Graduate Policies and Procedures

Graduate Short Term Policies and Procedures

Policies for Participation
Academic Information
Registration and Enrollment
Student Responsibilities and Discipline
Financial Matters
Health and Travel

Philosophy of Short-term Off-Campus Programs

Students of the University of St. Thomas are encouraged to incorporate intercultural and international aspects of education into their academic plans. UST Study Abroad assists students in identifying off-campus opportunities that will serve as an integral part of their academic program at the University of St. Thomas. Short-term graduate programs may be available during January, the fall or spring semester, or summer.

Off-campus programs offer one- to six-week, intensive learning experiences, directed by a faculty member. These programs are by nature experiential, but they are also designed to be rigorous academic experiences. They are often physically demanding as well, and students should not expect a lot of free time.

When you accept a place on one of these programs, you agree to support the policies and procedures developed to help ensure the success of the program. You also have a responsibility to make the program the best possible group, personal and academic experience. Remember that there are both freedoms and limitations involved in community membership.

Students applying for these programs are asked to sign the Student Waiver and Release Agreement stating that they have read, understood and will abide by the information contained in this book.

Policies for Student Participation in Short-term Programs

Criteria for Participation

A student should have a minimum grade point average (GPA) of 2.0 when applying for a short-term program. Please note that Opus College of Business programs require a GPA of 3.0 or higher. Individual programs may also require a higher average GPA and prerequisites.
A student may not apply for, nor maintain an approved application, nor participate in a Study Abroad program while on academic or conduct probation.
A student must complete an application dossier and receive approval for their program from Study Abroad.
Falsification of any information on personal data forms (e.g. listing an inaccurate GPA) may result in disqualification of participation.
A student is expected to conduct him/herself in a responsible and mature manner at all times. This includes being sensitive to members of the group and to the group as a whole, as well as to cultural norms and behavior.
The Rules of Conduct of the University of St. Thomas apply while students are off-campus. Therefore, students will be subject to disciplinary sanctions for conduct that is detrimental to the good of the University or which discredits the University.
Exceptions to requirements for participation may be granted at the discretion of the staff of the graduate program or Study Abroad.

Academic Matters
8. If a student fails to show satisfactory interest in the academic aspect of the program, the program
director will warn the student of possible loss of course credit and will record the student’s academic
failure, if the warning is not heeded.
9. A student is required to attend all classes and scheduled excursions and events.
10. A student is obliged to follow the directions of the program director (either faculty or staff). Traveling
with a group of people requires organization and coordination. Schedules for site visits, movement at
airports and train stations, and other areas concerning travel arrangements will often necessitate a
certain regimentation that the program director must impose.
11. Program directors have full authority to act on behalf of the University of St. Thomas’ administration in
any matter concerning the academic program, travel procedures, student personnel, and financial
matters that fall within the limits of the program budget. The director may decide that a student must
be separated from the program because of violation of rules, or for conduct that could bring the
program or the university disrepute. Separation from the program will result in the student being sent
home at the student’s expense and loss of academic credit.

Financial Matters
12. Students will be billed by the University of St. Thomas for the cost of the program plus an Off-Campus
Study Fee. Students who cancel 45 days or less before departure or who return early before their
program ends forfeit the OCSF fee.
13. A student’s account in the Business Office must be current or receive special clearance prior to
participating in an off-campus study program.
14. Students are subject to the cancellation policy of their program sponsor.

FERPA and Off-Campus Study

The Family Education Rights and Privacy Act (FERPA) of 1974, as amended, affords students the right to authorize the release of education information to third parties. International Education requests that students authorize the release of education information to third parties by signing the Off-Campus Study Application. Students sign to the following statement and direct questions to International Education:

I understand that the Family Education Rights and Privacy Act of 1974 (FERPA), as amended, affords students the right to authorize the release of education information to third parties. I also understand that studying off-campus may involve circumstances that require the University of St. Thomas to release certain information to third parties, but for which it may be difficult to obtain my prior written permission. For these reasons, I herewith authorize university officials to release my education information to parties who, in their judgment, have an interest in the off-campus program contemplated by this document provided that those officials, in their judgment, are acting in my interests as well. This authorization is valid from the time I submit this signed document to International Education through a period of one semester after my program ends.

Academic Information

Requirements for Short-term Programs
Students with a minimum GPA of 2.0 and who are in good disciplinary standing are eligible to study off-campus.

