Overview:

Academic Policies
Financial Policies
Credit for Study Abroad
Unaffiliated Programs
Exception to the TU Student Travel Policy
Non-Credit Bearing Programs

Academic Policies:

1. Class standing:  Students who have completed at least one academic year as a full-time TU student are eligible to study abroad.  Students who transfer from another institution must complete one full year at TU before they may apply to study abroad, regardless of their number of credits.  Students must have successfully completed the previous semester at TU as a full-time student.
   
   
2. GPA and academic progress: 
1.    Undergraduate students must have a cumulative GPA of 2.75 at the time of application and demonstrate that they are making satisfactory academic progress towards their degree. 
2.    Graduate students must have a cumulative GPA of 3.0 at the time of application and demonstrate that they are making satisfactory academic progress towards their degree. 
   
   
3. Language requirements: Students intending to participate in a study abroad program that has a minimum language requirement or in which all of the courses will be taught in a foreign language must satisfy one of the following criteria in order to be approved for study abroad by the CGE:
   1. Students must meet or exceed the minimum language requirement during the semester immediately preceding participation in the desired program.
   2. Students who are required to take an intensive language course prior to participation in a program with a language requirement will be conditionally accepted, pending their performance in the course. Students who do not satisfactorily complete the intensive language course will have their tuition and fees refunded as per the TU study abroad withdrawal policy.
   3. Students may complete an assessment of their language skills, such as an Oral Proficiency Interview, to determine whether they meet the minimum language requirements.  Assessments may be conducted by the TU language department or the study abroad program provider, and the CGE will evaluate students’ readiness in consultation with the TU language faculty.
      
      
    
4. Disciplinary status:  Students who are currently on disciplinary probation may not participate in study abroad programs.  The Center for Global Education reviews the disciplinary records of all program applicants and reserves the right to deny participation to students who have problematic disciplinary histories.
   
   
5. Insurance:  Students must demonstrate that they meet the minimum TU insurance requirements for students participating in international education programs or purchase the requisite coverage.  The insurance requirements are explained in the separate policy regarding insurance for students going abroad.
   
   
6. Approval for participation:  All students seeking to study abroad must be approved by the Center for Global Education.  Students must complete the study abroad application process as outlined in the study abroad application materials, information sessions, and CGE website.  The CGE reserves the right to deny or withdraw approval of a student’s application to study abroad for any appropriate reason, including a student’s failure to submit the requisite paperwork in a timely manner.  All denials will be accompanied by a letter explaining the reason the application was rejected.
   
   
7. Program specific requirements: Specific study abroad programs may have requirements that exceed TU’s.  Students who are accepted to study abroad by the CGE are not guaranteed that they will be accepted by an overseas university or study abroad program provider.  Students are responsible for determining whether they meet the minimum requirements for the programs to which they have applied.
   
   
8. Appeals:  Any student seeking to appeal a decision regarding their eligibility to participate in TU’s study abroad program should follow the academic appeals process as outlined in the TU Student Handbook, available from the Dean of Students and online.

Financial Policies:

1. Program Costs/ Student Budgets:  The Center for Global Education is committed to making study abroad affordable for all TU students and has adopted policies and practices that ensure that a semester abroad will not substantially exceed the costs of a semester on campus.  Students preparing to study abroad will be advised by staff in the CGE about the costs of the program in which they will be enrolling and related travel and living expenses so that students can accurately anticipate their financial needs for the semester abroad.  Students are required to submit a budget sheet, the primary tool for accurately estimating the costs associated with participation in study abroad, to the CGE prior to their departure from campus; failure to submit a budget sheet may impact a student’s ability to access his or her financial aid for the study abroad program and result in the CGE withdrawing approval of his or her study abroad application.
   
   
2. Tuition: Students participating in study abroad programs, other than the exceptions listed below, will pay the regular TU tuition, room and board. The CGE will directly pay program fees on behalf of the student, which include foreign tuition, room, board, insurance, and excursions directly related to the academic program. Students are responsible for expenses that are not part of the advertised program fee, including international airfare, personal expenses, ground travel, optional excursions, deposits, application fees, entertainment, visa and passport fees, and upgrades in housing or meal plans. The following are exceptions to this policy;
   
   1. Students who are participating in an approved exchange or University Studies Abroad Consortium (USAC) program will pay only the regular TU tuition, and the CGE will pay directly the foreign tuition or program fee. Students will be responsible for their own room, board, and insurance, in addition to the student expenses listed above.
      
   2. Students who participate in programs with fees that exceed the price of the regular TU tuition, room, and board by 15 percent will pay the difference to TU. The CGE will directly pay the program fees on behalf of the student, as per the conditions outlined above.
   
