Susquehanna University
Student Handbook for Off-Campus Study Programs
April, 2008
This handbook is a work in progress. At present it is focused primarily on student behavior during off-campus programs and the procedures related to withdrawal from the program, both voluntary and involuntary (disciplinary). Additional sections on culture shock, getting the most out of studying abroad, and other topics will be made available as they are added.
Students participating in Susquehanna University off-campus programs are responsible for reading and understanding the information contained in this handbook. Students participating in Susquehanna University off-campus programs are required to sign the SU Statement of Responsibility which is based on the information contained in this handbook.
Study abroad can be the highlight of a student’s college experience. Students often talk about the profound impact of such programs on their academic and professional lives. The policies found in this handbook are designed to protect the rights of all students to participate in an off-campus study program that is not hindered by the poor behavioral choices of a small handful of students. Concerns or more information about any of these policies should be directed toward the Program Director of the specific study away program, or the Office of Cross-Cultural and Off-Campus Programs.
PROGRAM WITHDRAWAL
Prior to departure
WITHDRAWAL POLICY
At acceptance
When you have been accepted into a program you will be required to submit a Decision Form and a program deposit will be billed to your student account. The amount of the deposit varies by program. Your SU account must be current in order to participate in an off-campus program. Your deposit will not be billed, and your place in the program will not be held, if your SU account is not current at the time the deposit is due.
If you do not return your Decision Form within the stated time, the OCCOCP will assume you no longer wish to participate and you will be withdrawn from the program. It is also your responsibility to withdraw from your study away courses. The OCCOCP will not do this.
After acceptance
If you choose to withdraw from a program after accepting admission you will be financially responsible for 1) the program deposit; or 2) any non-recoverable costs (such as housing payments and deposits paid on your behalf, field trip pre-payments, fixed program costs, etc.) incurred and/or committed on your behalf by SU at the time of your withdrawal, whichever is more. It is your responsibility to inquire as to the estimated non-recoverable costs incurred at the time of your withdrawal. In most cases, the OCCOCP will not be able to provide you with these costs until they can contact the on-site providers and determine what refunds will be available. In some cases, it could mean that you will be financially responsible for almost the entire program fee. After the program’s first day you will be financially responsible for the entire program fee.
Notification of withdrawal must be made in writing to the Program Director before the withdrawal will be officially recognized. The date the written notification is received is the date by which the financial calculation will be determined. If there is a balance due at the time of withdrawal, that amount must be paid to SU to cover expenses incurred to that point.
Should SU suspend or cancel a program prior to departure and you are forced to withdraw your application, you will not be financially responsible for any study away program fees or tuition. However, refunds for air transportation are always subject to the rules and regulations of the appropriate airline or travel agency.
SUMMARY
After acceptance by the program:
After submitting Decision Form and paying deposit:
1. Tuition and Fees - Semester
Refunds for recoverable tuition and fees use the standard formula for withdrawals from on-campus course, but are based on the study away course calendar. See Costs on Business Services web page for more information (http://www.susqu.edu/business_services).
Withdrawal on or before the first day of classes 100% credit
Day 2 - Day 12 90% credit of tuition
Day 13 - Day 29 50% credit of tuition
Day 30 - Day 57 25% credit of tuition
Day 58+ No credit of tuition
2. Tuition and Fees - Abbreviated Session
Refunds for courses that operate on less than a standard semester format will be based proportionately on the above policy using the abbreviated calendar of that program.
After arrival
VOLUNTARY WITHDRAWAL
If a student has arrived at the program site and decides to withdraw, he or she must begin by discussing the situation with the SU personnel (program director, resident director) on site. If, after consultation, the student still plans to withdraw from the program, he or she must submit a signed and dated statement of explanation to the on-site personnel. This statement must indicate the student’s understanding that effective the date indicated, he or she will no longer be considered a participant in the program or a student, and is therefore responsible and liable for his or her own behavior, insurance, transportation home, etc.