Please note that Opus College of Business programs require a GPA of 3.0 or higher. Additional eligibility requirements may differ for each program. Specific course requirements are listed with program information on individual program descriptions.

Course Credit
Short-term programs usually carry three (3) graduate credits unless indicated by the program.
Students approved to study off-campus are guaranteed elective credit for their course work abroad in which they receive a passing grade
(D- or better).

Certain courses have been approved to meet UST graduate program requirements. If you wish to use any short-term program not pre-approved to fulfill specific requirements, it is your responsibility to obtain the approval signature of the appropriate department chair or program director. Students should use a Course Approval Record form, available from Study Abroad. Keep in mind that appropriate academic committees have reviewed courses.

Grading
St. Thomas policies state that all courses must be assigned a letter grade by their faculty director. If your professor is not from St. Thomas, it is the student’s responsibility to inform their director that he/she requires a letter grade before departure.

Auditing Courses
Students may not audit short-term programs.

Registration

UST Study Abroad or your graduate program will register students for all January and Summer Term programs. Students cannot register or drop their study abroad program through Murphy.

You will not be registered if:

your UST student account is not current (paid to date)
you have a health hold or other type of hold on your record
you have applied for a course for which you have not fulfilled the prerequisites or sought departmental permission, if required.

For spring/fall embedded programs, students register for the regular semester course via Murphy.

Non-degree students
Non-degree students (interested participants who are not students or who are enrolled at another institution) may apply for a short-term program on a space-available basis with the permission of the faculty director, the graduate program and Study Abroad. Please notify Study Abroad immediately if you are not a degree-seeking student at the University of St. Thomas.

Program Evaluation
Students are required to complete an evaluation form for their off-campus study experience, available at the end of the program.

Transcript Notation
All students who are approved by Study Abroad to study off-campus will have a notation on their transcript including the program name and country(ies) in which their coursework was completed.

Need for Academic or Physical Accommodation Abroad
Students in need of academic accommodation due to a disability must have formally registered with the UST Enhancement Program - Disability Services in order to request accommodation abroad. Note the following process for making such requests when studying off-campus:

Student has the UST Enhancement Program formally document the need for accommodation (students must present documentation of their disability to the Enhancement Program before the office can verify need for accommodation off-campus).
Student requests that the director of the UST Enhancement Program submit a letter to International Education and respective graduate program outlining the specific accommodation(s) requested.
If the student is participating in a non-UST-sponsored program, International Education forwards the request on to the program or institution abroad.
Student should follow-up with the off-campus program, making sure to talk directly with the program director once on-site, and follow any further procedural instructions as advised.

Kim Schumann is the Director of the Enhancement Program – Disability Services 651 (96)2-6315, Room 110 MHC on the St. Paul campus.

Enrollment Information

Application Dates
Individual program deadlines will vary. See the application checklist for priority deadlines.

How to Apply
Application procedures will vary by program. Contact your graduate program or visit the Study Abroad Web site for course-specific application procedures.

Note that the application is considered binding and all cancellations must be submitted in writing to Study Abroad. The date that such notification is received is considered the cancellation date.

Deposit
A $500 deposit is required prior to submitting your application. The deposit is to be made to the University of St. Thomas and is to be submitted in person, or online, to the Business Office. If you are not accepted into a program, a deposit refund will be credited to your student account.

Once Accepted
Students will receive notification of their status (accepted, waitlisted, denied) via their UST email account, and will receive final paperwork the semester before departure.

Waitlisted Students
If a program reaches its maximum enrollment, students may be placed on a waitlist. When a cancellation occurs, the program sponsor notifies students of acceptance immediately. If no cancellations occur by the final deadline, students will be contacted and deposit refunded. There will be no monetary refund for the required passport/ID photos.

Confirmation of Program Status
Programs are confirmed as soon as the minimum number of students for each individual program is reached. Decisions as to whether programs with low enrollment will be offered will be made two weeks before the final application deadline.

Student Responsibilities and Disciplinary Procedures

Community Expectations
The University of St. Thomas is a private, comprehensive, regional Catholic university and is a community of scholars. As such, it expects all members of its community, regardless of age, to act reasonably, responsibly, maturely and appropriately at all times both on and off campus. Students are subject to disciplinary sanctions for conduct which occurs on or off campus when that conduct is detrimental or disruptive to the purposes and/or goals of the university. Violations of academic policies cited in the University Catalog or violation of policies cited in the Student Policy Book may result in disciplinary sanctions as outlined within the Student Policy Book.

