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Education Abroad

Education Abroad
Kansas State University
304 Fairchild Hall
1601 Vattier Street
Manhattan, Kansas 66506

785-532-5990
785-532-6550 fax
overseas@ksu.edu

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Policies & Procedures

Policy regarding student travel abroad at Kansas State University: 

Memorandum from the Office of the Provost and Senior Vice President

 

General Education Abroad Policies and Procedures

Conditions of Participation Agreement and Assumption of Risk and Release

All participants on Kansas State University programs abroad are required to sign a Conditions of Participation Agreement and Assumption of Risk and Release.

Current Kansas State University students and students receiving credit for a program must complete the Conditions of Participation Agreement and Assumption of Risk and Release when applying for a program.

Non-credit participants, including community members, faculty and staff, must complete the Conditions of Participation Agreement and Assumption of Risk and Release for Non-Credit Participants.

Program Withdrawal

Program withdrawal policies are dependent upon the type of education abroad program, as well as the stage of the application process at the time of withdrawal.  Participants considering withdrawal from a program are encouraged to notify their Education Abroad Advisor as soon as possible for more information on how to officially withdraw from a program.  As a part of their application, students are required to read and sign a Conditions of Participation. Once accepted to a program, students are required to read and sign a Withdrawal Policy.  Regarding refunds, please consult the Payment and Refund Policy. The Payment and Refund policy are available in both the pre and post-decision phase of the application process.

Minimum GPA Requirement

Education Abroad requires all students to have at least a 2.50 GPA*

EXCEPTION: If a student’s cumulative GPA is below a 2.50 requirement but is at least a 2.00, the student may request an exception to this requirement by submitting the following documents, along with the Study Abroad Application, to Education Abroad:

  • Official Transcript(s)
  • Purpose Statement that explains the student’s motivation and readiness to study abroad despite his/her low GPA
  • One Letter of Recommendation submitted directly to Education Abroad from K-State faculty and/or staff

Decisions regarding the student’s GPA appeal will be made by the Education Abroad Team.

*Specific programs may have a higher GPA requirement

*Faculty leaders on faculty-led programs may accept students who have lower than a 2.50 GPA

Minimum Credit Hour Requirement

Education Abroad requires all students participating on independent study abroad programs to have a minimum of 30 University-level credits.* Faculty-led programs will each have their own minimum credit or class standing requirement.

EXCEPTION: If a student has earned fewer than 30, the student may request an exception to this requirement by submitting the following documents, along with the Study Abroad Application, to Education Abroad.

  • Official Transcript(s)
  • Purpose Statement that explains the student’s motivation and readiness to study abroad
  • One Letter of Recommendation submitted directly to Education Abroad from K-State faculty and/or staff

Decisions regarding the student’s minimum credit hour requirement appeal will be made by the Education Abroad Team.

*Specific programs may have a higher minimum credit hour requirement requirement

US Department of State Travel Advisories

At the beginning of 2018, the U.S. State Department (DOS) replaced its system of Travel Warnings and Travel Alerts with a single “Travel Advisory” for every country. Each Travel Advisory for every country around the world will be paired with a level of advice based on one of four tiers:

  • Level 1 - Exercise Normal Precautions: This is the lowest advisory level for safety and security risk. There is some risk in any international travel. Conditions in other countries may differ from those in the United States and may change at any time.
  • Level 2 - Exercise Increased Caution: Be aware of heightened risks to safety and security. The Department of State provides additional advice for travelers in these areas in the Travel Advisory. Conditions in any country may change at any time. 
  • Level 3 - Reconsider Travel: Avoid travel due to serious risks to safety and security. The Department of State provides additional advice for travelers in these areas in the Travel Advisory. Conditions in any country may change at any time.
  • Level 4 - Do Not Travel: This is the highest advisory level due to greater likelihood of life-threatening risks. During an emergency, the U.S. Government may have very limited ability to provide assistance. The Department of State advises that U.S. citizens not travel to the country or leave as soon as it is safe to do so. The Department of State provides additional advice for travelers in these areas in the Travel Advisory. Conditions in any country may change at any time

Visit the U.S. State Department's website to see the Advisory for each country.

