*UPDATE, JANUARY 2019: Beginning with the Summer 2019 Term, Kansas State University is implementing a new university budget model which impacts Education Abroad programs. The information below is true and accurate through Spring 2019. This policy will be re-written to reflect how the new university budget model affects Education Abroad programs later in 2019.
Faculty-led programs differ in many ways from standard on-campus courses, the most consequential of which is program finances. Most faculty do not have to concern themselves with revenues and expenditures for courses in-load. As a result, faculty-led programs often make or cancel on the merits of their financial structures.
All faculty-led programs at Kansas State University must be financially self-sustaining. The Office of International Programs and Education Abroad do not have the funds to support programs. Faculty leaders may choose to utilize external funds from sources like grants, Department Reserve Accounts (DRAs), or their sponsoring departments and colleges. In all cases, though, faculty must disclose clearly all revenues and expenditures to Education Abroad and the Division of Financial Services.
Program Finances at a Glance
B. Program Fee
A. Budget Sheet
C. Late Fees
6. Student Aid
C. GI Bill
As every faculty-led program consists of two essential parts—an academic course and a study tour—program revenues break down into two respective parts: tuition and the Program Fee. It is extremely important to distinguish between these two revenue streams when building and executing your program. Otherwise, your program’s finances will be unclear and you may risk the program’s failure.
All participants enrolling for credit in a faculty-led program course pay in-state tuition to Kansas State University. This policy includes all students, including out-of-state, non-K-State, and international students. Undergraduate, graduate, and PMBA students each pay their respective in-state tuition rates, regardless of the program’s course number. Manhattan-based programs use the Manhattan-campus tuition rate, whereas K-State Polytechnic programs use the Polytechnic rate.
Kansas State University assesses tuition for faculty-led programs depending on the time a participant enrolls in the associated course:
- If the participant enrolls in the course prior to the official start date of the corresponding term, tuition will be due the first day of regular classes for that term
- If the participant enrolls in the course after the official start date of the corresponding term, tuition will be assessed on the 15th of the month, and due the 15th of the following month.
The college sponsoring the faculty-led program may have mandated additional college fees for faculty-led courses. In this these situations, College Fees are included separately from tuition on the Program Budget and are billed directly to participants’ KSIS accounts along with tuition and the Global Campus Fee.
Global Campus Fee
Global Campus administers all off-campus coursework at Kansas State. As a result, Education Abroad must build all faculty-led program courses through Global Campus. As a result of an agreement between these two units, all participants taking the course for credit pay in-state tuition plus a Global Campus fee of $25 per person. This fee is billed directly to participants’ KSIS accounts along with tuition and college fees. Participants do not pay Global Campus tuition rates.
MLANG Placeholder Course Fee
The Cashier's Office assesses the MLANG Placeholder Course Fee (sometimes referred to as the Registrar’s/Cashier’s Fee or Enrollment Fee) of $25 to a participant’s KSIS account if that participant will receive credit from an institution abroad and wishes to transfer such credit back to Kansas State University. This fee ensures that participants preserve their active student statuses while they are abroad. Not all faculty-led programs include this fee. Only those programs that involve a third-party collaborator abroad that awards credit to students may include the fee.
The Program Fee is the amount that the Office of International Programs charges participants for the study tour. The Program fee is thus separate from tuition and related fees. The faculty leader and the Office of International Programs determine the Program Fee using the Program Budget at the program proposal stage.
Under university policy, the Office of International Programs may use only program fees to pay for study tour expenses. These funds cannot be used for faculty compensation. As a result, only those funds raised through the Program Fee are available for student expenses on the study tour and, if faculty choose, any faculty travel expenses they wish to pass on to students through the Program Fee.
The Office of International Programs bills participants the Program Fee through KSIS if they have active student accounts. If participants are not in KSIS, the Office of International Programs will collect personal check or deposit from that participant or his or her college.