Students may withdraw and receive a grade of W on an SU off-campus program according to the same policies that exist on campus. Generally, a student may receive a grade of W until the end of the third week of the semester in full-semester courses with the same academic calendar as an on-campus course. After these dates students may obtain a special late course withdrawal and still receive a grade of W in a full-semester course until the end of the tenth week of the semester. A student may use this special late withdrawal option for a maximum of 12 semester hours of credit while at SU, and to take advantage of the option the student must fill out a special late withdrawal form and submit it to the Registrar’s Office by the appropriate deadlines. After the times above, students may withdraw from a course only for extraordinary circumstances, such as medical emergency or family crisis, as approved by the vice president for student life; in such situations the student must provide written validation from the appropriate authority. In all other cases, the instructor will assign a final grade Failure to attend class does not in itself constitute withdrawal and students who stop attending a class without going through the official withdrawal procedures will receive a final grade for the course, with F’s being factored in for all missing course work.
The ability to withdraw from a study away course in a program operating on a schedule different from the standard SU semester format will be based proportionately on the above policy using the calendar of that program.
Dropping a course can delay graduation and may affect a student’s eligibility for financial assistance or for some academic honors. For further information, please refer to the “costs and financial aid” section.
Federal Title IV Refund Policy. The Office of Financial Aid is required by federal statute
to recalculate federal financial aid eligibility for students who withdraw,
drop out, are dismissed or take a leave of absence prior to completing 60
percent of a payment period or term.
Recalculation is based on the percentage of earned aid using the following
Federal Return of Title IV funds formulas:
The percentage of a payment period or term
completed = the number of days completed up to the withdrawal date divided by
the total days in the payment period or term. (Any break of five days or more
is not counted as part of the days in the term.) This percentage is also the
percentage of earned aid.
Funds are returned to the appropriate federal program based on the percentage
of unearned aid using the following formula:
Aid to be returned=(100 percent of the aid
that could be disbursed minus the percentage of earned aid) multiplied by the
total amount of aid that could have been disbursed during the payment period or
term.
If a student earns less aid than was disbursed, the university is required to
return a portion of the funds and the student is required to return a portion
of the funds. When Title IV funds are returned, the student borrower may owe a
debit balance to the university.
If a student earns more aid than was disbursed, the university is required to
make to the student a post-withdrawal disbursement which must be paid within
120 days of the student’s withdrawal.
The institution must return the amount of Title IV funds for which it is
responsible no later than 30 days after the date of the determination of the
date of the student’s withdrawal.
Refunds are allocated in the following order:
If a student cancels or withdraws from a program for any reason (voluntary or involuntary), he or she will be required to return any scholarship funds disbursed by the Office of Cross-Cultural and Off-Campus Programs. If the program withdrawal is done after the award is disbursed, the student will be billed for the award amount. This amount will be posted and due on the SU student account.
In case of official withdrawal from the University, tuition and fees and program fees are subject to refund according to the withdrawal policy previously cited under “Withdrawal”.
Upon official voluntary withdrawal from the University, symbols (grades) are assigned to courses in which the student was enrolled according to the effective date of the withdrawal and in keeping with standard SU policy, stated on the web page of the SU Registrar.
DISCIPLINARY WITHDRAWAL
Although you may consider yourself independent at home, when you study off campus you are part of a program and serve as a representative of Susquehanna University and the United States. Your program director may be aware of your personal life and be involved in most of your activities. The best way to avoid disciplinary action is to take responsibility for your own behavior and to also look out for your peers. If every participant takes ownership and responsibility for the success of the whole program, situations resulting in disciplinary action can be largely avoided.
Conditions as stated in the Statement of Responsibility apply to all students. Individual SU programs may have supplementary rules and policies which apply to students on these programs. Additionally, Susquehanna University's Code of Student Conduct applies to students in study away programs. These regulations may be found in the Student Handbook (http://www.susqu.edu/student_handbook/).
Susquehanna University expects study away participants to abide by the laws, regulations, and customs of the host country, community, institution and program.
