responsibility for my behavior and conduct. This acceptance of responsibility applies to my conduct and behavior whether or not I am under the direct supervision of the University, University employees, agents, or program officials.
  2. I will make reasonable and good faith efforts to become informed of all laws, regulations and standards for each country to or through which I travel during my participation. I further agree that I will abide by and comply with those laws, regulations and standards.
  3. I understand that I am subject to University policies, procedures, rules, standards and instruction, including the NC State Code of Student Conduct, at all times during my participation in the program and its activities. I further agree to comply with any supplemental rules or standards adopted by the University for the programs in which I am participating.  I understand that NC State may end my participation in the program and related activities for misconduct.
  4. The use or possession of narcotics, or any other illegal substance on the program is expressly prohibited, is cause for immediate expulsion from the program, and may be subject to prosecution in the host country. I understand that the penalties for use or possession of illegal substances in other countries can be much more severe than in the United States and that the University and its agents cannot assist me if I am in violation of host country laws or standards.
  5. The violation of any policies, rules, regulations, or orders of either University employees or any other lawful authority is grounds for immediate expulsion from the Program. I recognize that due to the circumstances of foreign travel and foreign study programs, a due process hearing may not be practicable and therefore may not be available until after the trip or program has ended and I have returned home. I explicitly waive any claims based on alleged inadequate disciplinary procedures.
  6. The abuse of alcoholic beverages is not permitted. I agree to the responsible use of alcohol as outlined in the Study Abroad Office Pre-Departure Handbook.
  7. I must reside in the housing location designated by the program, if relevant. Students must abide by host program or host family’s policy pertaining to house guests and obtain permission to host overnight guests in their housing.
  8. I agree to inform the Study Abroad Office at the University in writing should I choose to withdraw from the program.
  9. I agree to remain enrolled full time during my study abroad experience if I am receiving financial aid (12 credits/semester for undergraduates, 9 credits/semester for graduates, 6 credits/summer). I understand that I may be required to repay part or all of my financial aid immediately if I drop below full-time status at any time during the term of the program.
  10. Acceptance to the program is conditional upon my remaining in good standing with the University for the term prior to participation in the study abroad program.
  11. I have read and agree to abide by the policies and procedures included in the University-provided Pre-Departure Handbook and any program-specific materials provided to me by agents or employees of the University. It is my responsibility to read all materials provided to me and I have been advised to share those materials with my parent/legal guardian/next of kin. I have reviewed the Refund & Cancellation Policies and Payment Policies for study abroad program fees and I agree to abide by these policies. I also agree that I have informed my parent/legal guardian/next of kin that I will be participating in the program.
  12. I agree that the University has the right to enforce all of the standards of conduct, rules and regulations described above and in any other materials provided to me. The enforcement of these rules, regulations and standards are the responsibility of the program director and the Study Abroad Office. In that role, the program director and the Study Abroad Office will use their discretion regarding what interim disciplinary action to take, including removing the participant from the program and sending them home. Students are responsible for all damages caused by their actions or conduct, as outlined in the Study Abroad Pre-Departure Handbook.
  13. If I am expelled from the program, I will be sent home at my own expense with no refund of fees or expenses. I understand expulsion from the program may also include failure of courses. I also understand that I may be subject to further disciplinary, civil and/or criminal action upon my return to the University.
  14. I understand that I am fully responsible for any criminal or legal matters that may arise. I also agree that I am responsible for any encounters that I have with any foreign government, law enforcement, or any individual. The University is not responsible for providing any assistance under such circumstances.

8. Program Changes
The program is subject to modification or cancellation because of natural disasters, political instability, insufficient participation or other causes. If one of these occurs, I may not have any fees or expenses refunded. Program fees and charges are based on various on-site expenses, which are subject to change and for which I am responsible. If I leave the program for any reason there will be no refund of fees paid or expenses incurred. If I lose contact or become detached from the program group or if I become sick or injured, I will at my own expense contact and reach the program group.

9. Indemnification, Acknowledgement of my Responsibility and Assumption of Risk
I fully understand that this program will expose me to many risks associated with foreign travel and participation in a program abroad. I assume responsibility for all risks, known and unknown, involved to me and my property associated with this program, and I am voluntarily participating in reliance upon my own judgment and knowledge of my experience and capabilities. I agree to release, hold harmless, and indemnify NC State University, its trustees, officers, employees, and agents from any from any liability, losses, costs, damages, claims or causes of action of any kind or nature whatsoever, and expenses, including attorneys fees, arising from, proximately caused by or in connection with:

  1. emergencies, accidents, illnesses, injuries or other consequences or events arising from my participation in the program,
  2. any cause, event or occurrence beyond the direct control of the University or its agents including, but not limited to, natural disasters, wars, civil disturbances, terrorist acts or the negligence of other persons, and
  3. events or occurrences caused by my behavior or conduct while traveling or participation in the program.

