Last Updated: September 10, 2024
IMPORTANT NOTICES AND DISCLOSURES
Compliance with UC Policies
While participating in programs offered by the University of California Education Abroad Program (“UCEAP”), you remain enrolled in the University of California and are required to be in full compliance with its policies and regulations including, but not limited to the UC Policy on Vaccination Programs, Policy on Sexual Violence and Sexual Harassment, and the Policy on Student Conduct.
Privacy Disclosure
For information about how UCEAP stores and otherwise processes your personal data, and your related rights, please refer to the UCEAP Student Privacy Notice.
In addition, please be aware of the following practices involving the processing of sensitive personal data. You can find out more about these practices in the UCEAP Student Privacy Notice or by contacting us at Privacy@uceap.universityofcalifornia.edu.
- Sensitive information processed in the context of certain investigations. To the extent we process sensitive data about the facts and circumstances surrounding instances or allegations of sexual violence or harassment, we do so to comply with our legal obligations. Our basis for doing so is that the processing is necessary to comply with our legal obligations and that it serves a substantial public interest. To the extent such investigations do not specifically involve special categories of data, our basis for such processing is that it is necessary to serve our legitimate interests in complying with our legal obligations.
- Health data. To the extent we process health data, we do so to support your health and wellbeing during your time abroad, to respond to medical and mental health issues and emergencies. In the case of information relating to disability or other accommodations, we process such data to provide learning assistance, mobility, and other necessary accommodations. Our basis for doing so is compliance with social obligations laws or where there is a substantial public interest in providing such services or accommodations. In the event of an emergency in which you are incapacitated or otherwise unable to consent, we may share your health data with healthcare providers or emergency contacts to protect your vital interests. Additionally, in some contexts, we may rely on your express consent to process such data.
In some circumstances, due to the restrictive nature of foreign data privacy legislation, your host institution may be unable to share information regarding sexual harassment or sexual violence with UC on your behalf. If an incident occurs while you are abroad, you are encouraged to communicate directly with the UCEAP Title IX Liaison at TitleIX@uceap.universityofcalifornia.edu.
Table of Contents
2. GUIDE TO STUDY ABROAD TERMS AND CONDITIONS. 4
2.1. Academic Conduct Policy. 4
2.2. Email and Communications Policy. 4
2.3. Program Cancelation Policy. 4
2.4. Sexual Violence and Sexual Harassment Policy. 4
2.5. Student Conduct and Discipline Policy. 4
2.7. Substance Abuse Policy. 4
3. ELIGIBILITY AND GOOD ACADEMIC STANDING REQUIREMENTS. 4
4. ATTENDANCE AND PARTICIPATION REQUIREMENTS. 5
5. STUDENT CONDUCT AND DISCIPLINE. 5
5.1. Student Conduct Requirements 5
5.4. Administrative Withdrawal or Dismissal 6
6. HEALTH, SAFETY, AND EMERGENCY RESPONSE. 7
6.1. Health and Safety Requirements 7
6.2. Health and Safety Disclosures 9
8. NON-PROGRAM RELATED ACTIVITIES AND INDEPENDENT TRAVEL. 12
9.1. Program Fees and Costs. 13
9.2. Receipt Retention Requirement 14
9.3. Application Transfer Fees. 14
9.6. Late Payments, Unpaid Fees, and Delinquent Accounts. 15
9.7. Changes to Fees and Costs 16
10. POST-DEPARTURE WITHDRAWAL, WITHDRAWAL PENALTIES, AND REFUNDS. 16
10.1. Post-departure Withdrawal 16
11. MODIFICATIONS AND CANCELATION.. 17
1. PREAMBLE
THIS AGREEMENT is made [[Date Signed]]
BETWEEN:
A. The Regents of the University of California, as the legal entity for the University of California Education Abroad Program (“UCEAP”), (collectively “UC”); and
B. [[Student Name]] (“Student”, “you” or “your”)
TO AFFIRM the terms and conditions of your participation in UCEAP program(s), including but not limited to optional internships and volunteer experiences, (“Program”). Failure to comply with this Agreement may result in loss of academic credit, loss of travel insurance coverage arranged by UCEAP, disciplinary action, dismissal from the Program, or suspension or dismissal from the University of California.
