CEA Policies Overview

Application Policies
Payment Policies
Onsite Policies
Housing Policies
Student Code of Conduct
CEA Academic Policies

Academic Integrity Policy

CEA Study Center Academic Internship Policy

By applying to a CEA program, you agree to CEA policies. Please note all policies are subject to change. It is the responsibility of each applicant to visit the CEA website for the most current information.

APPLICATION POLICIES

Applications can be accepted up to one year prior to the program(s) start date:

Fall /Year – September 1
Winter/Spring – January 1
Summer – June 1

Required Application Materials

Applications will be considered complete and will be reviewed once the following are submitted:

CEA Application Form (online or paper)
$95 non-refundable online application fee or $95 non-refundable paper application fee
Unofficial copy of your most recent transcript
Official transcripts are required for certain programs
Full name, social security number or student ID number and cumulative GPA must appear on the transcript

Please note:

Additional application materials are required for some programs. CEA may require additional materials to confirm eligibility during the review process.

Contact CEA for details at 800-266-4441 or visit www.ceaStudyAbroad.com for program specific requirements. Submit completed applications and required materials to:

CEA
2999 N. 44th St., Ste. 200
Phoenix, AZ 85018-72487
Fax: 480-557-7926

Application Closure Dates

For specific closure dates, refer to the Find Programs page. CEA reserves the right to close a program prior to its published closure date without notice due to enrolled capacity. Places in CEA programs are limited. All application materials must be received by the application closure date to participate on a CEA program. The application closure date is also the last day pre-departure documents and program confirmations will be accepted, regardless of student application status at that time (please see Late Applicants section).

If the closure date falls on a weekend, the following business day will be honored.

Please note: CEA closure dates are not set according to student visa deadlines. Some programs may require a student visa. Each applicant is responsible for researching and meeting these requirements independent of CEA’s application requirements.

Late Applicants

Applications may be accepted after the application closure date based upon availability. Applicants who apply after the application closure date must submit all required documents and fees at the time of application. Students who apply after the program withdrawal date must also submit final payment at the time of application. Late applicants must also contact a CEA Admissions Counselor prior to submitting an application. The final payment due date for late applicants will be no later than the program withdrawal date (See Withdrawal Dates section). Students who apply prior to the application closure date but whose application remains pending will be required to submit all required documents and fees by the application closure date to continue with the application process.

Incomplete Applications

Incomplete applications (i.e. fees are not paid, a valid session has not been chosen, application itself has incomplete sections, required application documents are missing etc.) will be considered pending and held up to 30 days for completion. Pending applications cannot be held after the application closure date or the date Page 2 of 20 Last Modified on 7/25/2016 by which the program reaches enrolled capacity. Applications that can no longer be held will expire and require a $75 Reactivation Fee and updated application information. Reactivation is only applicable to the same program term and subject to availability. Reactivated applications will be subject to current pricing at the date of reactivation. Any terms or pricing connected with the original application may be forfeited. Students whose applications are incomplete and submitted with a program confirmation are not eligible for any refunds.

Eligibility

Student eligibility for acceptance to and participation in a CEA program is determined by a variety of factors. Students must meet the stated minimum program requirements for the program for which they are applying, including but not limited to GPA, education completed, and language proficiency. Students must demonstrate a history of maturity, adaptability, self-discipline and strong academic motivation. In addition, CEA reserves the right to consider a student’s judicial and academic standing at their home institution in admission decisions.

Some programs may allow students who do not meet one or more of the eligibility requirements to be accepted on a conditional basis. It is the student’s responsibility to prove that they have satisfied all of the eligibility requirements for their program prior to departure. If the conditions are not met, CEA and/or the partner institution reserve the right to withdraw the student’s acceptance. In addition, CEA reserves the right to reject applicants who fall below one or more of the eligibility requirements after initial acceptance to a program. Applicants who fall below or fail to meet any of the stipulated eligibility requirements after having initially been accepted to a program will be subject to CEA’s payment policies (see Payment Obligations section). Additional documentation may be required after initial or conditional acceptance.

CEA Internship Placement Guarantee

The following guarantee applies to the following internship locations: Barcelona, Dublin, Florence, Paris, Prague, Rome, and Seville.

Applicants who meet the acceptance criteria to a CEA internship program and show active engagement in the internship placement process; including, but not limited to, honoring all deadlines as outlined by CEA for request for information, attending scheduled meetings, and participation in the placement process including changes to outlined processes deemed necessary at CEA’s sole discretion; are guaranteed a placement that best aligns with the personal, professional, and cross-cultural goals outlined and confirmed during the Internship Placement Coordinator interview.

The Placement Guarantee applies only to complete applications submitted by the published closure date. While every effort will be made to place all accepted students, any applications submitted after the original closure date will not be guaranteed placement.

Nothing in this guarantee supersedes the CEA Program Participation Agreement.

In the event that local conditions create challenges for CEA to secure a placement, the alternative options below may be presented to the applicant at discretion of CEA program staff:

Change of Program with waiver of program change fees

Change of Program is contingent on the applicant satisfying program eligibility requirements for acceptance.

If the change of program recommendation is accepted and processed on or before the program withdrawal date, a change of program may be made to another CEA program at any CEA program location.
If the change of program recommendation is accepted and processed after the program withdrawal date and up to 15 business days prior to the program start date, a change of program may be made to another CEA program within the same city location.

Approval of Program Change recommendation to a country destination that is different from the initial program is contingent on the student’s ability to obtain a student visa (if applicable) prior to departure.
If the new program has a price difference from the original program that results in an increase or decrease in total cost, the student invoice will be adjusted accordingly.

Program Withdrawal with full refund of all program fees and deposits paid (with the exception of the Initial Application Fee)

Once the non-refundable confirmation payment is received and the student has confirmed their internship goals with CEA, the availability of the above-stated options are at the discretion of CEA program staff only. Participant dissatisfaction with a secured placement that aligns with the student’s confirmed goals and CEA’s program standards does not qualify as a reason for program change fee waivers or program cost refunds.

Students who initiate a program change or program withdrawal request outside of CEA’s inability to secure an initial placement will be responsible for normal program change fees or program costs based on date of change or withdrawal. Furthermore, students who initiate an internship change request after the initial placement waive the 15 day notice as outlined above, and should they elect to continue with another internship placement, they might not be aware of the secondary placement until arrival on-site. Regardless, all program changes, withdraws, and fees are per CEA’s policies below.

Program Changes: Please see the Payment Obligations section and Program Changes sub-section for additional program change requirements and implications.

Program Withdrawals: Please see the Payment Obligations section and Withdrawal Requirements sub-section for information related to program withdrawal.

Non-U.S. and Non-Canadian Citizens

Students who are not U.S. or Canadian citizens or a Permanent Resident of the U.S. may apply to a CEA program if currently accepted or enrolled as a full time student in a U.S. or Canadian University. Proof of acceptance or enrollment will be required as part of CEA’s admissions process.

Non-US citizens and Canadian citizens are fully responsible for researching immigration requirements and securing the appropriate visa and valid passport. If you are in the US on a student visa or other visa type, you are responsible for researching the immigration requirements and filing any necessary paperwork for approval to leave the country and return. Non-U.S. citizens are required to check with the appropriate host country consular office nearest their place of residence to determine entry requirements.

Multiple Program Enrollment

Applicants can create their own program itinerary by combining multiple CEA programs (whether at the same or different locations).

Only one CEA application and one application fee is required
Multiple Program Discount will be applied to the price of the final program
Application closure dates and withdrawal dates may be different for each program
Applicants enrolling in multiple programs must submit all program confirmations at the same time
Program start dates cannot overlap

Contact your CEA Admissions Counselor for details.

Promotional/Exclusive Pricing

CEA reserves the right to offer promotional or exclusive program pricing and/or discounts for a limited time. Only those applicants who: 1) submit the required application materials; and 2) meet the stated requirements of the promotion during the specified promotional timeframe will be entitled to the promotion or discount. Applicants who complete an application prior to or after the timeframe of the promotion, will not be granted any price adjustment or refund. If CEA is offering more than one promotion at one time, only the greater amount of the two promotions/discounts will apply.

Students participating in exclusively priced programs, such as group or custom arrangements are not eligible for additional discounts of any kind.

Pre-departure Requirements

All applicants are required to submit additional information as part of the pre-departure process.

This may include both documents and online forms. Requirements are based on the student’s specific program and are due within 30 days of your acceptance date or by the application closure date, whichever comes first.

Upon receipt of application, you will be given access to additional resources and information, specific to your selected program, within your MyCEA Account. This information includes, but is not limited to, a list of items, documents and/or payments still needing to be sent or submitted to CEA and associated due dates. If your pre-departure documents are not received on time, you may delay or forfeit your housing placement, university registration and participation due to late documentation.

PAYMENT POLICIES

Program Costs

To participate, each applicant is required to pay the following:

Non-refundable application fee
Non-refundable program confirmation
(deducted from the total program cost)
Refundable security deposit
CEA Insurance for Study Abroad
Program price of selected program

Group/Custom Programs: Students participating in a group or custom program with a professor or advisor from their home institution may be subject to different application and payment dates. Please contact your group leader for details.

Application Fee

All applications must be submitted with a $95 online application fee or a $95 paper application fee (both non-refundable). Your application will not be processed without the application fee.

Program Confirmation

All applicants are required to pay a program confirmation. This deposit is non-refundable. The confirmation deposit will only be refunded in the case where the applicant is academically rejected to the program. This deposit is deducted from the total cost of the program. Your place in the program will not be held until your non-refundable program confirmation is paid. If your program reaches enrolled capacity before you have paid your non-refundable program confirmation you may be required to forfeit your original program selection or choose another program. The non-refundable Program confirmations will be due no later than the application closure date.

Semester, Trimester and Year Programs:
Summer and Short Term Programs:

Applications will become automatically inactive according to the following conditions:

More than 30 days have passed since the acceptance date (excludes summer programs; see above)
Program has reached enrolled capacity
Application closure date has passed and the confirmation payment has not been submitted
CEA will reactivate applications on a case-by-case basis depending on availability. An additional $75 reactivation fee may apply

Security Deposit

*Effective for Applications received 11/16/2017 and beyond, the security deposit will be $300, with a $95 maintenance fee. The maximum refund available to students will be $205, per the caveats mentioned below.