I understand and agree that this acknowledgement, hold harmless agreement, release, indemnification and assumption of risk shall be binding on me, my heirs, my assigns, members of my family, my executors and administrators and my personal representatives.

10. Voluntary Acknowledgement
I represent that my agreement to the provisions herein is wholly voluntary, and further understand that, prior to signing this agreement, I have the right to consult with the advisor, counselor or attorney of my choice.

11. Interpretation of Agreement
I agree and acknowledge that the laws of North Carolina govern this agreement and that North Carolina shall be the forum for any lawsuit, hearings or adjudications filed under or incident to this agreement or to the program. I further agree that should any provision or aspect of this agreement be found to be unenforceable, that all remaining provisions of the agreement shall continue to be valid, enforceable, and binding.

I have carefully read, understand and fully agree with this agreement. This agreement represents my complete understanding with the University concerning the University’s or its agents’ responsibility and liability for my participation in the program. This agreement supersedes any previous or contemporaneous understandings I may have had with the University or its agents, whether oral or written. I represent that I am at least eighteen years of age or if not that I have secured below the signature of my parent or guardian as well as my own.

Revised 12/18/2015

  • The admin fee is due to the Study Abroad Office by the application deadline. Acceptable forms of payment are credit card*, check or money order (made payable to NC State University in U.S. funds, drawn on a U.S. bank).
    • Credit card payments must be paid online via the application. Credit card payments will be charged an additional 2.75% processing fee. The Study Abroad Office does not benefit from these fees.
    • Check or money order payments may be made in person or sent by mail (postmarked on or before the deadline) to the Study Abroad Office address.
  • The NC State Study Abroad admin fee is refundable only if the student is not accepted to the program. Students who withdraw their application before or after the decision will not be refunded the charge. However, a student who withdraws may transfer the NC State Study Abroad Office portion of the admin fee to a program during the same or future year.
    • Any additional portions of admin fees are subject to the refund and payment policies of their respective organizations.
  • A $25 fee will be charged for returned checks.
  • Students should review the Study Abroad Withdrawal and Refund Policy and Program Cancellation Policy before submitting an application, as they are responsible for the policies outlined therein.

  • Any student who withdraws from a study abroad program must notify the Study Abroad Office in writing (study_abroad@ncsu.edu). 1, 2
  • Admin Fee:
    • The NC State Study Abroad Office portion of the admin fee is only refundable if the student is not accepted to the program or the program is canceled.
    • Students who withdraw their application at any time, before or after the decision date, will not be refunded the admin fee.
    • A student who withdraws may transfer the NC State Study Abroad Office portion of the admin fee to a program during the same or future year.
  • The Study Abroad Office will not provide refunds of any monies paid to outside institutions, organizations, or entities (e.g., tuition for direct enroll programs, host institution housing, third-party program providers, ISEP). Students should contact the outside institution, organization, or entity with questions regarding refund policies.

Semester/Academic Year Exchange Programs

NC State Group Programs
(Summer, Spring Break, other Short-term, NC State Prague, China: Donghua Fashion Institute, NC State in Australia: Adelaide, NC State in Italy: Semester at Lorenzo de’ Medici, Namibia: Wildlife Aerial Observatory and Poland: Global STEM Semester):

Timeline of Student Withdrawal Amount of Program Cost Student is Financially Responsible to Pay 3, in addition to the application fee
After commitment until the Payment Deadline $500
After Payment Deadline to 45 days prior to the program start date 25% or $500, whichever is greater
44 to 15 days prior to the program start date 50%
14 days to 1 day prior to program start date 75%  (90% effective Spring 2018)
On or after the program start date 100%
  • Programs that are not financially administered by the Study Abroad Office may have a different refund policy. Students should inquire with their program director or program provider for details on the terms of their refund policy.
  • Students who choose not to participate in a program activity, either mandatory or non-mandatory (e.g., field trip, excursion, cultural event, or identified housing) will not be refunded any portion of the program cost.
  • Per University regulation 07.55.03, students have the right to file a refund application in the Student Accounts Section of the University Cashier’s Office.  The application must be substantiated by medical reasons, unexpected employment changes, death in the immediate family, or University error. The University will review the application and inform the student of the decision.
  • The student has the right to appeal the decision to the University Fee Appeals Committee. The appeal must be filed within 30 days of notice of the decision and cannot be processed if you have received academic credit for the course.

1 This includes any required withdrawal due to academic or disciplinary misconduct.
2 Notifying a program director alone will not constitute withdrawal.
The program cost will be billed prior to the payment deadline, thus may not be posted to their student account at the time of withdrawal.

