Policies and Forms
Education Abroad Policies and Procedures
Student Travel Policy (International)
- This policy defines the expectations and requirements for international travel for students and outlines the risk management procedures that must be in place for international travel to occur.
- This policy applies to undergraduate and graduate student international travel that occurs outside the United States. Said travel includes any individual or group travel organized and/or sponsored by Xavier University, whether earning academic credit or not, including the following types of travel:
- Credit bearing programs, including faculty-led study abroad programs, approved third party provider programs, and internships.
- Non-credit bearing programs including any program:
- Organized or sponsored by a registered student organization;
- Organized or sponsored by a University department;
- Required team or group travel;
- Fully or partially funded by Xavier University; and/or
- Uses the Xavier University name.
- Student Travel Policy
Academic Credit and Transfer Credit Policies
For programs, where students are not taking courses offered by Xavier University faculty, official transcripts are required in order for the transfer credit evaluation to be completed.
- Credit will be accepted for all college-level academic courses in which a grade of 'C' or better has been earned at institutions of higher education.
- Abroad institutions that use a different evaluation system than the US will be converted to the US equivalent through WES.
- Credits from accepted courses from other institutions are transferred, but the grades do not transfer.
For programs, where students are enrolled in Xavier University courses offered by our faculty, students receive the letter grade for the course and the grade is computed into the student’s Xavier grade point average.
Petition to Study Abroad through an Unapproved Program
- Xavier University has identified more than 75 international program opportunities for Xavier students that it believes to be of high academic quality and that provide an environment of support to help students succeed while abroad. However, if a student cannot find a Xavier-approved study abroad program that meets their specific needs and goals, the student may consider going through a petition process in order to enroll in another program not already on Xavier's approved list. All petition applications will be reviewed for approval.
- Petitions will be accepted for academic year and semester programs. To petition, the student must first meet with a study abroad advisor in person to discuss the student's program preferences, eligibility, and goals. Once the student and advisor determine that the non-Xavier approved program is the best fit, the advisor will provide a petition application to the student. The deadlines for submitting a petition are the following:
- Fall and Academic Year Programs: November 1st
- Spring Programs: April 1st
- Approval is not guaranteed. Xavier institutional aid will not be applied to programs accepted through petition approval. Federal and state aid will apply, if proper documentation is submitted to financial aid.
Travel to a Department of State Risk Designated Country
- Effective January 2018, the U.S. Department of State has updated their website to include a travel advisory scale (in place of the Travel Alert/Warning system previously used). The new scale has four levels, and also embeds varying levels for specific regions of a country and/or for specific types of risk indicators. Details on this new scale.
- Policy regarding travel to a country with a high risk designation
Cancellation, Withdraw and Refund Procedures
Upon committing to a study abroad program, students may only withdraw from a study abroad program by submitting the withdrawal notice in writing via email to the Center for International Education. These email notifications must be sent to firstname.lastname@example.org. A telephone call or in-person office visit is not sufficient notification of withdrawal. Notification must be written by the student.
- Cancellation, Withdraw, and Refund Procedures for semester programs
- Cancellation, Withdraw and Refund Procedures for Xavier faculty-led programs
International Medical Insurance
All students participating in Xavier faculty-led study abroad programs are enrolled in international health insurance through CISI (CISI insurance policy brochure). A majority of our semester options are also enrolled in CISI through Xavier or their partner organization; if students are not enrolled in CISI, the coverage is equivalent to Xavier's coverage just with another provider.
CISI coverage can be used for emergencies, accidents, and illnesses that occur while abroad. Xavier's CISI policy also includes trip delay, which provides coverage, e.g. lodging, meals, travel expenses, in the event that a participant’s trip or return home is delayed. Details about trip delay are in the attached brochure.
Education Abroad Forms
Study Abroad Approval Form - Transfer Credit
Students studying abroad on a Xavier-Sponsored Semester, Direct Exchange Semester, or a Non-Xavier Sponsored (semester or short-term) program will complete this Study Abroad Approval Form. Students using this form will receive transfer credit for the courses they take abroad upon successful completion. Grades will not impact GPA.
All courses offered at another institution must be pre-approved by the corresponding department chair at Xavier for transfer credit to be applied. To do this, please send the correct department chair of the course subject an email with a link to the course with a description and/or syllabus. Once the department chairs have approved the courses you intend to take, you can attach the emails with the stated approvals to your form. Initials next to each box must state "see email" or include the department chairs sign-off, and the final four signatures are needed to complete the form. Please receive the signatures in the numbered order. The Study Abroad Advisor in the CIE is the last to sign, because we will process the form with the Registrar's office on your behalf.
Online Equivalency Listings
Use TES (Transfer Evaluation System) to search for how courses you have taken or are interested in taking at another institution will be evaluated and counted here at Xavier University.
The TES database should be used as a guideline. Equivalencies are subject to change, are not guaranteed, and may count differently depending on a student’s degree program. Not every study abroad program and institution is listed and many courses may not appear in the database. This does not mean that the courses will not transfer; only that they have not previously been presented for evaluation. A Xavier equivalency shown with the prefix ‘UNDE’ indicates we do not have an equivalent course at Xavier, but the credit is transferable as general elective credit.
Study Abroad Approval Form - Faculty-led | Xavier Credit
Students studying abroad on a short-term Xavier faculty-led program will complete this Study Abroad Approval Form. Students using this form will receive a letter grade for the courses taken abroad. Grades will impact GPA.
in order to be registered for your study abroad courses, all students studying on a Faculty-led Study Abroad program must submit the following form. The courses selected on the form will be reflected in your official registration. Please look up the associated CRN for the course in Self-Service Browse Classes for the study abroad term - the CIE will not sign and process any forms with missing CRN information. All signatures are needed to complete the form. Please receive the signatures in the numbered order. The Study Abroad Advisor in the CIE is the last to sign, because we will process the form with the Registrar's office on your behalf.
If you wish to change any courses after you have submitted your Study Abroad Approval (STAB) form to the CIE, you are required to complete a new form with all new signatures. Your academic record will not be updated until a new form is accepted by the CIE.
These waiver forms are required for all University-sponsored or affiliated off-campus programs where the trip is expected to consist of five or more off-campus overnight stays and for any international travel for any length of stay.
- The following forms: Assumption of Risk and Release and Health History forms must be turned into the Center for International Education by the deadline. In addition, a copy of your passport must be submitted.
- For students traveling to the European Union, an additional form is required to acknowledge and consent to the EU General Data Protection Regulation (GDPR), which came into effect in May 2018.
- All pages of forms should be scanned and submitted to the students' study abroad application portal by the deadline.
For more information about Xavier University's waivers, please visit the Risk Management and Insurance website.
Quick Links to Forms
Assumption of Risk and Release (AOR 102) Mandatory for all enrolled in an international experience, or
Assumption of Risk and Release (AOR 102TW) Mandatory for all enrolled in an international experience country with an elevated risk designation. The CIE will provide you with this form if it is required.
Student Health History Form (HHF 201) Mandatory for all enrolled in an international experience
Student Health Screening Exam Form (HHF 202) Mandatory for all enrolled in an international experience
EU GDPR Form Mandatory for all students enrolled in an international experience in the European Union
Assumption of Risk and Release (AOR 107) Mandatory for all students who are from another college or university enrolled in a Xavier international experience
Failure to turn in the necessary waiver forms could result in dismissal from the international experience.