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Policies and Procedures

Policies and Procedures

Education Abroad offers 瓜子TV State University students the opportunity to earn academic credit towards graduation through programs around the world. Students can participate in education abroad programs taught by 瓜子TV faculty, enroll directly in international universities, or engage in study, research, or internship opportunities through various global program providers. Course credit is available across all majors, including university studies courses, with a select number of graduate-level options also available. Faculty-led programs are intentionally designed around experiential learning principles to guide students and faculty in hands-on global engagement. 

Students must apply for all education abroad programs through the 瓜子TV State Education Abroad Office (EAO). Students who participate in abroad programs through providers, exchanges, or internships without first applying through the EAO will not receive credit at 瓜子TV State for the experience and will be ineligible for financial aid and scholarships. Credit cannot be granted retroactively. Students who choose to participate in unapproved programs abroad will also be subject to these losses and restrictions. 

Program providers include education abroad companies and consortia that facilitate study and internship opportunities. A list of current 瓜子TV State University partners is available online at murraystate.edu/educationabroad. For purposes of these policies and procedures, all such partners are collectively referred to as "providers."

Please refer to the 瓜子TV State University Academic Bulletin for more information.

 

Eligibility

All 瓜子TV State students are eligible to apply for education abroad if they are in good academic and disciplinary standing at 瓜子TV State University with a minimum cumulative GPA of 2.00. Transfer students must be admitted to 瓜子TV State as a student before applying to participate in education abroad programs and must meet all participation requirements at the time of application. Freshmen will be considered for admission to education abroad programs on a case-by-case basis.

Eligibility and requirements for individual programs vary and may be determined by the program director or program provider. This may include a higher GPA requirement, course prerequisites, language fluency, and/or other requirements as determined by the program. This information is available for providers on the provider website and for 瓜子TV State programs online at . Preference will be given to applicants for whom the course offering is a major and/or a degree requirement. Participants enrolled as students at 瓜子TV State who do not also have faculty or staff status must participate in education abroad as a student or intern earning credit for the program. Exceptions to the required credit enrollment may be issued for internship or research programs. 瓜子TV State alumni may participate in education abroad programs by enrolling for credit at 瓜子TV State.

Participants who wish to bring companions on their education abroad program will be considered on a case-by-case basis. Approval should not be assumed and is not guaranteed.

Application Requirements
A completed application will include a 瓜子TV State application and mandatory non-refundable application fee through the online application system, which may require an essay, reference, and transcript. Additional application components, such as proof of language proficiency, may apply for specific programs as determined by the program or provider. All application and program materials must be completed by the participant. Application to an education abroad program does not automatically assume admission to the program. All application components, including disciplinary standing with 瓜子TV State University, will be taken into consideration for program approval. Applicants to provider programs will require a separate application to the provider. Applicants to provider programs must complete and submit both the 瓜子TV State and provider applications to have their application to the program considered complete. The provider application may also have additional essay, audition, interview, language proficiency, or prerequisite requirements for admission. Applicants found to have falsified information will be disqualified from participation.

Selection
Incomplete applications will not be reviewed. Complete applications will be reviewed by the appropriate selection committee. Selection committees consist of the leadership of the program applied to as well as a representative of the EAO. Interviews may be requested. Education abroad is a privilege; admission is competitive and not guaranteed. Admission decisions cannot be appealed. Applicants to provider programs will be subject to provider selection standards.

Exchange Program Selection
Applicants to exchange programs will be interviewed by an EAO committee at 瓜子TV State. If a student is nominated to participate, then the student submits an application to the host university for full review and final approval. Failure to submit any required supplemental materials promptly will result in the rejection of the application by either the EAO or the host institution. Final admission decisions are made by the host university, which will notify both the student and the EAO simultaneously. Exchange admissions operate on the host university's academic calendar, and the EAO has no control over the timeline or the acceptance outcome. All admission decisions are final and cannot be appealed.

Conditional Admission
In some cases, conditional admission may be issued to an applicant. This means the applicant must meet specific conditions within a certain time frame to be fully admitted to the program. If these conditions are not met within the specified time frame, the applicant will be rejected from the program. While under conditional status, applicants are considered full participants, held to the withdrawal deadline for their program, are expected to attend class, and must meet all program obligations.

Waitlist
Some programs are in high demand and may receive more applications than there are spaces available. Should a fully admitted student withdraw from the program sufficiently in advance of departure, a waitlisted applicant may be moved to full admission.

