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Study Abroad

Policies & Procedures

Policy regarding student travel abroad at Kansas State University: 

Memorandum from the Office of the Provost and Senior Vice President

 

General Study Abroad Office Policies and Procedures

Participant Payment and Refund Policy
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 study 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 Study Abroad Advisor as soon as possible for more information on how to officially withdraw from a program.  This process includes completion of the Withdrawal form.  Regarding refunds, please consult the Payment and Refund Policy.

Minimum GPA Requirement

The Study Abroad Office 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 the Study Abroad Office:

  • 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 the Study Abroad Office from K-State faculty and/or staff

Decisions regarding the student’s GPA appeal will be made by the Study 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

The Study Abroad Office 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 the Study Abroad Office.

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

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

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

Travel to a country with a US Department of State Travel Warning

Students wishing to study abroad to a country with a US Department of State Travel Warning will be asked to sign a US Department of State Travel Warning Waiver and Release form when completing their online study abroad application.

Kansas State University has numerous officially approved study abroad programs spanning the globe. The University has selected these programs, in part, based on the knowledgeable program personnel that our partners have stationed in-country; the program infrastructures they have in place; and the due care and attention they devote to enhancing the safety and security of our students. In spite of our confidence in the measures our partners abroad take to enhance student safety and security, from time to time the University finds it appropriate to advise students to decline participation in an officially recognized study abroad program or destination due to serious concerns, such as political unrest, social instability, contagious disease control, military operations, or terrorism concerns within the host country.

 

  • K-State University, in its discretion, may advise students to decline participation in an officially approved study abroad program or destination for any of the following reasons:

    1. The U.S. Department of State has issued a Travel Warning that specifically directs Americans to leave the country in which the program is located or to forego travel to that country.

    2. The U.S. Department of State has issued either: (1) Travel Warning that urges Americans traveling to or within the country in which the program is located to consider carefully the risks of such travel and remain vigilant with respect to their personal safety and security if they choose to travel to or within that country, or within a specific region of that country that the Department of State has determined poses particularized risks for American travelers; or (2) Travel Warning outlining significant risks to the safety and security of Americans traveling to or within the country in which the program is located.

    3. K-State personnel have received recommendations that participants refrain from travel to a specific country or region by either: (1) K-State faculty who are knowledgeable in the sociopolitical dynamics of the country or region in which the program is located; (2) private security firms with personnel stationed in-country; or (3) K-State’s peer institutions who are advising students to decline participation in programs located within the country or region.

Students with a history of disciplinary action at KSU

The Study Abroad Office 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.

Exceptions to this rule are ISEP Direct or CCIS programs, as well as extenuating financial or scholarship award circumstances.

  • Invoices for students participating on ISEP Direct or CCIS programs will be billed to K-State and charges will be placed on each student's K-State iSIS student account.

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

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