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A Division of the International Studies Office

Education Abroad Withdrawal, Cancellation, and Refund Policy

This policy applies to all education abroad programs, unless otherwise noted in the program materials. See Fees, Billing, and Payments for information about UVA fees. Students are responsible for identifying any fees that they incur from a program provider or host institution (if applicable). 

The ISO strongly recommends that students share this information with parents, guardians, or other financial stakeholders as they consider participating in an education abroad program. 

Student Withdrawal and/or Dismissal

Withdrawal prior to acceptance into the program

Students wishing to withdraw their application from being considered for acceptance into a UVA program abroad, nomination for international exchange, or approval to participate in a Partner or Outside study abroad program must change their online application status to “Withdrawn” by clicking the WITHDRAW button on their application home page. In these cases, the Education Abroad Application Fee will not be refunded, though it may be transferred to either another program for the same term OR the same program in a future term. 

Withdrawal after acceptance, but before committing to the program

Students wishing to withdraw their application after having been accepted into a UVA program abroad, nominated for international exchange, or approved for participation in a Partner or Outside study abroad program, but before committing to the program, must decline their nomination/acceptance/approval offer by clicking the DECLINE button on their application page. In these cases, the Education Abroad Application Fee will not be refunded.

Withdrawal after committing to participate, but before the program begins

If a student must withdraw from any education abroad program (UVA, Partner, Outside, or Exchange) after committing to participate and before the program begins, the student must complete a Late Withdrawal Form

The completed Late Withdrawal Form must be submitted to the ISO (not the program faculty leader). The ISO will not accept withdrawal requests by phone. The date on which the completed form is received by the ISO will be the official date of withdrawal.

Students withdrawing from a Partner or Outside program must also notify their program provider in accordance with the provider’s policy.

Students accept responsibility for payment when they commit to a program. Students who file the Late Withdrawal Form will be eligible for refunds as described below. Note: students are responsible for non-refundable charges even if, at the time of withdrawal, those charges have not yet been posted to their Student Account in SIS or paid in full. Students who fail to file the Late Withdrawal Form with the ISO will continue to be responsible for payment of the full program fees. 

  • Education Abroad Application Fee: The Application Fee is non-refundable. 
  • Tuition, Program, and Other Fees:  
    • UVA Programs: Tuition and program fees will be refunded, less any unrecoverable funds committed on behalf of the student. If a student must withdraw due to being called for active military duty, the ISO will refund all tuition and fees. Airfare included in the billable program cost is non-refundable, except for students called for active military duty. 
    • Exchanges: Refunds for UVA Exchange program tuition and fees follow the regular UVA Withdrawal policy (see the University Record for details). Students will typically continue to be charged their UVA tuition and fees for the semester unless they also withdraw from the University of Virginia. Prior to signing any housing agreement, students should carefully review the withdrawal, refund, and cancellation policies. 
    • Partner and Outside Programs: Tuition and program fees for Partner and Outside programs are subject to the program provider’s refund policy. When applicable, prior to signing any housing agreement, students should carefully review the withdrawal, refund, and cancellation policies. 
  • Study Abroad Administrative Fee: The Study Abroad Administrative Fee, assessed to students participating in Outside programs, is non-refundable after the payment due date, except for students called for active military duty. 

Withdrawal after the program begins

All charges are non-refundable. 

Non-billable Fees

In the event of withdrawal from an education abroad program (UVA, Partner, Outside, or Exchange), UVA will not reimburse program costs or non-billable items which often include flights, visas, housing, and immunizations if applicable. 

Student suspension and/or dismissal

No refunds and no academic credit will be given to students who are suspended and/or dismissed from the program for reasons of conduct, academic eligibility, or academic violation.  

Appeals

If, due to extenuating circumstances, a student believes it is appropriate to appeal for an exemption to the ISO’s Withdrawal, Cancellation, and Refund Policy, the student should email a request for appeal with a thorough explanation of their situation to their Education Abroad Advisor. This will be shared with ISO leadership for consideration. Students will be contacted with the results of their appeal. 

Program Cancellation  

UVA Programs 

  • Cancellation due to insufficient enrollment: UVA may cancel a program for insufficient enrollment. The decision to cancel a program due to insufficient enrollment will be made before program fees are charged to the students. The Education Abroad Application Fee will be refunded or transferred to an alternate program within the same term. 
  • Cancellation due to other reasons: Programs may be cancelled for reasons other than insufficient enrollment. 
    • If UVA cancels a program prior to the program start date for reasons other than insufficient enrollment, all billable program fees will be refunded. The Education Abroad Application Fee will be refunded or transferred to another program or term upon request.  
    • If UVA cancels a program after the program start date, all recoverable costs will be refunded to the student.  

UVA is not responsible for and will not reimburse any non-billable costs incurred if a program is cancelled. Non-billable costs often include flights, visas, and immunizations if applicable. 

Partner, Outside, and Exchange Program Cancellation 

UVA may restrict student international travel, including study abroad, in a particular location or more broadly. Students planning to attend a Partner, Outside, or Exchange program are subject to UVA’s Policy on Student International Travel.  

  • Education Abroad Application Fee: Application Fee refunds or transfers will be considered on a case-by-case basis. 
  • Tuition, Program, and Other Fees: 
    • Partner and Outside Programs: Students are subject to the withdrawal, refund, and cancellation policies of their Partner or Outside program. Prior to committing to any program, students should carefully review the withdrawal, refund, and cancellation policies provided by the Partner or Outside provider. Students are bound by the withdrawal, refund, and cancellation policies of their program or housing provider. 
    • Exchange Programs: Refunds for UVA Exchange program tuition and fees follow the regular UVA Withdrawal policy (see the University Record for details). Students will typically continue to be charged their UVA tuition and fees for the semester unless they also withdraw from the University of Virginia. Students are bound by the withdrawal, refund, and cancellation policies of their program or housing provider. 
  • Study Abroad Administrative Fee: The Study Abroad Administrative Fee, assessed to students participating in Outside programs, is non-refundable after the payment due date, except for students called for active military duty. 
  • Non-billable Fees: In the event of withdrawal from or program cancellation of a Partner, Outside, or Exchange program, UVA will not reimburse program costs or non-billable items which often include flights, visas, housing, and immunizations if applicable. 

Last edited Wednesday, March 17, 2021.