Statement on Responsible Use of Alcohol Off-Campus

A student abides by the laws of the country in which they are living.
A student does not miss any scheduled event or becomes ill due to the effects of alcohol consumption.
A student does not engage in inappropriate behavior toward other individuals, or destructive behavior toward property that is the result of alcohol consumption.
A student does not engage in behavior that causes embarrassment to the other members of the group, the faculty members or the hosts as a result of alcohol consumption.
Students in a group do not facilitate, encourage or ignore a fellow student who is abusing alcohol. Students are encouraged to discuss issues related to alcohol abuse by other members of their group with the faculty or program director.
Students are encouraged to use good judgment if consuming alcohol at private homes or other accommodations.
Students are responsible for knowing U.S. customs laws regarding the possession of alcohol upon returning to the U.S. (e.g., you must be 21 years old to legally bring alcohol into the U.S. from abroad).

Disciplinary Rights and Procedures for Study Abroad Programs- Academic and Non-Academic

In all study abroad and U.S.-based off-campus courses and programs, students are subject to the University of St. Thomas Rules of Conduct as stated in the Student Policy Book. In these cases the faculty or staff person who is in charge of supervising the study abroad program will have the full authority of the Dean of Students (for non-academic violations) and the appropriate academic dean (for academic violations) to adjudicate disciplinary violations of the Rules of Conduct. When feasible, the faculty or staff person in charge should make every effort to informally resolve problems that arise. However, if a formal process is required, the following procedures for adjudicating violations of the Rules of Conduct will be followed. (The internal disciplinary processes and procedures described in the Student Policy Book do not apply to an off-campus program).

The staff or faculty member who administers the program onsite will notify students of alleged violations in writing.
A meeting will be held between the student accused and the faculty or staff member after the student receives the violation letter to determine if the student violated the Rules of Conduct.
After the meeting, the faculty or staff member will determine whether or not the Rules of Conduct have been violated and, in consultation with the International Education staff and the Dean of Students or the appropriate academic dean, determine sanctions, if applicable.
The student will receive a decision letter stating whether it has been determined that the student violated the Rules of Conduct and the appropriate sanction, if any. A copy of the decision letter will be forwarded to the appropriate academic dean for inclusion in the student's disciplinary file.
There is no appeal of discipline occurring in connection with a study abroad program. Faculty or staff in charge of the administration of the program have full authority for imposing sanctions, including sending the student home prior to the completion of the class or program.
In extreme cases, the faculty or staff member who oversees the class or program may, in consultation with the International Education staff and the Dean of Students or appropriate academic dean, immediately suspend a student from the program and send the student home at the student's expense. The decision of the faculty or staff member is final. Due to the unique nature of a study abroad program, disciplinary decisions made by faculty or staff during study abroad programs are not subject to review by the Dean of Students. However, nothing precludes the dean from taking further disciplinary action if circumstances warrant.

Financial Matters

Comprehensive Program Fee
Costs listed are approximate and are based on a minimum number of students per program. Every effort is made to operate the program at the stated price. However, with fewer than the minimum number of participants, costs may be increased or the program cancelled. All program sponsors, including the University of St. Thomas, reserve the right to adjust fees due to dollar devaluation, fuel surcharges and general inflation.

The program fee may include airport transfers, transportation to most program activities, visas (where required for U.S. citizens), meals as indicated, planned excursions, administrative costs, and lodging primarily in triple rooms in hotels, pensions, university dorms or family homes (where indicated). Roommate assignments are of the same gender.

Off-Campus Study Fee
For short-term off-campus programs, a $250 off-campus study fee is charged, guaranteeing the posting of credit, keeping a student’s records up-to-date, and allowing St. Thomas to make program payment and to bill the student’s account. The Off-Campus Study fee will be forfeited for any student who cancels or returns early from his/her program after their account is billed for study abroad.

Cancellation Fees and Refunds
Cancellation fees will vary by program. Please check with the graduate program or Study Abroad for program-specific cancellation policies and fees.

Trip Cancellation Insurance
Because cancellations, even for most medical reasons do not guarantee a refund, students are strongly encouraged to consider trip cancellation insurance. Information will be sent with program confirmation, can be found on the Study Abroad Web site at www.stthomas.edu/studyabroad or can be obtained at the International Education Center.

