Students participating in any semester or year-long Study Abroad and Away program must abide by the following policies. Policies are subject to change.

Communication

Students must respond within 24 hours to all email correspondence sent to the email address listed on their program application from the Study Abroad and Away Office regarding their participation in their program. You are expected to participate in all required programming which may include, but are not limited to: classes, workshops, and meetings; and submit all additional required forms by their respective due date. Failure to respond to email correspondence in a timely manner or to attend and participate fully in any and all aspects of your program will be reflected in your academic grade (if applicable) and/or your ability to participate in the program.

University Policies

Participants must abide by San Jose State University (SJSU) policies, including the SJSU Student Code of Conduct, while enrolled in the program. You may be subject to disciplinary action upon return to campus for violations of those policies.

Alcohol and Drugs

As a participant in a partner university program, you are responsible for knowing and obeying the laws of the host country, all local institutional regulations and rules of your specific program regarding alcohol and drugs. Unless permitted by host country law and host university regulations, and local institutional regulations, you will not possess, consume, furnish, or distribute any alcoholic beverages.

The use of illegal drugs on partner university programs is prohibited (even in locations where drugs may be legal), just as it is on campus. You must understand that violations of law or policy may result in:

(i)   immediate removal from the program;

(ii)  academic withdrawal from SJSU and/or the host university for the remainder of the semester; and

(iii)  disciplinary action upon return to campus.

Alcohol and drug misuse and abuse will not be tolerated on SJSU Study Abroad and Away programs.

Host Country Customs

You are expected to abide by the laws and customs of the host country, community, institution and program. You must be sensitive to the social mores of the host culture. You are also subject to the disciplinary codes and processes of any host institution(s) and providers of contracted services. 

Being sensitive to cultural customs of the host country may include, but are not limited to, the following examples:

• dressing appropriately for the host culture;
• being respectful of host institution, local instructors, students, guides, and other community members with whom you may interact as part of your program's curriculum;
• respecting property of individuals, businesses and institutions in the host country

You must agree to act respectfully, as your behavior will be viewed by local hosts as a reflection of San José State University.

Removal

If you disrupt the group learning process, violate the SJSU Student Code of Conduct, or if your behavior gives the host institution reasonable cause to believe your continued presence in the program poses a danger to the health or safety of persons or property, or impedes, disrupts or obstructs the program in any way, you may face removal from the program. Examples of grounds for immediate removal include, but are not limited to alcohol, drug and weapons related violations, assault, and sexual or racial harassment.

Prior to dismissal from the program, you will be provided with an opportunity to explain your conduct to the host university. The determination to be removed from the program would be made jointly by the host university, the Director of Study Abroad and Away and the Vice Provost of Academic Innovation and Institutional Effectiveness. The determination to be removed would be final and no refund will be issued. Should you be removed for disciplinary reasons, you will be responsible for airfare and any other expenses associated with early removal from the program.

Travel

The University may make modifications to the program itinerary, including but not limited to cancellations at any time and for any reason, acts of God, war, quarantine, civil unrest, public health risks, criminal activity, terrorism, accident, etc.

• Purchasing Flights: Students are responsible for making their own flight arrangements. As such, the University is not responsible for penalties assessed by air carriers or any other associated costs based on program cancellation, operational and/or itinerary changes when students make their own flight arrangements. 
• Independent Travel: You will be able to travel independently before or after your program, but we strongly advise you to discuss any independent travel plans with your families and others that you rely upon before making any concrete plans. You are required to confirm departure and arrival times and locations with the Study Abroad and Away office. If you travel independently and arrive after the start of the program, you are responsible for all academic consequences (if applicable), such as lost class time and missed assignments. In the event of a delayed arrival, you will notify your host university and the Study Abroad and Away Office (SAA) personnel. Your property is transported at your risk; SJSU is not responsible for travel delays, inconveniences, or lost/stolen property. You will be financially responsible for any additional expenses incurred should you arrive early, prolong your personal travel, or for the loss/destruction of your personal property before, during and after the program. 