The Study Abroad Office acts as the coordinator for all NC State study abroad programs and activities and is responsible for tracking all University-affiliated student international travel (Reg 02.55.01 Student International Travel and Approval of Study Abroad). All NC State students traveling outside of the United States and its territories on University-affiliated activities must provide information to the Study Abroad Office at least one month prior to travel, and follow approved processes. This is critical for risk management purposes and will ensure that the University can provide timely emergency response and other support services.

Graduate Students engaged in non-credit bearing research or conferences abroad are eligible for support through the International Travel Gateway.

The Study Abroad Office takes the health and safety of every student participating on a study abroad program very seriously and therefore may cancel a program in order to ensure students’ safety. Study Abroad regularly monitors U.S. State Department international travel advisories and announcements from the Overseas Security Advisory Council (OSAC) and the Center for Disease Control (CDC).  Study Abroad also consults with Consulates and Embassies and our overseas partner institutions in order to have up to the minute information on any countries where students are or will be studying.

Should a program cancellation become necessary for health and safety reasons prior to student departure, every effort will be made to refund recoverable costs to participants. The time of program cancellation will determine the actual recoverable costs. The closer the program is to the start date, the less recoverable costs will be available. For example, 3 months before a program starts, funds have usually already been paid to many hotels for deposits on housing. These deposits would be considered non-recoverable.

Should a program cancellation become necessary for health and safety reasons after students have arrived overseas, our refund policy is that every effort will be made to refund recoverable costs to the participants. Additionally, the Program Director and/or Study Abroad Office will, to the best of his/her ability, assist students in completing the coursework for the program.

Students wishing to study abroad engage in university-affiliated travel in a location considered a Restricted Travel Area must petition the Study Abroad Office to request special approval. Students must discuss with the Study Abroad director or designee their intended plans and initiate the petition process.

Petition Process and Restricted Travel Definition

Visitors of program participants are not permitted to participate in NC State study abroad program activities. Participation in a study abroad program and its associated benefits (accommodations, meals, transportation, excursions, events, insurance, etc.) are limited to students enrolled in the program.

  • NC State Summer and Short-Term Study Abroad Group Programs
    Due to the short and intensive nature of summer and short-term study abroad group programs, and for risk management and liability purposes, visitors are not permitted to accompany a participant on the program. This allows the University to maintain the academic integrity of the program, and ensure the safety of the student participant cohort. NC State University faculty or staff must have a formal role with the program either as a program director, instructor, or program support staff.
  • Semester or Full Year Study Abroad Programs Visitors may hinder the student’s immersion in the host culture, thus students are discouraged from having visitors while classes are in session. Students may host visitors at the conclusion of their program or during university breaks.
  • Overnight Guests in Program Accommodations (All Programs)
    Most residence halls of host universities, homestays, and housing arranged by program providers have strict regulations prohibiting overnight guests in student rooms. Program participants may not allow visitors to stay overnight in their assigned rooms during participation in a study abroad program without the express permission from the program host or host family.

  • Enrollment

All students participating in study abroad programs or other university-affiliated international travel are required to be enrolled in the GeoBlue international health insurance policy for the duration of their program. This policy is utilized by the entire UNC System and provides comprehensive, low-cost health insurance coverage ($1.45/day).

GeoBlue health insurance only covers students while abroad and during their program dates; therefore, the Study Abroad Office recommends all students remain enrolled in domestic health insurance while studying abroad to ensure coverage before and after program dates. Students are also able to purchase Before and After coverage directly from GeoBlue to cover travel outside of their program dates.

All NC State study abroad program personnel are also required to enroll in the GeoBlue international health insurance policy as a part of the University’s risk management practices.

  • Payment

Full Service, Limited Service, and ASB

International Health Insurance is an included expense in the program cost for Full and Limited Service Study abroad programs. The Study Abroad Office will process an Inter-Departmental Transfer (IDT) to the campus partner to cover the cost of the insurance.

Students Participating on Non-NC State Programs

Students participating on Non-NC State programs (exchange, direct enroll, third party) will be directly billed for the cost of insurance. Students participating on programs organized by a UNC system affiliate institution will be enrolled and billed by that institution.

Travel Gateway

Students that have registered in the International Travel Gateway will have the cost of insurance directly billed to their student account. After students have been billed for international health insurance, campus partners have the option of covering the cost of insurance using the GA-1 form. For questions about the GA-1 form, please contact the Cashier’s Office.

Campus partners traveling internationally with groups of twenty students or more can cover the cost of insurance through an Inter-Departmental Transfer (IDT). Prior to having students register in the Gateway, group leaders should contact the Study Abroad Office with the full roster of participants and OUC/bookkeeper information. Please allow two to three weeks for processing.