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Effective for all 2023-2024 off-campus study programs, participants must pay a non-refundable $450 deposit at the time of commitment to their program. This deposit is applied to the overall program costs for the semester of participation or forfeited upon withdrawal from a program. Failure to pay the enrollment deposit will result in withdrawal from the program. If this payment presents a significant and demonstrable financial burden, a student accepted to a program may contact the Office of Off-Campus Study to submit a request to reduce the deposit, which will be considered on a case-by case basis with input from the Office of Financial Aid.��

This language may also be found in the ե֭�� catalog.��

Payment of the deposit is made by credit card via at the deposit portal:
��

Course Approval

Courses taught by ե֭�� Faculty

ե֭�� Study Groups normally include at least one previously scheduled course taught by the ե֭�� faculty director. Confirmed Study Group courses are listed in the course pre-registration booklet published by the Office of the Registrar. Prior to the start of the study group, the registrar will register students for the study group. No further action is required to clear or receive ե֭�� credit.

Courses Taught at a Host University or Approved Program Center

Courses taken at a host institution as part of a Study Group or Approved Program do not automatically earn credit. To earn credit, elective courses must be in the liberal arts. Courses in marketing, business, journalism, or other subjects beyond the scope of ե֭��’s curriculum are not eligible for ե֭�� credit.

Major credit must be pre-approved by the department chair, as must all credit (elective or major) in natural sciences and English.

ե֭�� Study Group students must provide the study group director and ե֭��’s registrar’s office with a list of elective courses in which they have enrolled at the beginning of the semester. Note: Individual study groups may have specific registration policies that limit the types of courses a student may receive credit for. When in doubt, students should consult their study group director, the Office of the Registrar, or the Office of Off-Campus Study.

Approved Program students seeking any type of transfer credit must complete and submit a��Transfer Course Equivalency��form for each course being considered��and��confirm which courses are being taken using the��Course Selection��form to the Office of the Registrar prior to departure (by April 15 for Fall programs and November 15 for Spring programs).��It's expected that students will submit more courses than they anticipate taking because there are no guarantees that a particular course will be open/available at the time of registration. Learn more about��Transfer Credit Approval Process.

Repeating Courses

Courses taken off campus may not be repeated on campus. Courses taken on campus may not be repeated off-campus.

Grades and the S/U Option

Students are required to take courses off campus for a grade. Courses taken on a satisfactory/unsatisfactory or pass/fail basis will not be awarded ե֭�� credit.

Semester Course Load A normal course load on a ե֭�� study group or approved program is 4.00 course credits (the equivalent of four regular ե֭�� courses), unless additional coursework is a required part of the program.

Students may be required to enroll in more than four courses while on their off-campus program in order to receive 4.00 credits. Since credit systems are different at many foreign universities, students should not assume that one course at a host university or program — whether taken through a ե֭�� study group or an approved program — equals one credit.

Transcripts

Course titles, credits, and grades from all approved courses taken on a ե֭�� study group or approved program are recorded on the ե֭�� transcript.

Grades from courses taken at a host university are converted to the U.S. equivalent by:

• the director in the case of ե֭�� study groups
• The program provider in the case of approved programs

ե֭�� Study Groups

All approved courses taken on a ե֭�� study group, including those taken at a host institution, are awarded ե֭�� credit and factored into the student’s GPA.

Approved Programs

All approved courses taken on an approved program are awarded transfer credit. Although grades are recorded on the transcript, they are not factored into the student’s ե֭�� GPA.

Questions

Questions regarding credit or approval not answered here should be directed to the Office of the Registrar.

Once students have turned in their travel plans form, Off-Campus Study will inform them if they fall into one of the categories below.

Excluded Travel (USDOS Level 4)

ե֭�� undergraduates may not receive sponsorship for activities abroad, including:

• Credit for study abroad
• Funding for internships, research, or volunteer activities
• Sponsorship for extracurricular activities, such as music or sport,

for countries for which the U.S. State Department has issued a travel advisory Level 4 that does any of the following:

• issued a Do Not Travel for that country
• orders departure of U.S. dependents and non-emergency personnel;
• recommends that any U.S. citizens remaining in the country should depart;
• strongly warns U.S. citizens against travel to the country;
• warns or urges U.S. citizens to defer (non-essential) travel to the country;
• or warns that the U.S. Embassy’s ability to provide emergency consular services is limited.