The Office of International Programs assesses an Administrative Fee of $300 per participant as part of the Program Fee. All program participants except for faculty leaders and assistant leaders must pay the Administrative Fee. When a participant pays the Administrative Fee, it indicates the participant’s intent to participate in the applicable study abroad program. The Administrative Fee covers the many different services and facilitation that Education Abroad provides, including but not limited to advising, processing of applications, collecting student information and materials, reviewing contracts, conducting pre-departure orientations, conducting disciplinary clearance checks, risk management processes and emergency response, insurance registration, accounting and paying vendors, billing for programs, ensuring compliance with country and regional laws abroad, and facilitating relevant processes pertinent to campus groups such as the Office of General Counsel, Office of Student Financial Assistance, Lafene Health Clinic, Global Campus, Student Life, and others, as applicable to the type of program.
Bank Wire Fees
The Office of International Programs recommends that faculty budget a total of $100 in the Program Fee for bank wire, ATM, and other currency fees they may incur on the study tour.
Health Insurance Fee
International health insurance is required for all participants on faculty-led programs. The international health insurance fee is collected as part of the Program Fee and covers the participant for the duration of the study tour abroad. For more information on international health insurance, please see our Health and Safety Abroad page.
Once the Director of Education Abroad approves a program, the Program Fee’s advertised rate cannot increase for any reason. If actual expenses are lower than budgeted amounts and the faculty leader consents, the Office of International Programs may reduce the Program Fee below its advertised rate before billing participants.
Faculty leaders are welcome to use external funds to subsidize their travel or that of participants on the study tour. Many leaders use department or college funds, grants, or even personal funds to reduce the Program Fee. Any external funds credited to the study tour must be included as negative amounts on the Program Budget. Leaders cannot use the Office of International Programs's International Incentive Grant to subsidize a study tour, although they may use this grant to cover the cost of an exploratory site visit for a future program proposal.
In the event that a surplus of Program Fees are collected, the faculty leader, in consultation with Education Abroad, may use this Program Reserve in the ways described below.
Before International Travel
If there is a projected surplus of Program Fees after the roster of committed students is finalized, but before student are billed, the faculty leader, in consultation with Education Abroad, has the following options to use the projected surplus:
- Keep the projected surplus for program financial support
- Reduce the Program Fee billed to students
During International Travel
If there is an actual surplus determined during the travel portion of the program, the faculty leader, in consultation with Education Abroad, has the following options to use the actual surplus:
- Use the actual surplus for program financial support
- Add additional/unplanned student program activities
- Hold on to the projected surplus and determine use after international travel has concluded (see below)
If faculty are certain such surplus funds exist, they are welcome to add additional/unplanned student program activities during the study tour. If faculty are uncertain about the status of surplus funds, however, they should use personal funds for such expenses, and OIP will reimburse the leader as allowable after the program's return.
After International Travel
If there is a surplus determined after reconciliation of costs, Education Abroad will use the following options for the actual surplus:
- Use surplus to reimburse faculty leader out of pocket expense related to emergencies
- If surplus is below $500/student, the projected surplus will be reserved for a future iteration of the program
- If surplus is above $500/student, the projected surplus will be credited to students
After reconciliation of costs, any surplus Program Fees remaining in the Program Reserve may be available for future iterations of the program.
Program expenses cover all study tour expenditures, of course, but they also include the faculty leader’s compensation for the program.
The Program Budget is designed to be a comprehensive document of all study tour expenses. Faculty leaders must document all anticipated revenues and expenses, including external subsidies, on the Program Budget. Education Abroad and OIP Accountants utilize the Program Budget to calculate the Program Fee for the study tour, ensure proper compensation for the faculty leader, track expenses, make invoice payments, and reconcile receipts after the tour. The Office of Financial Services uses the Program Budget to approve and audit payments. As a result, the Program Budget is one of the key elements of the proposal and execution of a faculty-led program.