Immediate Dismissal
There are certain areas under which the program director, local resident director or designated SU staff has the authority to dismiss a student from a study away program. Any behavior that endangers oneself, another person, or property can result in immediate dismissal. Examples of such behaviors that may result in immediate dismissal from the program or temporary suspension pending a final resolution of the matter include, but are not limited to:
♦ conduct that violates certain aspects of Susquehanna University’s Code of Student Conduct
♦ violation of the laws, rules and regulations, or customs of the host country, community, institution and/or program
♦ behavior that is disruptive and detrimental to the group learning process and academic success of the program
♦ conduct that damages or destroys property of another person, institution or organization
♦ behavior that gives the program director and the SU Office of Study Away reasonable cause to believe that the continued presence of the student in the program constitutes a danger to the health or safety of themselves, persons or property or threatens the future viability of the program
♦ repeated offenses or severe infractions of the housing rules and regulations as established by the local facilities
♦ repeated behavior for which the student has been warned in writing
♦ alcohol misuse (as defined previously under “Alcohol use and misuse”)
♦ use of illegal drugs is prohibited, as it is on campus
♦ criminal acts such as:
physical or sexual assault
harassment
possession, use or distribution of illegal drugs
setting a fire or possession of explosives
possession of a weapon
theft
A student who is dismissed for disciplinary reasons will be responsible for airfare and any other expenses associated with early removal from the program; grades are assigned as described in the previous “Voluntary” section.
Other infractions
In the event of an infraction that does not cause immediate danger and where there is an allegation of a violation of the laws, regulations, and customs of the host country, community, institution or program or a violation of the SU Code of Student Conduct, the following steps, in order, will be taken:
1. The program director, on-site resident director, or program assistant representing the Office of Cross-Cultural and Off-Campus Programs will have a frank discussion with the student(s) involved concerning expectations and consequences, giving the student(s) an opportunity to respond in person. The program director or other SU personnel will file an Incident Report Form.
2. If the behavior continues, additional Incident Report Forms will be filed and the student will receive written warning of the consequences related to this behavior, which may include restricted activities. This statement represents a final warning and any continuation of the undesirable behavior will result in immediate dismissal from the program.
3. In the event of continued disregard for the laws, regulations and policies described above the Program Director and Dean of Students may decide to dismiss the student from the program.
· Written dismissal from the study away program (which automatically means dismissal from Susquehanna University for that semester or summer session).
· A report will be submitted to the Student Conduct System, to become part of the student’s record. Additional penalties may be assessed through the Student Conduct System.
· Other action deemed appropriate to the specific case
The student will be informed in a written statement that he/she is no longer considered a participant in the program and must leave the residence by a designated date and time. The student must sign and date the statement acknowledging that he/she is no longer a participant. If the student refuses to sign the statement, a witness may sign the statement indicating the student has been dismissed but refuses to sign the form.
APPEALS
Because of the nature of study away programs, students have a more limited right to appeal disciplinary decisions than they do on campus. Students on SU study away programs have the right to appeal a decision to dismiss or otherwise penalize them. This appeal must be initiated within 24 hours of receiving written notification of the penalty or dismissal from the Program Director. The appeal will be addressed to the Dean of Students, who will respond as quickly as possible. A decision to uphold the dismissal or penalty will be final.
UNAUTHORIZED WITHDRAWAL
If a student is absent for more than 24 hours from the program without completing a Travel Notification Form the program director will seek to determine the location of the student. If the student cannot be located, it will be considered an emergency situation and the emergency contacts listed on the student’s application will be contacted. If, after investigation, it is determined that an emergency situation does not exist, the student will be receive written warning that such absences are a violation of SU study away policy and an Incident Report Form will be filed as described in the “Disciplinary” section above. Repeat offenses could be cause for dismissal from the program. A student who, through his or her absence, demonstrates that he or she has withdrawn from the program without obtaining an official withdrawal will be reported as having failed all courses.
Consideration will be given for the student who leaves a study away program because of an emergency situation or illness (either personal or of a family member). Whether it is before or after departure, the student must submit a written statement of withdrawal to OCCOCP and will be subject to the withdrawal and transfer policy previously indicated.
A student who leaves the University without formally withdrawing forfeits any fees or deposits paid to the University. Such students will continue to receive and be responsible for payment of tuition and fees and study away program fees. Re-enrollment in the University will not be granted until all debts are cleared.
Alcohol use and misuse
Many of the injuries sustained by study abroad students are related to drunkenness and the associated condition of temporary stupidity.
Although alcohol misuse may not carry the same legal penalties as use of illegal drugs, it can create dire circumstances for you, your participation the program, your safety on site, and the future of the program. Remember that you are serving as an ambassador of SU, and the United States.