For countries for which a Level 4 is in place, the advisory must be reduced to a Level 3 or less before the date of departure for ե֭�� sponsorship to be given.

Petitionable Travel (USDOS Level 3)

ե֭�� students may petition to receive sponsorship for activities abroad, including:

• Credit for study abroad
• Funding for internships, research, or volunteer activities
• Sponsorship for extracurricular activities, such as music or sport

for countries for which the State Department has issued a Level 3 advisory, recommend against travel.��

The petition should include:

• A summary of the student’s plan for the sponsored activity
• An itinerary that includes likely destinations within the country
• An explanation of how the student will travel within the country
• An explanation of where the student will be staying within the country
• Previous academic courses (including language) or experiences that the student has had that might prepare him/her for this experience

The Off-Campus Study Office��and Risk Management will inform the student if their petition has been approved, denied, or if further information is needed.

It is the student's responsibility to coordinate in advance with Office��of Student Disability Services (OSDS) and the appropriate offices at their study group site to request academic adjustments. Students may not be afforded the same academic adjustments off campus that they are here at ե֭��. Host countries and host universities may have laws and guidelines very different from those in the U.S. and it is the student's responsibility to research and prepare to succeed in a different academic setting.

Students registered through the��Office of Student Disability Services��(OSDS) who are eligible for on-campus accommodations are also eligible for accommodations abroad��when these arrangements are available off-campus. Housing accommodations are also included in this category. You must already receive housing accommodations through the OSDS on the ե֭�� campus, to be eligible to request ADA accommodations for your off-campus study program.

Please note that because these services, including housing options, are not available everywhere, the logistics of setting up accommodations can be a complex process. Therefore, we encourage you to begin planning early in your ե֭�� degree process to include a semester or extended study program off-campus. Planning early can help us to identify options for your particular situation. We look forward to working with you.��

ե֭�� semester programs are arranged in cooperation with universities or organizations that ե֭�� selects to structure our study groups. These arrangements usually include housing for all participants. If the arrangement is with a University, ե֭�� contracts for housing provided by the University or a service provider or, in the case of immersion language programs, host families, to house our students. Housing differs from program to program, international or domestic. This housing can take the form of dormitories, apartments or host families. Students should expect to share rooms within apartments or dormitories. Students in language immersion programs should be housed one to a family.

When students are studying abroad in a foreign language setting, students will sometimes be offered the chance to live with a host family. These host families are selected and vetted by professionals in the setting. Our program has been in existence since 2003 and we have many host families (families can mean single mothers, families with grown children or young children) who have been hosting our students for many years.��

ե֭�� students are required to live in program-provided housing. Independent housing will not be approved by ե֭��.

Many programs offer more than one housing option. We urge you to:

• Pick an option that maximizes your chances of meeting locals (homestay, dorm, or other housing shared with local residents).
• Understand the cost of your choice. ��We provide an average on the cost estimate, but some choices may carry additional fees or may be more cost-effective.
• Know what is included. ��Many housing options are self-catered, but some include full or partial board.

Typically students share a room with one or two other students.

Students registered through the Office of Student Disability Services (OSDS) who are eligible for on-campus accommodations are also eligible for accommodations abroad when these arrangements are available off-campus. Housing accommodations are also included in this category. You must already receive housing accommodations through the OSDS on the ե֭�� campus, to be eligible to request ADA accommodations for your off-campus study program.

Please note that because these services, including housing options, are not available everywhere, the logistics of setting up accommodations can be a complex process. Therefore, we encourage you to begin planning early in your ե֭�� degree process to include a semester or extended study program off-campus. Planning early can help us to identify options for your particular situation. We look forward to working with you.��

ե֭�� considers acquisition of an intercultural perspective an important goal of a liberal arts education. We are proud of the strong and extensive programs for off-campus study offered to students and the high rate at which students avail themselves of these opportunities.

A high participation rate, however, must be balanced across semesters in order to maintain the integrity of the on-campus academic program, housing, and student activities. The university therefore reserves the right to regulate the number of students permitted to study off-campus each semester. Recent years have seen high demand for spring, and it has not been possible to accommodate all requests.