The Program Budget Template is an Excel spreadsheet preloaded with formulas, standard expenses, and tooltips to help you calculate overall fees. The items listed may not apply to all programs, so you do not need to fill in every line with values. If you want to add expenses that do not fall into the provided categories, you may use the "Other" line items. As part of a program proposal, you should supply Education Abroad with a print version of the Program Budget as well as a digital version of the Excel file. The Program Budget must be finalized before the Director of Education Abroad may approve the program and you begin to advertise the program with cost information.
In general, Education Abroad advises faculty leaders to budget as accurately as possible to ensure that the Program Fee is as affordable as possible. That said, faculty leaders should plan accordingly for price and currency fluctuations, airfare volatility, or other unforeseen expenses. The funds collected via student tuition and program fees comprise the only funds available to the program unless the approved budget includes any external subsidies. Education Abroad and OIP do not have and cannot supply additional funds to support programs that overspend for any reason, including emergencies.
When developing the Program Budget, it is important to distinguish among faculty leader expenses, student program expenses, student out-of-pocket expenses, and tuition and fees. These four sections of the Program Budget produce the respective fees that Education Abroad uses to provide participants with a realistic expectation of the program’s overall cost.
Faculty Leader Expenses
Faculty leader expenses include all expenditures for all program leaders, including the primary faculty leader, additional faculty leaders, and any assistant leaders. If the program has multiple leaders, include the combined totals for all leaders in this one column. If you wish to include a Student Learning Assistant as a leader on your program, you may include this participant's expenses in the Faculty Leader Expenses column.
Note that, for individual and group meals, OIP will not approve a program that uses the full federal "per diem" rate for leader meals. The faculty leader shall work with Education Abroad to determine the appropriate amount needed for leader meals. The amount of funds available for meals may not exceed the itemized amount that the program collects from students' tuition or program fees. If a faculty leader wishes to use an external subsidy (like a DRA) to supplement the budgeted amount for meals, he or she must provide the OIP Accountants with the following information:
- Written approval from the department head and college dean to use the those funds to offset the excess funds from the budgeted leader meals
- A breakdown of which dates and what meals were not covered by the group meals or a meal provided
- The city and country location where the meal took place and where the leader slept the night before, as per diem rates are linked to specific locations
Depending on your choice of compensation, you may choose to pass on any or all faculty leader expenses to participants as a portion of the Program Fee.
Student Program Expenses
Student program expenses include all expenditures for which you expect to pay on your participants' behalf. This column produces the Program Fee, which OIP will bill to each participant's KSIS account or collect via check. In the column, list expenses for each individual participant, not a total for all participants combined.
Student Out-of-Pocket Expenses
Student out-of-pocket expenses include all other expenditures that participants may expect to incur as part of the program but will not otherwise be available for the faculty leader's use on the program. For example, it is the participant's obligation to arrange for a valid passport, so Passport Fees are included as a standard student out-of-pocket expense.
Tuition and Fees
The tuition and fees rows on the Program Budget include the most up-to-date tuition and fees rates to provide leaders with an estimate of tuition funds they may expect to collect as part of their program revenues. The University separately determines and bills participants actual tuition and fees amounts.
For any large expenses, including but not limited to airfare, lodging/accommodations, transportation (domestic and international), and activities/excursions, faculty leaders must provide cost documentation at the proposal stage. This documentation must justify the estimates that leaders included on the Program Budget and ensure the Program Fee is as accurate as possible. Documentation may take multiple forms, including email correspondence, website screenshots, vendor price quotes, or other media.
Under the new university budget model, faculty leaders will want to speak with their departments and college deans to discuss projected compensation for instruction on a Faculty Led Education Abroad program.
In consultation with their department heads and college deans, faculty leaders may decide how they would like to earn compensation (in the form of salary or DRA) for leading their programs. Education Abroad will create the program’s course(s) in Global Campus’s EIS system. In the Faculty Payment Agreement, Education Abroad staff will include a tuition projection that informs faculty, department heads, and deans of the minimum amount of tuition they may have available for compensation, along with any other relevant information. As they approve the course(s), the faculty, department heads, and deans must indicate how much of the projected tuition revenues they wish to allocate toward salary or DRA.