All applicants are required to pay a $300 security deposit. The security deposit is not included in the program cost. Please be sure to remit payment for this amount in addition to your final payment amount. A fee of $95 will be retained from all security deposits (for housing) to cover general maintenance, including standard cleaning, minor repairs and touch-up painting.

The remaining $205 is eligible to be refunded when:

All onsite costs have been verified (housing repairs are complete, utility bills have been paid, etc.). Depending on program location, verification of costs can take up to 12 weeks.
The CEA Arizona and international staff have verified there are no other outstanding damages or payment issues.
Student has paid all outstanding balances.

The remaining security deposit is used to pay for any charges that may be incurred during the program, including but not limited to, broken furniture, floor damage, lost keys, overdue library books, excessive cleaning, utility usage in excess of the allotted monthly amount, etc.

Should the cost of damages or charges incurred during the program exceed the remaining security deposit, students will be invoiced for any additional costs.

CEA reserves the right to hold a student’s remaining security deposit and transcript until all utility bills and any outstanding vendor costs have been reviewed, assessed and paid.

To receive the remaining security deposit, students must:

Fully complete and submit the CEA Re-Entry Evaluation within 30 days of the program end date. (The evaluation is web based and will be sent via email).
Verify their current US mailing address. (Students may designate someone other than self as the payee using a US mailing address).

Please note:

Remaining security deposit refunds will not be mailed or wired overseas.
If the remaining security deposit refund is sent to a mailing address provided by you and returned by the USPS or, if the refund check sent is not cashed within ninety (90) days, CEA is under no further obligation to re-send or re-issue a refund and the refund is deemed forfeited.
If the Re-Entry Evaluation is not completed within the specified time frame, the remaining security deposit refund will be forfeited.

Multiple Program Deposits:
Students participating in multiple programs are required to pay a security deposit for each program. To be eligible for refund of either deposit, students must complete and submit the required CEA Re-Entry Evaluation(s). As programs end at different times, the evaluations and refunds will be sent separately.

CEA Insurance for Study Abroad

CEA requires that each participant is enrolled in the CEA group insurance plan created especially for study abroad. Please review the CEA Insurance brochure in the MyCEA account or visit http://www. ceastudyabroad.com/student-services/health-safety#chp-Travel-Health-Insurance for coverage details. Every participant must be covered for the duration of the program; there are no exceptions. The insurance is intended to supplement a student’s existing health insurance. No refund of insurance is granted for early departure or dismissal from a CEA program. Contact your CEA advisor for additional details.

Program Price/Final Payment

CEA reserves the right to change program prices. For current pricing, refer to the CEA website at http://www.ceastudyabroad.com/ find. Applicants will be subject to the price listed on the CEA website at the time a student’s application is received. You must abide by all CEA application and confirmation policies/deadlines to keep your application active. Students who miss a CEA deadline may be subject to a higher price. Applicants who request to change their program are subject to the current prices listed on the CEA website at the time the student’s program change request is approved.

All applicants will be sent a Student Account Statement with a Final Payment due date. This statement will detail the program price, insurance, refundable security deposit and any other costs (minus the program confirmation). Final Payment due dates will be set no later than the program’s Withdrawal Date. Students must be paid in full and/or submit the required Financial Aid Forms (Financial Aid Disbursement Form and Student Financial Aid Agreement) to CEA by their Final Payment due date. If a student fails to make payment and/or submit the required Financial Aid forms by their Final Payment due date, they will be subject to a $300 Late Fee and may be withdrawn from their program (Please see Outstanding Balances section for more information).

Student Account Statements are accessible online through the student’s MyCEA Account. The Payment Info tab provides information on the student’s billing and payment information as well as allowing students to pay online via e-check or credit card.

Special Situations

Academic Year Programs: The Student Account Statement will reflect two amounts due and two separate due dates for the cost of an Academic Year Program:

The first amount due will reflect 60% of the program price, insurance, and security deposit (minus the program confirmation).
The second amount due will reflect the remaining 40% of the program price.

Multiple Programs: Students participating in multiple programs will receive a Student Account Statement detailing the program costs and the Final Payment due date for each program.

PAYMENT OBLIGATIONS

Withdrawal Dates

A Withdrawal Date is the last day a student can withdraw from a program and not be held responsible for full payment or be eligible for a refund (See Refund Policies section for more information). All Final Payment due dates will be set no later than the Withdrawal Date. All students must be paid-in-full and/or have submitted the required Financial Aid forms by the Withdrawal Date. Any student wishing to withdraw from their program must express their intent to withdraw in writing prior to the Withdrawal Date. All withdrawal notifications must be received via fax, mail or e-mail. Verbal notification will not be accepted. Once a withdrawal notification has been received, CEA will acknowledge receipt of notification by sending a Withdrawal Confirmation e-mail to the student. Any student that has not submitted payment and/or valid Financial Aid Forms by their Program Withdrawal Date may be withdrawn from their program for non-payment (Please See Outstanding Balances section for more information). Refer to the Program Info tab on your MyCEA Account for your program’s specific Withdrawal Date.

If the withdrawal date falls on a weekend, the following business day will be honored.

Refund Policies

When students are enrolled in a CEA study abroad program, they are automatically eligible for the Standard CEA Refund Policy at no extra cost above the study abroad application and program price. However, CEA recommends they enroll in the CEASecure™ plan, which allows students to receive a refund for any one of the covered reasons described below up until one calendar week before their program start date. If they choose not to enroll in CEASecure™, all refund requests must be sent to CEA’s Arizona Headquarters in writing on or before the program’s final withdrawal date to be eligible for a refund. All withdrawal requests must be sent via fax, mail or email. No verbal requests are accepted. We will acknowledge receipt of student requests by a Withdrawal Confirmation email. All refund decisions will be made by CEA staff.

Application fees are always non-refundable.

Program confirmation fees are non-refundable except in the case where the applicant is academically rejected to the program.

If the refund is sent to a mailing address provided by you and returned by the USPS or, if the refund check sent is not cashed within ninety (90) days, CEA is under no further obligation to re-send or re-issue a refund and the refund is deemed forfeited.

Students who withdraw in writing on, or prior to, their program Withdrawal Date are not responsible for final payment and may be entitled to a refund of payments already made to CEA, minus the application fee and program confirmation.

No refunds will be given to students who withdraw from their program after the Withdrawal Date or to students who are withdrawn by CEA for non-payment. Likewise, students who withdraw after the program Withdrawal Date are still 100% responsible for final payment, regardless of participation. Any student that leaves a CEA program early after arriving on site will not be granted a refund.

Students using Financial Aid or loans are responsible for their entire program cost if their Financial Aid or loans are rescinded after their program Withdrawal Date or if they choose to withdraw after their program Withdrawal Date (Please see the Financial Aid and Outstanding Balances sections).

Special Situations:

Academic Year Programs: Academic Year students who wish to withdraw at the end of the fall semester/trimester are still subject to CEA’s academic year pricing structure (see Program Price/Final Payment section). Academic Year students should be aware of the withdrawal date for the winter and/ or spring portion of their selected program. Notification in writing must be sent to the CEA Headquarters in Arizona, in addition to your CEA resident director (See Change of Program section). Students who have paid their AY program in full will receive a refund of the remaining 40% of the program price (spring portion) providing that their withdrawal notification is received prior to the spring semester withdrawal date. Any discount given will be forfeited.
Multiple Program Students: Multiple program students who have confirmed their participation on multiple programs and wish to withdraw from one or more sessions are subject to CEA’s withdrawal and refund policies for the cost of their remaining programs. Multiple program students should be aware of the withdrawal date for the remaining programs. Written notification must be sent to the CEA Headquarters in Arizona in addition to your CEA Program/Campus Director (See Change of Program section). Any discount given is forfeited for the remaining sessions.

CEASecure™
With CEASecure™, students may withdraw from their CEA program for any covered reason up to one calendar week before the program’s start date and receive a full refund of program fees paid, minus the $95 application fee, the non-refundable program confirmation fee ($500 for semester and $300 for summer programs) and the cost of the CEASecure™ plan. Covered reasons are:

Medical – If a student or an immediate family member of the student becomes seriously ill, is seriously injured in an accident or dies
Terrorist Attack – If the U.S. Department of State determines that there has been a terrorist attack against U.S. interests within the host country of a student’s program site, and issues an official Travel Warning that Americans should not travel to that city.
Job Loss - If a parent or legal guardian of a student is laid off from work or loses his/her job as a result of a general staff reduction or position elimination
Total Destruction of a Student’s Primary Residence – If the student’s primary place of residence is destroyed by a natural disaster, fire or explosion

If your trip is interrupted after the start of your program, CEASecure™ provides limited refund coverage for your protection as follows:

Medical – If a student or an immediate family member of a student becomes seriously ill, is seriously injured in an accident or dies
Terrorist Attack – If the U.S. Department of State states that there has been a terrorist attack against U.S. interests within the host country of a student’s program site, and issues an official Travel Warning that Americans should not travel to that city

Note: For purposes of the CEASecure™ trip interruption coverage, immediate family of the student is defined as spouse, child, parent, legal guardian, sibling and grandparent. Refunds for medical reasons must be substantiated by a physician/hospital statement or other official medical documentation signed by a medical provider not related to the student. An officially published U.S. Department of State Travel Warning encompassing the dates and site for a student’s CEA program is required as documentation for a terrorist attack related refund.

Enrollment in CEASecure™
Students must purchase the plan at an additional cost above their program fees using the CEASecure™ Enrollment form available online. CEA Headquarters office in Phoenix, Ariz. must receive students’ completed forms and payments of the appropriate cost before the program's withdrawal date. The cost for CEASecure™ is based on the length of the program as follows:

Semester and trimester programs - $475
Summer and short programs - $275
Academic Year programs - $1,000

Note: If students decide to purchase the CEASecure™ plan, they MUST click the tab in their MyCEA Account online and choose CEASecure™.

Withdrawal Requirements
Any request by students for a pre-program start withdrawal refund must be made by sending a completed and signed CEASecure™ Withdrawal Notice form, available online, to the CEA Headquarters office in Tempe, Ariz. We must receive the form via fax, mail or email one calendar week before the start date for the program. We will send an acknowledgement email upon receipt of students’ CEASecure™ Withdrawal Notice.

Pre-Departure Refund
All program fees paid up to the time of withdrawal will be refunded to the student minus the $95 application fee, the non-refundable program confirmation fee and the cost of CEASecure™. Late fees are not refundable under the plan. Withdrawal notices received after the deadline (one calendar week before the start date) will result in no refund.