The University is not responsible for any injury or loss students may suffer when participating in host university-sponsored activities or traveling independently. 

Visas and travel documents

Students are responsible for obtaining a passport that is valid at least six months after students’ return flight to the United States. It is students’ sole responsibility to procure their student visa (if applicable) and any other documents required to depart from the United States (including but not limited to their passport, student visa, host university acceptance letter, proof of financial support, and insurance coverage in place for the full duration of stay abroad). If students do not have the proper documentation, they may not be allowed to leave the country to participate in the study abroad program. If students travel outside their host country during their time abroad, they must carry the same documentation used to enter the host country. Note that most Summer School Abroad students will not need to procure student visas, while most semester and year-long students will. All visa information can be found in the Spartans Abroad Portal after acceptance.

Lodging

Participants in semester and year-long programs are expected to manage and arrange their own accommodations for their program, unless housing is included in the program. Specific room and housing assignments are at the discretion of either students or the host institution, depending on the host university’s policies. If students are unsatisfied with the provided housing and choose to make alternative housing arrangements, they will be financially responsible for the costs of making such a change and any outstanding charges levied and associated with the provided housing, as well as the additional charges for the alternative housing arrangements made. 

Participants on Summer School Abroad programs are required to reside in the lodging that is arranged by the program. If students wish to arrive prior to, or stay after their program dates, they are responsible for making their own lodging arrangements. Please note: students on the JAMK Summer School Abroad program will be arranging and making payments for housing on their own (this will not be arranged/paid for by the Study Abroad and Away office).

Health

Students are responsible for their own health maintenance. You must agree to disclose any pre-existing mental and/or physical health conditions in their entirety on my Student Health Form, understanding that your answers will not impact your application or acceptance decision. The Study Abroad and Away office will work to provide reasonable accommodations for students to have a successful program experience. Should a situation arising from such a condition that you have not disclosed in advance place yourself, others, and/or the program at risk, this may result in dismissal from the program.

Students should research relevant agencies such as the Center for Disease Control and Prevention (CDC) and the World Health Organization (WHO) to determine if there are any required immunizations for the country/countries they will be traveling to while participating on a SJSU Study Abroad and Away program. It is your responsibility and choice to obtain any required or recommended immunizations suggested by these agencies in a timely manner prior to your participation on the program.           

In the event of serious illness, accident or emergency during your time abroad/away, you must inform an appropriate program official so assistance may be secured and if necessary, your designated emergency contact may be notified.

Insurance

SJSU Exchange, Summer School Abroad, CSU IP, and ISEP students are required to purchase the required international insurance plans for their programs. The required insurance plan will be included in the program cost for Summer School Abroad students while SJSU Exchange students will pay via their MySJSU accounts. CSU IP students are required to be enrolled in the required CSU IP insurance plan and the fee will be included in the program costs. ISEP students are required to be enrolled in the required ISEP plan through the Cultural Insurance Services International (CISI). Enrollment and fee schedules are included in the student’s account on the ISEP portal. Students are responsible for purchasing the required international insurance plan provided through SJSU, CSU IP, or ISEP for the entirety of their program. If students plan to travel independently before or after their coverage dates, they are required to enroll in additional travel insurance so that they have insurance coverage for the entirety of the time they will be abroad. If a student would like to extend their program for an additional semester, they are required to purchase additional coverage for that period of time. SJSU assumes no responsibility for any losses or penalties incurred if students do not enroll in the mandated insurance plan or if students let their insurance lapse at any point while they are abroad.

If students purchase supplemental insurance coverage for their travel abroad, they are responsible for any additional charges incurred and acknowledge SJSU will not provide any financial assistance or refund should they cancel their supplemental insurance policies. Students understand they have the option to purchase fully refundable airline tickets and/or trip cancellation insurance to safeguard themselves against losses or penalties should a program be canceled or the dates change. The SJSU Study Abroad and Away office assumes no responsibility for any losses or penalties incurred by purchasing additional insurance coverage for your travel and/or program.