These choices have different consequences:
- For salary, 19% of the revenues go to the university benefits pool, so faculty receive only 81% of the revenues allocated toward salary (before taxes).
- For DRA, 20% of the revenues stay at OIP, and the remaining 80% would flow to the faculty member's home department. (No revenues flow to the benefits pool for DRA, nor to OIP for salary.)
Faculty also may choose how they would like to cover their travel expenses. Unlike salary or DRA, all revenues are available to cover faculty expenses; neither the university nor the Office of International Programs keep any additional funds. If faculty pass on all or part of their expenses to students as part of the student program fee, they would retain a larger amount of tuition revenues available for their compensation but charge students a higher fee. If faculty use tuition revenues to cover their leader expenses, they would retain a lesser amount of tuition revenues available for their compensation but reduce the student program fee.
Faculty should indicate on the Proposal Form and Program Budget the total amount of travel expenses for all leaders, if any, that the program will pass on to students as part of the student program fee.
Note that standard add/drop policies apply to faculty-led programs, even if their dates are non-standard. Tuition revenues available for faculty compensation are not final until the 100% tuition refund drop date for the program's course has passed. Faculty should develop a contingency plan in the event one or more students drop the course between commitment and the 100% tuition refund drop date.
If faculty choose to receive all or part of tuition generated as salary, disbursement of salary takes place after conclusion of the program and after all receipts and expense ledgers have been received and expenses have been fully reconciled
A faculty-led program is viable once it secures financial self-sufficiency through a final roster of committed participants for its program. In other words, a program "makes" once it has garnered enough applicants who have agreed contractually to enroll in the academic course and pay the full Program Fee for the study tour.
Education Abroad determines a program's viability using a scarcity risk management model based on a minimum number of students or participants. This minimum number is one that faculty leaders may specify on the Program Budget when planning their programs. When Education Abroad and OIP Accountants review a program proposal and budget, they may recommend increasing or decreasing the program's minimum number of students depending on the intersection of the Program Budget and compensation selection. If you request a high threshold as your minimum salary, for example, Education Abroad may suggest increasing the minimum number of students to account for enough tuition revenues and accommodate that salary.
If a program's deadline passes and it has not garnered enough committed participants for viability, faculty leaders in consultation with Education Abroad have several options:
- In consultation with Education Abroad, leaders may find savings or economies in the Program Budget to accommodate the smaller participant group. (Note that a Program Fee cannot increase for any reason, nor may leaders remove essential academic components of a program to mitigate costs. Participants have the right to withdraw from a program without penalty if leaders remove these essential academic components.)
- In consultation with Education Abroad, leaders may utilize available program reserves from previous iterations of the program
- Leaders may cancel the program
If a program is not viable, Education Abroad and the Office of International Programs will recommend cancellation. Of course, you can choose to cancel for any number of other reasons, such as an unforeseen international development or illness on the part of the faculty leader. We encourage you to consider a robust contingency plan in advance of your program's approval to avoid last-minute changes to program content or costs.
We have identified several issues that often lead to a program's failure to achieve viability:
- Miscommunication or lack of clear communication with students and Education Abroad about program details
- Proposals that are incomplete or not submitted by the relevant deadline
- Courses that are too specific in content to develop enough student interest
- Programs that duplicate the content or compete for a similar student audience of another education abroad program
- High program fees, or fees that are higher than similar options through other study abroad options
- Study tour locations that do not appeal to students or that they (and their parents) may consider risky or unsafe, even if they are not under a U.S. Department of State travel warning
- Lack of a clear contingency plan, including the identification of a replacement faculty leader in the event the primary leader is unavailable to lead the program for various reasons (such as personal issues and changes in professional workload)
When a program is cancelled, Education Abroad will notify:
- the OIP Accountants to make any possible refunds or credits to participants (note that, if a program is cancelled, participants will receive all recoverable costs as credits to their KSIS accounts);
- the Office of Student Financial Services to address any changes to student aid;
- Global Campus and the Registrar through EIS to cancel the program's academic course; and
- all participants to withdraw their applications in StudioAbroad and offer alternative education abroad program options.