Trip Interruption Refunds
Any request by students for a trip interruption refund must be made by sending a written notice to their CEA Program/ Campus Director and CEA Headquarters in Arizona. CEA will send an acknowledgement email upon receipt of student notification.

Program fee refunds, minus the application fee, the non-refundable confirmation fee, and the cost of CEASecure™ for any of the above trip interruption benefits, will be pro-rated based on the portion of the CEA program that has been delivered up to the date of the covered event.

Program Changes

Students are allowed to change their selected program(s) (session and/or campus), one time prior to submitting their program confirmation. If a student would like to change a second time, he/she is required to submit a $50 Program Change Fee. Students who change their selected program(s) after paying their program confirmation are required to submit a $400 Program Change Fee. Notification of a program change must be received prior to the selected program’s application closure date and the change will not be processed until any and all applicable fees are paid in full.

Academic Year students who are already onsite and wish to make a change to the winter/spring portion of their year program must notify CEA in writing prior to the application closure date of the winter/spring session. Multiple program students who are already onsite and wish to make a change to any remaining program must notify CEA in writing prior to the application closure date of their remaining program.

It is your responsibility to submit all program change requests to the CEA Headquarters in Arizona. All program change requests must be received via fax, mail or e-mail. Verbal notification will not be accepted. If you are already abroad, you must also notify your CEA resident director. The CEA Arizona staff and your Program/ Campus Director will work together to facilitate approved changes, and notify campus administration and parents, if needed. If your change request is approved, CEA will acknowledge the program change by sending a Program Change Confirmation e-mail to the student. Students who request to change their program must meet the eligibility requirements for their new program selection and must be accepted to that program. Students may be asked to submit additional documentation. Students are subject to the current prices at the time the student program change request is approved.

Students that wish to change their program to a term beyond CEA’s current offerings may request to be held in a Pending status for up to one year beyond their previously selected term. All students must have submitted their program confirmation and request in writing. Once a program term becomes available, students will have 30 days to confirm selection in writing and submit updated application information and required documents.

Program Cancellation

CEA reserves the right to cancel or suspend a program as deemed necessary. In such a case, accepted applicants are given the choice of the following:

Switching to a future program session
Switching to a different CEA program site
A full refund of all fees paid less the application fee

Please note: If a student chooses to switch to a future session or a different CEA program site, he/she is considered enrolled in that particular program and is subject to any policies and/or new payment obligations that apply.

Change in Program Structure

CEA makes every effort to ensure that programs operate as described in the published material. However, circumstances occasionally dictate that changes are necessary or advisable that may include but are not limited to staffing, excursions, immersion activities, academic options and/or housing options. CEA cannot guarantee any course selections made by students. Course availability may be changed by the host institution and/or CEA at any time. No refund or reduction of fees will be made as long as the altered arrangements are similar to the original arrangements as deemed by CEA. Determinations of similarity will be made at CEA’s sole discretion

Payment Methods

All payments must be submitted to the CEA Headquarters in U.S. currency. CEA will not accept payments of any foreign currency or payments drawn on a foreign financial institution.

Payments to CEA can be made via check, E-check, credit card, money order or wire transfer. Cash payments will not be accepted. Students may submit credit card and E-check payments online via their MyCEA Account. Checks and money orders should be made payable to CEA and mailed to:
CEA
2999 N. 44th St., Ste. 200
Phoenix, AZ 85018-72487

Credit Card Payments

CEA accepts Visa, MasterCard, Discover and American Express. A 2.75% Processing Fee will be assessed to all credit card payments. Processing fees will be charged to the credit card being used at the time payment is made. The processing fee can be avoided by using our convenient E-check system or paying by standard check, wire or money order.

Financial Aid

Students wishing to use federal financial aid must apply through their campus Financial Aid Office at their home university. It is the student’s home university that will determine if aid will be transferable to the CEA program. All Federal Aid requires students to fill out the FAFSA form available at www.fafsa.ed.gov CEA will offer assistance to students, study abroad and financial aid advisors to aid in the transfer of funds. However, CEA is not responsible for the awarding, processing or disbursing of Financial Aid funds. To learn more about different forms of financial aid and the financial aid process please visit the CEA website at http://www.ceastudyabroad. com/financial-options/funding-options.

Financial Aid Disbursement Form:
All students who will be using financial aid to finance their CEA program must submit the “Financial Aid Disbursement Form” to their campus Financial Aid Office for completion and return it to CEA prior to their Final Payment Due Date. If the financial aid will be processed by a private lending institution then the Financial Aid Disbursement Form must be submitted to the private lender who will be processing the aid. This form indicates the amount of aid the student expects to receive, the approximate disbursement dates and to whom the check will be made payable. The Final Payment Due Date of the portion Financial Aid will cover will be deferred until the student’s verified disbursement date. It is the student’s responsibility to make arrangements for payment of financial aid funds to CEA within two weeks of the disbursement date indicated on the Financial Aid Disbursement Form. Students that do not submit the required Financial Aid forms to CEA prior to their final payment due date will be subject to a $300 late fee (see Outstanding Balances section).
Student Financial Aid Agreement Form:
All students who will be using Financial Aid to finance their CEA program must also submit the “Financial Aid Agreement Form” to CEA prior to their Final Payment Due Date. In signing this form the student acknowledges responsibility for payment of the total program cost. In the event that financial aid funds are not received or disbursed, students assume full responsibility for payment of all program costs to CEA. The student must indicate on this form what arrangements have been made to facilitate payment of Financial Aid funds to CEA. If payment of financial aid funds is not received by CEA within 14 days of the disbursement date indicated on the Financial Aid Disbursement Form a $300 Late Fee will be assessed. If payment is not received within 30 days the student may be removed from the program, without refund of fees paid, and liable for any outstanding balance. In addition, transcripts will be held until the balance is paid in full. If any portion of the student’s program cost is not covered by Financial Aid then that portion is due by the student’s original Final Payment Due Date; it will not be deferred. The Financial Aid Disbursement Form and the Student Financial Aid Agreement must be submitted to CEA by the Final Payment Due Date with payment of any program cost not covered by Financial Aid funds. Any student failing to submit Page 8 of 20 Last Modified on 7/25/2016 these forms along with payment will be subject to a $300 Late Fee. The program confirmation cannot be deferred. Students are required to pay the program confirmation by the assigned due date. Students should be aware that payment of program fees not covered by financial aid or not paid due to the financial aid being rescinded by the home institution is the responsibility of the individual student and must be paidin-full by the assigned payment due dates. Participants who begin their program on a financial aid deferment plan and withdraw after their program’s specified Withdrawal Date, but before their financial aid is disbursed, are responsible for payment of the full program cost to CEA as specified in the Payment Obligations section.

Outstanding Balances

Students who have not paid in full and/or submitted the required Financial Aid forms by the assigned due dates will be subject to a $300 late fee. Any student that has not submitted Payment and/ or valid Financial Aid Forms by their Program Withdrawal Date may be withdrawn from their program for non-payment. The student may be held responsible for any program costs already incurred by CEA on their behalf. Students who have made payment arrangements with CEA, including financial aid deferment arrangements, and fail to pay per the terms of the agreement will also be subject to a $300 late fee and withdrawal from their program, even if the student is already abroad. Students who are withdrawn for non-payment will be removed from all university classes and housing abroad. The withdrawn student will also forfeit all refundable deposits. In addition, any transcripts will be withheld from the student until any outstanding balance is paid in full.

CEA reserves the right to transfer any outstanding balance to a collections agency authorized for collection by CEA, which will affect the credit rating of the student and will cause additional collections fees to be assessed.

ONSITE POLICIES

Passports & Visas

You must have a valid passport and applicable visa documents in your possession prior to departure and must keep them in your possession while traveling. It is your responsibility to secure any required visa documents. CEA will provide general instructions, however program participants are fully responsible for researching specific requirements for their selected destination. Non-US and Canadian citizens are fully responsible for researching and following the requirements to obtain the appropriate visa. Ultimately it is your responsibility to meet the deadlines and submit the completed application in sufficient time for successful processing before your departure. Failure to comply with international immigration requirements may inhibit you from entering the host country, and result in dismissal from your CEA program. Additionally, it is your responsibility for researching and abiding by the immigration requirements of any country you will travel to or through during your program. CEA cannot and will not intercede for those who choose not to obtain the appropriate documentation and/or are denied a visa.

Communications and Cell Phones

CEA requires that students have a local service phone number available to staff for emergency contact purposes. Relying on Wi Fi spots for communication is not dependable and will not ensure that CEA staff can reach you in the case of an emergency. Students may choose to acquire a cell phone prior to departure or once they arrive at their study abroad destination. Once students arrive to their program destination, CEA program staff will share more information regarding local cell phone options. We encourage our program participants to research their options and choose the best provider to meet their needs.

If you fail to secure a locally serviced phone plan during your study abroad and/or do not provide that information to the Onsite CEA staff, they will be limited in their ability to contact you in case of an emergency and you understand that our support to you and communication to your loved ones will be severely hampered. Ensure that you update your local staff if your phone number changes at any time while you are in your host country.

Arrival Guidelines

CEA offers airport pickup and arrival services for participants meeting the following requirements:

CEA Headquarters in Arizona must be notified of flight arrival information no later than 21 days prior to the program arrival date.
Participants must arrive at the arrival airport specified for their program destination.
Participants must arrive on the specified program arrival date and before the specified cut-off time.

There are no exceptions to the above stated requirements. CEA is not responsible for high airfares or difficulty in finding a flight because of the specified arrival date. Airport pickup services may vary for some Short Term sessions. Please check specific program for details. Please note, airport pickup and arrival services are limited to CEA program participants only.

See the Airport Pickup Codes and Reception Chart for the specified arrival airport and cut-off time for each program destination. The cut-off time refers to the flight’s original arrival time as stated on the purchased airline ticket.

Eligible CEA participants will be met at the designated arrival airport by a CEA representative or pre-arranged shuttle service on the program arrival date and will be transported to temporary accommodations and/or their assigned housing. Students participating in a program where the specified arrival airport is in a city other than their program destination will be provided with bus or train transportation to their selected program destination. Students who choose independent living will be provided transportation to the CEA office or city center and from there are responsible for transportation to their independent housing location.