Acceptance and Deposit

Students will attend all required meetings and workshops before the start of the program, including pre-departure orientation. Students will submit all necessary documentation to the Study Abroad and Away office by the individual respective deadlines, including the complete academic approval form for SJSU Exchange, CSU IP, and ISEP students. Failure to respond to the Study Abroad and Away office email communications in a timely manner or failure to attend and participate in all aspects of the pre-departure program will be reflected in my ability to participate in the program. 

If SJSU Exchange, CSU IP, or ISEP students enroll in courses that were not signed off on my academic approval form, they will communicate with SJSU to obtain signatures on all classes they are enrolled in. This process must be complete before returning to San José State University.

If students participate in a Summer School Abroad, ISEP, or CSU IP study abroad program, they must pay a deposit to participate in the program. Depending on the date of withdrawal, this deposit may be non-refundable.

Before, during and after your study abroad program, students will engage with and attend programming offered by Study Abroad and Away, which may include but are not limited to participation in group discussions, reflection activities, workshops, and other study abroad events.

Withdrawal

If students are participating in a Summer School Abroad program, they can find information regarding the withdrawal policy here. Here is the information for the CSU IP withdrawal policy. Here is the information for the ISEP withdrawal policy. If students withdraw from the program after accepting admission, they will be financially responsible for any payments made or any non-recoverable costs incurred. 

Definition of Non-Recoverable Costs: A non-recoverable cost is defined as any amount SJSU or a student has paid which is associated with their participation in the program. While non-recoverable costs vary by program, they may include, but are not limited to: housing costs, passport fees, visa fees, transportation costs and administrative fees. 

SJSU is not responsible for the cost of airfare, visas, housing or any other expenses students may incur. Denial or delay of visa does not waive students from the refund policy. Students will purchase airfare after obtaining their visa (when applicable).

Should students withdraw from the study abroad program upon acceptance of admission, they will notify the Study Abroad and Away office and the host university in writing. The date the written notification is received is the date by which the financial calculation will be determined. For ISEP and CSU IP programs, students will need to follow their procedures to formally withdraw. Should students decide to withdraw and fail to submit any written notification of their withdrawal and/or fail to show up at the program site, they will be financially responsible for any and all fees associated with the withdrawal.

Many study abroad programs begin several weeks prior to or after the start of SJSU’s academic term. If a student decides to withdraw from the study abroad program, whether or not they have intentions of taking SJSU courses that term, they may still be liable for SJSU tuition charges and other non-recoverable costs (see non-recoverable costs), depending on the date of withdrawal. No refunds will be made for health insurance cancellation after departure.

If students have received Financial Aid, grant or scholarship funding provided by San José State University for a program from which they withdraw, upon their withdrawal that aid will be reversed. Students understand withdrawal from the program may affect their financial aid package and require return of aid to the federal government, and students agree to consult the Financial Aid and Scholarship Office immediately if they withdraw from the program.

If you withdraw from the study abroad program, you will be required to withdraw from the placeholder course in MySJSU. If you withdraw prior to the SJSU drop deadline, you will receive a refund of my tuition and fees (note: this does NOT include non-recoverable costs described above). If you withdraw after the SJSU drop deadline, refunds for any recoverable tuition and fees will be according to standard University policy, as stated in the Catalog. If you are put on academic notice or removed from the University after acceptance, it is your responsibility to withdraw from your program.

If you are enrolled in a study abroad program which begins after the SJSU start date and you withdraw before the study abroad program begins (but after the SJSU drop deadline), there is no guarantee you will be able to enroll in classes at SJSU.

If you withdraw from the program for any reason during the course of the program, you understand you will not be entitled to a refund of any fees paid, including tuition fees or any other fees you may have incurred in connection with the program prior to departure or after my arrival at the program site.  If you are studying on an ISEP, CSU IP, Summer School Abroad, or non-affiliated program, you understand withdrawal may result in a fee, depending on the date of the withdrawal. You are financially responsible for any and all fees associated with this withdrawal. ISEP, CSU IP, Summer School Abroad, and non-affiliated programs will have their own cancellation/refund policies you may be subject to.