2. GUIDE TO STUDY ABROAD TERMS AND CONDITIONS
The UCEAP Guide to Study Abroad is incorporated and made part of this Agreement by reference. By signing this Agreement, you affirm that you have reviewed and understand the UCEAP Guide to Study Abroad and agree to abide by the terms, obligations, and expectations it contains, including, but not limited to, those contained in the following UCEAP policies:
2.1. Academic Conduct Policy
2.2. Email and Communications Policy
2.3. Program Cancelation Policy
2.4. Sexual Violence and Sexual Harassment Policy
2.5. Student Conduct Policy
2.6. Student Travel Policy
2.7. Substance Abuse Policy
3. ELIGIBILITY AND GOOD STANDING REQUIREMENTS
Your ongoing participation in the Program is dependent on your meeting Program eligibility requirements from the time of application through the end of the Program. This includes maintaining good disciplinary and academic standing as defined by UCEAP, the UC Policy Applying to Campus Activities, Organizations, and Students (PACAOS), your UC campus and your host institution. Failure to maintain good academic or disciplinary standing may result in probation, dismissal, or administrative withdrawal from the program and associated withdrawal penalties.
4. ATTENDANCE AND PARTICIPATION REQUIREMENTS
UCEAP and your UC campus require that you study full-time to make normal progress toward your University of California graduation while on your Program. As part of your preparation for the Program, you may be required to attend predeparture and onsite or virtual orientations.
By signing this Agreement, you affirm that you will:
4.1. Attend and participate in any required predeparture orientation.
4.2. Arrive by the date, time, and at the place designated by UCEAP.
4.3. Attend and participate in any required onsite or virtual orientations.
4.4. Enroll in the required number of units and courses for the duration of the Program.
4.5. Regularly attend and participate in the classes in which you are enrolled.
4.6. Regularly attend and participate in supplementary programs in which you are enrolled, including, but not limited to, intensive language programs.
4.7. Attend and participate in required excursions, field trips, workshops, and any other required Program activities.
4.8. Participate in UCEAP-arranged group transportation, when offered, unless released from this obligation by UCEAP as a result of your providing UCEAP with a written explanation of extenuating circumstances and your independent travel plans.
4.9. Complete the UCEAP Participant Program Evaluation upon completion of or voluntary withdrawal from the program.
5. STUDENT CONDUCT AND DISCIPLINE
As a UCEAP participant, you are considered a University of California student, a student of the host institution, and a member of academic and non-academic local communities with attendant rights and responsibilities. UCEAP has jurisdiction over your conduct from the time of application to a UCEAP Program through the end of the Program, and your ongoing participation is dependent on adherence to this Agreement and established conduct policies.
5.1. Student Conduct Requirements
By signing this Agreement, you affirm that you will:
5.1.1. Comply with the rules, regulations, requirements, and policies of UC, your UC home campus, UCEAP, your host institution, and any applicable third-party provider.
5.1.2. Comply with U.S. laws and the laws of your host country, including arriving with the proper visa, complying with immigration requirements, and maintaining residence permits for the duration of the program when legally required.
5.1.3. Abide by the customs and mores of your host institution, host community, and host country.
5.1.4. Respectfully cooperate with and comply with the directions of Program officials, including, but not limited to, UCEAP, UC, host institution, or third-party provider officials acting in the performance of their duties, or other officials acting on their behalf.
5.1.5. Conduct yourself in a responsible, accountable, and respectful manner at all times. This includes being sensitive to other members of your cohort and the local community, and respecting the culture and customs of the host country.
5.1.6.
5.2. Misconduct
Misconduct refers to any action or behaviors that violate requirements in this Student Participation Agreement or established conduct policies, including but not limited to the Policies Applying to Campus Activities, Organizations and Students (PACAOS) 102.00, UCEAP Student Conduct Policy, and applicable UC campus policies, as well as any action that, in the judgment of Program officials, obstructs the progress of the Program; threatens working relations with local governments and officials, the host institution, or other academic collaborators or partners; or jeopardizes Student’s welfare or the welfare of another person.
5.3. Misconduct Sanctions
UCEAP sanctions for misconduct include, but are not limited to:
5.3.1. written reprimand with the understanding that repeated violations may lead to further disciplinary action,
5.3.2. disciplinary probation,
5.3.3. dismissal from the Program, and/or
5.3.4. suspension or dismissal from the University of California.