Rejection
An application may be rejected for several reasons including, but not limited to: cumulative GPA below 2.00, poor academic or disciplinary standing at 瓜子TV State, an incomplete application, poor reference, inadequate academic connection to the program course(s), or an Office of Student Account Services or Study Abroad HOLD on the student account.

Admission
Admission decisions are emailed to the email address provided in the 瓜子TV State online application. Once approved or conditionally approved to participate in an education abroad program, it is the responsibility of the participant to log in to the online application to complete the post-acceptance forms for their program. The post-acceptance deadlines are posted on the Dates and Deadlines page of the EAO website. Participants with post-acceptance forms not completed by this date will have a Study Abroad hold placed on their 瓜子TV State account until completion is finalized. Participants are required to read all program materials and attend the mandatory education abroad orientation. Participants with post-acceptance forms remaining after the campus orientation date will incur a $250 non-compliance fee charged to their 瓜子TV State account. Participants are required to purchase travel insurance as specified by your program and will incur any costs not covered by insurance. Passport, visa, and flight components of post-acceptance are due 30 days before departure. Participants who have not completed these by that time will incur a hold and a $250 non-compliance fee to their 瓜子TV State account. Participants are expected to communicate in a timely manner with the EAO, program provider (if applicable) and faculty member(s) throughout all stages of the application and study abroad processes.

Registration for courses is the responsibility of the participant. Until participants are registered for appropriate courses at 瓜子TV State financial aid and education abroad scholarships cannot be released for any program. Program fees may not be placed onto a participant account until registration is complete. This does not mean that participants are not enrolled in the program but that they are not officially registered to receive academic credit. Registration requirements vary by program and are detailed by program in the Registration section of the EAO Programs and Procedures website.

It is the student鈥檚 responsibility to verify their schedule on their myGate Academics tab. Students must confirm that any change to their schedule, including drop/add, is reflected on their myGate Academics tab.

Course enrollment cannot be altered after the semester ends.

It is the responsibility of the participant to understand, before studying abroad, how the course(s) they wish to take will figure into graduation requirements. Credit is not automatic. Students must follow the appropriate procedure for their program as detailed in the Course Credit & Grade Transfer section of the EAO Policies and Procedures website. Students who do not obtain credit approval before the start of the program may be rejected or expelled from a program and/or fail to receive academic credit upon return. It is the student鈥檚 responsibility to seek written approval for all non-瓜子TV State courses before departure. The student also agrees to accept the credit hours and course transfer as negotiated between the student, their Academic Advisor, 瓜子TV State Faculty, the Registrar鈥檚 Office, and the EAO.

Students who take courses abroad that have not been pre-approved are not guaranteed credit upon return. Students should make sure they do not enroll in courses in their education abroad program that will count for courses at 瓜子TV State that have already been completed. If an education abroad course is transferred back to substitute for a 瓜子TV State course that was already completed, 瓜子TV State鈥檚 repeat policy will be followed.

Course approval and registration must be completed before student orientation and program departure to receive credit for the program. Courses will not be created or recreated for a student after a program has been completed.

Grades
It is the responsibility of the participant to engage fully in the course and program by completing all required coursework and attending all planned program activities, including activities required by either the program itself or by the instructor(s) of the classes in which they are enrolled. Regardless of the on-site class attendance policy, the participant is expected to maintain regular class attendance. Failure to attend and fully participate may result in a failing grade.

Grades for education abroad courses taught by 瓜子TV State faculty are submitted directly to 瓜子TV State unless taught through a consortia partner or program provider. This submission may not meet the regular submission schedule. Some students may receive an 鈥淚ncomplete鈥� grade until the program and course assignment deadlines are completed. It is the responsibility of the participant to ensure that all materials/coursework are submitted by the 瓜子TV State deadline to have their earned grade submitted for the program course(s). It is the responsibility of the student to know how a grade of I (Incomplete) will impact their financial aid and academic standing at 瓜子TV State and discuss any relevant issues with their instructor and the EAO.

Grade Transfer
All grades received from foreign or domestic institutions on behalf of 瓜子TV State students who earned credit on education abroad programs will be calculated into the 瓜子TV State cumulative GPA. If letter grades are received, these will be configured into the 瓜子TV State GPA. In order to receive pass/fail credit for education abroad courses, the transferring institution must send the grade report in the form of pass/fail without letter grades.

