Policy and Procedures for Study Abroad in Sites under a State Department or Center for Disease Control Travel Warning
Loyola University New Orleans sets guidelines about how, when and where students may study abroad and considers issues of terrorism, war, disease and other risks to travelers. Accordingly, the University observes the following policy:
If the US Department of State or the Centers for Disease Control issue a travel warning for a particular country or region within a country, Loyola will suspend approval of any current program or individual study abroad by Loyola students in that country as long as the warning is in effect and will not approve any new programs unless an application for a waiver of this policy is approved. Without approval of the waiver application, university support is withdrawn and no academic credit will be awarded for programs in those countries nor will federal financial aid be granted for study in such locations.
In reviewing the request for a waiver of this policy, the university should carefully review the actual travel warning as well as other sources such as the recommendations of other countries such as Canada, the United Kingdom and Australia. In some situations, a travel warning may be very narrowly defined,( e.g. the February 8, 2012 travel warning for Mexico) and there may be legitimate academic reasons for developing or continuing a program or exchange in that country.
When a travel warning is issued, one of the following applications/requests will be required in order for a program to be considered:
1. Procedures For Loyola Programs in Country where there is a Travel Warning
Timeline - The application must be submitted to the International Education Committee according to the following deadlines:
For a program currently abroad - within one week of the issuance of a travel warning. An email should be sent to the students abroad with the travel warning and letting them know that the university is currently reviewing the warning and will notify the students of its decision of whether or not to cancel the program.
For a program that is planned or being promoted - within 2 weeks of the issuance of the travel warning or as determined by Risk Management and CIE.
For a new program or exchange - The application must be submitted to the International Education Committee along with the application for a new program
Application – A faculty director or CIE submits the waiver for a Loyola Exchange/Faculty-run program in a country with a travel warning” and any supporting documentation.
Review - The International Education Committee reviews the request and forwards their recommendation to the provost and/or the UC&CC..
Waiver Approved - If the Provost approves the request then any student applying for that program must receive a copy of the travel warning along with the completed waiver. The student must sign off in the online application system that they have read the warning and the waiver. A copy of these documents should also be sent to the parents. If a waiver is approved, then the travel warning must be reviewed annually until a new travel warning or recision occurs. If a new travel warning is issued, then the program will be reviewed as per the procedures above.
Waiver rejected – If the provost determines that a program should be cancelled or suspended or not approved due to the situation reflected ithe travel warning, the faculty director or CIE will notify any current students.
Refunds and withdrawals
If the provost determines that a program should be cancelled or terminated due to a travel warning, the process for notification and refunds will be determined by the Provost based on recommendations from the International Education Committee.
If the provost determines that a program may continue in spite of the traveling warning, students may still choose to withdraw and any student choosing to withdraw from the program will receive a refund based on the following:
Prior to the start of the program, students will be permitted to withdraw and every effort will be made to find an alternate program. If an alternate program cannot be found, every effort will be made to refund any fees but the actual amount of refund will be determined on a case by case basis.
When students are abroad, the updated information must be distributed within 72 hours to students and students will be permitted to withdraw. Every effort will be made to allow students to complete their coursework after their return. Students shall be refunded any fees not already expended.
2. Procedures for Students Applying to study in a non-Loyola program where there is a travel warning
Timeline - All applications for fall and full year are due on March 1 and for spring on October 1.
Application- Student must submit the Student Application to study in a program where there is a travel warning to CIE along with any supporting documentation.
if the student will be enrolling directly in a university abroad, the petition should also include information required by the petition for direct enrollment
The student must still complete and receive academic approval for the specific program and courses by completing the Course Approval Form.
Review- The International Education Committee reviews and decides whether or not to approve the student petition.
Notification – CIE will notify the student of the decision of the EAC.
Approval – if the petition is approved, the student will receive academic credit as per the course approval form.
Denial – if the petition is denied, and the student decides to study abroad, he/she will have to withdraw from the university and then reapply upon completion of the study abroad program. Acceptance of credits will be determined by Admissions.
(Approved by the UC&CC on 9/20/2012.)
The required approvals and procedures are listed in the applications. Without approval of the application and waiver, the university support is withdrawn and no academic credit will be awarded for programs in such countries nor will federal financial aid be granted for study in such locations. For more information on this or to submit a waiver, please contact the Center for International Education, firstname.lastname@example.org.