Financial Aid for Graduate Students
Most UST financial aid programs are awarded on a semester basis. Additional student loan funding may be considered for students seeking financial resources to finance a short-term program.

Financial aid applicants must submit all necessary paperwork well in advance of their departure. Students studying off-campus follow the same financial aid application process as students who stay on the UST campus. All financial aid applicants must:

File the Free Application for Federal Student Aid (FAFSA);
Respond promptly to any requests for missing information or documents needed, including verification materials
Accept the Notification of Financial Award on Murphy Online; and
Complete student loan promissory notes and entrance counseling, as required.

January Term
You are expected to have sufficient funds to cover all deposits and personal expenses associated with your short-term program. Your UST student account must be current or you will not be registered for the program. The program fee remaining after you have paid the deposit will be charged to your student account after November 1 and will be on your December billing statement with payment due in January. Any additional financial aid approved for you will be scheduled for disbursement at the same time as Spring Semester financial aid.

Students seeking financial aid to participate in a January Term are encouraged to follow these steps:

If you have not already done so, complete the financial aid application process for the previous school year by filing a Free Application for Federal Student Aid (FAFSA) by December. Allow at least 6 weeks processing time.
Schedule an appointment with a graduate financial aid counselor as soon as you decide to attend. Bring the following items with you to your appointment:
A)The name of the program and number of credits for which you will be enrolled for January Term
B) A list of program costs and an estimate of the expenses you will incur that are not included in the program fee.
During the appointment you and the counselor will discuss the cost of the program and any student loan options available to you.
The financial aid office will monitor your enrollment throughout January Term to ensure you remain enrolled in the number of credits upon which your funding was determined. Any financial aid received may be reduced, returned, or cancelled if you enroll differently than initially reported, or withdraw from a course and receive a refund.

Summer Term
Summer financial aid eligibility is determined based on your remaining eligibility for the prior school year. You are expected to have sufficient funds to cover all deposits associated with your summer study abroad course. Your student account must be current or you will not be registered for the program. The program fee remaining after you have paid your deposit will be charged to your student account after April 1 and will be on your May billing statement with payment due in June. Any financial aid approved for you will be scheduled for disbursement at the same time as Summer Term financial aid.

Important: If you are accepted into a course, but are not approved for any additional funding, you may have to forfeit your deposit if you decide to withdraw from the course. Be sure you understand the program’s cancellation policy.
Students seeking financial aid to participate in a Summer Term program are encouraged to follow these steps:

If you have not already done so, complete the financial aid application process for the previous school year by filing a Free Application for Federal Student Aid (FAFSA) by May. Allow at least 6 weeks processing time.
Schedule an appointment with a graduate financial aid counselor as soon as you decide to attend Summer Term preferably. Bring the following items with you to your appointment:
A) The name of the program and number of credits for which you will be enrolled for Summer Term
B) A UST Summer Term Financial Aid Application (available on graduate financial aid website)
C) A list of program costs and an estimate of the expenses you will incur that are not included in the program fee.
During the appointment you and the counselor will discuss the cost of the Summer Term program and any student loan options available to you.
The financial aid office will monitor your enrollment throughout Summer Term to ensure you remain enrolled in the number of credits upon which your funding was determined. Any financial aid received may be reduced, returned, or cancelled if you enroll differently than initially reported, or withdraw from a course and receive a refund.

Spring/Fall Embedded Programs
St. Thomas students who enroll in a course that includes an optional or required short-term program during a break are strongly advised to meet with their personal financial aid counselor BEFORE making any deposit or commitment to the program. The availability of additional funding is extremely limited.

While borrowing additional loans can make short-term programs financially possible, it is important to understand the impact of the increased level of indebtedness on your monthly repayment obligations. Do you know what your monthly repayment costs will be from all student loan sources?