Cancellation

If, due to any unforeseen circumstances or other circumstance beyond the control of the University, an SJSU program is canceled, either prior to departure or during the course of the program, the student will not be guaranteed a refund of any fees, including program deposit (if applicable), tuition or any other fees incurred in connection with the program. The University will make a good-faith effort to recover such fees and to return any portion of fees it may recover which may be attributable to a student's participation in the program. However, the University makes no guarantees regarding the recovery of fees and is not liable for any fees it is unable to recover. 

If the program is interrupted or canceled by SJSU for any reason, including, but not limited to, acts of God, war, quarantine, civil unrest, public health risks, criminal activity, terrorism, or accident, SJSU will, depending on the particular circumstances and timing of the cancellation, make every effort to enable the student to complete the academic work of the program, including by placement in an alternative program or by other means. In the alternative and at its discretion, SJSU will make good-faith efforts to recover fees from partners and to return any portion of fees it may recover which may be attributable to the student's participation in the program.  

Refunds for air transportation are subject to the rules and regulations of the appropriate airline or travel agency, over which the Study Abroad and Away Department has no jurisdiction or control. You understand you have the option to purchase fully refundable airline tickets and/or trip cancellation insurance to safeguard yourself against losses or penalties, should a program be canceled or the dates change. The SJSU Study Abroad and Away office assumes no responsibility for such losses or penalties.

Safety and Security

Students are responsible for responding and replying to any and all forms of communications from the Study Abroad and Away office, within 24 hours of receipt, when contacted regarding potential threats or risks abroad during the program. All Study Abroad and Away students participating in an international experience are required to enroll in the mandated international insurance plan for students, as well as enroll in any risk management tools, communication tools, and risk management programs used by the Study Abroad and Away office. Students participating in domestic study away programs are required to procure domestic health insurance for the duration of their program. Students agree to sign up for the U.S. Department of State Smart Traveler Enrollment Program (STEP) prior to departure, for the duration of their time abroad, when traveling internationally.

Each program provides detailed information with location-specific safety information. Participants should follow all recommendations. This includes information about emergency gathering points, on-site contact information and SJSU contact information.

You should always avoid demonstrations and protests while on program, as even peaceful ones can sometimes turn violent.

Credit

Students will comply with SJSU's academic policies and procedures. They will maintain enrollment in the specified Study Abroad and Away program courses for the duration of the program.

On SJSU Exchange, CSU IP, and ISEP programs, students must maintain their full-time student status while abroad on a long-term program by staying within the credit limit. Full-time status is 12-20 SJSU credits for undergraduate students, and 9-12 SJSU credits for graduate students. CSU IP students are required to enroll in 15 units per semester. If students fall below the minimum credits, they understand this could have significant ramifications for SJSU financial aid. If they take more than the maximum credits, they will be billed for each credit exceeding the credit limit.

Should students withdraw, depart or be removed from a program before its formal completion, they may be ineligible for academic credit. Should they receive permission to return home early, they may be eligible to receive a grade of “W” on their academic transcript. Deadlines and procedures for receiving a grade of “W” will be according to standard university policy as stated on the web page of the SJSU Registrar.

Waiver

In the case of an emergency in which you cannot be reached, you authorize U.S. Embassies and Consulates to release information concerning your welfare and whereabouts to San José State University. In authorizing this release of information, you authorize the U.S. Department of State to release all records about you to San José State University and its representatives making this request. You declare, certify, verify or state, under penalty of perjury under the laws of the United States of America, the foregoing is true and correct (per 22 C.F.R. 171.12(a)).

Program-Specific Additions to this Statement

Individual SJSU Study Abroad and Away programs may, in conjunction with the Study Abroad and Away office and the host institution, establish additional rules and policies regarding issues specific to that program. Students will be responsible for reading and understanding these additional rules and they agree to abide by them while participating in the program.