Students who are not eligible for airport pickup are responsible for their own transportation to their assigned housing. These students are also responsible for making contact with the resident staff in order to meet up with the group and gain access to their housing. You will have access to your housing between the hours of 8 AM and 8 PM as of the program start date. Participants arriving after 8 PM will be responsible for their own lodging until the following day. Note, students arriving prior to the program arrival date are responsible for securing and paying for their own accommodation until the program arrival date.

AIRPORT PICKUP CODES AND RECEPTION CHART

Site	Airport Name	Airport Code(if different)	Site Code	Airport Reception Until
Aix-en-Provence	Marseille Provence	MRS	AIX	6 pm
Alicante	Alicante Airport	ALC		6 pm
Barcelona	El Prat de Llobregat	BCN		6 pm
Berlin	Tegel Internacional	TXL	BER	6 pm
Buenos Aires	Ezeiza International	EZE		10 pm
Dublin	Dublin International	DUB		6 pm
Florence	Florence Airport, Peretola	FLR		6 pm
French Alps: Grenoble	Lyon–Saint-Exupéry Airport	LYS	GNB	4 pm
French Riviera: Sophia Antipolis	Nice Côte d’Azur International Airport	NCE	SPA	6 pm
Galway	Shannon Airport	SNN	GWY	12 pm
Granada	Federico García Lorca Airport	GRX		6 pm
London	Heathrow Airport	LHR		6 pm
Madrid	Madrid–Barajas Airport	MAD		6 pm
Paris	Charles de Gaulle Airport	CDG		6 pm
Prague	Václav Havel Airport Prague	PRG		6 pm
Rome	Leonardo da Vinci–Fiumicino Airport	FCO		6 pm
San Jose	Juan Santamaría International Airport	SJO		10 pm
Seville	San Pablo – Seville Airport	SVQ		8 pm
Shanghai	Shanghai Pudong International Airport	PVG	SHA	10 pm
Viña del Mar	Santiago International Airport	SCL	KNA	11 am

Eligible participants whose scheduled flight has been delayed must contact the CEA resident staff. Eligible students who arrive after the cut-off time due to flight delays, but who have contacted the resident staff, will be picked up at the airport and/or will be reimbursed for transportation to temporary accommodations and/or their assigned housing with a valid receipt. CEA will not be responsible for picking up a student whose flight schedule changed but who failed to contact the resident staff directly. There are no rebates or refunds for missed transportation or lodging under any circumstances.

Orientation

Orientation seminars and meetings organized by resident staff are mandatory for all CEA program participants. Failure to participate in orientation meetings may lead to disciplinary action and could result in dismissal from the program.

You are expected to understand which portions of orientation are mandatory and which activities are optional in order to not miss required meetings. This is especially true for meetings concerning, but not limited to, Health & Safety, and Academics. For this reason, it is essential that you not make any personal plans during the designated orientation period. Only once onsite will you be able to finalize your personal schedules. Even if you arrive with family or friends, you must plan to be present at all required orientation meetings.

Organized Excursions & Activities

CEA includes organized excursions for all year, semester, trimester and summer programs. Excursion itineraries are based upon availability and are subject to change. While flexibility is employed in relating excursions to the students’ backgrounds and studies, there are absolutely no substitutions made for the trips selected for each session. Since students may be responsible for meals on excursions, they should budget additional funds. Students may also want to budget additional funds for activities not included in the itinerary of the CEA sponsored excursions.

CEA also plans social and cultural immersion activities for students on all programs. Activities are planned to introduce students to the local community and to explore cultural, historic and social elements of the host culture. While CEA tries to plan activities around academic calendars and student schedules, it is impossible to avoid all scheduling conflicts.

For excursion and activities which are included in the cost of your CEA program, you are required to adhere to the guidelines and regulations established by CEA concerning sign up, attendance and adherence to the determined itinerary. For optional events requiring additional payment, you are expected to pay the announced fee in full before the start date of the event. Failure to comply with these policies could lead to loss of privilege to participate. No refunds or substitutions will be given to students who are unable to participate on an activity or excursion or who deviate from the scheduled itinerary for any reason.

Summer Excursion Package Refund Policy

For internship programs, summer excursion packages are offered at an additional cost above the program fee. Students must “opt-in” or “opt-out” of the summer excursion package using the Summer Excursion Enrollment form available online. CEA Headquarters office in Phoenix, Ariz. must receive students’ completed forms and payments in full of the applicable costs before the program's withdrawal date. The costs and inclusions for summer excursion packages vary based on location and are indicated in the enrollment form.

Note: Students MUST click the tab in their MyCEA Account online and either opt-in or opt-out of the summer excursions. This is a required component of the pre-departure process.

Refunds and Changes

If the student chooses:

To opt-out after opting-in to a summer excursion package, all fees paid up to the time of withdrawal will be refunded to the student.
To opt-out, the student may choose to opt-in up to the time of the withdrawal date.

In either case, the student must contact their assigned Internship Specialist at CEA Headquarters in writing to effect a change. CEA is unable to accommodate a change of mind after the withdrawal date. Should a student choose to not participate in a confirmed and paid for summer excursion package while on-site, excursion fees are non-refundable.

Return Transportation

Transportation at the conclusion of the program is not included in the CEA program price. CEA program participants are responsible for their own transportation to their departure airport. When making travel arrangements, you should keep in mind that an early morning flight may require arriving in the departure city the night before in order to be on time for their flight. Participants must budget additional funds for these types of circumstances.

HOUSING POLICIES

Preferences

Students are given access to the Housing Preferences Form once they pay their confirmation deposit. As the Housing Preferences Form (except the Roommate Selection) may be submitted just once, students must review and complete the form thoughtfully. All Housing Preferences Forms must be submitted by the closure date of the program. Students may select and/or adjust their roommate preferences multiple times up until the withdrawal date of the program.

CEA reviews Housing Preferences Forms and makes assignments based on the order in which CEA Program Students confirm their participation and submit their Housing Preferences Form. Note: housing placement is contingent upon the receipt of both program confirmation and Housing Preferences Form. CEA does not guarantee housing preferences and is not responsible for additional costs that may be incurred as a result of CEA Program Students not being placed in their preferred housing.

Changes

Once CEA assigns housing, there will be no changes except in limited or special circumstances. Such changes will be made at CEA’s discretion and will require a minimum payment of $300 (Change of Housing Fee). The fee will be charged at CEA’s discretion and may include additional costs incurred as a result of the change. Once the housing application has been submitted, requests for changes to housing preferences must be made in writing no later than the withdrawal date for the selected program.

For Academic Year CEA Program Students, changes to housing arrangements for the second semester should be submitted before the end of the first semester, but no later than the closure date of the second semester.

CEA reserves the right to fill any empty housing space with other CEA Program Students at any time.

If you switch programs after the withdrawal date, you might be responsible for arranging your own accommodations.

Vacating and Condition of the Premises

CEA housing is available from the specified program start date or housing transfer date, as indicated on the program calendar. All housing must be vacated on the specified program end date and time as specified in local rules. Specifics of move-out procedures will be provided on-site. CEA Program Students who do not vacate on time may be assessed a daily housing fee. CEA Program Students must adhere to proper check-out procedures when vacating CEA housing, including turning in keys; removing personal items, waste, and debris; and leaving the housing unit in essentially the same condition it was upon move-in. CEA staff may check housing as deemed necessary throughout the session without prior notice.

Housing between Programs: Academic Year CEA Program Students are entitled to housing during the break between sessions. As a general rule, CEA does not provide housing between programs. If you enroll in multiple programs, you must arrange for your own accommodations between programs at your own cost. If CEA is able to assist with accommodations between offerings, you will be required to pay additional housing costs during that time.

Damages

Upon moving into housing, you will be required to complete and sign an Inventory Checklist, an accurate and complete record of the contents and conditions of rooms and any shared or common areas. At the end of the program, when you check out of CEA housing according to the instructions given by CEA staff/representatives, the Inventory Checklist and housing inspection will serve as the basis for billing or refunds as appropriate. All damage, even unintentional, will be billed to the CEA Program Student responsible. If responsibility cannot be determined, the cost will be split equally among all residents. If excessive cleaning and/or trash removal is required at the end of the program, you will be responsible for all additional costs incurred. CEA, without liability and at your expense, will dispose of any personal items left in CEA housing at the end of this contract term. The CEA resident staff will make every effort to inform you of any fees or charges that will be withheld from any remaining security deposit prior to departure; however, CEA reserves the right to inspect housing and assess charges after your departure.

Rules and Regulations

You will receive and must conform to the local rules and regulations of your housing assignment during the program. The following are general terms and conditions that apply to all CEA Program Students in CEA housing (apartments, homestays, university housing, and residencias). All CEA Program Students are subject to the CEA Code of Conduct, regardless of their housing arrangements.

Peaceful and Quiet Environment: You understand that you are a guest in your host country and that rules of etiquette and common courtesy may be different from those in your home country. You agree to be respectful of your neighbors and your hosts; to refrain from excessive noise and commotion; to abide by any local curfews or noise ordinances; and to be discreet and quiet in your buildings and surrounding neighborhoods. You acknowledge that in many countries, it is a violation of law to make excessive noise or cause a disturbance after 10:00PM. You understand that you represent CEA, your home university, and your home country during your time abroad, and agree to conduct yourself accordingly.

Cooperation, Respect, and Cleanliness: You agree to be respectful to roommates and their personal property; to maintain a clean, neat living environment and to cooperate with your roommates in this regard; and to be polite and tolerant of personal differences.

Conflicts: You agree to make CEA staff aware of conflicts or significant disagreements with roommates. CEA staff has the authority to intervene and take appropriate action regarding such disputes – which may include, without limitation, a change of housing assignments -- and you agree to cooperate with CEA staff. You will be responsible for any costs associated with resolution.

No Smoking: Smoking is not allowed in any CEA housing unit or facility.

No Pets: Pets are not allowed in any CEA housing unit or facility.

Visitors: You are responsible for the conduct of people visiting your housing, including any damages they cause. You must escort your visitors at all times and respect the specific rules associated with your housing placement concerning visitors. You are also responsible if your visitors violate these or any local rules or regulations. Overnight visitors are not permitted in any CEA housing placement under any circumstances. CEA Program Students welcoming friends or family to their host city, or CEA Program Students who have met friends on-site, must find independent accommodation for those visitors.

