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Important Updates

March 14, 2022: It has been over two weeks since Russia launched a full-scale invasion in Ukraine. Sanctions continue to be enacted, diplomatic efforts are ongoing, and the humanitarian crisis grows each day. We understand if you're reassessing how this significant world event may impact your personal risk tolerance and thus your commitment to participating in a study abroad program.

Based on the information currently available, UCEAP doesn't anticipate modifying any planned programs. However, UCEAP will continue to closely monitor this crisis and share updates with you as they're warranted. On February 24, UCEAP communicated reminders of UCEAP support services and general recommendations to be considered.

On March 21, 2022, UCEAP has made the decision to cancel the spring 2023 Russia Language and Russian Area Studies programs due to US Department of State ongoing safety and security concerns.

Travel Safety Considerations

The following are events that would necessitate a reassessment of travel safety to program countries. Currently, none of these have happened in summer and fall program locations.  

  • The US Department of State and UCEAP's international security provider change guidance or issue an alert. 
  • The US Embassy in your program country issues a "voluntary departure" for families of consular staff. 
  • The US Embassy in your program country issues an "ordered departure" for families of consular staff. 
  • Deployment of Russian troops to borders of NATO countries. 

If the US Department of State issues a Level 3 or 4 travel advisory due to security concerns, this would trigger the ​ UCEAP Program Cancelation Policy. This language would include “Reconsider travel due to security concerns” or “Do not travel due to security concerns.” This language can easily be confused with COVID travel advisories, so please read all communications carefully. Here's an example of a Level 4 Travel Advisory due to a security concern and a Level 4 Travel Advisory due to COVID concerns.  

 If UCEAP were to cancel a program after the start date, and a security evacuation was determined to be necessary due to “a threat against the Covered Person’s health and safety as confirmed by documentation and/or physical evidence,”  ​UCEAP Student Travel Insurance Policy would provide security evacuation assistance through our security vendor, Crisis24. 

Frequently Asked Questions

Finance

Your UCEAP first payment deposit will be refunded in full. Deposits paid to your home campus and/or host universities may or may not be refundable. 

Housing deposits paid directly to your provider may or may not be refundable depending on the provider’s agreement. Please check with your housing provider before paying a deposit.

If your program is canceled prior to the start date, all UCEAP program fees will be refunded in full, including the travel insurance fee. This means you won’t be eligible for travel insurance benefits. 

If your program is canceled after the start date, fee refunds are subject to UC and UCEAP refund policy if your program allows for alternative coursework completion. Program fees are either non-refundable or partially refundable after the program start date. UCEAP recommends that you don’t expect a full refund of your program fees if you’re given the option to continue coursework online. Financial aid recipients may also have aid revised if the program has already begun. Financial aid revisions will be reported to UCEAP and may result in a bill. Contact your campus financial aid office if you have questions about revisions to aid. 

If your program is canceled after the start date and the host institution is unable to provide coursework completion and no credits are given, you’ll receive a full UC tuition refund. 

UCEAP and third-party withdrawal fees will be waived for program cancelation prior to the start date. UCEAP withdrawal fees will be waived for program cancelation after the start date. However, UCEAP cannot guarantee third-party withdrawal fee waivers after the start date. 

If your program is canceled prior to the start date, you won’t be eligible for aid at UCEAP. If you’ll be attending classes at your home campus, aid will be modified appropriately. Contact your campus financial aid office with questions. 

For programs that are canceled after they have started, a withdrawal calculation will be performed by your campus financial aid office. You’re eligible to keep a portion of aid based on the percentage of time completed in the program. This calculation can’t be performed until the campus receives all the withdrawal information from UCEAP, so it can take time to process. You should expect that you may have a bill with revised charges, especially if the cancelation occurs prior to 60 percent of the term being completed. UCEAP will determine the revised program charges and then your campus financial aid office will update financial aid and report it to UCEAP. Depending on these differences, you may receive a bill with revised charges.

