Study Abroad Program Policies

Thinking about studying abroad? Review our policies before you apply.

Eligibility

  • Students must be in good academic and disciplinary standing at CCBC at the time of application and immediately prior to the study abroad program.
  • Students on academic warning, suspension, or probation at the time of application or immediately prior to the study abroad program are not eligible to study abroad.
  • Students on disciplinary probation and/or who have a significant history of disciplinary problems may not be eligible to participate in study abroad.
  • Students must be at least 18 years old to participate in CCBC study abroad. Exceptions may be considered on a case-by-case basis when a chaperone (usually a parent or guardian) can also enroll.
  • Students must meet specific requirements and deadlines to be eligible to study abroad.
  • Participants must attend required study abroad pre-departure orientations.
  • Most CCBC study abroad programs are open to CCBC students, CCBC faculty and staff members, non-CCBC students, and members of the community. Students who wish to study abroad on a CCBC faculty-led program after graduation or while not concurrently enrolled at CCBC are not eligible to apply for CCBC financial aid or scholarships for study abroad.

Academics

  • Students who receive financial aid for study abroad must register for an associated course per program requirements and written instructions from the faculty leader.
  • Students who receive approval from the faculty leader to study abroad on a CCBC program without an associated course will complete certain academic assignments for the faculty leader in order to qualify for the study abroad credential on their CCBC transcript.
  • Students must satisfactorily complete assigned academic work to receive the study abroad transcript credential and (if applicable) final course grade.
  • Student attendance at all scheduled program activities is required, both at CCBC and abroad. Students are expected to be punctual at all scheduled activities. Lateness and absences may result in suspension or expulsion.

Travel

  • Participants are responsible for (1) ensuring that their current passport will be valid for at least six months after the travel dates OR (2) applying for a passport or passport renewal sufficiently in advance of departure (US citizens: visit travel.state.gov).
  • Participants are responsible for obtaining their required travel documents in a timely way and for keeping them secure. If a travel document is lost at any time, the participant is responsible for any costs associated with resulting flight or program changes.
  • Participants will travel on the designated group flight.
  • Participants will provide the Study Abroad Office with a copy of their passport in a timely way after admission and will also submit required paperwork for the study abroad company.
  • If not a US citizen or permanent resident, participants must research and comply with their destination’s and any transit country’s entry requirements for citizens of their home country. CCBC students who are not US citizens should also meet with CCBC’s International Student Services office to discuss their plan to participate in study abroad.

Health

  • Participants should consult with a healthcare provider who specializes in travel medicine at least eight weeks before departure regarding immunizations and other health-related needs. Prior to the appointment, participants should carefully read the US Center for Disease Control’s websites for travelers to their destination. It is the participant’s responsibility to obtain any vaccinations, medical tests, and/or preparations recommended by the travel medicine provider before traveling abroad.
  • Participants may be asked to complete a health form prior to departure and other paperwork for the study abroad company.
  • Participants who require special accommodations should make their needs known to the Study Abroad Office in a timely way. Otherwise, it may delay their participation in study abroad until reasonable accommodations/adjustments can be determined. Laws abroad regarding access for those with physical disabilities may differ from laws in the US and there is no guarantee that all individual needs and circumstances can be met.
  • If a participant becomes ill or injured, s/he should notify the program leader(s) immediately.

Conduct

  • While studying abroad, participants are expected to abide by all applicable laws and by CCBC rules and policies, including the CCBC Student Code of Conduct.
  • If, during free time, a student participant wishes to go out, s/he must let someone, preferably the leaders, know where s/he is going and when s/he plans to return. Students are advised not to go out alone.
  • The program leaders have the right and responsibility to suspend from the program any participant if the leaders deem such action to be in the best interest of the group. In such instances, no refund or credit will be awarded to the member so suspended. Breaches of local law will be reported to law enforcement agencies.
  • All facilities reserved for the group are to be used solely by members of the group.
  • Participants will be held financially responsible for any damages to accommodations or facilities used on the program.
  • If in case of an emergency students borrow funds for any reason, said funds must be repaid no later than one week following the conclusion of the program or will be applied to students’ CCBC accounts.