Education abroad grades are received directly from program providers and institutions abroad and cannot be reported by the participant. Grades are issued via official paper or digital transcript and sent to the 瓜子TV State EAO by the institution reporting the grades. The academic calendars of education abroad programs do not traditionally match the 瓜子TV State academic calendar. As such, grades are often received after the following semester has begun at 瓜子TV State.

In the event that a student鈥檚 transcript is not received by 瓜子TV State in a timely manner, due to the student鈥檚 fault or the fault of the program provider or university abroad, the student鈥檚 瓜子TV State status may not show satisfactory academic progress. As a result, Federal Financial Aid and Scholarships may be held until the transcript is received and grades/credits are posted to the academic record. This does not mean that these funds will be revoked by 瓜子TV State, but until a transcript is received that confirms satisfactory academic progress has been met, funds will not be available for use.

Failure to maintain full-time academic status while abroad on a semester program or while abroad on a summer program may have adverse consequences, including but not limited to financial aid standing, scholarship eligibility, insurance eligibility, and academic standing at the university.

Grade Appeals
If a participant wishes to appeal a grade issued by a non-瓜子TV State entity, this appeal must take place with the faculty member and follow the procedures and guidelines of the program provider, foreign university, college or institution that issued the grade. 瓜子TV State cannot change grades issued by another institution. For 瓜子TV State-issued grades, refer to the 瓜子TV State policy regarding grade appeals under the Academic Standards, Appeals, and Complaints heading within the Academic Policies and Procedures section of the Bulletin.

Non-Credit Intercultural Experiences
Non-credit programs are intercultural experiences abroad that provide intensive intercultural learning, guided by faculty and professional staff of 瓜子TV State, without university credit being granted for the experience. Students participating in non-credit-bearing intercultural programs abroad will not be awarded degree credit for the experience.

Exchange Program Fee
Exchange program students will be billed at 瓜子TV State for the applicable exchange program fees. Details regarding which fees will be charged at 瓜子TV State can be found in the EAO application system. Full-time semester tuition is charged at 瓜子TV State at the rate normally applied based on classification and residency. Additional charges for 瓜子TV State web classes taken while on the exchange program will apply. Additional fees may or may not include room, board, excursion fees, visa fees, and other exchange program charges. When a program fee is not charged to a student account or does not include room and board, these expenses will be paid by the participant on-site.

瓜子TV State Signature Program Fee
Students will be billed to their 瓜子TV State account for the Signature program fee. 瓜子TV State billing can be set up on a payment plan with the 瓜子TV State Office of Student Account Services. Setting up a payment plan with the Office of Student Account Services is the participant鈥檚 responsibility. Billing is not applied to a participant's account until the participant registers for the education abroad class. Class registration may take place after bills have been sent out by the Office of Student Account Services. It is the student鈥檚 responsibility to check their myGate account and make payments on time for their program. Billing timelines are set by the Office of Student Account Services and follow the schedule found online at .

Signature Program Tuition
Students on 瓜子TV State Signature Programs will have tuition assessed to their 瓜子TV State account at the regular tuition rate. For details on your tuition rate, refer to the Tuition and Costs tab on the 瓜子TV State website www.murraystate.edu/admissions/bursarsoffice.

Provider Programs Tuition and Fees
Participants in provider programs will not pay additional tuition at 瓜子TV State for their provider program abroad when they are properly registered with the provider to receive a transcript from another institution.

Students who fail to pay program fees in full to provider programs will have a HOLD placed on their myGate account until the balance is resolved.

For full program withdrawal, an applicant must submit in writing their intention and reason for withdrawing from an education abroad program to BOTH the 瓜子TV State EAO and the program provider (if applicable). Until written notification is received in the EAO and the applicant receives a confirmation email from the EAO, approved and conditional applicants are considered full participants in the program and billing will remain on the student account.

Participants who voluntarily or involuntarily withdraw from a program for any reason after the withdrawal deadline, found on the Dates and Deadlines page of the EAO website, will be assessed any fees that cannot be recovered for the program and will forfeit their application fee. This may be up to the full cost of the program. The participant is solely responsible for any and all costs arising out of their voluntary or involuntary withdrawal from the program before its completion, including withdrawal caused by illness or disciplinary action. Withdrawal fees will be charged to the participant鈥檚 瓜子TV State account. Withdrawal fees will apply whether or not the full program fee has been applied to the student account by the withdrawal date.

Students who fail to meet program requirements such as obtaining a passport or visa, medical paperwork, or other requirements will incur the withdrawal fees specified here.