Once a program has secured its final roster of committed participants, faculty leaders may begin booking study tour logistics. Faculty may choose to book these logistics personally, through a travel agent, or with a third-party collaborator. Education Abroad and the OIP Accountants will not book study tour logistics or any travel arrangements on a program's behalf.
Once faculty leaders have secured travel arrangements, they may forward to the OIP accountants any invoices for pre-tour payments they wish to make using Program Fees from committed participants. Even if participants have not yet paid their Program Fees but nonetheless are committed to the program, the OIP Accountants may use university funds to pay invoices and reimburse the university using Program Fees later collected from committed participants. If faculty use personal funds for these pre-tour expenses, the OIP accountants may provide payment vouchers to reimburse these funds.
Prior to departure on the study tour and after all pre-tour payments are complete, the OIP Accountants may provide faculty leaders with a program advance from the remaining Program Fee funds collected from committed participants. In most cases, the OIP accountants will issue these funds in the form of a SET (Single Event/Travel) Card, a temporary business procurement card that operates as a declining balance Visa debit card. To limit risk these SET Cards are linked to the faculty leader through a specialized PIN number, contain only the program funds available for group purchases, may only work in countries listed in the program's itinerary, and are active only from the tour's start date through five days after a tour's end date. The OIP accountants may issue program advance funds no earlier than than fifty calendar days prior to a study tour's end date.
Faculty leaders may use the SET Cards at any non-U.S. Visa-approved point-of-sale for purchases as well as at ATMs for cash withdrawals. To ensure that the SET Card works properly, faculty leaders should make their first transaction abroad at a point-of-sale rather than an ATM. SET Cards should only be used outside the United States. For purchases prior to departure from or after return to the United States, faculty should use personal funds, for which the OIP accountants may provide payment vouchers to reimburse these funds.
SET Card funds cannot be used for individual meals purchases, even if the program has collected funds from participants for this expense. Instead, faculty leaders may use personal funds to make individual meals purchases, for which OIP will reimburse them up to the amount budgeted for this line item.
If faculty make any pre-tour payments using personal funds, they may not reimburse themselves using funds from the program advance (whether from the SET Card or a cash advance). Instead, the OIP accountants may provide payment vouchers to reimburse these funds.
Faculty cannot use program funds for alcohol purchases unless they gain pre-approval from the Director of Education Abroad for such expenses. If the Director grants approval, faculty must use personal funds for such purposes, for which the OIP accountants will provide a reimbursement after the tour's completion. In no case may faculty use program advance funds or the SET Card for alcohol purchases. For more information about alcohol purchases, see the Alcohol Expenses Reimbursement policy below.
The faculty leader is personally responsible for all program advance funds and must use them in accordance with the Program Budget and State of Kansas regulations. The leader may make minor adjustments between line-item categories depending on the circumstances on-site. If faculty have any questions or problems using the SET cards, they should email the Division of Financial Services at firstname.lastname@example.org and notify Education Abroad as soon as possible.
All faculty leaders must meet with the program's accountant and Education Abroad Advisor (or the Director or Assistant Director of Education Abroad) before departure. At this meeting, they will review faculty-led policies and procedures, sign SET Card and program advance funds authorization documents, and receive their advances and associated PIN numbers. In addition, all faculty must undergo a Division of Financial Services training program for proper use of the SET Card.
Faculty leaders must obtain original receipts and maintain an expense list for all payments made on behalf of the program (except for individual meals under most circumstances, as detailed below). Faculty also should produce digital copies of all receipts, either as scanned files or photographs. For any expenses for which leaders cannot obtain receipts, they must record the expenses on an expense list, along with an item description, the currency used, and the date and cost of the transaction; and produce a digital copy as proof of purchase (such as a photograph of a price tag). If leaders exchange currency while on the study tour, they should submit bank receipts that reflect the exchange rate for the transaction along with the other expenditure receipts.