5.4. Administrative Withdrawal or Dismissal
5.4.1. The terms “administrative withdrawal” and “dismissal” are defined in UCEAP Policy 06-004 Student Conduct.
5.4.2. If a Program official determines that your conduct or academic performance is such that you should not continue in the Program, you will be informed of your administrative withdrawal or dismissal and the reason(s) for the decision.
5.4.3. Students withdrawn/dismissed from the Program will be subject to related penalties, including possible loss of academic credit and academic sanctions.
5.4.4. Students dismissed from the Program are no longer eligible to participate on UCEAP in the future.
6. HEALTH, SAFETY, AND EMERGENCY RESPONSE
Living in a foreign country may involve health and safety risks, which you knowingly and voluntarily assume by signing this Agreement. Throughout the Program, you are responsible for your medical, psychological, and physical well-being, as well as your personal safety and the security of your personal belongings.
6.1. Health and Safety Requirements
By signing this Agreement you affirm that you understand and will abide by the following:
6.1.1. Inform Yourself
6.1.1.1. You will complete the UCEAP Health and Safety Course[1], and country-specific module, if applicable.
6.1.1.2. You will read the Centers for Disease Control (CDC) Travel Health Notices and U.S. Department of State’s (U.S. State Dept.) Safety and Security Alerts Travel Advisories for your destination prior to your travel abroad and will review the information regularly while abroad to be informed of any changes.
6.1.1.3. Prior to departure, and throughout your participation in the Program and travel abroad, you will inform yourself of travel recommendations for your UCEAP country and other travel destinations to assess all reasonable risks, taking into account any known infectious disease outbreaks or resurgences, and other changing health and safety risks by reviewing advice contained in official Program communications and other official health, safety, and travel resources, including, but not limited to, those provided by UCEAP or other Program officials, the CDC, U.S. State Dept., and the World Health Organization (WHO).
6.1.2. Consult with Your Doctor
6.1.2.1. You will consider what you learn from the CDC, U.S. State Dept., and WHO, in conjunction with your health history and personal circumstances and consult with licensed medical practitioners to make an informed decision about your participation in the Program, and take any extra precautions as indicated.
6.1.2.2. You will consult with licensed medical practitioners to determine what is necessary to stay healthy abroad based on your personal health, medical history, and travel destinations, including, but not limited to, prescription medications (considering their potential to be unavailable or have limited availability abroad), psychological support, medical assistance required due to location and Program-specific activities, immunization requirements, and disease prevention, such as endemic disease prevention and insect bite prevention.
6.1.2.3. You will conform to the health regulations of your host institution and host country, including immunization and medical examination requirements.
6.1.3. Complete Health Forms, Clearances & Contact Information Abroad
6.1.3.1. You will complete the UCEAP health clearance process by the deadline, or you may be withdrawn from the program.
6.1.3.2. If recommended in your health clearance to comply with clearance conditions, you will agree to a Wellness Agreement detailing the clearance conditions you must abide by during your program.
6.1.3.3. You will complete all required predeparture health forms accurately, honestly, and fully.
6.1.3.4. You will notify UCEAP of any health history changes prior to departure. UCEAP will advise you if an updated health clearance is required.
6.1.3.5. You will complete the “Address while Abroad” section in the UCEAP Portal and update it, as necessary, so it always contains your current contact information during your time abroad in case of emergency.
6.1.3.6. You will comply with the UC Policy on Vaccination Programs.
6.1.4. Take Precautions While Abroad
6.1.4.1. You will exercise reasonable and recommended precautions while abroad, including, but not limited to, basic health-protective measures with respect to personal safety and security, personal hygiene, food and drink, and exposure to known disease risk factors, such as mosquito bites, contact with fresh water, sexual contact and behavior, and travel to areas with a high risk of contraction of viral respiratory illnesses or infectious diseases.
6.1.4.2. You will participate in mandatory emergency management welfare checks and drills.
6.1.4.3. You will cooperate with the directives of local and Program officials in an emergency, including, but not limited to, relocation directives.
6.1.4.4. Recognizing the interdependence of all members of the Program, your host country community, and your responsibilities as a UC student, you will assume personal responsibility and commit to help protect others and yourself by contributing to the Program in a way that will promote everyone’s health and safety, and do your part to limit the spread of infectious diseases by making your own health and safety, and that of others, a priority.