We expect that the majority of students permitted to study on approved programs will be approved for fall. Students who request a fall approved program will be approved by off-campus study on a rolling basis, and should submit the off-campus study application early so that they can apply to their program provider at the start of the spring semester.

Requests for spring approved programs will be considered at the deadline. First priority will be given to students whose study group or program is offered only in that semester. Since most approved programs are available in both fall and spring, students requesting a spring approved program must include a viable fall program option in their application. They should be prepared to apply for admission immediately in the event that they are approved for fall. Students will be notified of permission to participate on an approved program, and which semester, prior to March 1. Failure to include a fall option will not guarantee approval to study off-campus in the spring.

We encourage students to discuss their off-campus study plans with their faculty (major) adviser(s) and an Off-Campus Study adviser.

Schedule an Off-Campus Study Consultation��

ե֭�� Study Groups Courses (including course load and the S/U grading option)
All academic regulations, registration changes and drop/add deadlines for a term are applicable to students enrolled in a study group.��

A normal course load on a ե֭�� Study Group is 4.00-4.5 course credits (the equivalent of four regular ե֭�� courses), unless additional coursework is a required part of the program. Any deviation from this norm requires approval first from the director of the Study Group and the director of Off-Campus Study, and subsequently from the Associate Dean of the Faculty. Since credit systems are different at many foreign universities, students should not assume that one course at a�� host university equals one ե֭�� credit.��

Use of the satisfactory/unsatisfactory (S/U) grading option for Study Groups is highly discouraged.�� Requests for the S/U grading option must be approved by the director of the Study Group, the�� director of Off-Campus Study, and the Associate Dean of the Faculty.��

Courses taken on a ե֭�� Study Group may not be repeated on campus. Courses taken on campus may not be repeated on a ե֭�� Study Group without permission of the department chair/program director and Associate Dean of the Faculty.��

Course Approval for Study Groups��
All approved courses taken on a ե֭�� Study Group are awarded ե֭�� credit, including those taken at a host institution. Grades for courses taken at a Study Group host institution are converted to U.S. equivalents by the director and will be recorded on the ե֭�� transcript and factored into the student’s GPA.��

Courses taken at a host institution as part of a Study Group do not automatically earn credit. Elective courses should be in the liberal arts; courses in marketing, business, journalism, or other subjects beyond the scope of ե֭��’s curriculum are not eligible for credit. Concentration credit must be pre-approved by the department chair, as must all credit (elective or concentration) in natural sciences and English. At the beginning of the Study Group semester, students must provide the Study Group director and ե֭��’s Registrar’s office with a list of elective courses in which they have enrolled. Note that individual Study Groups may have specific registration policies that limit the types of courses a student may receive credit for. When in doubt, students should consult with their�� Study Group director, the Office of the Registrar, or Off-Campus Study.��

Financial Aid
ե֭�� grant recipients may receive additional assistance for one ե֭��-directed Study Group program.�� All financial aid recipients will be offered a loan of no more than $1,500 to help cover the extra cost of the program, regardless of initial financial aid awarded. Your ե֭�� Grant, if applicable, will be increased to cover any remaining extra cost based on the program cost estimate.

Study Group students who are not currently receiving aid from ե֭�� should consult the Office of�� Financial Aid (finaid@colgate.edu or call 315-228-7431) to learn about their eligibility for loans to meet the extra cost of a Study Group.��

Visas
Students are responsible for understanding and complying with all visa-related costs and requirements. There are significant requirements to be met that take time, advance planning, and may incur extra costs. It is imperative that students contact the Off-Campus Study office to learn as�� much as possible about visa requirements, particularly if they will be traveling on a non-U.S. passport.��

ե֭�� Program Deposit and Withdrawal
All students participating in a study group are required to make a $450 non-refundable program deposit in order to commit to a program. The $450 deposit will be applied to program costs when the program's fees are added to your student account. The deposit would be forfeited if you withdraw from the program after making the deposit.��

Notification of withdrawal must be dated and delivered to the faculty director and the director of Off-Campus Study. Email notification from a ե֭�� email address is acceptable. The postmark or date of the email will serve as the basis for any refund.��

Refunds of ե֭�� tuition charged for off-campus study are governed by the university’s refund policy. Students will also be charged for any non-recoverable expenses including, but not limited to,�� non-refundable deposits, housing, transportation, visas, and/or shared group expenses. The extent of non-recoverable expenses varies by program and date of withdrawal.��

Student Activity Fee��
Students are billed for the semester Student Activity Fee and half of the fee will be put toward a student-directed study group activity while off-campus. The activity will be decided upon by the students in the group with guidance from the Study Group director. Note that University policy does not permit Student Activities fees to be used to purchase alcohol.��

Housing for the Return Semester��
Students must go to the Residential Life Office before leaving for the Study Group to make housing arrangements for the semester when they plan to return to campus.��

Study Group Evaluation
Students must fill out a Study Group evaluation at the end of the study group semester. These evaluations are confidential.��

Off-Campus Study Forms: Students either need to review, sign or complete the following Post-Decision requirements through ե֭��’s Off-Campus Study portal in order to participate in an approved program (due April 15 for Fall, November 15 for spring):

• After Admission to Your Approved Program
• Applying to Your Approved Program
• Approved Program Deposit Policy
• Approved Program Housing
• ե֭�� Approved Program Participant Agreement
• HIPAA Authorization
• Non-directory Information Release Form
• Off-Campus Study Approved Program Policies (this document)
• Program Confirmation Form (submit after acceptance by the program provider)
  ��

Students should complete the Transfer Credit Approval Process online through the Registrar's Office by November 15 for spring programs and April 15 for fall programs.

Academic and Disciplinary Standing
All students must be in good academic and disciplinary standing at ե֭�� up to the time of their departure for their approved programs in order to maintain approval to participate.��

Financial Standing
In addition, students must be in good financial standing with ե֭��. A financial hold due to a past-due student account balance will impact a student’s ability to participate, register in the program, and /or transfer of credit.

Courses and Credits
Students should enroll in a normal, full course load on an approved program to receive the equivalence of 3.75 to 4.0 units at ե֭��, unless additional coursework is a required part of the program. Any deviation from this norm requires approval from the Director of Off-Campus Study and the Associate Dean of the Faculty.

Definition of Full Course Load:��Students may be required to enroll in more than four courses on the off-campus program to receive 4.00 credits. Since credit systems are different at many foreign universities and study abroad centers, students should not assume that one course on an approved program equals one ե֭�� credit. It is the student’s responsibility to verify with the Registrar the requirements for a full course load on their chosen program. This should be discussed as part of the Transfer Credit Approval Process listed below.

• Definition of Full Course Load:��Students may be required to enroll in more than four courses on the off-campus program to receive 4.00 credits. Since credit systems are different at many foreign universities and study abroad centers, students should not assume that one course on an approved program equals one ե֭�� credit. It is the student’s responsibility to verify with the Registrar the requirements for a full course load on their chosen program. This should be discussed as part of the Transfer Credit Approval Process listed below.
• Partial Credit Courses: Courses must bear a minimum of three semester hours or five quarter hours and be comparable to ե֭�� courses in terms of classroom hours.
• S/U Option: Students are required to take courses off campus for a grade.�� Courses taken on a satisfactory/unsatisfactory or pass/fail basis will not be awarded credit.
• Repeating Courses: Courses taken off-campus may not repeat or substantially overlap courses taken at ե֭��.
• Independent Studies and Field Research: Credit for independent studies and field research may be awarded only when it is a required component of an approved program and has received pre-approval by an appropriate department and by the Registrar.
• Internships Credit: ե֭�� does not award credit for experiential learning on approved programs.
• Applying credit to ե֭�� requirements: Approved program courses that have received prior approval from the ե֭�� Registrar may be used to satisfy the areas of inquiry requirement.�� Courses taken on approved programs may not be used to satisfy the Common Core requirement or the Global Engagements requirement.
• Non-Approved Courses and the Full Course Load: Students are required to take a full load of courses approved by ե֭��.�� Credit-bearing internships or other coursework not approved by ե֭�� may be taken as an overload if permitted by the program, after the student has enrolled in enough approved coursework to receive 4.00 credits.�� Over-enrollment charges for courses not approved by ե֭�� are the responsibility of the student and are not covered by ե֭�� tuition.