Individual meals accounting operates differently from other program expenses. As long as faculty do not spend over U.S. Department of State per diem limits or their budgeted amounts, they do not need to collect receipts or record expenses for individual meals. If in doubt, faculty should procure receipts and record transactions for all spending.
After completion of the study tour, faculty leaders must return their expense ledger and original (and digital, if possible) copies of all receipts within fourteen days of the study tour return date or sixty calendar days after the issuance of the program advance funds, whichever comes first. At the time of reconciliation, the OIP accountants will provide other documentation that faculty must sign. After the OIP accountants reconcile all receipts and transactions, they will notify the faculty leaders of the amount of unused program funds due and payable to Kansas State University.
If they have any remaining programs funds at the end of the tour, they must exchange these funds into U.S. dollars and return them in full to the OIP Accountants with their receipts and expense lists. If faculty plan to travel after their tour's termination, or otherwise do not plan to be in Manhattan within this reconciliation window, they may submit their receipts and expense lists electronically to the OIP Accountants.
If leaders have any remaining cash on hand, they must return these funds to the OIP Accountants for deposit into the Program Reserve. If faculty have any funds that they cannot convert, or the amount is small enough that conversion would be financially prohibitive, they must purchase those funds in U.S. dollars and return that amount to OIP. Like any other personal funds, this purchased currency may only be used for personal expenses, not program expenses.
If there is a deficit in faculty leader expenses determined after reconciliation of costs, the faculty leader, in consultation with Education Abroad, has the following options to account for the actual deficit:
- Use tuition otherwise appropriated for salary or DRA
- Use tuition reserves collected from previous iterations of the program
- Use department or college funds
- Use personal funds
If applicable, any salary, DRA, or reimbursements will be duly disbursed only after reconciliation has been finalized.
The overall cost of a faculty-led program for a participant varies widely from program to program. The number of credits of a program's course may vary from zero to nine or more, with a corresponding range of tuition and fees rates; a study tour's location, duration, excursions, and lodging options may all significantly affect the Program Fee. Nevertheless, most programs offer three credits of tuition for their courses and include Program Fees within a range of $2,500 to $6,500.
As part of their program applications, all participants must sign the Budget Sheet and return it to Education Abroad prior to the program's deadline. This Budget Sheet details the estimated, itemized costs of the faculty-led program and requires agreement to the financial policies of the Office of International Programs and Kansas State University as listed in the Conditions of Participation. A participant’s particular study abroad experience may be more or less expensive than the estimate provided on the Budget Sheet, depending on the participant’s personal expenses and choices. These estimates are not guarantees and are not otherwise binding on the University. Participants may use these Budget Sheets to consult with the Office of Student Financial Assistance and calculate the possible federal financial aid award they may receive.
Participants agree to the following policies (listed in the Conditions of Participation) once they submit a signed copy of the Budget Sheet to Education Abroad and commit to their faculty-led program applications.
I agree that I shall be solely responsible for all financial obligations and liabilities that I may incur while participating in the Program. The releasees do not assume responsibility for financial risks, costs, payments, or the like, associated with participation, dismissal, withdrawal or other association with a participant in any Program. I understand I am strongly encouraged to purchase travel insurance, trip cancellation insurance, and other applicable insurance.
I agree that I must read, understand, and agree to the Faculty Led Program Budget Sheet found in my online application before I may be accepted into the Program.
I understand that, if I am enrolled in the Program’s course properly, Kansas State University Education Abroad will assess the tuition, fees, and program fees associated with the Program to my KSIS account prior to the start of the course term. I understand that failure to make these payments may result in dismissal from the Program and my placement offered to another student; or a hold on my KSIS account that may prevent me from enrolling in coursework at Kansas State. Any late fees or collection costs that result from my failure to timely make any payment due, or otherwise from my action or inaction, are my sole responsibility and chargeable to me.