6.1.4.5. You will remain mindful that the actions you take, at and away from your host institution location, can help limit the spread of infectious disease to others in the local community, including the most vulnerable.
6.1.4.6. You will research local public health guidelines, consider your personal risk tolerance before participating in a UCEAP program, and if you choose to participate, you will comply with local public health guidelines and with program requirements regarding infectious disease prevention practices, which may differ from your home UC Campus, the state of California, and the United States of America guidelines.
6.1.4.7. If required, you will: (a) wear a face covering over your nose and mouth at all times, both inside and outside, when participating in academic and student activities associated with your Program; (b) practice good hand-washing hygiene, washing frequently and for 20 seconds with soap and water, and utilize hand sanitizer if hand-washing facilities are not available; and (c) follow physical distancing protocols issued by the country and host institution laws and health directives.
6.2. Health and Safety Disclosures
By signing this Agreement, you acknowledge that you understand and agree to the following:
6.2.1. General Risks of Travel Abroad
6.2.1.1. UC cannot guarantee the health or safety of Program participants or ensure that the level of risk will not be greater than on University of California campuses.
6.2.1.2. The risks associated with international travel and living abroad include, but are not limited to, personal injury, illness, discrimination, assault, physical or sexual violence, civil unrest, natural disasters, and death. While UC cannot control the actions of third parties, it remains committed to supporting participants who experience such incidents.
6.2.2. Participation Subject to Health Clearance
6.2.2.1. Your participation in the Program is contingent on your obtaining a mandatory health clearance with a licensed health professional within stipulated deadlines.
6.2.2.2. Students with medical conditions are strongly encouraged to share their travel plans and Program-specific information with their medical care providers.
6.2.3. Program & Conditions Subject to Change
6.2.3.1. All aspects of each Program, including, but not limited to housing and academics are subject to change, at any time, without prior notice, at UC’s discretion. In addition, aspects beyond UC’s control are likewise subject to change, such as, but not limited to, safety conditions.
6.2.3.2. UCEAP strongly urges you to purchase fully refundable airfare, which will reduce your financial losses if your trip is canceled or disrupted, due to Program changes, or any other cause.
6.2.4. Infectious Disease Impacts
6.2.4.1. You acknowledge that UC’s travel insurance provider considers COVID-19 a foreseeable circumstance, and may deem future variants and other infectious diseases as also foreseeable, which may disqualify receiving benefits under any trip cancelation and/or interruption benefits.
6.2.4.2. If your program is canceled, or you are required to leave your Program country before its scheduled end, due to a resurgence/emergence of an infectious disease at your destination, or for any other infectious disease related reason, UCEAP and its travel insurance provider will not financially reimburse you for return travel costs.
6.2.4.3. The security evacuation benefit of the UC travel insurance policy has an exclusion for “common or endemic or epidemic diseases or global pandemic disease as defined by the World Health Organization.”
6.2.4.4. If there are any infectious disease outbreaks, the country you study abroad in and countries you choose to travel to outside of your UCEAP location, may unexpectedly close borders, enact strict social distancing, and restrict travel, which could prevent your return to the US for an indefinite time.
6.2.4.5. Mitigation measures for infectious disease are based on host institution and local government-issued health directives and may change during my program term.
6.2.4.6. Violations of infectious disease mitigation measures could put myself and others at risk for serious health complications.
6.2.4.7. UCEAP and its partners take reasonable steps to mitigate risks to the Program community, but it is not possible to eliminate the chance of infection and associated health risks.
6.2.5. Transportation
6.2.5.1. Standards of public and charter transportation services, road safety, and building and housing safety codes in other countries may be different than those in the United States, including, but not limited to, fire safety codes.
6.2.5.2. UC strongly discourages students from owning, renting, leasing, or operating any motorized or powered vehicle while abroad, except bicycles when they are recommended by UCEAP for transportation.. If you choose to operate a form of transportation while abroad, you do so at your own risk. UC assumes no responsibility to provide you with legal, medical, or other assistance if you are involved in an accident while operating any form of transportation abroad.