Although there may be no minimum or a lower drinking age in your host country, the customs regarding alcohol use may be very different from ours. You may be tempted to slip into - or maintain - patterns of alcohol misuse while abroad. Such use may occur for a variety of reasons: a mistaken impression of how alcohol is used in your new surroundings; cheaper costs in some countries; a lower minimum drinking age; more lenient laws against drunkenness; or a desire to experiment or fit in. Alcohol abuse and misuse are not tolerated globally and will not be tolerated on SU study away programs. Violation of local laws and/or SU regulations or policies may result in (i) immediate dismissal from the program; (ii) academic withdrawal from the University for the semester in progress; and (iii) disciplinary action upon return to campus.
During your orientation you will be informed of program requirements and host country laws regarding alcohol consumption, as well as the consequences for misuse. Most countries with the exception of those with religious prohibitions, tolerate social drinking. Intoxication, public drunkenness and inebriating behavior, however, are seldom allowed under any circumstances. If you attend Alcoholics Anonymous (AA) meetings in the United States, please notify the SU Office of Cross-Cultural and Off-Campus Programs so we can assist you in locating the AA abroad.
Alcohol misuse is defined as any use that is harmful or potentially harmful to self or others. Alcohol abuse is planned, systematic misuse of alcohol. Alcohol misuse will not be tolerated on SU study abroad programs. What is “alcohol misuse?” Alcohol misuse is present when:
Alcohol misuse is defined as any use that is harmful or potentially harmful to self or others. Alcohol abuse is planned, systematic misuse of alcohol. What is “alcohol misuse?” Alcohol misuse is present when:
1. A student misses any scheduled event because of the effects of alcohol consumption;
2. A student becomes ill due to the effects of alcohol consumption;
3. A student is disrespectful of others sharing the same housing when alcohol consumption leads to disruptive, loud socializing;
4. A student engages in inappropriate behavior toward other individuals that is the result of alcohol consumption;
5. A student engages in destructive behavior toward property that is the result of alcohol consumption;
6. A student does not abide by the laws of the country in which he or she is staying;
7. A student engages in behavior that causes embarrassment to the other members of the group, the faculty member(s) or the in-country host(s) as a result of alcohol consumption;
8. Students facilitate/encourage or ignore a fellow student who is misusing or abusing alcohol; or
9. Transporting quantities of alcohol to program sites with the intent of sharing the alcohol with members of the group.
Students are encouraged to use good judgment if consuming alcohol at private homes or other accommodations during non-program hours. Students are encouraged to discuss issues related to alcohol abuse by other members of their group with the program director. Peers should look out for each other and keep each other safe.
It is extremely important to be sure students understand that if a student becomes incapacitated due to alcohol overuse, or if he/she is in need of medical attention, others should immediately contact a local emergency medical service, faculty/staff leader and/or resident director, in order to protect the health and well-being of the affected student. The individual needing medical attention should be referred for assistance to address issues of chemical use/abuse. Peers must make the responsible choice to notify program or emergency personnel quickly. The person (or persons) making the call should not be subject to disciplinary action.
If you plan to drink – do it moderately. Do not endanger yourself, others, property, or the future viability of the program. Know when to say “no,” stay with your friends, and look out for each other!
Illegal drugs
(Adapted from the U.S. Department of State's Travel Warning on Drugs Abroad, http://travel.state.gov/travel/livingabroad_drugs.html)
Don’t do drugs.
The possession, use, manufacture, production, sale, exchange or distribution of illegal drugs by students participating in SU study away programs is prohibited, just as it is on campus. Violation of this policy may result in (i) immediate dismissal from the program; (ii) academic withdrawal from the University for the semester in progress; and (iii) disciplinary action upon return to campus.
Each year 2,500 U.S. citizens are arrested abroad. One third of the arrests are on drug-related charges. Many of those arrested assumed as U.S. citizens that they could not be arrested. From Asia to Africa, Europe to South America, U.S. citizens are finding out the hard way that drug possession or trafficking equals jail in foreign countries.