   
3. Financial Aid and Scholarships:  Students studying abroad with approved programs will remain eligible for all of their current financial aid and scholarships. Students must submit an approved CGE budget form to the Office of Financial Aid in order to have financial awards released to cover study abroad expenses.  Students may apply multiple financial awards to cover the estimated program expenses, including tuition and related travel and living costs, as approved on their CGE budget form.  Students must disclose any additional awards they have received for support of study abroad to the financial aid office, such as travel scholarships provided by the program provider; failure to disclose these awards may result in the cancellation of a student’s program and disciplinary action.  Graduate assistantships have work requirements and so students may not hold an assistantship while they are participating in study abroad, with the exception of Woobank assistantships.  Students on Woobank assistantships and fellowships awarded through the Graduate School are required to obtain the written approval of the Dean of the Graduate School to participate in study abroad while they are on a fellowship.
   
   
4. Study Abroad Fee: All students applying to study abroad for a semester, year, or summer term are responsible for a $160 study abroad fee that is charged in addition to application fees required by the study abroad program provider. Students participating in a short-term credit bearing program (spring break, 1-2 weeks) will pay a $30 study abroad fee.
   
   This fee should be paid directly to the CGE at the time the student submits his or her application to study abroad.  This fee is non-refundable unless the student’s application is denied by the CGE.  Students whose application was denied by the program provider will be refunded their fee minus a $50 processing fee only when the CGE has not successfully identified an alternative study abroad program.
   
   The study abroad fee is an administrative fee to cover services provided by the CGE and includes an International Student Identification Card (ISIC), courier handling of documents that must be submitted to foreign universities, and a commencement sash indicating the country in which the student studied (only students who completed a full semester or year of study abroad will be eligible to receive a commencement sash).
   
   
5. Insurance:  Students must demonstrate that they meet the minimum TU insurance requirements for students participating in international education programs or purchase the requisite coverage.  The insurance requirements are explained in the separate policy regarding insurance for students going abroad.  The CGE will make available insurance through an approved vendor that specializes in providing coverage for students participating in international education programs, but students will be responsible for purchasing the requisite insurance themselves.
   
   
6. Summer Sessions:  Students studying abroad for a summer term will pay TU tuition based on the number of credits taken or the program cost, whichever is greater. The CGE will directly pay program fees on behalf of the student, which include foreign tuition, room, board, insurance, and excursions directly related to the academic program. Students are responsible for expenses that are not part of the advertised program fee, including international airfare, personal expenses, ground travel, optional excursions, deposits, application fees, entertainment, visa and passport fees, and upgrades in housing or meal plans.
   
   
7. Spring Break/Summer Field Experiences/Internships:  Students participating in any short, credit-bearing, TU approved program are responsible for the study abroad fee and any fees associated with purchasing required insurance.  Students will pay TU tuition on the basis of the number of actual credits associated with the program, as per the tuition policies outlined in this document.  Students are responsible for all related costs, including but not limited to foreign application fees, airfare, optional tours, damage deposits, student activity or facilities fees, excursions, entertainment, books, ground transportation, additional meals, and personal expenses.
   
   
8. Exchanges:  Exchanges are special relationships between TU and specific foreign universities and are intended to promote international cooperation and collaboration.  Participating students are responsible for paying the tuition to their home institution and the room, board, and related fees to the hosting institution.  Students participating in an exchange program will pay their regular TU tuition and will be responsible for paying all related costs, including but not limited to foreign application fees, airfare, room and board at the foreign location, optional tours, damage deposits, student activity or facilities fees, excursions, entertainment, books, ground transportation, and personal expenses, unless otherwise specified by the negotiated billing agreement between TU and the program provider. The CGE will maintain records to monitor the balance of exchange students with individual exchange institutions.  In order to encourage students to participate in an exchange, the CGE may offer a limited number of travel scholarships for students participating in an exchange of at least one semester.
   
   
9. Presidential Scholars:  Presidential Scholars may apply their entire award, equivalent to current TU tuition plus room and board on campus, to the expenses associated with study abroad. The balance after the payment of the TU tuition, room, and board charges as per the policies outlined in this document, will be deposited in the student’s US bank account to pay for any related program fees. Presidential Scholars may study abroad for a maximum of one academic year plus one summer.
   
   
10. Tuition Reduction Dependents:  Students who are dependents of a TU employee and receive a tuition reduction benefit may apply their award to one study abroad term only (summer or semester), and will be responsible for the room and boad charges as outlined in this document. Students who receive the tuition reduction benefit and desire to spend more than one term abroad will be responsible for the associated tuition and fees. Students are responsible for all related costs, including but not limited to foreign application fees, airfare, optional tours, damage deposits, student activity or facilities fees, excursions, entertainment, books, ground transportation, and personal expenses.
    