Travel Advisories at Levels 2-4 will contain clear reasons for the level assigned, using established risk indicators, and offer specific advice to those who choose to travel there. These are:

  • C – Crime: Widespread violent or organized crime is present in areas of the country. Local law enforcement may have limited ability to respond to serious crimes. 
  • T – Terrorism: Terrorist attacks have occurred and/or specific threats against civilians, groups, or other targets may exist.
  • U – Civil Unrest: Political, economic, religious, and/or ethnic instability exists and may cause violence, major disruptions, and/or safety risks.
  • H – Health: Health risks, including current disease outbreaks or a crisis that disrupts a country’s medical infrastructure, are present. The issuance of a Centers for Disease Control Travel Notice may be a factor. 
  • N - Natural Disaster: A natural disaster, or its aftermath, poses danger.
  • E - Time-limited Event: Short-term event, such as elections, sporting events, or other incidents that may pose safety risks.
  • – Other: There are potential risks not covered by previous risk indicators. Read the country’s Travel Advisory for details. 

Additionally, although DOS will issue an overall Travel Advisory level for each country, varying levels of advice may apply to specific locations or areas within a county. For instance, there may be advice for U.S. citizens to exercise increased caution in a country (Level 2), but to reconsider travel to a particular area within that country (Level 3). See the Mexico travel advisory as a good example.

KSU Education Abroad U.S. Department of State Travel Advisory Policy

Education Abroad does not approve participation in an education abroad program in a country with a Level 3 Advisory. On a case by case basis, an appeal may be submitted for consideration. Under the new U.S. Department of State Travel Advisory system, students applying to an Education Abroad Program or faculty proposing to lead students to a country with a level 3 Advisory should adhere to the following procedures:

Students: submit the ‘US Department of State Travel Advisory Waiver and Release’ form and meet with an Education Abroad Advisor (Education Abroad Advisor provides the student with the Waiver and Release Form).

Faculty: submit the following documentation to Education Abroad in support of the proposed travel:

  • detailed itinerary (including specific and exact details on locations for all activities, including accommodation)
  • details on transportation and who is organizing
  • in-country contact information
  • if the Travel Advisory mentions specific locations, those locations should be referenced in the details on the itinerary and/or transportation details
  • a plan for answering questions from parents and students on the Advisory
  • rationale on why the program’s academic content can only be explored in the particular location
  • an emergency response plan

Additionally, the Faculty should meet with the Education Abroad Faculty Led Programs Coordinator to discuss the above materials.

For both Students and Faculty, the above materials and meetings are taken into consideration and a decision is made in collaboration with Education Abroad and the Associate Provost for International Programs.

*Education Abroad does not approve participation in an education abroad program in a country with a Level 4 Advisory under any circumstances.

Students with a history of disciplinary action at KSU

Education Abroad requests a report of history of disciplinary action for all study abroad applicants from the Office of Student Affairs and the Department of Residence Life.  If a student has a history of disciplinary action at KSU, they may be asked to sign an additional behavior contract for their term of study abroad, or it may be recommended that they do not participate on a study abroad program.

International Students Studying Abroad

International Students studying in the US on an F-1 or J-1 visa are not permitted to participate in an exchange program to their home country.  They can participate on a faculty-led, direct enroll or program provider program to their home country.  Hong Kong and Taiwan are not considered a Mainland Chinese student's home country.  An exception may be made if KSU owes students toward an exchange balance.

Athletes Studying Abroad

According to NCAA policy, athletic scholarship funds are only able to be used to cover Kansas State University courses.  Therefore, students participating on program provider, direct enrollment or exchange programs will not be able to use their NCAA scholarship funds to cover the cost of tuition.  The funds can only be used for faculty-led study abroad programs, for which the student is enrolled in a KSU course.

Student athletes should also speak with their Athletic Counselor before committing to a study abroad program.

Special Billing Requests through KSU

Any Kansas State University student who will be receiving academic credit for a study abroad experience through a Direct Enroll or Program Provider partner will be billed by the host institution or provider, and is responsible for submitting payment directly to the institution or provider by specified deadlines.

Students with extenuating financial or scholarship award situations, who require program fees to be processed through Kansas State University, must submit a K-State Education Abroad Billing Request form and an invoice to Education Abroad in 304 Fairchild Hall.

  • K-State Education Abroad Billing Request form must be submitted to Education Abroad no later than four weeks prior to the payment deadline.
  • The invoice must be from the institution or program provider, containing their billing address, the date of the invoice, the total dollar amount to be paid, and what portion of that dollar amount is for tuition.  A current W-9 may also be required, if the Office of International Programs has not paid them in the past (please check with your Education Abroad Advisor).

Participants who are not Kansas State University students who require a paper bill must also submit a K-State Education Abroad Billing Request form.