Tuition Remission
The employee benefit of tuition remission does not apply to off-campus programs, including:

All UST-sponsored semester, short-term and summer programs
All co-sponsored semester, year-long and summer programs
All UMAIE-sponsored programs

Exception 1: Tuition remission is applicable to the direct exchanges UST has with foreign universities. However, students must inquire if spaces are available on the exchange for the semester(s) in which they wish to participate. Because exchanges require a balance in the flow of students—both incoming and outgoing—over time, they are sometimes suspended for a period of time.
Exception 2: For semester-embedded short-term programs, tuition remission is only applicable to the on-campus portion of tuition. Students must pay the program fee which is in addition to tuition.
If a student attends St. Thomas on tuition remission as the result of participation in the Associated Colleges of the Twin Cities (ACTC) or Catholic College Cooperative Tuition Exchange Program (CCCTE) [i.e, a parent works at one of the eligible institutions], the same rules of tuition remission apply, it does not apply to study abroad. Students who study abroad on an overseas program sponsored by the tuition remission exchange institution where their parents work (i.e., ACTC or CCCTE) may be able to make arrangements directly with the sponsoring institution to receive tuition remission. The granting of tuition remission is up to the sponsoring institution.

Health Information

Proof of Sufficient Insurance
Students must verify that they have sufficient insurance coverage while abroad on their Short-term Off-Campus Programs Agreement and Medical Report.

Insurance Coverage Abroad
Many students find that the medical coverage they have at home may cover them while abroad, or with some variance or a higher deductible. It is the student’s responsibility to make sure his/her insurance coverage is valid and sufficient while abroad.

Cultural Insurance Services International (CISI)
Students participating on international short-term programs through St. Thomas will receive coverage through CISI while they are overseas. Your CISI insurance will include*: comprehensive accident/sickness, medical evacuation, repatriation, 24-7-365 worldwide assistance, a comprehensive security evacuation plan, and trip cancellation. Prior to departure you will receive complete information on your insurance plan, access to the CISI portal, and your insurance card. Please print this card to carry it on you during your time overseas, and contact CISI in the event of an emergency. To learn more about CISI visit www.culturalinsurance.com.

Recommended and Required Immunizations
Students are advised to determine whether any immunizations are required of their host country early in the process of preparing to study abroad. Typically, it is developing countries that are most likely to require proof of immunization. Information on illnesses and immunizations such as malaria, yellow fever and cholera may be easily obtained by visiting the Center for Disease Control’s web site at www.cdc.gov/travel/travel.html

Tetanus
All students are advised to ensure that their tetanus immunization is current (within past 10 years) before going abroad. Tetanus immunizations are available to UST students for a small fee in UST Student Health Services. As per Minnesota state law, a hold is usually placed on the record of any student who does not have record on file of a tetanus vaccine within the past 10 years.

St. Thomas makes the following recommendations to all students studying abroad:

Hepatitis A and Hepatitis B
St. Thomas advises students to be immunized for Hepatitis A & B before going abroad.

Hepatitis A is a virus spread through contaminated food and is recommended for all travelers. The Hepatitis A series consists of 2 shots, six months apart. The vaccine is quite effective and usually will give up to 80% immunity after one injection, but the second shot is necessary for complete immunity.
Hepatitis B is a virus spread through body fluids such as saliva and blood and can lead to significant liver failure. The only protection at this time is the immunization. The Hepatitis B shot is a 3-part series in intervals of shots one and six months following the first one.

Meningitis
It is recommended that all students also be immunized for meningitis. Meningococcal infections usually have severe consequences and may be fatal. The Advisory Committee on Immunization Practices of the Center for Disease Control encourages college students in close-quartered housing situations or residence halls to consider the immunization

The meningitis vaccine is available on campus for a fee. Students are also encouraged to inquire at their own clinic and with their private insurance to determine whether the cost of the vaccine is covered.

UST Travel Clinic
Contact UST Student Health Services at 651.962.6750 for more information regarding immunizations, fees or to set up a travel clinic appointment.

Travel Information

Passports
Students are responsible for obtaining a passport on their own and applying in sufficient time so as to not jeopardize their ability to travel as planned. Information is available at www.travel.state.gov. UST Study Abroad cannot issue, or ensure issuance of a passport.

Visas
If a program destination requires a visa the program provider will provide information to students upon acceptance. The ability to issue a visa rests solely with the host country. St. Thomas and the Study Abroad staff cannot provide legal advice, or ensure issuance of a visa. Students are responsible for obtaining a visa and applying in sufficient time so as to not jeopardize their ability to travel as planned. International students often have requirements differing from those for U.S. students and may require a visa when U.S. students do not. International students must notify International Student Services immediately upon acceptance to a study abroad program to learn about requirements for studying abroad.

Web Resources
If want to know more about your destination(s), check out the following web sites.
Travel advisories or warnings: travel.state.gov
Centers for Disease Control: www.cdc.gov/travel/
Lonely Planet: www.lonelyplanet.com