Course Approval for Approved Programs
All approved courses taken on an approved program are awarded transfer credit. Grades for courses taken on an approved program will be recorded on the ե֭�� transcript but are not factored into the student’s ե֭�� GPA.

Transfer Credit Approval Process
Courses taken on an approved program do not automatically earn credit. Students seeking any type of transfer credit must complete and submit a Transfer Course Equivalency form for each course being considered and confirm which courses are being taken using the Course Selection form.��

1. Course Equivalency Form
   Students submit courses for review/approval. Submit a form for each course you would like reviewed to the Registrar for pre-approval by mid-April for fall programs, mid-November for spring programs. It's expected that students will submit more courses than they anticipate taking because there are no guarantees that a particular course will be open/available at the time of registration.��
   ��
2. Course Selection Form

After all courses have been reviewed/approved by the registrar’s office and, if applicable, the relevant department/program, students must identify which courses they have enrolled in at the host institution.

Elective courses should be in the liberal arts; courses in marketing, business, journalism, or other subjects beyond the scope of ե֭��’s curriculum are not eligible for credit. Major credit must be pre-approved by the academic department, as must all credit (elective or major) in natural sciences and English. When in doubt, students should consult their faculty advisor or the Office of the Registrar (315-228-7408).

Students who must change or add course approvals while away from ե֭�� should contact the Office of the Registrar.

Disputed Grades
The Registrar bases transfer credit on the transcript or grade report issued by your host institution. Grades are governed by the host institution’s policies and cannot be overridden by ե֭��. Grade appeals must be addressed to the host institution through their official process.

Examinations and Early Departure
Students are expected to remain on site for the full duration of the program, including the final examination period, and to take examinations at the regularly scheduled times.�� Do not plan to leave your program prior to the published departure date.�� ե֭�� does not permit students to take examinations off site or early, except in cases of personal or family emergency.�� ե֭�� is not obliged and may not be able to award credit or help students earn credit in cases of early departure or withdrawal. Students needing to leave a program early should contact their administrative dean and copy Off-Campus Study with the request.

Housing
Students must live in program-provided housing, except in cases of programs that regularly require students to find their own housing. ե֭�� does not permit independent housing.

Costs and Billing
Students will be invoiced for ե֭�� tuition for all programs and housing fees for most programs.�� ե֭�� will pay the approved program provider on the student’s behalf.�� Should a student or family receive a bill from the program provider, they should consult with Student Accounts (stuaccounts@colgate.edu or 315-228-7812) before remitting any payment.�� ��
�� �� �� ��
Students are responsible for any application fee charged by the program provider and any refundable housing deposit.�� ե֭�� grant recipients who need assistance paying these costs should contact Off-Campus Study (off-campusstudy@colgate.edu; 315-228-7216).

Financial Aid
ե֭�� grant recipients can receive additional assistance for one ե֭��-directed off-campus Study Group or Approved Program and one ե֭��-directed extended study program.�� For details of the award process, please refer to Financial Aid Policies and Procedures: Current Students (see “Study Groups.”)�� You may also contact the Office of Financial Aid (finaid@colgate.edu; 315-228-7431)

Students who are not currently receiving aid from ե֭�� should consult with the Office of Financial Aid to learn about their eligibility for loans to meet the extra cost of an approved program.

ե֭�� Program Deposit and Withdrawal
Program deposits are paid by ե֭�� on the student's behalf. But do understand that even though ե֭�� pays the deposit, you are ultimately responsible for it. Should you withdraw from the program, you will be charged this non-refundable deposit. Written notification of withdrawal of participation in an approved program must be dated and delivered to the director of off-campus study.�� Email notification from a ե֭�� email account is acceptable. Refunds of ե֭�� tuition charged for off-campus study are governed by the university’s refund policy.�� Students will also be charged for any non-recoverable expenses including, but not limited to, non-refundable deposits, approved program charges, housing, transportation, visa fees or shared group expenses. The extent of non-recoverable fees vary by program and date of withdrawal.

Cancellation of plans
All ե֭�� offices including the Registrar and Residential Life are notified of which semester you will be off-campus. You will not be able to register for classes nor secure housing on campus for the semester. If you need to cancel your plans you must notify OCS in writing and consult with your administrative advisor as early as possible. Your course selection options are more limited if you cancel your plans after the registration period begins.

