How to withdraw from a UCEAP program

Students can withdraw from a UCEAP program they applied to attend; however, depending on the timing of the withdrawal, the student may be responsible for paying some of the costs (usually third-party fees).

There are, effectively, three types of withdrawals: 

  1. A predeparture withdrawal is defined as before the program’s start date and indicated in the application in the UCEAP Portal. 
  2. A postdeparture withdrawal is defined as any time after the program’s official start date. The program calendar will show the start and end dates. 
  3. Administrative dismissal, which is an action taken by either the student’s UC campus or the UCEAP systemwide office under certain circumstances. 

How do predeparture withdrawals affect a student’s finances?

Predeparture withdrawal dates vary by program because individual UCEAP study abroad programs start on different timelines. 

If a student withdraws before the published withdrawal date, there is no UCEAP financial liability; however, the student may be assessed fees required by a host institution, university, or third-party provider, according to those entities.

If a student’s predeparture withdrawal results in fees that have been paid on the student's behalf, those fees will appear in their UCEAP Portal account. Examples may include:

  • Costs incurred to reserve program trips
  • Fees paid to secure housing

Failure to pay these fees will result in a block on the student’s University of California records and future academic registration. 

How do postdeparture withdrawals affect a student’s finances?

A postdeparture withdrawal is any withdrawal that occurs after the program’s official start date. 

There are no postdeparture withdrawal dates because the student is expected to attend the full duration of their program, according to the binding UCEAP Student Participation Agreement that every student participant signs. The legal and financial obligations that result from a postdeparture withdrawal are included in that binding agreement. 

A postdeparture withdrawal is a formal process that must be completed before the student leaves their program, according to the UCEAP Student Participation Agreement. The process serves the following purposes: 

  • Establishes the student’s effective date of withdrawal, which, in many cases, determines the financial impact of the withdrawal. The effective date of withdrawal also establishes the end of student travel insurance coverage. 
  • Officially notifies the study center or host institution support that the student is withdrawing. 
  • Terminates the study center or host institution support responsibilities for the student. 
  • Indicates the disposition of the student’s coursework, noting the courses as Withdrawn or, in some cases, assigning a failed grade if deemed appropriate by the instructor of record. 

Important! If the student is receiving financial aid, it is strongly recommended that they contact the program’s Finance Accountant to understand the financial ramifications of a postdeparture withdrawal before they withdraw. 

How do administrative dismissals affect a student’s finances?

An administrative dismissal is a form action taken by either a student’s UC campus study abroad office or by the UCEAP systemwide office. A student can be administratively dismissed prior to or after their study abroad program begins. 

Varying circumstances may cause a student’s administrative dismissal, including but not limited to: 

  • Failure to arrive at the program start date. 
  • Failure to complete a program’s academic requirements. 
  • Failure to follow UCEAP procedures or policies. 
  • Failure to meet administrative requirements, such as submitting required documents. 
  • Failure to inform UCEAP that they will not participate in the program. 

Any administrative dismissal from a UCEAP program will result in the standard $500 withdrawal fee, which will be applied to the student’s UCEAP Portal account. An administrative dismissal may result in additional fees required by a host institution, university, or third-party provider, according to those entities. 

Failure to pay these fees will result in a block on the student’s University of California records and future academic registration. 

Withdrawal FAQs

Yes. A $500 fee is required if a student withdraws from the program after the withdrawal date (with one exception). Withdrawal fees will appear in the student’s UCEAP Portal. 

Exception: If a student is not accepted into a program through no fault of their own (they met all the requirements and deadlines, etc.), the withdrawal fee and first payment (deposit) fee (if applied) will be refunded. 

Additionally, there may be other financial liabilities beyond the UCEAP withdrawal fee, including nonrecoverable fees paid to host institutions or third-party providers. To avoid such fees, it's important to be aware of and adhere to all deadlines and policies outlined in the Terms and Conditions signed when submitting your application.

Withdrawal dates vary by program and term—the withdrawal date can be found in the UCEAP Portal.  

If a student who receives financial aid decides to withdraw from their program post departure, they may be required to repay any excess financial aid disbursed to them by UCEAP prior to their withdrawal.

Failure to pay these fees will result in a block on the student’s University of California records and future academic registration. The student’s overall financial aid package may be revised by their UC campus Financial Aid Office. 

Payment refunds depend on the timing of a student’s withdrawal. 

If a student withdraws from their program prior to the withdrawal date, or is not accepted into the program through no fault of their own, the $500 withdrawal fee is waived. 

The first payment, which is considered a deposit, is not refundable unless the student is not accepted into the program through no fault of their own (they met all the requirements, deadlines, etc.). 

All UCEAP participants are encouraged to sign up for eRefund to receive refunds. Alternatively, refunds will be paid by mailed check to the student’s address in the UCEAP Portal.

If a student fails to sign up for eRefund, their refund could take significantly longer to reach them, especially if the mailing address in their application has changed. 

Yes. Regardless of the reason for withdrawal, the student’s travel insurance coverage ends 14 days after the established effective date of withdrawal.