Withdrawal Policy

Withdrawal Policy

PROGRAMS | STAFF | DEADLINES 

Withdrawal Process • Withdrawal Policy • Reimbursement Policy 

Program Deferral • Programs in Process • Emergency Withdrawal

Withdrawal Process

Your request to withdraw from a study abroad program prior to the program start date must be made in writing using the Withdrawal/Deferral Notification Statement. In your withdrawal notification, please include your reasons for withdrawing from the program, such as finances, time conflict, academic reasons, or illness.

The date on which the notice is received (or the next business day) will be the Date of Withdrawal. The notice must be written by you, the student, and can be in the form of a letter or email; a telephone conversation cannot be used to initiate a withdrawal. Please note that, regardless of the circumstances surrounding the withdrawal, the confirmation/study abroad fee is nonrefundable. Upon notification of your intent to withdraw from the program, your study abroad advisor will update your record.

To withdraw from a program that has already begun you must complete the University Withdrawal Form and submit it to the OSA. It is your responsibility to withdraw from any course related to the study abroad program, as you would with your regular campus courses. After the program start date the university policies regarding tuition and fees for dropping a course will apply to your study abroad courses. If you voluntarily withdraw from your in-progress study abroad program for any reason (other than following a SHU safety advisement), the cost of your return is solely your responsibility. As well, forced dismissal from a study abroad program due to behavioral, student conduct, or legal reasons is also solely your responsibility. If you withdraw or are dismissed from your program you will be withdrawn from your study abroad registration at SHU for the term and will no longer be considered an enrolled student for the term. Note that if you are evicted from your program housing you will not be given a refund.

Withdrawal Policy

The withdrawal policy is based on the start date of your program in addition to the nonrefundable expenses committed or incurred on your behalf as of the date of your withdrawal. The Office of Study Abroad will be responsible for determining the balance due once an official letter of withdrawal is received. 

After the program start date the university policies regarding tuition and fees for dropping a course will apply to your study abroad courses. If you voluntarily withdraw from your in-progress study abroad program for any reason (other than following a SHU safety advisement), the cost of your return is solely your responsibility. As well, forced dismissal from a study abroad program due to behavioral, student conduct, or legal reasons is also solely your responsibility. If you withdraw or are dismissed from your program you will be withdrawn from your study abroad registration at SHU for the term and will no longer be considered an enrolled student for the term. Note that if you are evicted from your program housing you will not be given a refund.

If you withdraw and do not complete the academic term in progress you may receive a ‘W’ or an ‘F’ on your transcript for all courses for which you are concurrently enrolled. A ‘W’ grade will be issued for course withdrawals within the first eight weeks of a semester (or the proportional equivalent for accelerated/intensive courses.) An ‘F’ grade will be issued for course withdrawals after the first eight weeks of a semester (or the proportional equivalent for accelerated/intensive courses.

SHU’s refund of federal or state aid to the appropriate agency or fund in the event of a student’s withdrawal is controlled by law and University regulations and is not affected by these policies. If a student is supported by federal and state aid and these funds have been distributed to the program, the student may have to repay these funds in addition to any new charges at SHU.

Please review the Withdrawal Chart of your particular program for more information on withdrawal costs.

Program Fee Reimbursement Policy

The Office of Study Abroad has no control over airline payment and refund policies. If you withdraw from the program after you purchase your airfare, you need to contact your airline carrier or travel agent regarding their refund policy.

If you are concerned about program cancellation or you may not be able to participate in your study abroad program, we recommend you purchase travel insurance. Such policies range in price from approximately $100 to $500. Additional information about these policies is available through any travel agency. Such policies should be read closely, as not all provide the same benefits or amounts of coverage.

Tuition Refund Plan

Sacred Heart University offers a Tuition Refund Plan as an option for Full Time Undergraduate students and parents. This Plan is also applicable to tuition spent on OSA approved programs. The Tuition Refund Plan significantly extends and enhances the University’s published refund policy. You are assured of a 100% refund throughout the term (60% maximum benefit through TRP if the withdrawal is due to a mental health condition) even after the University’s policy has expired. This is especially beneficial when you are forced to withdraw and then return for a later term. This plan is not underwritten by Sacred Heart University. Questions regarding the Plan should be addressed to A.W.G. Dewar at (617) 774-1555.

SHU and SHU-Affiliated Programs

If an SHU study abroad program is canceled due to unforeseen circumstances (i.e. natural disasters, war or civil unrest, posting of U.S. State Department Travel Warning, pandemic, etc.), all efforts will be made to recover any funds already expended on your behalf. If you are concerned you may not be able to complete your study abroad program, we recommend you purchase travel insurance.

CCIS and Unaffiliated Programs

If you choose to withdraw from a CCIS or an unaffiliated program after the program has started, all SHU fees listed below are non-refundable. Each program sets its own refund policies regarding fees paid to them. You will also be responsible for any withdrawal penalties assessed by the host program/university.

Program Deferral Prior to a Program’s Start

You may decide to defer your enrollment to a SHU or SHU affiliated program. Your request to defer your enrollment must be made in writing using the Withdrawal/Deferral Notification Statement. In your withdrawal notification, please include your reasons for withdrawing from the program, such as finances, time conflict, academic reasons, or illness.

You may defer only up to one semester (i.e.: Fall 2013 defers to Spring 2014; Summer 2013 defers to Summer 2014).  It is not possible to carry over any study abroad or confirmation fees. You may reapply to a study abroad program in future terms. Deferral requests must be submitted no later than ten (10) days after you receive approval to study abroad. Please note, you may be required to submit additional documentation (i.e. updated transcripts) prior to acceptance to the deferred term.

Programs in Process

Deadlines for SHU course withdrawals are listed in the SHU Academic Calendar. Affiliate programs may have different withdrawal dates. After the deadline a grade of W will only be granted in highly unusual circumstances, such as documented medical emergency. If you do not withdraw in the specified time frame will receive the grade that you have earned. Non-attendance does not constitute official withdrawal. Course withdrawals may affect satisfactory academic progress and may result in the loss of benefits or permission to participate in SHU activities such as athletics. It is your responsibility to understand these consequences.

Emergency Withdrawal

If you cannot participate in a study abroad program due to physical and/or mental debilitation, death or serious illness in the immediate family, severe financial hardship or other extenuating circumstances beyond your control before or while participating on a SHU study abroad program you can submit a Petition for Upcoming Term Emergency Withdrawal. Not obtaining your visa or residence permit on time does not constitute an emergency withdrawal.

Only the affected student (not parents) can initiate a petition and the basis for the petition must first be discussed with the appropriate OSA advisor. If granted, the Emergency Withdrawal may allow for full or partial relief from your financial obligations to the program. The Petition only covers SHU billable fees. Note that refunds are only available for funds not yet spent on your behalf. Withdrawal penalties imposed by SHU affiliate programs, as well costs associated with travel, cannot be appealed. Partial refund requests are considered by a committee on a case-by-case basis. Decisions are made on a rolling-basis, and announcements are made via email.

If you are granted a partial refund, and you are a SHU student, it will be posted to your SHU student account. Visiting students who are granted partial refunds will automatically receive their funds by mail.