Keys and Security: Each CEA Program Student will be issued keys to housing upon check-in. Under no circumstances may you copy your keys. If you lose or damage keys during the program, you will be responsible for the cost of replacing keys and/or all associated locks. You are also required to follow any additional security procedures as dictated by your specific housing assignment/facility. Many housing units have a security code (digicode) that must be entered on a keypad to access your building. You may NOT share this code with anyone who does not live in the building. You must physically escort any visitors to and from entryways and housing units.

Theft: Students are fully responsible for their personal belongings and will not receive compensation from CEA for any theft or damage of those belongings by a third party or other CEA Program Students. Students are encouraged to investigate coverage for personal property, such as electronics, through their parent’s homeowners insurance or temporary policies. Students are strongly encouraged to leave expensive jewelry or irreplaceable items at home.

Misconduct: Misconduct may result in immediate expulsion from CEA housing and/or the CEA program. If you are asked to leave the housing assignment due to a violation of any housing policy or for violation of the CEA Code of Conduct, you will forfeit your $300 security deposit. You will not be issued a new CEA housing assignment and you will not receive a refund. In addition, CEA will not provide assistance in sourcing and securing independent housing and will not intervene on your behalf in any independent housing issues or disputes.

Additional Terms

In addition to the terms set forth here, you are subject to specific terms and local rules and regulations including, but not limited to, behavior, visitors, curfew, security, utilities, phone usage, Internet access, meals, utensils, linens, and other amenities. You may also receive additional rules, regulations, and requirements upon arrival. By agreeing to participate in the program and becoming a CEA Program Student, you agree to abide by these General Terms, the Local Rules and Regulations specific to your location and housing option, and any additional terms provided.

Please refer to the CEA Code of Conduct for further prohibitions.

Terms Applicable to Specific Types of Housing

CEA Apartments: CEA covers all reasonable utility expenses. If you incur utility charges above and beyond what is deemed customary and reasonable by CEA, you will be responsible for paying excess charges. These costs will be deducted from your security deposit; if your deposit does not cover all charges, you will be billed accordingly.

University Housing: Program prices in some locations are based on university housing costs. If university housing is not available at the time you register or you fail to submit housing paperwork by your assigned deadline, CEA will arrange for housing in shared apartments located throughout the host city. CEA Program Students placed in shared apartments instead of university housing will be billed a supplemental fee.

Independent Living Arrangements: You must request to arrange independent housing no later than the application closure date; requests must be on the Housing Preferences Form. You must supply CEA with your independent housing address before the start date of your program. For Academic Year CEA Program Students, requests to arrange independent housing for the second semester must be made no later than the second semester’s application closure date. If you have access to the Housing Preferences Form after the closure date of your program you will only have one opportunity to complete the Housing Preferences Form by the withdrawal date of your program. If a student selects Independent Housing, a student will receive a housing rebate for the monthly housing costs.

Housing Rebates:

If you receive access to your Housing Preferences Form prior to your closure date, you will be eligible for a housing rebate. You must complete your Housing Preferences Form and select Independent Housing by the closure date of your program.

If you receive access to the Housing Preferences Form on or after the closure date, you will have until the program withdrawal to complete the Housing Preferences Form and still be eligible for a housing rebate.

If you select, CEA Housing first and decide to change your housing option to Independent Housing after the Closure Date of your program or complete your Housing Preferences Form with Independent Housing after the withdrawal date of your program, you will not be eligible for a housing rebate.

CEA Program Students who have independent living arrangements are still subject to the CEA Code of Conduct and agree to comply with all requirements including attending On-Site Program Orientation and other mandatory meetings. You are welcome to attend the CEA Housing Orientation best suited to your independent housing if you would like to learn more about housing in general in your host city. CEA resident staff will not provide assistance with independent housing and will not speak or act on behalf of any student who chooses to pursue such arrangements. If you move out of your CEA housing after you are on-site, you will not receive a rebate.

CEA STUDENT CODE OF CONDUCT

CEA sets high standards for student conduct in order to maintain the excellent reputation of CEA Program Students and our programs around the world. All CEA Program Students are subject to the CEA Code of Conduct and are expected to abide by these standards, as well as to respect the host country’s culture and abide by the laws of the host country and host institution. By signing the Program Participation Agreement, you accept and agree to abide by the policies outlined in this document. You may also be subject to the rules and regulations set forth by your home university.

General Responsibility

You are responsible for researching and understanding issues that relate to the health, political, legal, cultural, and religious conditions in your host country.

While you are a CEA Program Student, you are responsible for your actions and behavior abroad. You agree to be tolerant and respectful of your fellow CEA Program Students, housing partners, academic partners, faculty and staff, local residents, and local authorities. It is expected and assumed that you have read, understood, and agreed to all of the policies, obligations, and requirements of the CEA program, as evidenced by your signature on the Program Participation Agreement. You are responsible for communicating information to CEA staff at your location as well as any interested parties outside of CEA (such as family, friends, etc.) including:

Confirmation of your arrival
Your local phone number and address
Updates on your health status or any medical situation
Your travel itineraries for arrival, departure and independent travel during your program.

Safety

The most important factor in a safe study abroad experience is the sensible, cautious behavior of CEA Program Students. You are responsible for planning for your own health and safety by educating yourself and gaining a full understanding of the safety situation and laws of your destination(s). For further tips on general safety, consult the documentation received during orientation, access the resources provided on the CEA website and through your MyCEA Account, and speak directly with CEA staff.

Your responsibility also extends to managing and maintaining safe, appropriate relationships with roommates, other CEA Program Students, faculty, staff, and local residents. Actions that jeopardize your welfare or that of fellow CEA Program Students, staff, and faculty will not be tolerated and will be addressed immediately according to the Discipline Procedure section.

Discrimination, Harassment, Bullying, Assault, and Abuse

As a CEA Program Student, you agree to abide by all U.S., Canadian, international, and/or local laws prohibiting discrimination, harassment, verbal abuse, physical abuse/assault, and bullying of any kind. This includes the use of any web-based media or electronic communication to harass, bully, intimidate, threaten, or cause another individual to feel threatened. Victims of such abuse should take any and all available measures to contact CEA for assistance. Such measures may include:

Calling the Emergency Phone
Setting up a meeting with CEA staff
Contacting CEA staff by email or phone
Submitting a written grievance

If you are involved in or found responsible for an assault or abuse of a fellow CEA Program Student, CEA staff, faculty, or a third party, you will be subject to CEA’s discipline policy (see the CEA Discipline Procedure), local, and U.S. law.

Personal Health and Wellness

As a CEA Program Student, you are fully responsible for your personal health, well-being, and actions. This includes situations where you may be under the influence of alcohol or drugs (legal or illegal), regardless of any health or wellness issues you may face. If you are under medical treatment, take medication, have addictions, or have any medical conditions, you take full responsibility for all consequences of these conditions. Actions that demonstrate that you are unable to accept this responsibility and effectively manage your condition(s) may result in disciplinary action. If you have reason to doubt your ability to adhere to this requirement, CEA recommends that you seek the advice and approval of your doctor before confirming your participation on a CEA program. You are responsible for filling out the CEA Medical Questionnaire fully and accurately.

CEA Statement on Alcohol and Drugs

CEA maintains clear, consistent policies in regard to alcohol and drugs. You are also subject to your host country’s laws regulating alcohol consumption and illegal substances. If you violate the laws of any country, neither CEA nor the Embassy/Consulate will intercede on your behalf. If you are dismissed from a CEA program for drugor alcohol-related reasons, you will forfeit academic transcripts and will not receive a refund of any kind.

Alcohol: CEA Program Students are not permitted to bring or purchase alcoholic beverages for consumption during any CEA-sponsored event, including orientation, classes, activities, excursions, meetings, etc. Participation in any CEA event while under the influence of alcohol is not permitted. If you arrive at a CEA event or activity under the influence, as determined by CEA Staff or authorities acting on behalf of CEA, you will be asked to leave immediately. All food and drink served at CEA-sponsored events will be determined by CEA and made available by CEA accordingly

Outside of CEA-sponsored events, consumption of alcoholic beverages by CEA Program Students of legal age in the host country is a personal choice. If you are of legal age in your host country and you choose to consume alcohol, you agree to do so responsibly. Please see the expectations for Personal Health & Wellness above. CEA enforces policies concerning alcohol abuse.

“Alcohol abuse” includes, but is not limited to, the following signs or incidents:

Presence at a CEA event under the influence of alcohol or showing signs of alcohol use (disruptive behavior, smell of alcohol, etc.)
Inability to make deliberate and appropriate decisions due to alcohol use
Involvement in potentially harmful behavior to yourself or to others
Involvement in an incident related to or a consequence of alcohol use including but not limited to:

Damage to property
Complaints concerning behavior or disruption
Disturbances resulting in intervention by local authorities
Issues requiring medical assistance
Injury to yourself or others
Transportation to a hospital
Vehicular or traffic accidents

Involvement in any of the above incidents or any similar incidents will lead to disciplinary action as outlined in the Disciplinary Procedure section.

Drugs: CEA does not tolerate the possession, use, abuse, manufacture, production, sale, exchange, or distribution of drugs or regulated substances of any kind, regardless of legal status in the U.S. or host country. Any of the above actions related to drugs and regulated substances and/or involvement in any incidents related to drugs will lead to disciplinary action as described in the Disciplinary Procedure section.

Weapons: CEA Program Students are prohibited from the purchase, possession, or use of any weapon of any kind in the host country. Violation of this policy will result in immediate confiscation of the weapon and disciplinary action as outlined in the Discipline Procedure section. Be aware that legal charges may result in addition to CEA disciplinary actions.

Animals and/or Pets: CEA Program Students are not permitted to keep, temporarily or otherwise, animals or pets of any kind. Abuse, harassment, or otherwise harming animals is also prohibited. If you reside in CEA housing, you may be removed from housing for violating this policy.

Resources and Support

CEA strongly encourages you to notify staff if you have been involved in any traumatic physical or emotional experience. After business hours, please contact the CEA Emergency Phone. CEA will assist you with obtaining professional care or support as needed.

If you feel that you may have a problem with the use or abuse of alcohol, drugs, or other substances, CEA will assist you in identifying available local resources.