    
11. Refunds:  The study abroad fee is non-refundable, except according to the terms described in this document.  Tuition will be refunded according to the terms outlined in TU’s regular tuition refund policies.  Students participating in programs that begin on a schedule different from TU’s academic calendar will still follow the withdrawal timeline as outlined in TU’s policies for the main campus.  Students withdrawing from a program for any reason will be responsible for expenses that were made on their behalf and that are non-refundable, such as airline tickets or deposits on housing.  In addition, students may be subject to the refund policies of any study abroad program provider or overseas institution to which he or she has applied.

Credit for Study Abroad:

1. Affiliated programs:  Credit for study abroad will only be awarded to students who have been accepted to study abroad by the Center for Global Education with affiliated programs, universities, or exchange institutions (hosting organizations/institutions).  Students seeking to study with unaffiliated programs or institutions must complete a separate application process as outlined in the policy document, “Application Process to Study Abroad with an Unaffiliated Program.”
   
   
2. Course Approval: In order to receive credit for courses taken abroad, students must submit a course approval form, signed by their faculty advisor, college academic advisor, and college associate dean or designee.  Classes may be approved as being substantially equivalent to a TU course and will satisfy the same curriculum requirements.  Courses for which there is no TU equivalent, but which are appropriate or desirable for the student’s degree plan, must be indicated and authorized on the Course Approval Form.
   
   
3. Grading Policies: The CGE assumes that students’ work will be assessed by the same rigorous, discriminating grading criteria that is used on the TU campus and evaluates affiliate organizations and institutions to ensure that this standard is maintained.
1. For undergraduates, letter grades earned in study abroad programs will be calculated as part of a student’s cumulative GPA.  Courses taken on a Pass/No Credit basis (see next section) do not have numeric equivalents and will not be calculated as part of a student’s GPA. 
2. For graduate students, all grades will be placed on the transcript as pass/fail.
3. Grades that are issued using the host country’s grading scale will be translated to TU grades according to accepted equivalency scales.  These scales are not a mere adaptation to the US percentage or letter grade system, but aim to match the spirit and rigor of the host country grading system with the US system. 
4. Grade appeals regarding study abroad courses will be considered in accordance with procedures applicable to appeals in other TU courses and as outlined by the study abroad program provider.
   
   
4. Pass/No Pass option:  Students may elect to take study abroad courses for a letter grade or on a pass/no credit (P/N) basis, subject to the following conditions:
   1. A student must choose on a course-by-course basis whether to receive a letter grade or P/N, subject to approval by his or her faculty advisor, college academic advisor, and college associate dean or designee.  A student may not change his or her grading option after he or she has left campus.
   2. All courses taken on a P/N basis must be taken for a grade from the host institution, and a student must receive a grade of “C” (or equivalent) or better in order to earn study abroad credit.  Students’ transcripts will list the course titles, designation of the foreign university or program, the number of credits earned, and either a “P” for pass or “NP” for no-credit. 
   3. The CGE, in consultation with the student’s faculty advisor, major advisor, and/or associate dean, will report a student’s grade as P/N to the registrar.  This report will be accompanied by the transcript received by the overseas institution.
      
      
5. Internships and Independent Study:  Students may enroll in a TU internship or independent study course as part of their study abroad program only with prior approval by their TU faculty advisor, college academic advisor, and college associate dean.
   
   
6. Withdrawal from an Overseas Study Program:  Students who voluntarily or involuntarily withdraw from their study abroad program will be accountable to both TU’s and the hosting organization/institution’s withdrawal policies.  The study abroad fee is non-refundable, except according to the terms described in this document.  Tuition will be refunded according to the terms outlined in TU’s regular tuition refund policies.  Students participating in programs that begin on a schedule different from TU’s academic calendar will still follow the withdrawal timeline as outlined in TU’s policies for the main campus.  Students withdrawing from a program for any reason will be responsible for expenses that were made on their behalf and that are non-refundable, such as airline tickets or deposits on housing.  In addition, students may be subject to the refund policies of any study abroad program provider or overseas institution to which he or she has applied.
   
   
7. Adding and  Dropping Classes:  The CGE strongly recommends that students seek approval for more courses than they intend to take prior to departing campus in order to minimize problems with changing classes while abroad.  Students choosing to add or drop courses while abroad must obtain approval from the CGE, their faculty advisor, college academic advisor, and college associate dean or designee.  Approvals must be obtained no later than two weeks into the host institution’s semester or one week into the host institution’s summer term.  Students are responsible for maintaining minimum enrollment required by the university or to maintain their financial aid.  Students who fail to obtain approval for changes in their study abroad courses, even when the changes occur at the recommendation of the hosting organization/institution, cannot be guaranteed that they will receive academic credit for classes taken as part of their study abroad program.
   
