What if a student applies to go abroad on a non-W&M program, but hasn't been notified of their acceptance by the Global Education Office deadline?
Students intending to study abroad should register with the Global Education Office AS SOON as they apply to the non-W&M program. Should a registered student not be accepted into a non-W&M study abroad program or be prevented from studying abroad by other unavoidable circumstances, s/he may obtain a fee refund (if they already paid the study abroad fee on their student account) by submitting documentation of the reasons (e.g., the program rejection letter, medical documentation, etc). Refunds are not available for students who simply change their mind about going abroad, nor for W&M program application fees.
Students are encouraged to pre-register for W&M classes in the upcoming semester, while they await acceptance into the study abroad program of their choice. Once accepted to the study abroad program, the student should then promptly arrange to have all of the W&M classes dropped.
The Global Education Office cannot request clearance from the Dean of Student Office to participate in a study abroad program until the student has registered the program. Please note it can take up to 4 weeks to get Dean of Students clearance so apply and register at least four weeks before the deadline!
Why is this policy in place?
When a student studies abroad, there are many departments that need to know (financial aid, residence life, student accounts, the registrar, the dean of students, the mail room, the list goes on!). The sooner these departments are notified, the easier things are for the student, and failure to notify them in a timely manner can result in a student's automatic withdrawal from the College. We want everyone to have a great experience abroad, and this will help that process.
What if a student does not register with Global Education Office by the deadline?
The student will not be approved to go abroad. If a student chooses to go abroad without registering, s/he will not be coded in Banner as "study away." This would result in automatic withdrawal from W&M since the student would not be registered for on-campus courses. A student who has been withdrawn must request readmission through the Dean of Students Office in order to continue studying at W&M and will not receive transfer credit for any courses taken during the period of study abroad. The student also will not be eligible to use W&M financial aid for the study abroad coursework and would be reported as "not enrolled" to insurance companies, student loan providers, and others who inquire.
What is needed for a student's registration to be considered complete?
For non W&M programs:
- online registration through http://studyabroad.wm.edu (including signing online forms & completion of online questionnaires)
- $375 study abroad fee which will be billed to the student account.
- Financial Aid Paperwork (Consortium Agreement, Disbursement Form): If these do not apply to the student, they must indicate this online.
- Course Approval: Every course taken abroad must receive faculty approval.
All courses should be pre-approved if possible prior to the student's departure from campus. If a student does not know the exact courses s/he will take while abroad, s/he should still seek approval from the designated faculty member in each department for the courses s/he would like to take. The signed course approvals should be returned to the Global Education Office prior to the student's departure from campus.
For W&M programs:
- By applying to their chosen program through http://studyabroad.wm.edu, students going on W&M programs are automatically registered with the Global Education Office.
When should students register with the Global Education Office?
Here are some examples:
A student wishing to study with an ISA program this summer would need to register online by April 1. A student who wants to study with USAC this fall needs to also register by April 1. And a student wishing to study at the American Business School in Paris next spring needs to register by November 5. However, keep in mind students should register at least four weeks before these deadlines if the non-W&M program requires approval from a W&M Global Education Advisor.
Are late registrations possible?
Late registrations are only possible in the week following each deadline. To apply for a late registration, students must complete and submit an Appeal to the Committee on Exceptions. Once the exception has been granted, the student must complete his/her online registration and pay a $100 late fee in addition to the standard $375 registration fee.