It is advisable for you, especially if you're a financial aid recipient, to consider the financial impact of a withdrawal after the start date. In many cases, when you withdraw after receiving a financial aid disbursement, a balance is created by financial aid and fee revisions. As a result, this could create a balance due to UCEAP in the thousands of dollars. If you are considering withdrawing, consider waiting to spend any remaining funds from a disbursement until your financial aid and fee revisions are complete to see if a balance is due. 

Housing refunds depend on your housing provider. If your housing fee is paid directly to the provider, you’ll need to work with them directly. 

Contact your campus registrar’s office and financial aid office to confirm your plans to enroll for the term. They can confirm if you’re able to do so, what actions you need to take, and what aid would be available. For financial aid purposes, you can’t earn financial aid for two programs for the same term. 

UCEAP follows UC tuition refund policy for non-freshman matriculated students (Schedule B). UC Schedule B tuition refund policy applies to the following UCEAP fees and uses the start date of host institution instruction: 

  • UC Tuition (fall, winter, spring) (including non-resident supplemental tuition) 
  • UC Student Services Fee 
  • UCEAP Program Specific Fee (UCEAP Program Specific Fee is calculated based on the start date of the program, NOT the start date of host institution instruction) 

The following fees are not refundable after the start date:

  • UCEAP Participation Fee 
  • UCEAP Mandatory Travel Insurance 
  • UC Miscellaneous Campus Fee 

Other fees such as UCEAP Student Activities and Services Fee and UCEAP Books/Materials/Lab/Internship Fees may or may not be refundable depending on the service provider. For example, ACCENT program fees assessed as a UCEAP Student Activities and Services Fee are not refundable after the start date. However, if Student Activities and Services Fees are assessed for Study Center activities provided by UCEAP Study Center staff, the Student Activities and Services Fee associated is refundable by any recoverable expenses as determined by Study Center staff. Typically, you can determine the provider of these services if your program is run by a third party, such as CIEE, ACCENT, IFE, et al. 

In the event of a voluntary withdrawal, UCEAP Housing Fees are generally non-refundable. In the event of a program cancelation after the start date, UCEAP Housing Fees may be prorated to the date of cancelation whether you are withdrawn from the program or remain enrolled. 

It's important to note for summer, Pre-Intensive Language Program, and Intensive Language Program Tuition and Student Services Fees, UCEAP uses Schedule Y for non-freshman matriculated students (periods of instruction other than quarters or semesters) when calculating refunds.  For more information about UC Refund Policies Schedule B and Y, please visit the University of California Office of the President tuition and fees refund web page.

It'll be up to the scholarship agency/donor. Most times for predeparture cancelations, the scholarship will be rescinded for that term. UCEAP recommends that you reach out to your donor directly to inquire if they’ll let you keep the award or transfer it to another program or term. If your program has already started, your campus financial aid office will contact the donor when the withdrawal calculation is performed to see if you can keep that award. 

In most cases, your UCEAP Global Scholarship can be transferred to another program within the same academic year. 

Questions about billing, payment, or program budgets should be directed to your UCEAP finance accountant. Any questions about aid eligibility will need to be directed to your campus financial aid office or contact. 

Academics

The availability of online coursework will vary by program. Please contact your UCEAP academic specialist for further information. 

Each program has its own requirements. Check the Academics section of your program’s web page on the UCEAP website. 

Some UC campuses are allowing UCEAP participants to enroll in both UCEAP and UC courses for the same term. This way, if your program is canceled before the program begins or you choose not to participate in the program, you have a back-up plan. Please check with your UC campus study abroad office to see if this is an option they currently offer and if any deadlines may apply. 

For any coursework that's completed, final grades will be reported. For any coursework that's not completed, withdrawals will be reported. 

Whether you can complete coursework in the event of program cancelation will vary by program. Please contact your UCEAP academic specialist for further information.