6.2.6. Alcohol & Drug Use
6.2.6.1. Alcohol, marijuana, and other controlled substances may be strictly illegal to possess and consume in certain countries, and violation of these laws may carry substantial prison sentences or capital punishment (i.e., legal execution of a person). You are responsible for complying with local laws, host institution policies, UC substance abuse policies, and UCEAP’s Substance Abuse Policy regarding the use of alcohol or any controlled substances. It is your responsibility not to abuse alcohol or other drugs.
7. INSURANCE REQUIREMENTS
7.1. Students must have health insurance that meets the requirements of their University of California campus and their host institution.
7.2. As a UCEAP participant, you are automatically enrolled, if eligible, in student travel insurance, for the duration of the Program, which is independent of campus health insurance requirements and may not be waived. The cost of the insurance is included as part of your “UCEAP Fees.” Coverage begins fourteen (14) days before the required arrival date at your first Program location and ends fourteen (14) days after the international portion of the Program or fourteen (14) days after withdrawal or dismissal from the Program.
8. NON-PROGRAM RELATED ACTIVITIES AND INDEPENDENT TRAVEL
8.1. “Non-program related activities” are activities that you may choose to engage in while your Program is in progress that are not managed or supervised by Program staff. “Independent travel” is any travel outside of your Program’s host city, which is not required by Program officials as part of your Program. By signing this Agreement you acknowledge that:
8.1.1. Non-Program related activities and independent travel must not interfere with academic Program requirements, or result in your absence from classes or Program-related functions.
8.1.2. Non-Program related activities and independent travel are undertaken at your own risk.
8.1.3. Independent travel must comply with UCEAP’s Student Travel Policy, including compliance with any country-specific travel policies referenced therein.
8.1.4. UCEAP and its emergency assistance providers may be unable to intervene or assist you in certain locations.
8.1.5. UCEAP strongly discourages independent travel to destinations subject to a U.S. Department of State Travel Advisory – Level 3 or 4.
8.2. So that UCEAP can contact you in an emergency, you are required to complete a Travel Sign Out UCEAP Portal for any period of independent travel outside of the host city lasting more than 24 hours while your Program is in progress.
9. FINANCE
9.1. Program Fees and Costs
You accept responsibility for all fees and costs, and will ensure you have sufficient funding, for the Program and your travel abroad, including, but not limited to the following:
9.1.1. Fees Payable to UC, UCEAP, and Your Campus
9.1.1.1. Tuition and mandatory fees, regardless of the method of instruction; they will not be refunded in the event instruction occurs remotely for any part of the Academic Year. Some or all of the instruction on your UCEAP program may be delivered remotely.
9.1.1.2. Student Services Fee.
9.1.1.3. Additional Tuition and Student Services Fee as applicable for intensive language programing, summer programming, and internships.
9.1.1.4. UCEAP Participation Fee.
9.1.1.5. UCEAP Program Specific Fee, as applicable.
9.1.1.6. UC campus mandatory health insurance premium.
9.1.1.7. Travel insurance arranged by UCEAP.
9.1.1.8. Applicable University of California campus specific fees, including, but not limited to, miscellaneous campus fees, Non-Resident Supplemental Tuition, and graduate fees.
9.1.1.9. Reimbursement for the cost of visa fees, housing and meals, field trip or excursion fee, or any other fees or costs paid to your host institution on your behalf as part of UCEAP’s agreement with the host institution.
9.1.1.10. Any expenses paid to third parties by UCEAP that are in addition to your program fees and result directly or indirectly from any external events beyond the parties’ reasonable control (“Force Majeure Event”), which is defined as a disastrous event, whether foreseeable or unforeseeable, including, but not limited to: infectious disease exposure, resurgence, or outbreak; hurricane, tornado, or tropical storm; earthquake or landslide; volcanic eruption; tsunami, tidal wave, or flood; snow storm, sleet, or hail; drought; famine; accident; wars, riots, or civil unrest. For infectious disease related expenses, they may include, but are not limited to: costs for country entry requirements (e.g., isolation, quarantine, testing); quarantine or isolation costs, if you show symptoms; re-entry requirements if you choose to travel outside your host country against UCEAP advice not to travel, or costs incurred to comply with a host country regulation not listed in this Agreement or known beforehand. UCEAP will bill your UCEAP account for the US dollar amount paid by UCEAP to third parties for any direct or indirect Force Majeure Event expenses resulting from your participation in a UCEAP program and for which the third party was obligated to pay for on your behalf.