There is very little that anyone can do to help you if you are caught with drugs. You are operating under the laws of the host country and the regulations of the local institution. Neither the U.S. government nor Susquehanna University will be able to secure your release should you be caught.
It is your responsibility to know the drug laws of a foreign country before you go, because "I didn't know it was illegal" will not get you out of jail. Some laws may be applied more strictly to foreigners than to local citizens; therefore, don’t assume that just because local people are using drugs, it’s acceptable for you to use drugs.
Information regarding drug penalties of your host country is available at the Web site, http://travel.state.gov/travel/warnings_consular.html.
In recent years, there has been an increase in the number of women arrested abroad. These women serve as drug couriers or "mules" in the belief they can make quick money and have a vacation without getting caught. Instead of a short vacation, they get a lengthy stay or life sentence in a foreign jail.
U.S. Americans have been arrested abroad on drug charges for possession of an ounce or less of marijuana. The risk of being put in jail for just one marijuana cigarette, or for other illegal substances, is not worth it.
If you are purchasing prescription medications in quantities larger than that considered necessary for personal use, you could be arrested on suspicion of drug trafficking.
Once you're arrested, the U.S. consular officer CANNOT get you out!
You may say "it couldn't happen to me" but the fact is that it could happen to you if you find yourself saying one of the following:
"I am a U.S. citizen and no foreign government can put me in their jail."
"If I only buy or carry a small amount, it won't be a problem."
If you are arrested on a drug charge it is important that you know what the U.S. government CAN and CANNOT do for you.
The U.S. Consular Office CAN:
♦ visit you in jail after being notified of your arrest
♦ give you a list of local attorneys (The U.S. Government cannot assume responsibility for the professional ability or integrity of these individuals or recommend a particular attorney)
♦ notify your family and/or friends and relay requests for money or other aid - but only with your authorization
♦ intercede with local authorities to make sure that your rights under local laws are fully observed and that you are treated humanely, according to internationally accepted standards
♦ protest mistreatment or abuse to the appropriate authorities
The U.S. Consular Office CANNOT:
♦ demand your immediate release or get you out of jail or the country
♦ represent you at trial or give legal counsel
♦ pay legal fees and/or fines with U.S. government funds
If you are caught using illegal drugs by SU on-site personnel, you may be immediately dismissed from the SU study away program. If you are caught by local authorities buying, selling, carrying or using drugs -- from hashish to heroin, marijuana to mescaline, cocaine to quaaludes, to designer drugs like ecstacy it could mean:
♦ interrogation and delays before trial including mistreatment and solitary confinement for up to one year under very primitive conditions
♦ lengthy trials conducted in a foreign language, with delays and postponements
♦ weeks, months or life in prison (some places include hard labor, heavy fines, and/or lashings), if found guilty
♦ death penalty in a growing number of countries (e.g., Malaysia and Pakistan)
Although drug laws vary from country to country, it is important to realize before you make the mistake of getting involved with drugs that foreign countries do not react lightly to drug offenders. In some countries, anyone who is caught with even a very small quantity for personal use may be tried and receive the same sentence as the large-scale trafficker.
A few words to the wise...
♦ A number of countries, including the Bahamas, the Dominican Republic, Jamaica, Mexico and the Philippines, have enacted more stringent drug laws that impose mandatory jail sentences for individuals convicted of possessing even small amounts of marijuana or cocaine for personal use.
♦ Once you leave the United States you are not covered by U.S. laws and constitutional rights.
♦ Bail is not granted in many countries when drugs are involved.
♦ The burden of proof in many countries is on the accused to prove his/her innocence.
♦ In some countries, evidence obtained illegally by local authorities may be admissible in court.
♦ Few countries offer drug offenders jury trials or even require the prisoner's presence at his/her trial.
♦ Many countries have mandatory prison sentences of seven years to life without the possibility of parole for drug violations.
♦ If someone offers you a free trip and some quick and easy money just for bringing back a suitcase...SAY NO!
♦ Don't carry a package for anyone, no matter how small it might seem.
♦ The police and customs officials have a right to search your luggage for drugs. If they find drugs in your suitcase, YOU will suffer the consequences.
♦ You could go to jail for years with no possibility of parole, early release, or transfer back the United States.
♦ Don't make a jail sentence part of your trip abroad.