Depending on when you cancel your plans or withdraw from your program, returning to campus may not be an option. Please refer to Chapter VII Academic Regulations in the ե֭�� Catalog regarding Registration policies.

Disciplinary Policies
You are responsible for complying with your program’s requirements, including those for conduct.�� Your program provider reserves the right to respond to noncompliance with program requirements as appropriate, up to and including removal from the program.�� ե֭�� reserves the right to pursue disciplinary charges arising out of behavior leading to removal from the program, or other conduct occurring abroad.

Health and Security Insurance
Health insurance coverage is included by some approved programs, and ե֭�� will enroll students in CISI travel health insurance in cases where programs do not provide insurance or insurance provided is not substantially similar to coverage under ե֭��’s CISI policy.�� All ե֭�� study-abroad participants and overseas travelers are covered by International SOS assistance and evacuation services. ե֭�� highly recommends that students retain their domestic health insurance coverage in case of a return to the US (personal health situation, program cancellation due to a situation like the pandemic, etc.) earlier than expected during their scheduled time abroad.

Housing for the Return Semester
Students must go to the Residential Life Office before leaving for the off-campus program to make housing arrangements for the semester when they plan to return to campus.

Financial Aid for the Return Year
Please be aware that Financial Aid forms for the following academic year are still due by November 30, even if you are off-campus in the fall semester.

Off-Campus Study Evaluation
Students must fill out an evaluation at the end of the off-campus semester. While confidential, these are important to our review of approved programs.
�� �� �� �� �� �� �� �� �� �� �� �� �� �� �� �� �� �� �� �� �� �� �� �� �� �� �� �� �� �� �� �� �� �� ��
If you have any questions about the following topics, please use the contact information to ask any questions:

• Programs, including applications, visas, deposits, etc. - Off-Campus Study advisers (off-campusstudy@colgate.edu or 315-228-7216)
• Major credit - Major department adviser or chair
• Minor credit - Minor department adviser or chair
• Language credit - Department chair or Registrar
• General transfer credit - Associate Registrar (315-228-7419)
• Billing and payments - Student Accounts (stuaccounts@colgate.edu or 315-228-7812)
• Financial Aid awards - Financial Aid (finaid@colgate.edu�� or 315-228-7431)
• Housing arrangements for return - Residential Life (reslife@colgate.edu or 315-228-7367)

��

Students apply to Extended Study programs during the semester prior to the on-campus course. Admission decisions will be decided by the faculty director.

Course Registration
Extended Study courses are listed in the course pre-registration booklet published by the Office of the Registrar. Prior to the start of the Extended Study, the Registrar will register students for the Extended Study course.

Academic Regulations
All academic regulations, registration changes and drop/add deadlines for a term are applicable to students enrolled in an Extended Study.

Financial Aid
ե֭�� grant recipients may receive additional assistance for one ե֭��-directed Extended Study program.�� All financial aid recipients will be offered a loan of no more than $1,500 to help cover the extra cost of the program, regardless of initial financial aid awarded.�� Your ե֭�� Grant, if applicable, will be increased to cover any remaining extra cost based on the program cost estimate.
��
Extended Study participants who are not currently receiving aid from ե֭�� should consult the Office of Financial Aid (finaid@colgate.edu, 315-228-7431) to learn about their eligibility for loans to meet the extra cost of an Extended Study.

Visas
Students are responsible for understanding and complying with all visa-related costs and requirements. Obtaining a visa requires time, advance planning, and often extra cost. Approved Extended Study participants must contact the Off-Campus Study office to learn about visa requirements, particularly if they will be traveling on a non-U.S. passport.

ե֭�� Program Deposit and Withdrawal
All students participating on an extended study program are required to make a $450 non-refundable deposit in order to commit to a program. The $450 deposit will be applied to program costs when the program's fees are added to your student account. The deposit would be forfeited if you withdraw from the program after making the deposit. You may also be responsible for other expenses incurred to date on your behalf if you withdraw late in the semester.

To formally withdraw, you must send an email to both your faculty director and to the Off-Campus Study Office at off-campusstudy@colgate.edu.

Extended Study Evaluation
Students must fill out a confidential evaluation at the end of the Extended Study program. These evaluations are anonymous.��

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