I understand that in order to be eligible for Federal Financial Aid for a fall or spring semester Program, my total enrollment at Kansas State University must equal a minimum of twelve (12) Undergraduate or nine (9) Graduate U.S. credits during the semester term. I understand that, if enrolled in this minimum, my Federal Financial Aid award will be based on enrollment in twelve (12) Undergraduate or nine (9) Graduate U.S. credits for the semester. It is my responsibility to finalize arrangements or disbursement of all financial aid and scholarship money, if any, as well as the terms regarding acceptance of those funds.
I understand that in order to be eligible for Federal Financial Aid for a summer term Program, my total enrollment at Kansas State University must equal a minimum of five (5) Undergraduate or three (3) Graduate U.S. credits during the summer term. I understand that, if enrolled in this minimum, my Federal Financial Aid award will be based on enrollment in five (5) Undergraduate or three (3) Graduate U.S. credits for the summer. It is my responsibility to finalize arrangements or disbursement of all financial aid and scholarship money, if any, as well as complying with the terms regarding acceptance of those funds.
I understand that, once I am Committed to the Program, if I withdraw from participation in the Program for any reason, I will not be reimbursed for any Program Fees except to the extent that Kansas State University can recover those costs and expenses from third-party program providers. I also remain responsible for the Program Fees that I have not yet paid to the extent payments have already been made by, or charges are due from, Kansas State University as a result of my commitment to the Program.
I understand that if I wish to withdraw from the Program, I must complete and return to Education Abroad the Withdrawal Form at http://www.k-state.edu/abroad/about/policies.html. I understand that the general Kansas State University withdrawal, drop, add, and payment deadlines may not apply to and may vary by Program course.
I understand that all payments, including without limitation the Kansas State University Education Abroad Administrative Fee, the MLANG Placeholder Course Fee, and any applicable Program Fees associated with my participation in this program, become non-refundable and non-transferable at the time my application status becomes committed, with the following exceptions: (1) if the minimum number of students for this program is not met, and Education Abroad cancels the Program for this reason, I will receive a full refund of the Program Fee, including the Kansas State University Education Abroad Administrative Fee; (2) If this Program is cancelled at any time for any other reason, including without limitation for safety reasons and other reasons outside the control of Kansas State University, I will be refunded only those costs and expenses recoverable to Kansas State University by third-party program providers.
Dismissal, Termination, and Cancellation
I understand that dismissal or termination from the Program abroad and corresponding courses of action will be at my expense and may include loss of program fees, costs, and/or university credit. I understand that Kansas State University or the host institution has the right to dismiss me from the Program at any time for behavior, which, in the judgment of Education Abroad and/or Faculty Leader, disrupts the Program or brings the Program into disrepute.
I understand that Kansas State University reserves the right to cancel the Program in the case of insufficient participation or for other reasons deemed appropriate. Kansas State University also reserves the right to make changes to the Program (including but not limited to the faculty leader) or alterations in the Program’s proposed schedule and itinerary.
By (1) completing the application, and (2) being accepted by the faculty leader and Education Abroad, the participant is considered “accepted.” The participant is then responsible for changing the status of his or her application from “accepted” to “committed”. Faculty leaders may provide no more than two weeks (ten business days) for participants to commit to their applications. Once an applicant changes the application status to “committed”, the applicant is responsible for the Program Fee, even if the applicant withdraws from the program.
Any late fees or collection costs that result from a participant’s failure to timely make any payment due, or otherwise from the participant’s action or inaction, is the participant’s sole responsibility and chargeable to the participant. For example, if Kansas State University is charged collection fees on a payment due from a participant, those fees will be charged to the participant.