Withdrawal or expulsion from programs while abroad will result in a failing course grade. Course grades for medical withdrawals will be considered on a case-by-case basis. Withdrawals or expulsions taking place while abroad will receive no program refund and any costs associated with the withdrawal, regardless of the reason, will be at the participant鈥檚 expense.

Program cancellation due to terrorist activity or acts of nature will follow the withdrawal policy.

Class Withdrawal
It is the responsibility of the student to drop classes or withdraw from their education abroad classes through myGate when withdrawing from the program. Refer to the information under the Withdrawal heading within the Registration section in the Bulletin for fee and restriction information. Lack of participation in class or failure to pay program fees does not constitute program withdrawal. Program participants who attempt to drop the class after the program abroad experience will receive an E for the course. Students who drop/add after receiving course approvals may become ineligible for Federal Financial Aid and will be at risk of courses not transferring and/or not applying to degree completion.

To apply Federal Financial Aid to an education abroad program, participants must be taking courses in the program that will count toward graduation requirements. Participants who have received the maximum Federal Financial Aid eligibility during the fall and spring academic year may not be eligible for an additional semester or summer aid for education abroad. To be eligible for summer aid participants must complete a FAFSA for the current academic year if it is the first time requesting federal financial aid. Participants who are eligible for and have not yet met the maximum Pell for the academic year could receive Pell for the education abroad program.

Participants receiving education abroad scholarships and Federal Financial Aid will receive them as an award on their 瓜子TV State myGate account. If the 瓜子TV State account has a zero balance, awards will then be used to cover education abroad fees that are applied to the 瓜子TV State account. For provider programs, these awards will be refunded to the participant to be sent to the provider directly to pay towards the program balance with the provider. It is the participant鈥檚 responsibility to ensure that education abroad fees are paid in full before departure. Participants who receive a refund of any kind are encouraged to check their myGate account and the program provider account to ensure there is a zero balance before utilizing refunds for other expenses.

Undergraduate participants on summer programs must be enrolled for at least six credit hours for the summer term to be eligible for federal student loans. Participants may meet this six-hour requirement by enrolling in a three-hour education abroad program in addition to a summer session at 瓜子TV State.

Education Abroad Scholarship Application
In order to be considered for education abroad scholarships administered within the EAO, students must complete the scholarship portion of their education abroad program application within the EAO application system. Applicants must submit all required pieces of the combined program and scholarship application, the 瓜子TV State General Scholarship application, and the FAFSA in order to be considered for scholarship funding. Incomplete applicants will not be considered under any circumstances.

Education Abroad Scholarship Eligibility
Eligibility guidelines for education abroad scholarships are specified on the Scholarships page of the EAO website. Guidelines may include a minimum GPA requirement, specific major requirements, specific program participation, or financial need requirements. The online scholarship application will determine which awards students are eligible for. Students who do not meet the minimum eligibility requirements will not be considered.

Education Abroad Scholarship Selection
Applications will be reviewed by a committee. Award notifications and instructions on how to accept awards are made via email to the applicant's 瓜子TV State email address. It is the responsibility of the applicant to accept their scholarship. Failure to accept scholarships may result in the awards being revoked. Scholarships are competitive and applicants should make every effort toward submitting the best application possible for the greatest chance to receive funding. Applications found to have falsified information will be disqualified for scholarship funding of any kind.

Current 瓜子TV State Scholarship Recipients
瓜子TV State students receiving scholarships through the regular scholarship awarding process at 瓜子TV State should know the following important information:

  • Participants in a 瓜子TV State Signature program or 瓜子TV State EAO partner provider semester program may use tuition awards toward the tuition charges applied to the 瓜子TV State account for that program.
  • Participants in an education abroad program may use 瓜子TV State scholarships toward tuition or program fee charges applied to the 瓜子TV State account for that program.
  • Participants in an education abroad program may be able to use scholarship reserves to help fund the education abroad program.
  • The housing portion of a Presidential Fellowship and the Marvin D. Mills Scholarship may be available for use on some 瓜子TV State Signature semester programs and provider semester programs. Students receiving these funds should speak with the Scholarship Office to verify if their housing award is available for the education abroad program.

Outside Scholarship Sources
Students who have been awarded funds from outside sources must inquire directly with those sources and/or the Scholarship Office to verify what portion of funds may be available to apply to education abroad fees.

