TERMS OF THE STUDY ABROAD PROCESS
Carefully read the following. By signing and submitting this form you (or the parent / legal guardian of the participant) are agreeing to the terms of acceptance.
Acceptance Terms
1. I understand that if I am accepted to the study abroad program, I will then be required to submit required documents to secure my enrollment, that could include but are not limited to:
- Medical Evaluation Form to determine health conditions that can affect travel
- Medical Release Form to allow medical assistance in an emergency situation if emergency contacts cannot be reached
- Disability Accommodation Form
- Release of Information to allow your basic information to be shared with the program provider and vendors to make arrangements for the program.
- Photo/Video and Media Releases to utilize your images in future marketing, or to opt out of your image use
- Re-Entry Agreements such as a re-entry orientation or advising appointment, without creating an undue burden to alumni schedules
- Passport Scan
- Travel Plans Form, such as airline and flight information to/from the program site.
2. I agree to attend the mandatory pre-departure orientation(s) if I am admitted to this study abroad program.
3. I further certify that I am in good academic and disciplinary standing at my home institution, and that I am not subject to any action at law or facing any pending legal action that would preclude me from departing or re-entering the USA.
4. I also understand that I may need to obtain a visa to attend this program, and that although the study abroad office can offer general advice, it is my responsibility to complete this in time to attend the program.
Payment Terms
1. Program Fee
After being accepted to participate in the Program, and upon confirming my participation in the Program, I will pay a program fee on a date provided, which may include an initial deposit, one full payment, or split payments.
2. Additional Fees
I will pay tuition to my institution, and there may be associated fees based on my home college, program, or tuition setup. In addition, I understand that certain courses at WCCCSA Member Colleges require students to pay special class fees and certain departments may charge students an additional fee in order to maintain enrollment in the major.
3. Additional Personal Expenses
I understand that additional expenses NOT included in the program fee are my sole responsibility and are not part of the fees charged to my student account. WCCCSA strongly advises that I inform myself fully of all cancellation and refund policies for any arrangements I make independently (i.e., flights, excursions, etc.) in connection with the Program before making any financial commitments related to these arrangements. WCCCSA assumes no responsibility for any of these independent expenses that I incur in connection with my Program.
4. Paying with Financial Aid or Scholarships
If I am a Financial Aid or Scholarship recipient, I acknowledge that it is my responsibility to arrange for my Financial Aid/Scholarship funds to apply to the fees outlined above. I understand that because of deadlines associated with contractual obligations incurred by WCCCSA related to the Program, it is possible that I may not know how much Financial Aid or Scholarship funding will be available to me for the term of the Program until after the payment deadlines, and I will be responsible for paying all program fees in part or in full before receiving my financial aid funding.
5. Late Payments
I understand that I am expected to pay all fees associated with my participation in the Program by the posted due date(s). Late payments may be subject to late fees, such as a one-time $100 fee. For tuition, students with account holds or outstanding payments may be prohibited from registering for classes in future terms and may be blocked from receiving college services, such as transcripts or diplomas. If I fail to pay all such fees in full, the WCCCSA Member College may refer me to an outside collection agency with late fee assessment (interest) continuing monthly until paid in full.
Withdrawal Terms
1. Notice of withdrawal from the Program must be submitted in writing to the WCCCSA program coordinator or campus coordinator by email, mail, or in person. The date of withdrawal is the regular business day during which my written withdrawal statement is received.
2. WCCCSA DOES NOT guarantee that any portion of the fees owed will be removed or refunded if I withdraw from the Program for any reason. The later I withdraw from the Program, the higher my financial obligation to the Program is likely to be.
3. If the WCCCSA has paid or encumbered funds on my behalf at the time of my withdrawal from the Program, I am not entitled to a refund of those funds unless and until the third party to which the WCCCSA has paid or encumbered such funds reimburses the WCCCSA or releases the WCCCSA from the financial obligation.
4. If I withdraw from the Program for any reason, I understand and agree that the WCCCSA will not be responsible for any personal expenses or losses incurred as a result of Program cancellation (e.g., flights, excursions, etc.).
5. It may take a significant amount of time for the WCCCSA to identify all unrecoverable costs; a refund amount may not be determined for up to a quarter after the withdrawal.
Medical and Compassionate Withdrawals
6. The WCCCSA will process medical and compassionate withdrawal requests only through established WCCCSA Member College procedures. The review and consideration of requests are at WCCCSA’s discretion. No refunds will be generated for any Program-related charges associated with a medical or compassionate withdrawal.
Withdrawing from Classes
7. After withdrawing from the Program, it is my responsibility to withdraw from all courses associated with the Program in order to avoid any tuition charges and/or to prevent failing grade(s) being issued, subject to the terms of the WCCCSA Member College course withdrawal policy.
8. I understand that any request for a tuition refund must be submitted directly to my home campus office in charge of tuition payments, in accordance with established policies.
Financial Aid and Scholarships
9. If I am a Financial Aid or Scholarship recipient, I acknowledge that it is my sole responsibility to contact my home campus office in charge of financial aid and scholarships immediately upon withdrawal from the Program, as withdrawal may affect my Financial Aid package.
10. If I am a Running Start student, I should be in contact with the Running Start office on my respective college campus to understand whether and how much my tuition in the study abroad program will be covered through the Running Start program. I understand that any study abroad program tuition not covered by the Running Start program is my own financial responsibility.
Program Cancellation
1. Each program has a specific cancellation policy. I will read my program cancellation policy and clarify any questions prior to making a financial commitment.
2. If the Program is canceled prior to departure from the USA, the WCCCSA will notify me by email. WCCCSA will make reasonable efforts to work with the program providers to refund recoverable costs, and will inform me if I am eligible to receive a full or partial refund. Depending on the date or circumstances of the cancellation, I may not be eligible for any refunds.
3. It may take a significant amount of time for the WCCCSA to identify all unrecoverable costs; a refund amount may not be determined for up to a quarter after the program cancellation.