You are here:

Withdrawal & Dismissal Penalties and Procedures

Quick Links

Withdrawal & Dismissal Penalty Policy

Financial penalties for withdrawing or being dismissed from a Program are different from on-campus activities or courses. 

  • You may be responsible for up to 100% of the billable program costas soon as you commit to your Program. 
  • You will accrue financial penalties until you complete the Student Withdrawal Steps provided on our website.
  • You forfeit any Office for Global Engagement Scholarships that you receive at the time of withdrawal or dismissal.
  • All late fees are non-refundable and are not put towards the billable program cost.

Some financial penalties are paid to the University of Utah and others are paid directly to third parties. Billable costs are charged directly to your U of U student tuition account. Non-billable costs are paid by the student directly to third parties. You are responsible for any non-billable expenses that you incur and should negotiate refunds for non-billable program costs directly with vendors.  To avoid non-billable penalties, consider purchasing trip insurance.

To calculate the total withdrawal and dismissal penalties, see the links below and the Budget Sheet on your Program webpage.  If you withdraw or are dismissed BEFORE you commit to the Program, your initial payment will be refunded.  If you are dismissed from your program AFTER the program start date, you are also responsible for any costs associated with your dismissal including, but not limited to, return flights, ground transportation, accommodations, and phone charges.

All Faculty-led Programs*

  Billable Program Costs Non-Billable Program Costs
Term of Program $500 is non-refundable ($400 is non-refundable for Global Health programs) 50% of the billable program cost is non-refundable starting on 75% of the billable program cost is non-refundable starting on 100% of the billable program cost is non-refundable starting on Non-billable costs are subject to the refund policies and timelines of the parties to which you make the payment.
Fall, Fall Break,  Academic Year Beginning when you commit to the program in the online Learning Abroad Application. July 7 July 15 August 1
Winter Break, Spring, Spring Break, Calendar Year Beginning when you commit to the program in the online Learning Abroad Application. November 21 December 7 December 15
Summer Beginning when you commit to the program in the online Learning Abroad Application. March 21 April 1 April 7

*Note: Many cultures and organizations do not issue refunds for any reason. The University begins making advanced, non-refundable reservations and incurring expenses as soon as you commit to your program in the online Learning Abroad Application, which is before billable costs appear on your student account.

All U of U Exchange Programs*

  Billable Program Costs Non-Billable Program Costs
Term of Program $500 is non-refundable
50% of the billable program cost is non-refundable starting on 75% of the billable program cost is non-refundable starting on 100% of the billable program cost is non-refundable starting on Non-billable costs are subject to the refund policies and timelines of the parties to which you make the payment
Fall Semester & Academic Year
Beginning when you commit to the program in the online Learning Abroad Application. April 1 April 7 April 15
Spring Semester & Calendar Year
Beginning when you commit to the program in the online Learning Abroad Application. October 21 October 28 November 4

*Note: The University agrees to accept an incoming student from one of our exchange partners when you commit to the program in the online Learning Abroad Application. The billable costs that you pay to the University of Utah are used to cover the tuition costs of the incoming student. In exchange for this arrangement, your host institution waives tuition costs for you. Even if you choose to withdraw from the program, the University of Utah will still incur tuition fees for the incoming student.

All Affiliate Programs*

  Billable Costs (U of U) Non-billable Costs (Third party/affiliate)
Term of Program $500 is non-refundable
Insurance Costs (CISI) are non-refundable starting on Withdrawal Deadlines and Penalties
Fall, Fall Break, & Academic Year Beginning when you commit to the program in the online Learning Abroad Application. July 1 Non-billable costs are subject to the policies of the parties to which you make the payment.  Penalties and withdrawal deadlines vary.  Contact the parties to which you make payments for information about withdrawal and refund policies.
Winter Break, Spring, Spring Break, & Calendar Year Beginning when you commit to the program in the online Learning Abroad Application. December 1
Summer Beginning when you commit to the program in the online Learning Abroad Application. April 15

*Note: Learning Abroad provides benefits and services to assist you throughout the application process. Withdrawal penalties for billable costs are incurred after you commit to the program in your online Learning Abroad application. 

All HINCKLEY GLOBAL INTERNSHIP Programs*

  Billable Program Costs Non-Billable Program Costs
Term of Program $500 is non-refundable
50% of the billable program cost is non-refundable starting on 75% of the billable program cost is non-refundable starting on 100% of the billable program cost is non-refundable starting on Non-billable costs are subject to the refund policies and timelines of the parties to which you make the payment
Fall, Academic Year
Beginning when you commit to the program in the online Learning Abroad Application. July 7 July 15 August 1
Spring, Calendar Year
Beginning when you commit to the program in the online Learning Abroad Application. November 21 December 7 December 15
Summer Beginning when you commit to the program in the online U of U Application March 21 April 1 April 7

*Note: Many cultures and organizations do not issue refunds for any reason. The University begins making advanced, non-refundable reservations and incurring expenses as soon as you commit to your program in the online U of U Application, which is before billable costs appear on your student account.

