Policies and Procedures

To apply for study abroad, students must have a cumulative grade-point average of at least 3.00 and at least a 3.00 GPA in the most recently completed fall or winter term.

1. Students are not eligible to study abroad while on academic or conduct probation.
2. Students placed on academic or conduct probation that will be in effect during their planned term abroad may submit a request for an exception to this rule to the Committee on Courses and Degrees.
3. Students accepted into study abroad programs who are then placed on academic or conduct probation will be liable for the full costs of the program even if they withdraw from the program.
4. Students must consult with their academic adviser(s) to ensure that their proposed course of study will enable them to make normal progress toward completion of major and degree requirements in a timely fashion.
5. To study abroad, students are encouraged to make an appointment and consult with the Study Abroad Adviser in the Center for International Education.
6. Students studying abroad during Fall or Winter term, or for the academic year, must complete INTR 298. Satisfactory completion will fulfill all EXP requirements.

Undergraduate students seeking to study abroad for W&L degree credit are strongly encouraged to select a program from our list of approved programs. If the program in which you wish to participate is not approved, you must submit a petition and receive approval from the International Education Committee. Program approval is based upon a variety of factors, including student learning objectives, precedent, past experience, faculty, departmental and administrative knowledge and recommendation of a program, and/or site visits, whenever possible, to the program by a W&L faculty member or administrator. A Study Abroad Adviser in the Center for International Education can guide you through the process of selecting a program or petitioning.

Students studying abroad are required to seek approval in advance from the appropriate department head, departmental designee (or academic dean when no W&L equivalent) and academic adviser for all courses to be attempted while abroad. Such approval is granted through the student’s Application for Degree Credit for Off-Campus Study. Students must maintain a full-time load of academic course work comparable to that at Washington and Lee in level, nature, and field, applicable to a W&L degree program. Course approvals must be secured prior to taking the course(s) so that the student is clear on the transferability of all courses and credits. Should students’ course selections change for any reason after submission of their application, substituted courses are not transferable unless approved by an appropriate Washington and Lee department head (or academic dean or designated person) and academic adviser. Such approval requests should be submitted as soon as possible through the application for degree credit site. Credit will not be transferred for any course for which a student has not obtained preapproval unless retroactive approval is granted by the appropriate department head or dean after the student’s return. Such retroactive approval is not guaranteed and must be obtained before the conclusion of the first 13-week term completed by the student upon his/her return to W&L.

The approval of credit hours applied to major requirements and the level at which they are applied (100, 200, etc.) will be determined only by the appropriate department head or departmental designee if W&L equivalent or dean for nonequivalent courses at W&L, as recorded on the student’s Application for Degree Credit for Off-Campus Study. Those credits approved as equivalent to a specific W&L course number will meet the same requirements that W&L course does. Those credits approved as non-equivalent electives may be applied to major requirements with permission of the department head, but in order to meet general education (foundation and distribution) requirements will require a separate petition to the Committee on Courses and Degrees.Credit for courses taken off campus will only be transferred once an official transcript for the work completed has been received by the W&L University Registrar and approval for all courses has been given by the appropriate department(s), as noted above. Approvals must be obtained and official transcripts received before the conclusion (last day of classes) of the first 13-week term completed by the student upon his/her return to W&L. Late submissions will be charged an initial fee of $100 and $50 per term beyond the deadline. Exceptions to this rule may be granted by appealing to the Faculty Executive Committee. Credits may be transferred only if a grade equivalent to a C (2.0) or better is received. The actual grade on an abroad course is not transferred to the student’s W&L record and therefore does not affect the W&L cumulative grade-point average.

W&L strongly recommends that students abroad in fall or winter 1) take a course in either the language or culture of the host country and 2) immerse themselves in that culture through activities such as host family stay, student clubs, or other co-curricular programs.

Financial Aid awards may be transferred to help cover the costs of approved study abroad for fall term, winter term, or academic year. The Financial Aid Office adjusts the level of assistance to reflect actual costs of the study-abroad program.

Students (and parents) are encouraged to discuss the use of financial assistance for study abroad with the Director of Financial Aid prior to committing to attend any institution or program, so that the availability of assistance and the flow of funds are clearly understood.

Students studying abroad for one semester or the academic year will be billed W&L tuition for the term(s) they are abroad. That amount in addition to housing, meal and program fees charged by your study abroad program will be charged to your W&L student account. W&L will pay the host institution or study-abroad program. Students receiving grants or aid above the charges are responsible for filing a refund form with the W&L Business Office directing payment to themselves or their parents. Normally, such payments are available by mid-September for the fall term and mid-January for winter term. Students who withdraw from their study abroad programs are subject to any fees charged by their program. The W&L Business Office will forward the student’s financial assistance disbursement after reducing it by any existing charges on the student’s account and study-abroad charges. Students should have a zero or positive balance on account at the time funds are transferred.