9.1.2. Other Participation Fees and Costs
9.1.2.1. Passport and visa/residence permit costs.
9.1.2.2. Clothing and personal expenses.
9.1.2.3. Travel and transportation, including, but not limited to, airfare to and from the host country and optional group transportation that is not arranged by UCEAP.
9.1.2.4. Housing and meals.
9.1.2.5. Orientations, introductory programs, or other programs customarily arranged for international students.
9.1.2.6. Field trips and excursions.
9.1.2.7. Medical insurance coverage that meets the requirements of your UC campus.
9.1.2.8. Medical fees and costs not covered by your domestic major medical plan or by the UCEAP travel insurance policy.
9.1.2.9. Non-compulsory incidental fees.
9.1.2.10. Fines assessed while you are abroad, including, but not limited to, library fines and property damage fines.
9.1.2.11. Any debts which you may incur while you are abroad, including any UC Campus Short-term Emergency Loan or UCEAP Study Center Emergency Loan.
9.1.2.12. Any fees and costs that UC or UCEAP incurs on your behalf, including, but not limited to, medical expenses, rent, utilities, telephone bills, emergency loans.
9.1.2.13. Cost differences associated with housing, meal plan, or other optional upgrades where UCEAP has pre-paid such costs on your behalf pursuant to inter-institutional or third-party provider agreements.
9.1.2.14. Any costs incurred by you resulting directly or indirectly from any Force Majeure event.
9.2. Receipt Retention Requirement
Budget increase requests, medical reimbursement requests, and other similar finance related requests require documentation. It is your responsibility to retain receipts as proof of costs or payments as needed to support such requests.
9.3. Application Transfer Fees
9.3.1. Application transfer requests received after the predeparture withdrawal date and up to two weeks before the program start date for your originally selected program may incur a $200 transfer fee. If the request is submitted within 2 weeks of your originally selected program start date, it may incur a $500 transfer fee.
9.3.2. Fulfilment of your transfer request may result in potential fee increases and additional fees, including the following:
9.3.2.1. Fees as assessed by your new host institution.
9.3.2.2. Fees as assessed by a third-party provider facilitating your new program.
9.3.2.3. Withdrawal penalties.
9.4. Financial Aid Terms
9.4.1. If you are on financial aid, you are required to meet stated payment deadlines regardless of the amount of your award or when you receive your award.
9.4.2. Your financial aid may be revised at any time, including as a result of withdrawal from the Program or following completion of the Program.
9.4.3. If your financial aid is revised, you will be required to repay any excess financial aid that was disbursed to you. UCEAP will notify you by email of any repayment obligations. Repayment is due within 30 days of receipt of notice. Late payments are subject to penalties, including late fees and account holds and blocks.
9.5. Payment Terms
9.5.1. Fees and costs payable to UCEAP are due in accordance with the deadlines specified in your UCEAP provided payment schedule or Extended Payment Plan (EEP) contract, where applicable.
9.5.2. UCEAP accepts the following payment methods:
9.5.2.1. Payment by e-check or credit card via the UCEAP Portal. Credit card payments are subject to a transaction fee of approximately 3% with the actual percent noted on screen at the time of payment.
9.5.2.2. Payment by personal check, cashier’s check, or money order in USD from a U.S. bank payable to the “UC Regents” and mailed to UCEAP Payments, 420 S Fairview Ave Suite 202, Goleta, CA, 93117. You must include a Payment Voucher or your UC campus ID number on the payment instrument.
9.5.3. Fees and costs payable directly to your host institution are not included in your UCEAP payment schedule. You are responsible for compliance with deadlines and managing such payments independently.
9.5.4. UCEAP may send payment notifications and reminders. However, making timely payments in accordance with Program deadlines is your responsibility.
9.6. Late Payments, Unpaid Fees, and Delinquent Accounts
9.6.1. UCEAP may assess a $50 late fee for any payment received after the deadlines specified in your payment schedule.
9.6.2. Non-sufficient funds (NSF) or returned items are subject to a $25 fee the first time and a $35 fee each time thereafter. Repayment by cash, a cashier’s check, or money order may be required.
9.6.3. Unpaid fees resulting in collection activity by UCEAP or its agent may be subject to interest at 10% per annum plus collection costs.