You are responsible for understanding the scope of support available to you through CEA, local authorities, the U.S. or Canadian Embassy, and for soliciting CEA and Consular/Embassy resources in appropriate situations to support your safety and that of fellow students. You may be subject to disciplinary measures due to your failure to act in your best interest or due to inappropriate use of CEA resources and/or emergency resources.

You are fully responsible for planning and managing all personal travel plans, including understanding the safety situation in any place you visit. CEA may not be able to come to your aid should you need support in and outside of your host city.

Disciplinary Process

As a higher education provider in international study abroad locations, CEA values the opportunity to engage students in a holistic learning environment. CEA views the disciplinary process as a way to further educate students about acceptable behavior and mature decision-making, and to enable them to consider how their behaviors impact others.

CEA will take disciplinary action if you engage in activities that:

Violate the CEA Code of Conduct, housing policies, the policies of your host institution(s) and/or CEA;
Violate the laws of your host country;
Are deemed by CEA as harmful to you or to others; or
Are disrespectful to a person(s) or culture.

You are responsible for any fees incurred due to extenuating circumstances, damages, theft, or other financial loss. You are responsible for paying directly or immediately any fees, costs, or services, and/or reimbursing CEA for any costs fronted by CEA.

CEA staff or designated representatives of CEA document all incidents where a CEA Program Student is involved in a possible violation of the Code of Conduct. The resulting initial documentations are internal records of the reported facts, as told to or observed by CEA Staff or representatives of CEA.

CEA Program Students will be given the opportunity to respond to the initial documentation, provide additional information, respond in writing, and acknowledge responsibility for the alleged violation(s) of the CEA Student Code of Conduct in a scheduled Behavior Meeting with CEA staff. Notes and outcomes will be available to CEA Program Students who choose to attend the Behavior Meeting.

Should a CEA Program Student choose to not respond to email correspondence regarding the reported violation or not to attend a scheduled Behavior Meeting, the respective CEA staff will apply disciplinary actions in abstentia.

CEA disciplinary actions taken in response to a Code of Conduct violation range in severity as deemed appropriate by CEA in response to the violation, and are determined after review of the Code of Conduct, considerations of the CEA Program Student’s safety and best interests, and the impact of the offending behavior on others. Disciplinary actions may include:

Verbal warning: A one-time warning issued verbally and/or via email to a CEA Program Student with or without a scheduled Behavior Meeting.
Written Warning: Issued after a Behavior Meeting, a formal statement of warning indicating that a CEA Program Student’s behavior is not acceptable and that further violation of the Code of Conduct may result in further disciplinary actions or a change of student status within CEA.
Restitution: Repayment to an individual based on cost of damages to or loss of personal property
Sanctions: Required student action meant to reinforce acknowledgement and understanding of the impacts of the Code of Conduct violation. Sanctions may be educational or community service-based.
Loss of Privileges: Prohibition from using CEA facilities or participating in CEA-sponsored activities for a specified period of time or the remainder of the program. No refund for missed events or costs incurred as a result.
Loss of Housing: Host families, landlords, residence hall staff, or CEA staff may require CEA Program Students to vacate CEA housing following certain violations of the Code of Conduct. Students will forfeit their Security Deposits, will not be issued new CEA housing assignments, and will be responsible for securing new independent housing for the remainder of the program. No refunds will be granted for the remaining housing. In most cases, students will have two to four days to vacate CEA student housing, with the exception of some incidents requiring immediate expulsion.
Probation: A change of student status within CEA requiring compliance with regular meetings and/or other sanctions as determined by CEA. Further violation of the Code of Conduct or violation of the terms of the probation may result in Page 15 of 20 Last Modified on 7/25/2016 program dismissal. CEA reserves the right to place students on disciplinary or academic probation beginning with the first violation. A formal letter outlining the probation and its conditions will be issued after a Behavior Meeting.
Program Dismissal: Removal from the CEA program and repayment for costs or fees incurred by the host institution, personal financial obligations, and any financial aid due to the home institution. Action may include forfeiture of academic transcripts and no entitlement to refund of any kind. With the exception of immediate dismissal, students may be given two to four days to leave the program, vacate CEA-assigned housing, and organize transportation home. Note that in some countries and under some visas, if students are no longer eligible for the CEA program, visas may become invalid and students may need to leave the host country within a certain time period or risk immigration violations.

Notification

Information concerning disciplinary actions may be shared with the following:

CEA Staff (Center Director, Program Director, Academic Director, and/or other designee)
CEA Faculty (if applicable)
CEA Headquarters in Arizona
Home institutions’ study abroad office and/or Dean of Students (and/or other designees)
Parents/Guardians

CEA Disciplinary Committee

CEA is committed to making fair decisions concerning CEA Program Students’ disciplinary situations. To this end, we’ve established a Disciplinary Committee to make final recommendations to CEA on-site staff concerning dismissal from housing and/or the CEA program. The Disciplinary Committee consists of members of CEA leadership and is determined by CEA. All cases of probation or pending dismissal will be brought to the Disciplinary Committee’s attention by on-site staff; final decisions will be based on mutual agreement between on-site staff and the Disciplinary Committee.

If there is a legitimate concern for the well-being of other CEA Program Students, property, staff, or yourself, you may be immediately dismissed from housing and/or the CEA program.

CEA ACADEMIC POLICIES

Course Numbering

Each course is represented by an identifying course code. The course code is comprised of two parts: the course subject area identifier and the numerical identifier.

The course subject area represents the academic area from which the majority of the course work is derived. See CEA Subject Area Codes for a full listing.
The numerical identifier indicates the level of the course:

100-299: Lower-division courses primarily for first and second year students.

100-199: Primarily introductory and beginning courses
200-299: Intermediate-level courses

300-499: Upper-division courses primarily for third and fourth year students.

300-399: Advanced intermediate-level courses
400-499: Advanced-level courses
300-499: level courses may have pre-requisites

Course Preferences & Placement

Course lists for a particular session are typically released several months prior to the program start date. Once courses are confirmed, the Online Course Preference Forms are released to the MyCEA Account, at which point students will indicate their preferences for first choice courses and alternate course selections.

You will choose your primary courses of interest. Selection on the course preference form does not guarantee course availability.
You are required to choose at least one alternate for each primary elective course. While every attempt will be made to honor primary selections, courses cannot be guaranteed.
This form must be submitted no later than the specific program’s Program Closure Date, unless otherwise specified. While course selections are not guaranteed, it is in your best interest to have preferences submitted as soon as possible, as courses will fill up quickly.
Final registration for classes taught in a foreign language is subject to the results of the language placement test.
Course placements are typically posted on the MyCEA Account approximately two weeks prior to the program start date. In some programs, course placements may not be available until you arrive onsite.

You are responsible for getting all course preferences, including alternates, approved for credit transfer by your home institution prior to participating in your program abroad. To aid in transferring credits, it is recommended that you keep all course materials from classes taken abroad until all credits have been finalized at your home institution following the program. Even with pre-approval, CEA strongly recommends students keep a record of all books, syllabi, notes, exams and papers in case transfer credit is ever in question.

Prior to completing the course preference process, you will be required to certify that you have read and understood the following statement:

“I acknowledge and accept that courses can conflict with one another, or may be cancelled due to various circumstances, and thus courses cannot be guaranteed. I also certify that, before the program starts, I will have met all pre-requisite requirements (if any) listed for my selected courses. Final registration for classes taught in a foreign language may be subject to the results of the language placement test.”

Add/Drop Policy

CEA allows you to make changes to your Study Center course registration during the designated Add/Drop Period at the start of each term. Online Add/Drop is available via your MyCEA Account in most CEA Study Center locations for semester programs, however, some limitations do apply, and may vary by program. CEA reserves the right to approve or deny course change requests during the prescribed Add/Drop period.

Please refer to individual academic advising messages and program schedules for specific deadlines and information regarding Add/ Drop in your location.

Add/Drop for CEA Study Center courses will conclude at the end of the first week of classes. While course schedules and class rosters are finalized after the first week of class, all faculty members will nevertheless carry out graded activities and keep attendance records from the first day of class. You are responsible for all material covered in class during this period.

Withdrawal Policy

Students wishing to withdraw from a course after the conclusion of the CEA Add/Drop period must do so by completing the Change of Course Petition Form.

Course withdrawals filed by the end of the first week of classes for semester programs, or two days after the start of classes for summer/ short term programs will result in cancellation of registration in the course as this falls within the designated Add/Drop period, as long as minimum academic requirements are met. Course withdrawal requests can be completed using online Add/Drop on your MyCEA Account; or for courses, locations or terms in which online Add/Drop is not available, students must submit the Change of Course Petition for approval by the local Academic Director.

Course withdrawals filed after the end of the first week of classes until the Course Withdrawal Deadline will be reported as a “W” on the academic transcript. The Withdrawal Deadline for a semester program is the Friday of the ninth week of classes. The Course Withdrawal Deadline for a summer program is at the end of the first week of classes. Course withdrawals for special programs such as Early Start, may vary, or may not be available. Please see the Academic Calendar for specific course withdrawal dates for your session.

After the Course Withdrawal Deadline, any student effectively withdrawing from a course by virtue of not attending will be given an “F” in accordance with the CEA Attendance Policy.

You must remain academically eligible in all cases, complying with the minimum number of credits required to maintain full-time status.

No tuition or course fee refunds or adjustments will be made due to course withdrawals.

Academic Eligibility

You must remain academically eligible at your host institution(s) in order to continue participating in the CEA program. Factors determining eligibility include, but are not limited to: preserving full time status, maintaining satisfactory academic progress and complying with all academic and attendance policies. Each host institution establishes its own policies. You must be familiar with and understand the policies of your host institution(s), paying particular attention to the attendance policies as they may differ dramatically from those of your home institution. Students who become ineligible may be removed from the program, receive failing grades and/or become ineligible to receive a transcript or academic credit according to the host institution’s policies. CEA supports, and will enforce, the policies of the host institution.

You may receive a warning, be placed on probation or be fully dismissed from CEA programs for engaging in the above mentioned behaviors and/or lack of academic attendance or deficient performance as deemed by CEA. Dismissal from the host institution will result in full dismissal from the CEA program itself. Grades for students dismissed from a CEA program for academic reasons will be reflected on their academic transcripts. In addition, you will not receive a refund of any kind.