   
8. Course load: 
   1. Undergraduate students participating in study abroad must maintain a full-time course load during each semester as defined by the host institution/organization, or a minimum of 12 TU credit hours.  Student seeking to enroll in more than 15 TU equivalent credit hours while abroad must request special permission from the CGE and the associate dean of their college.
   2. Undergraduate students may not enroll during the summer for more than 6 hours of study abroad credit.  Students seeking to enroll in more than 6 TU equivalent credit hours during a summer study abroad program must request special permission from the CGE and the associate dean of their college.
   3. Graduate students participating in study abroad must maintain full-time enrollment of 9 credit hours. Enrollment in more or less than 9 hours must receive the approval of the student's academic program advisor and the Dean of the Graduate School.
      
      
9. Maximum length for study abroad:  The maximum length that a student may study abroad is one academic year plus one summer term or three summer terms.  Students receiving financial aid are responsible for knowing the length of program that their specific award will cover.

Unaffiliated Programs:

Occasionally, students may have particular academic objectives that cannot be met by the existing affiliated programs and seek to study abroad with institutions or programs that they have identified themselves.  This document establishes a process that will acknowledge legitimate requests for unique study abroad experiences while maintaining the strict academic, health, and safety standards for the programs in which TU students participate.  This process assumes that most TU students can find appropriate academic offerings with existing study abroad affiliates and that applications to unaffiliated programs should only be approved in rare and exceptional circumstances.

Appeals Process

Written Appeal
Student applying to study abroad with an unaffiliated program should submit the following to the Associate Dean for Global Education:

1.    A brief statement about why he or she has a need to study with a program or university not currently affiliated with TU:  This statement should specifically address the courses, research facilities, internship opportunities, or other opportunities available through the proposed program that are not available through TU’s existing list of affiliated programs.

1.    Specific details about the following criteria used by the Center for Global Education when reviewing programs: 
1.    Academics, including information about whether the proposed courses will be approved by the student’s faculty advisor as academic credit.
2.    Housing arrangements
3.    Student services (academic advising, counseling services, excursions, etc.)
4.    Orientation programming
5.    Health and safety protocol
6.     Program costs, including tuition, housing, food, books, insurance, personal expenses, and airfare.
7.    Contact information for the program

Students should submit the above documentation along with a completed online study abroad application by the regular deadline established by the CGE. The document should be uploaded to the online application as an "additional document'.

Application Review

Applications will be reviewed first by the CGE, in consultation with the associate dean from the college in which the student is seeking to obtain academic credit.  The CGE will notify the student in writing whether his or her application has been approved no later than two weeks after the CGE’s deadline for applying to study abroad.    Students’ whose applications have not been approved may petition the decision in accordance with university’s academic appeals policy.

Non-Credit Bearing Programs:

The University of Tulsa recognizes that students seek a diversity of experiences abroad and that non-credit bearing experiences may provide powerful professional and personal learning experiences. TU also acknowledges that all travel abroad carries particular risks. This section outlines a policy that encourages student to participate in non-credit bearing experiences abroad in a manner consistent with other university policies associated with international travel.

Students participating in non-credit bearing experiences that have been significantly sponsored by The University of Tulsa will be expected to follow the procedures outlined in this document. The University will consider any on eof the following conditions evidence that it is a significant sponsor of the experience abroad:

• The experience abroad is primarily organized, directed, or otherwise coordinated by TU.
• The student has received financial support to be applied towards his or her participation in the non-credit bearing program. Such financial support may be applied towards travel, registration fees, conference fees, housing or accommodations, living stipend, or any other expenses directly required for the student to participate in the program.
• The experience will be conducted by a recognized TU student organization with a faculty advisor.

Students who are participating in an experience that meets at least one of the criteria above will be expected to demonstrate that they are in good academic standing with the University and follow university policies regarding international travel. Additionally, students will be expected to complete the following:

1. Registration with the Center for Global Education: Students will complete the on-line registration form for “Non-Credit Bearing Experiences,” available from the link above. This form will require the student to provide information including dates of travel, in-country contact information, emergency contacts, and health conditions that may impact travel. 
2. Insurance: Students must demonstrate that they meet the minimum TU insurance requirements for students participating in international education programs or purchase the requisite coverage. The insurance requirements are explained in the separate policy regarding insurance for students going abroad. The CGE will make available insurance through an approved vendor that specializes in providing coverage for students participating in international education programs, but students will be responsible for purchasing the requisite insurance themselves.
3. Assumption of Risk: The student will be expected to sign an “Assumption of Risk” acknowledging the risks associated with his or her participation in independent travel abroad. (Document can be signed online, using the CGE online account)

Click here for a printable copy of the Non-credit bearing programs policy.