9.6.4. If your account becomes delinquent, UCEAP may withhold your grades and records from your UC campus until you meet your financial obligations, including financial obligations to your Program’s host institution or applicable third party provider. Your UC campus may additionally place holds or blocks on your account affecting your ability to access your records and register for future courses or programs.
9.6.5. Generally, you may not apply for another UCEAP program until your previous program fees are paid in full. However, UCEAP may, in certain circumstances, allow you to apply with an outstanding balance if you are current on an approved payment plan, or if the outstanding balance is due to circumstances beyond your control, such as a late financial aid adjustment. Such exceptions are at the discretion of the UCEAP finance supervisor and are considered on a case-by-case basis.
9.7. Changes to Fees and Costs
9.7.1. Your UC tuition rate is assessed to your cohort, which is based upon your first year of enrollment. At this time, UCEAP does not receive your cohort tuition rate until you have been enrolled. As such, UCEAP starts every student at the same default rate, and then later updates each student’s tuition, according to their cohort rate. To determine your cohort tuition rate, please contact your campus registrar. For more information, visit the UC Office of the President’s Fees and Enrollments page.
9.7.2. All fees and costs are subject to change without notice. UC reserves the right to modify or increase any of its educational costs and non-resident tuition fees applicable to UC students generally. UC (including UCEAP and your UC campus), your host institution, or applicable third-party provider may establish fee increases at any time. UCEAP will notify you of changes in a timely manner.
10. POST-DEPARTURE WITHDRAWAL, WITHDRAWAL PENALTIES, AND REFUNDS
10.1. Post-departure Withdrawal
10.1.1. To voluntarily withdraw from the Program on or after the program start date, you must submit to UCEAP a completed Post-Departure Withdrawal Form and the UCEAP Participant Program Evaluation. This includes withdrawal from any Program-related intensive language program. Conditions of readmission to your UC campus are subject to the authority of your UC campus.
10.1.2. You may be subject to involuntary post-departure administrative withdrawal from the Program for reasons described in UCEAP Student Conduct Policy.
10.1.3. A retraction request for an approved program extension on or after the extending term start date is considered a post-departure withdrawal.
10.2. Withdrawal Penalties
10.2.1. Post-departure withdrawal is subject to a $500 withdrawal fee assessed by UCEAP in addition to fees for unrecoverable costs, regardless of whether the withdrawal was voluntary, involuntary, or the result of a retracted program extension request.
10.2.2. Post-departure withdrawals are additionally subject to withdrawal fees and fees for non-recoverable costs as may be assessed by your host institution, third party provider, or UC campus. UC does not have authority to waive such fees.
10.2.3. Fees and costs associated with withdrawal and return to the United States are the responsibility of the student. Including, but not limited to, the cost of return transportation and any housing cancelation fees.
10.2.4. Students on financial aid may be required to refund money already advanced.
10.3. Refunds
10.3.1. Refunds of UC nonresident supplemental tuition, tuition, student services fee, and other UC student charges are processed in accordance with UC Refund Procedures.
10.3.2. Students subject to administrative withdrawal from the Program due to misconduct or low academic achievement are not entitled to a refund of any amount paid to UC.
10.3.3. Refunds of host institution or third party provider tuition fees or costs are subject to host institution and third party provider terms and procedures.
11. MODIFICATIONS AND CANCELATION
11.1. UC reserves the right to modify the terms of this Agreement any time prior to your departure for the Program.
11.2. UC reserves the right to modify or cancel the Program, in whole or in part, in response to external events beyond its control, including, but not limited to, war, invasion, hostilities (whether war is declared or not), terrorists threats or acts, riot, or other civil unrest; explosions, flood, fire, earthquake, or other natural disasters; actions, embargoes or blockades in effect on or after the date of this Agreement, action by any governmental authority, national or regional emergency, social or political disruptions, or health crisis situations or medical epidemics that might pose a hazard to students.
11.3. In the event of modification or cancelation of the Program due to external events beyond UC’s control, you may not receive a refund.
BY SIGNING THIS AGREEMENT, you attest that you have read and understood the entire Agreement and agree to be bound by it.
[1] The UCEAP Health and Safety Course provides information on required and recommended vaccinations, prophylaxes, and health and safety management. It is not comprehensive travel advice. UCEAP strongly encourages you to consult with a healthcare provider specializing in travel medicine to learn about vaccine preventable diseases and personal protective measures against illness while travelling.