If a participant does not pay the Program Fee after payment is due, the University will issue a hold on the participant’s KSIS account. The hold will be removed after the payment has been made. Participants themselves are ultimately responsible for all program payments due by the established deadlines. It is the participant's responsibility to track payment deadlines.
Education Abroad and Office of Student Financial Assistance take the lead in advising students on aid options for faculty-led programs. Nevertheless, faculty leaders should keep in mind what student aid options are available and, as best as possible, promote accurate and timely information about them as part of their program promotion initiatives.
Participants have an array of scholarship opportunities available for faculty-led programs. It is important for them to keep in mind that there are multiple sources of scholarship funds, not just those offered through the Office of International Programs.
The Office of International Programs features its own OIP Scholarships program with several opportunities for faculty-led program applicants, including but not limited to the Faculty-Led Program Scholarship. Students need only to complete one online application for all OIP Scholarships.
Scholarship application deadlines are linked to the term when students enroll in the faculty-led program's course. This arrangement ensures that students receive award disbursements to their KSIS accounts at the same time the program's tuition, fees, and Program Fee are billed and due. The OIP Scholarships program run two cycles each year:
- Faculty-led programs with Summer or Fall courses use the mid-March OIP Scholarships deadline
- Faculty-led programs with Spring courses use the mid-October OIP Scholarships deadline
College or Department Scholarships
Several departments and colleges at Kansas State offer study abroad scholarships for their students. Students should contact their colleges or departments directly for additional details, including award eligibility, application procedures, and deadlines.
Nationally Competitive Scholarships
The U.S. Department of State and Department of Education, along with several nationally recognized international education organizations, fund a number of nationally competitive study abroad scholarships. National scholarships often are based on different factors such as academic merit, financial need, academic major, foreign language study, or non-traditional locations. The Benjamin A. Gilman International Scholarship Program, for example, is a great opportunity for Pell-eligible students enrolling in faculty-led programs that are longer than twenty-eight days. For more information about nationally competitive scholarships, direct students to or contact Education Abroad.
Education Abroad maintains a scholarship list of many external opportunities for which many Kansas State students have applied to their faculty-led program expenses.
To ensure a program's accessibility to all students, faculty leaders should keep federal financial aid guidelines in mind. Not all students may apply or use federal financial aid, but faculty should design their programs to allow students who do use these funds to employ them effectively on their programs.
All students who wish to use federal financial aid must be considered "full time" students under the policies of the Office of Student Financial Assistance. For Fall and Spring terms, Kansas State undergraduate students must enroll in at least twelve credits and graduate students at least nine credits, inclusive of a faculty-led program course's credits, to qualify for aid. For Summer term, Kansas State undergraduate students must enroll in at least five credits and graduate students at least three credits, inclusive of a faculty-led program course's credits, to qualify for aid.
Kansas State University disburses federal financial aid to students' KSIS accounts ten days before the faculty-led program's course begins. For more information about federal financial aid, contact the Office of Student Financial Assistance.
Students interested in using their GI Bill benefits should contact the Veterans Affairs Office on campus early in the application process. It is important for students to understand what their GI Bill will and will not cover before they commit to their program.
Alcohol Expenses Reimbursement
Kansas State University does not permit the use, possession, or distribution of alcohol during any University-sponsored study abroad program time, unless it is pre-approved by Education Abroad based upon demonstrated educational and cultural benefits to the student(s). Participants shall be allowed to opt out of participation in any such event. Other than these pre-approved events, use, possession, or distribution of alcohol is not permitted during program time and is not a reimbursable expense for the faculty leader. Participants should also inform themselves and abide by the host country’s laws and customs related to alcohol consumption.
Kansas State may reimburse alcohol expenses only if faculty leaders gain the permission of the Director of Education Abroad in advance of their program’s study tours. To gain this permission, faculty leaders must complete the Alcohol Reimbursement Pre-Approval Form and submit it to Education Abroad for approval. Faculty leaders must justify on this form how the use, possession, or distribution of alcohol in designated program activities demonstrates an educational and cultural benefit to students.