Minimum and Maximum Credit Enrollment

In order to maintain full time status, semester students must be continually enrolled in a minimum of 12 credits per semester. Students studying during the summer session must remain enrolled in a minimum of 3 credits per term. These are CEA’s basic eligibility requirements and are the generally accepted minimums for maintaining eligible visa and financial aid status, though regulations may vary by institution or host country. You are ultimately subject to the rules and regulations of your home institution, including your Financial Aid Office and Registrar’s Office. CEA is not responsible for enforcing individual institutional policies.

The maximum number of credits you are permitted to enroll per semester is 17, and 6 per summer session. Should you wish to enroll in more than 17 credits during a semester session or 6 credits during a summer session, a Petition for Course Overload must be made to the Academic Director. Additional fees may apply. Any change is subject to approval by the Academic Director based on the academic evidence and class availability. CEA’s ruling on this matter is final.

Coursework Expectations

A unit of university credit is used to define all course offerings presented through CEA Study Centers. One credit is typically earned for every 15 contact hours; 1 contact hour generally being defined as 50 minutes of class time or 60 minutes of independent-study work. You are expected to spend at least two hours of time on academic studies outside of, and in addition to, each hour of class time. Coursework expectations at foreign institutions may vary according to the local academic standards.

Academic Integrity

CEA is an academic community based on the principles of honesty, trust, fairness, respect and Responsibility. Academic integrity is a core value which ensures respect for the academic reputation of CEA, its students, faculty and staff. CEA expects that you will learn in an environment where you work independently in the pursuit of knowledge, conduct yourself in an honest and ethical manner and respect the intellectual work of your peers and faculty. Students, faculty and staff have a responsibility to be familiar with the definitions contained in, and adhere to, the CEA Academic Integrity Policy.

For the complete policies, please see the Academic Integrity Policy in its entirety and review the Academic Integrity Incident Report Form. Violations of CEA’s Academic Integrity Policy may result in serious consequences, including course failure and/or program dismissal.

Online Library Access

Students at CEA Study Centers have access to the several online research databases through the University of New Haven Library for the purposes of research. Access to these online databases is granted only during the time of enrollment, requires the use of a UNH ID number, which is issued individually to all Study Center students at the start of the semester. Access to the UNH Library is available through the MyCEA Account.

You must comply with UNH policies with regard to library usage. Policies can be found at: http://www.newhaven.edu/library/general/ Policies.

UNH Library Services for CEA Students and Faculty can be accessed at: http://www.newhaven.edu/library/Services/CEA

CEA Attendance Policy

Every student is expected to attend all scheduled class sessions (including field studies), arriving on time and thoroughly prepared for the day’s class activities. In compliance with NEASC and UNH accreditation requirements, CEA instructors compile regular attendance records for every course and take these records into account when evaluating student participation and overall course performance.

Students are allowed to have the following number of absences due to sickness, personal emergency, inevitable transport delay and other related impediments:

Courses that meet X days per week	Allowed Absences	Automatic failing grade at Xth absence
SEMESTER
Courses that meet 1 day per week	1	4
Courses that meet 2 days per week	2	8
Courses that meet 3 days per week	3	10
Courses that meet 4 days per week	4	13
Internship (Semester)	1	4
SUMMER
Courses that meet 4-5 days per week	1	4
Internship (Summer)	1	2

No documentation is required for such absences, as CEA does not distinguish between excused or unexcused absences. For every additional absence beyond the allowed number, the final course grade will drop down to the subsequent letter grade (e.g., A+ to A).

Late arrivals (e.g., arriving 10 minutes late) or early departures from class can result in being marked absent. Furthermore, to comply with UNH, CEA and in country immigration regulations, you must maintain full-time student status by enrolling and regularly attending at least 12 credit hours per week for the duration of the semester. Consequently, CEA will dismiss from all CEA courses, programs, activities and housing any student who fails to maintain satisfactory academic progress or full-time student status.

Academic Progress Monitoring Guidelines

Verbal check-in: After missing 1 week of classes

Check-in carried out by any of the following: Professor, Academic Coordinator, Academic Director or Center Director

Written Warning (including meeting): After missing 2 weeks of classes

Courses that meet once a week: absence 2
Courses that meet twice a week: absence 4 (or 5)
Courses that meet three times a week: absence 6
Courses that meet 4 times a week: absence 8

Probation: After missing 3 weeks of classes

Courses that meet once a week: absence 3
Courses that meet twice a week: absence 6 (or 7)
Courses that meet three times a week: absence 9
Courses that meet four times a week: absence 12

Dismissal on a case by case basis after missing 4 weeks of classes

Religious Holidays

CEA is sensitive to, and supportive of, the fact that faculty, staff and students constitute a rich mixture of religious and ethnic groups. CEA recognizes the diversity of its student body and faculty and makes reasonable efforts to accommodate requests for religious obligations that may conflict with course requirements following CEA’s Religious Observance Policy.

To strike a reasonable balance between accommodating religious observance and meeting academic needs and standards, CEA will make effort to make a reasonable accommodation when a student must miss a class, exam or other academic exercise because of an officially recognized religious observance, when Religious Observance requests are submitted by students within the first two weeks of the semester, or by the end of the second class meeting of summer or short sessions. Students must complete the Religious Observance Request Form within this time fame for requests to be considered.

CEA uses the Interfaith Calendar

(www.interfaith-calendar.org) as a guide for religious observance accommodations and reserves the right to consult with the student’s home university, family and/or religious authorities when evaluating requests. Missing classes for religious reasons does not absolve students from academic responsibilities, and make-up work is typically required in advance of the planned absence.

Requests must apply only to class hours/days and are limited to officially recognize religious observances/holidays. All requests are subject to review and approval on a case by case basis. CEA may request additional documentation to accompany request forms.

This policy applies only to courses held at CEA Study Centers. For courses taken at foreign partner institutions, students must adhere to the outlined policies of each institution.

In the event a Study Center must unexpectedly close or class must be cancelled on a planned class day, CEA may require a make-up class period. This class period may be held on another day/time than originally scheduled classes and will count toward all standard class sessions, including attendance and assignments.

Special Accommodations

CEA is supportive of students with the need for special accommodation( s) on its study abroad programs. In order to accommodate special requests, students must notify CEA in advance and provide documentation prior to the program start. The earlier students communicate any special needs, the better as CEA and students can better evaluate options for onsite support, which may vary from support services available in the USA.

All requests must be submitted no later than the first two weeks of the semester, or by the end of the second class meeting of a summer or short session will be considered. All information will remain confidential. Students requesting special accommodation(s) for CEA Study Center or Partner Programs must submit the Special Needs Accommodation Form-Partner Programs or Special Need Accommodations Form-CEA Center Program. CEA will review requests to determine what accommodation(s) can be granted. The extent to which accommodations can be provided depends on the nature of the accommodation needed, the general situation in the host country regarding accessibility and available services and costs of services.

A written statement will be provided by CEA documenting available accommodations. Additional details can be found: CEA Disability Policy.

General Grading Policy

CEA instructors carefully evaluate student’s work and progress throughout the academic session. Multiple forms of assessment are used to assess student progress in achieving the learning outcomes outlined in each course syllabus.

The following grading system is in use at each CEA Study Abroad Center location:

CEA Grading Scale (Effective Spring 2017)

	Numerical Grade
Letter Grade	Low Range	High Range	Percentage Range	Quality Points
A+	9.70	10.00	97.0 – 100%	4.00
A	9.40	9.69	94.0 – 96.9%	4.00
A-	9.00	9.39	90.0 – 93.9%	3.70
B+	8.70	8.99	87.0 – 89.9%	3.30
B	8.40	8.69	84.0 – 86.9%	3.00
B-	8.00	8.39	80.0 – 83.9%	2.70
C+	7.70	7.99	77.0 – 79.9%	2.30
C	7.40	7.69	74.0 – 76.9%	2.00
C-	7.00	7.39	70.0 – 73.9%	1.70
D	6.00	6.99	60.0 – 69.9%	1.00
F	0.00	5.99	0 – 59.9%	0.00
W	Withdrawal			0.00
INC	Incomplete			0.00

The academic standing of each student is determined on the basis of the quality point ratio (also known as grade point average, or GPA) earned each term. Each letter grade is assigned a quality point value.

The quality point ratio is obtained by multiplying the quality point value of each grade by the number of credit hours assigned to each course as listed in the catalog, then dividing the sum of the quality points earned by the number of credit hours attempted in courses for which a grade of A+ through F is awarded. Course grades of “INC” and “W” are not calculated in the quality point ratio since they carry no quality points. A cumulative quality point ratio is obtained by calculating the quality point ratio for all courses attempted.

Incomplete Grades

A grade of Incomplete (INC) may be permitted in the following instance:

Due to a clear case of force majeure which renders you materially unable to complete course requirements, an INC is assigned at the initiative of the instructor, subject to the approval of the Academic Director, as a provisional grade. This serves as a temporary administrative measure to allow you additional time to complete course requirements. This INC assignment shall not be automatic but shall be subject to an evaluation of your work completed up to that point, an assessment of the your ability to complete course requirements within the additional time allotted, and most importantly, to an appraisal of the circumstances that prevented you from completing course requirements. To remove an INC, all course requirements must be completed and submitted within 4 weeks from the Program End Date of the academic session in which the INC was incurred, or upon the date otherwise specified by your instructor or CEA academic staff.
It is your responsibility to make the necessary arrangements with the instructor for all make-up work.

When such work is completed, the instructor assigns a final grade for the course and the INC grade no longer appears in your grade records.
Failure to complete the terms of your INC work in the allotted timeframe will result in any missing/incomplete work receiving grades “as is” – or being marked as a zero.

INC will not remain as part of a permanent academic records and transcripts will not be issued until the INC work has been completed in the allocated timeframe or grades have been adjusted accordingly.
An INC may result in a delay for transcripts beyond the typical 90 day policy.

This policy applies only to courses held at CEA Study Centers. For courses taken at foreign partner institutions, students must adhere to the outlined policies of each institution.

Leave of Absence / Medical and Compassionate Withdrawals / General Program Withdrawals

CEA understands that occasionally unforeseen circumstances warrant a temporary leave of absence of a program withdrawal from your study abroad program. CEA is committed to working with students to ensure each case is carefully evaluated and all academic options within reason are considered. All students requesting a temporary leave of absence (not to exceed 2 weeks in a semester program, some exceptions apply), or those wishing to withdraw from their academic program for medical or other reasons, must complete the Leave of Absence and Withdrawal Form at the time of the request. Academic credit may/may not be available, depending upon the request. All requests are subject to review by CEA Academic Staff. These policies apply only to CEA Study Center courses.