The U.S. Department of State (DOS), travel.state.gov, issues four levels of Travel Advisories:

LEVEL 1: Exercise Normal Precautions
LEVEL 2: Exercise Increased Caution
LEVEL 3: Reconsider Travel
LEVEL 4: Do Not Travel

Risk indicators for the advisories issued by DOS include crime, terrorism, civil unrest, health, natural disasters, time-limited events, and other issues that do not fall into these categories.

瓜子TV State supports education abroad programs in countries if the following conditions are met:

  • the formal geographic region of study must take place in a location that is NOT currently assigned to Level 3 or 4; and
  • program providers, or program leadership/the EAO if the program is a 瓜子TV State Signature Program, must provide proof that insurance coverage is valid in the country and region of study; and
  • program providers, or program leadership/the EAO if the program is a 瓜子TV State Signature Program, must provide full exit strategy and warning details to the 瓜子TV State EAO and to participants; and
  • program travel for sponsored excursions must not take place in the geographic region currently assigned to Levels 3 or 4; and
    participants, providers, and 瓜子TV State faculty and staff shall not travel independently or as part of a program activity to the geographic region currently assigned to Levels 3 or 4; and
  • participants and 瓜子TV State faculty and staff agree to sign a Travel Advisory Release Form prior to travel to the country.

It is the responsibility of the participant to check travel.state.gov for current travel information.

It is the responsibility of the program participant to obtain and maintain a valid passport book and visa (where applicable) for all travel and education abroad. Passports must be valid for at least six months beyond the return date of your program abroad.

Visas are the full responsibility of the participant. The EAO will not advise students on visa requirements for their country of study. It is the responsibility of the participant to request paperwork and verifications required for visa issuance well in advance of their visa appointment with specifications for the format and information required.

Failure of participants to obtain a valid passport or visa will mean the inability to travel abroad for participation in the education abroad program. Students who do not comply with this international requirement will not receive a program refund and Federal Financial Aid and education abroad scholarships will be partially or fully revoked due to the inability to begin and/or complete the course. To determine if the country of study requires a visa and to determine visa costs and procedures, see the Consulate website of that country.

Participants may travel via personal vehicle, commercial airlines, and other public and private transportation both stateside and abroad. During this travel, participants will be subject to airline and TSA rules, and rules and regulations of foreign entities, which may change at any time without notice.

Transportation delays or cancellations are not the responsibility of 瓜子TV State or the program provider. Cancellations and delays may result in the loss of program time abroad and/or the cancellation of activities without a refund to the participant. 瓜子TV State and/or the program provider will make every possible effort to work with transportation vendors to minimize the impact to program schedules and activities.

Education abroad participants must adhere to the 瓜子TV State Student Life Handbook and Policies found online at murraystate.edu/studentaffairs, comply with the laws of the foreign country, and comply with the rules and regulations of the university of study and/or the program provider.

Misconduct abroad will become part of a participant鈥檚 permanent 瓜子TV State University disciplinary record. Visiting students on 瓜子TV State programs will have their home university notified in the event of disciplinary action against the student. Resulting charges including but not limited to property damage, excessive use of electricity where applicable, mistreatment of property, lack of cleaning, and personal charges to 瓜子TV State program faculty, directors, or accounts will result in a direct financial charge to the participant鈥檚 瓜子TV State account to cover charges in full.

Conduct that interferes with or inhibits the experience of others, both participants and non-participants, whether in residential settings, classrooms, or any public domain, including during independent travels, could be grounds for expulsion from the program. Engagement in risky activities such as vehicle rental or extreme sports is at the participant鈥檚 own risk. It is the participant鈥檚 responsibility to determine whether any travel insurance will cover these activities.

Any use of illegal substances as defined by the United States statute will result in expulsion from the education abroad program. Repeated alcohol intoxication that impairs active participation in the program, disrupts the participation of others or disrupts the program itself may result in expulsion from the education abroad program and other sanctions as stated in the 瓜子TV State Student Life Handbook.

Expulsion will result in failure of the courses taken on the program, regardless of expulsion date, including expulsions made before the 瓜子TV State University Drop Date. Expelled students will be sent home immediately at their own expense, regardless of visa classification or on-site grace period allowance. In the event that a participant is expelled, removed, or withdraws from a program while abroad, participants authorize the Program/瓜子TV State to notify the Emergency Contact Person and hereby release any right of confidentiality/privacy under FERPA or any other State or Federal law as to such information. Expulsion details will become a permanent part of the 瓜子TV State disciplinary record and will require a meeting with the 瓜子TV State Disciplinary Officer upon return to 瓜子TV State to resume studies.

 

 

 

 

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