Confirming Your Participation
Risk Assessment
Before you confirm your participation in a program, assess the possible risks one more time. If you have not discussed this issue with your family, you should do it now, before you/they pay a non-refundable deposit. The following resources may be helpful in your assessment:
- U.S. Department of State travel warnings and consular information sheets
- U.S. Center for Disease Control for health issues worldwide
- Travel Health On-Line
Confirmation of Program Participation
- For Carleton Seminars
When you sign your Agreement Form (sent to you on acceptance to a seminar), it becomes the official document confirming your participation in the seminar and your notice to the College of your intent to be off-campus. You must return the signed letter to the OCS Office by the date specified in the Acceptance Letter. - For non-Carleton Programs
You will receive a letter of acceptance from the sponsoring organization which may require a deposit which you must pay yourself by a date stated in the letter. The deposit confirms your participation in the program. Most deposits are not refundable or are only refundable within a limited time. Carleton financial aid may not be available to pay program deposits. Additional information about the program, departure, etc. will be sent to you when you confirm your participation.
Cancellation Policy
- For Carleton Seminars
Students who withdraw after signing the Off-Campus Study Agreement Form and before the beginning of the seminar will be required to pay a $500 withdrawal fee, plus any costs incurred on their behalf (including, but not limited to, monies advanced on their behalf for non-refundable deposits, tickets, airfare or other travel document, legal documents and fees, housing deposits, etc.). All withdrawals before the start of the Seminar should be made in writing to the Director of Off-Campus Studies at Carleton.
Withdrawals after the off-campus seminar has begun should be made to the Faculty Director on site. Students who withdraw from a seminar in session with the permission of the Director of Off-Campus Studies and/or for documented medical reasons may be eligible for a partial tuition refund acording to the standard College policy outlined in the Academic Catalog. Eligibility will be computed from the first day of the seminar abroad, not according to the on-campus calendar.
- A refund of 25% of tuition will be made if the student withdraws during the first 25% of the term; financial aid will be reduced proportionately.
- Tuition will be reduced in the case of illness: one-half will be returned if the student withdraws because of illness before the end of the fifth week of the seminar term, after which no fee will be refunded.
- No refunds will be made to students suspended or dismissed from a seminar.
If the student withdraws from a seminar to participate in another off-campus study program, the student must apply and receive separate approval for the second program.
If the student withdraws from a seminar and wishes to return to campus, the student may ask the Dean of Students to place his or her name on the space-available list.
- For non-Carleton Programs
Students must notify both the OCS office and the program provider as soon as possible if they need to withdraw from a program. The OCS office will notify other campus offices of a student’s decision to not participate in a program. The student is responsible for any fees and non-recoverable expenses owed to the program provider at the time of withdrawal.