Contact

  • Participants’ names and e-mail addresses may be shared with fellow participants unless a participant has opted not to have this information disclosed by informing CCBC’s Study Abroad Office in writing.
  • Should their academic status, disciplinary status, contact information, or other information related to the application change, participants are to contact and update the Study Abroad Office immediately.
  • Participants waive all rights of access and give permission to CCBC to use photographs or other media taken during the program for CCBC print and web publications unless a participant has opted out by informing CCBC’s Study Abroad Office in writing.

Payments, Withdrawals, and Refunds

  • To make payments toward study abroad at a CCBC Bursar’s Office, participants must use the payment slip that was issued with their study abroad acceptance notice.
  • From the first payment deadline onwards, participants are responsible for paying the full study abroad program fee.
  • All program payments are nonrefundable starting on the first payment due date. Some CCBC study abroad program insurance policies include limited cancellation coverage under certain circumstances; others do not carry cancellation coverage. Participants are responsible for requesting and reviewing program insurance coverage to ascertain whether it meets their needs and may purchase additional insurance coverage independently if they choose to do so.
  • A participant who wishes to cancel participation in study abroad for any reason after the first published payment deadline may pursue a claim with the program insurance policy if it includes applicable cancellation provisions. Refunds are not guaranteed. Regular CCBC withdrawal/drop/add deadlines do not apply.
  • A participant is to submit his/her intention to withdraw to the Study Abroad Office in writing as soon as the decision is made. Any request to withdraw must come directly from the student and include the student's name, student ID number, program title, program location, and date.
  • Financial aid recipients must notify the Financial Aid Office of their withdrawal. Students may be required to repay some or all of their aid award depending on the date of withdrawal.
  • Students who must withdraw from a study abroad program due to emergency or illness should contact CCBC’s Study Abroad Office for advice as soon as possible.
  • Students who are dismissed from their study abroad program are subject to judicial sanction upon return to CCBC depending upon the circumstances of the dismissal.
  • Students who are dismissed from their study abroad programs are not eligible for any refund and are subject to additional expenses depending upon the circumstances of the dismissal.
  • Students receiving financial aid for study abroad will complete an extra form related to their associated course work and the study abroad financial aid policies.
  • Students receiving financial aid for study abroad must register for and pursue the course associated with their intended study abroad program, as indicated in writing from the faculty leader. If not, the student will not be eligible for financial aid for study abroad and any aid already awarded for this purpose must be paid back to the college.
  • Financial aid recipients must notify the Financial Aid Office if they withdrawal from a study abroad program. Depending on the date of withdrawal, students may be required to repay some or all of their aid award.
  • If all or part of a sum promised on a student's loan transfer form ultimately is not available for study abroad and the program's commitment date has passed, the student is still responsible for paying the remainder of the program fee in full in order to participate. No payment refunds are available.

Cancellation and Refund Policy

If the College cancels a study abroad program due to insufficient enrollment, which would occur on or just after the first payment due date, participants will be refunded in full any payments made to date.

The College shall not be liable for any loss whatsoever to program participants as a result of changes or cancellations due to a Department of State travel warning, hostile activity, acts of war or terrorism, or in the event of social or civil unrest, a natural disaster or a similar emergency either in the US or abroad.

Risk Management and Program Assessment

Assessment of programs in relation to security conditions around the world is a responsibility of CCBC’s global education program, as well as of our study abroad service providers.

Our program monitors travel alerts, warnings, and recommendations issued by the US Department of State, World Health Organization, and Centers for Disease Control. We keep a careful watch on the world situation and confer with colleagues both in the US and abroad, sharing information with our participants and their designated emergency contacts as needed. We also work very closely with our study abroad companies and insurance providers.