All OTHER Programs*

  Billable Program Costs Non-Billable Program Costs
Term of Program $500 is non-refundable
Insurance Costs (CISI) are non-refundable starting on Withdrawal Deadlines and Penalties
Fall, Fall Break, & Academic Year
Beginning when you commit to the program in the online Learning Abroad Application. July 1 Non-billable costs are subject to the refund policies and timelines of the parties to which you make the payment
Winter Break, Spring, Spring Break, & Calendar Year
Beginning when you commit to the program in the online Learning Abroad Application. December 1  
Summer Beginning when you commit to the program in the online U of U Application April 15  

*Note: Learning Abroad provides benefits and services to assist you throughout the application process. Withdrawal penalties for billable costs are incurred after you commit to the program in your online Learning Abroad application. 

Temporary Academic Travel Experience (TATE)*

  Billable Costs (Learning Abroad) Non-billable Costs
Term of Program $200 payment plus insurance costs are non-refundable Withdrawal Deadlines and Penalties
Fall, Fall Break, & Academic Year Beginning when you commit to the program in your online Learning Abroad Application.

Non-billable costs are subject to the policies of the parties or departments to which you make the payment.  Penalties and withdrawal deadlines vary.  Contact the parties or departments to which you make payments for information about withdrawal and refund policies.

You are responsible for adhering to the add/drop dates listed in the University Academic calendar.

Winter Break, Spring, Spring Break, & Calendar Year Beginning when you commit to the program in your online Learning Abroad Application.
Summer Beginning when you commit to the program in your online Learning Abroad Application.

 *Note: Learning Abroad provides benefits and services to assist you throughout the application process. Withdrawal penalties for billable costs are incurred after you commit to the program in your online Learning Abroad application. 

U Global Campuses*

 

Billable Costs

Non-Billable Costs
Term of Program $500 is non-refundable
50% of the billable program cost is non-refundable starting on 75% of the billable program cost is non-refundable starting on 100% of the billable program cost is non-refundable starting on Tuition Charges Non-billable costs are subject to the policies of the parties to which you make the payment.  Penalties and withdrawal deadlines vary.  Contact the parties to which you make payments for information about withdrawal and refund policies.
Fall Semester & Academic Year Beginning when you commit to the program in the online Learning Abroad Application. July 11 July 18 August 1 You are responsible for adhering to the add/drop dates listed in the University Academic calendar.
Spring Semester & Calendar Year  Beginning when you commit to the program in the online Learning Abroad Application. November 21 December 7 December 15 You are responsible for adhering to the add/drop dates listed in the University Academic calendar.
Summer  Beginning when you commit to the program in the online Learning Abroad Application. March 21 April 1 April 8 You are responsible for adhering to the add/drop dates listed in the University Academic calendar.

*Note: Learning Abroad provides benefits and services to assist you throughout the application process. Withdrawal penalties for billable costs are incurred after you commit to the program in your online Learning Abroad application.

You are not exempt from financial penalties for failing to read information or follow instructions, incorrectly withdrawing from a program, poor academic or financial planning, visa or passport issues, student conduct issues, and/or not meeting the eligibility requirements for your program.

Student Withdrawal Steps

Before withdrawing from your program, review the Withdrawal Penalty Policy. The process for withdrawing from a program depends on the status of your application. It is your responsibility to withdraw from any classes in which you have enrolled. Failure to withdraw from classes could result in a failing grade or permanent mark on your transcript.

The date of your withdrawal is determined by the date and time on which you complete the process:

Pre-Decision Applicants: Log into your Learning Abroad Application and click the Withdraw button next to your program title.
Post-Decision Applicants: Click here to submit your online.                

You will continue to accrue withdrawal penalties until you follow the Student Withdrawal Steps. Notifying your Faculty Director or another University of Utah office will not withdraw you from the program. Within 10 business days of receiving your withdrawal, Learning Abroad will email you an official calculation of withdrawal penalties sent to your Umail account. It is your responsibility to withdraw from any courses in which you are enrolled.

Appeal Withdrawal Penalties

To submit a financial appeal, follow the instructions below:

  1. Review the Withdrawal & Dismissal Penalties and Procedures. This policy was presented to you during the application process and you agreed to it in your Program Application.
  2. (OPTIONAL) Meet with the Director for Learning Abroad. If desired, you can meet with the Director for Learning Abroad before a decision is made about your appeal. Appeal meetings are 30-minutes long and held only with the student present. Guests or other parties will be asked to wait in the lobby during the meeting. To schedule an appointment, select yes in the online questionnaire in the appeal form. You must meet with the Director BEFORE a decision is made.
  1. Submit your online appeal BEFORE the deadline. A link to this form was provided to you in the Notification of Withdrawal/Dismissal Penalties email sent to your Umail account when you withdrew from your Program. 
  2. Allappeals require an explanation or justification. This is submitted in the online form. You should write a letter of explanation/justification for why your circumstances merit an exception to University policy. This will help the University make a decision on your case.
  3. Allappealsmust includesupporting documentation. Any claim that is made in your letter of justification should have some documented proof. Tips for providing documentation are found below.
  4. Appeal outcomes will be emailed to your U Mail account. Decisions are final.

All appeals are subject to the following terms:

  • You can only appeal the charges once. All decisions are final.  Submitting an appeal does not guarantee a refund or a waiver of future charges.
  • Your appeal must be completed by deadlines listed below. Appeals completed after these deadlines will NOT be considered.

Term of Program

Appeal Deadline

Fall Semester & Fall Break

November 1

Academic Year

November 1 (January 15 if withdrawing from second semester)

Spring Semester, Spring Break & Winter Break

April 1

Calendar Year

April 1 (August 15 if withdrawing from second semester)

Summer

September 1

  • A completed appeal has a status of Committed in the online application portal AND includes documentation to support your appeal.
  • The appeal process can be lengthy. Depending on your circumstances and the timing of your appeal, the process can take several months to complete.
  • Keep your student tuition account current while waiting for the outcome of your appeal. Any student failing to comply will be subject to full enforcement of the terms, including involuntarily dropping classes, inability to register for classes, referral to a collection agency, or legal action as required.

Tips for completing your appeal:

  • Take the process seriously. You can only appeal financial penalties once. Decisions will NOT be reversed based on information provided after the online form is submitted.
  • Consider the basis of your appeal. You must appeal based on circumstances beyond your control. Examples include:
    • Death in the immediate family
    • Life-threatening situations
    • Sudden, unforeseen medical conditions
    • Military orders
  • Appeals will be denied if they are based on the following:
    • Falling out of eligibility for the program after you Commit to the Program
    • Poor academic or financial planning
    • Choosing to participate in a different activity or take a new job opportunity
    • Voluntarily leaving your employment
    • Failure to receive a scholarship
  • Be consistent. The University will compare the information submitted in the appeal form with many sources of information including but not limited to: verbal discussions, email correspondence, forms that were submitted, application materials, and the information provided in your withdrawal form.  Discrepancies may undermine your appeal.
  • Align your supporting documentation with your justification/explanation. For example:
    • If you claim that you have a disability or an unforeseen medical condition, your health care provider should submit a letter of support explaining why you are medically unable to participate in the Program to the Center for Disability and Access. Learning Abroad will not accept medical documentation. Documentation must be submitted through the Center for Disability and Access. Based on your circumstances, CDA will submit documentation to Learning Abroad on your behalf. Be sure to contact CDA well before the Appeal deadline to allow sufficient time for processing.
    • If you claim that you lost your job, you must provide a letter from your employer documenting your involuntary termination and verifying the date on which you were notified of your termination.
    • If you claim financial hardship, detail how your personal finances significantly changed AFTERyou committed to the program. Additionally, demonstrate the means you took to rectify the situation through seeking employment, financial aid, loans, or other avenues. While your financial support system’s (parents, guardian, trust, etc.) contributions can reflect one avenue of income, there are several other ways that you can learn abroad and fulfill your financial commitments. Scholarships are not guaranteed. Appeals on the basis of not receiving scholarships will be denied.
    • If you claim military service, you should provide a copy of your orders listing dates of deployment or training that conflict with the dates of your Program. In the absence of official orders, a letter from your commanding officer that provides this information may suffice.
    • If you claim other circumstances, it is up to you to provide adequate documentation. Type and content of documentation will vary based on your circumstances.
    • LA does not provide additional consultation on documentation requirements

Program Cancellation Policy

If your program is cancelled by the University of Utah, you are eligible for a full refund of the billable program costs. Students are responsible for negotiating refunds for any non-billable services or items. To avoid non-billable penalties, consider purchasing trip insurance. You can also reserve a refundable airline ticket to avoid charges.

Dismissal from a Program

You can be dismissed from your Program at three stages: Pre-decision, Post-decision, or While Abroad.  If you are dismissed from your Program for any reason, you will be subject to the Withdrawal and Dismissal Policy outlined above.  Details on the dismissal process are found in the Student Conduct section. 

Last Updated: 6/26/19