Appealing a Grade

Students who decide to appeal a CEA Center course grade must do so within the 60-day period following the end of your academic program (or, for academic year students, the end of the semester in which the course was taken). Upon receiving course grades through the MyCEA Account, you may initiate the appeal process by filling out and submitting to the onsite Academic Director the CEA Grade Appeal Application Form.

The grade appeal must concern an end-of-semester form of assessment calculated after the Program End date. It is your responsibility to address all interim grading issues directly with your instructor(s) while onsite. The appeal procedure and the grade re-evaluation it requires do not guarantee a change in grade and could result in an increase, no change, or decrease in the final grade. Any change is subject to a ruling by the course instructor, in consultation with the Academic Director, and must be based on the academic evidence provided by you to support the appeal. Upon receiving the results of the review and the decision of the instructor, CEA academic staff will inform you of the outcome of the appeal.

Students who decide to submit a secondary appeal must submit a Grade Appeal Review Petition to the Department of Academic Affairs within 15 days of being informed of the initial appeal decision. Secondary appeals will be reviewed by CEA’s Academic Review Board. All decisions from the Academic Review Board are final.

Hybrid Programs

Hybrid programs are defined as any academic program combining study at another host institution in addition to the CEA Study Center. Each institution establishes its own policies. You are required to be familiar with and understand the policies of both of their host institutions. CEA supports, and will enforce, the policies of the host institution.

Transcripts & Credit Transfer

CEA Study Center students will receive transcripts generated by CEA’s School of Record, the University of New Haven, which become part of your official academic record. Students whose accounts are financially cleared are issued one official transcript at no extra charge.

When completing the CEA application, you can elect to have your official transcript from your CEA program automatically sent to your home institution once the 90-day financial clearance and transcript processing period is complete. If, at the time of application, you do not elect to have your transcript automatically sent a CEA Transcript Release Form will need to be submitted.

Students attending a hybrid program will receive both a transcript issued by CEA’s School of Record (UNH) for their work at the Study Abroad Center and a transcript from the secondary, local host institution.

Some programs may have other or additional transcripts provided or different transcript options available, be sure to carefully review your program for details in advance of going abroad. It is your responsibility to ensure your home institution is aware of credit transfer and academic credit related to your study abroad program. Read more about Academic Credit and FAQ on our website prior to going abroad.

Students Not Seeking Transfer Credit

Students studying abroad with CEA who do not intend to transfer credit to their home institution are accountable to all CEA policies which include, but are not limited to, student code of conduct, housing policies, academic policies, and program participation policies. Failure to comply with any of the CEA policies, may result in dismissal from the program at the student’s expense.

Students will receive an academic transcript for their study abroad program regardless of whether the student chooses to transfer credit to another university; therefore, courses taken abroad will become a permanent record of the student’s educational history.

CEA STUDY CENTER ACADEMIC INTERNSHIP POLICY

Add/Drop Policy

Enrollment (CEA Study Center Internship Only):
Students enrolled in an internship-only program are not eligible to drop their internship course/placement during the Add/Drop period. Students who initiate a program change or program withdrawal request outside of CEA’s inability to secure placement will be responsible for normal program change fees or program costs based on the date of change or withdrawal.

Enrollment (CEA Study Center Internship + additional courses):
For students taking additional courses while concurrently registered in an internship, CEA only allows you to make changes to your registration during the Add/Drop period of the additional courses as the internship course/placement is not eligible to be dropped. Online Add/Drop is available via your MyCEA Account. CEA reserves the right to approve or deny course change requests during the prescribed Add/Drop period. It is important to note that any course modification(s) must not conflict with your internship placement schedule.

Please refer to individual academic advising messages and program schedules for specific deadlines and information regarding Add/Drop in your location. Add/Drop for CEA Study Center courses will conclude at the end of the first week of classes. While course schedules and class rosters are finalized after the first week of class, all faculty members will nevertheless carry out graded activities and keep attendance records from the first day of class. You are responsible for all material covered in class during this period.

Course Withdrawal Policy

Enrollment (CEA Study Center Internship Only/CEA Study Center Internship + additional courses):
Students wishing to withdraw from an internship, during the drop add period only, must meet with the Internship Coordinator for an exit interview and obtain the proper permission and paperwork. Students that don’t meet the minimum enrollment requirement will no longer be eligible to remain enrolled with CEA.

Course withdrawals filed after the end of the first week of classes until the Course Withdrawal Deadline will be reported as a “W” on the academic transcript. The Withdrawal Deadline for a semester program is the Friday of the ninth week of classes. The Course Withdrawal Deadline for a summer program is at the end of the first week of classes.
After the Course Withdrawal Deadline, any student effectively withdrawing from a course by virtue of not attending will be given an “F” in accordance with the CEA Attendance Policy.

You must remain academically eligible in all cases, complying with the minimum number of credits required to maintain full-time status, and in compliance with any visa requirements (if applicable). No tuition or course fee refunds or adjustments will be made due to course withdrawals.

Academic Eligibility

You must remain academically eligible at all host institution(s) in order to continue participating in the CEA program. Factors determining eligibility include, but are not limited to: preserving full time status, maintaining satisfactory academic progress and complying with all academic and attendance policies. Each host institution establish its own policies. You must be familiar with and understand the policies of your host institution(s), paying particular attention to the attendance policies as they may differ dramatically from those of your home institution. Students who become ineligible may be removed from the program, receive failing grades and/or become ineligible to receive a transcript or academic credit according to the host institution’s policies. CEA supports, and will enforce, the policies of the host institution.

Minimum and Maximum Credit Enrollment

In addition, full time status must be maintained for the purposes of retaining a student immigration status. Students who do not retain full time status are subject to the immigration rules and regulations of their host country. The maximum number of credits you are permitted to enroll per semester is 17, and 6 per summer session. Should you wish to enroll in more than 17 credits during a semester session or 6 credits during a summer session, a Petition for Course Overload must be made to the Academic Director.

Additional fees may apply. Any change is subject to approval by the Academic Director based on the academic evidence and class availability. CEA’s ruling on this matter is final.

CEA Internship Attendance Policy

Enrollment in CEA’s Internship program requires mandatory attendance to the internship placement and seminar. Therefore, students must adhere to the attendance policies below:

No documentation is required for such absences, as CEA does not distinguish between excused or unexcused absences. Late arrivals (e.g., arriving 10 minutes late) or early departures from class can result in being marked absent.

Consequently, CEA will dismiss students from all CEA courses, programs, activities and housing for anyone that fails to maintain satisfactory academic progress or meet the enrollment status.

In compliance with NEASC and UNH accreditation requirements, CEA instructors compile regular attendance records for every course and take these records into account when evaluating student participation and overall course performance.

Students are allowed to have the following number of absence(s) due to sickness, personal emergency, inevitable transport delay and other related impediments:

Semester Internship Attendance Policy

It is important to note that your final grade will reflect all grade penalties assessed for your absences (seminar and internship placement penalties combined).

	Allowed Absences	Automatic failing grade at Xth absence
INTERNSHIP SEMINAR
Semester	1	4
Absence	Penalty	Grade
1	No Penalty	A+
2	1/2 letter grade	A
3	One full letter grade	A-
4	Automatic failure	F
INTERNSHIP PLACEMENT
Placement Hours Absent	Penalty	Grade
0%-4.99% of total placement hours	No Penalty	A+
5%-9.99% of total placement hours	1/2 letter grade	A
10%-14.99% of total placement hours	One full letter grade	A-
15%+ of total placement hours	Automatic failure	F

Academic Progress Monitoring Guidelines (SEMESTER)

Verbal check-in:

Internship Seminar: Absence 1 and/or
Internship Placement Hours: Absence of 4.99% of total placement hours
Check-in carried out by any of the following: Professor, Academic Coordinator, Academic Director or Center Director

Written Warning (including meeting):

Internship Seminar: Absence 2 and/or
Internship Placement Hours: 1st grade penalty (5%-9.99% of total placement hours absent)

Probation:

Internship Seminar: Absence 3 and/or
Internship Placement Hours: 2nd grade penalty (10%-14.99% of total placement hours absent)

Dismissal on a case by case basis after missing 4 weeks of the internship seminar and/or 15%+ placement hours absent of the total hours required.

Summer Internship Attendance Policy

It is important to note that your final grade will reflect all grade penalties assessed for your absences (seminar and internship placement penalties combined).

	Allowed Absences	Automatic failing grade at Xth absence
INTERNSHIP SEMINAR
Summer	1	2
Absence	Penalty	Grade
1	No Penalty	A+
2	Automatic failure	F
INTERNSHIP PLACEMENT
Placement Hours Absent	Penalty	Grade
0%-4.99% of total placement hours	No Penalty	A+
5%-9.99% of total placement hours	1/2 letter grade	A
10%-14.99% of total placement hours	One full letter grade	A-
15%+ of total placement hours	Automatic failure	F

Academic Progress Monitoring Guidelines (SUMMER)

Written Warning (including meeting):

Internship Seminar: Absence 1 and/or
Internship Placement Hours: 1st grade penalty (5%-9.99% of total placement hours absent)

Probation:

Internship Seminar: Absence 1 and/or
Internship Placement Hours: 2nd grade penalty (10%-14.99% of total placement hours absent)

Dismissal on a case by case basis after missing 2 weeks of the internship seminar and/or 15%+ placement hours absent of the total hours required.

Religious Holidays

To strike a reasonable balance between accommodating religious observance and meeting academic needs and standards, CEA will make an effort to make a reasonable accommodation when a student must miss a class, exam or other academic exercise because of an officially recognized religious observance. Students MUST submit in writing a Religious Observance request form within two weeks of the beginning of the program to be considered.

Religious Accommodation for Internship Placement: Religious accommodations for the internship placement are subject to local law and employer approval. CEA cannot guarantee religious accommodations for workplace hours.

CEA Uses the Interfaith Calendar

Requests must apply only to class hours/days and are limited to officially recognize religious observances/holidays. Since enrollment in the internship course requires a combination of seminar and placement hours, the host organization will determine the eligibility of placement hours being missed and make-up hours due to a religious accommodation request. All requests are subject to review and approval on a case by case basis. CEA may request additional documentation to accompany request forms.

This policy applies only to courses held at CEA Study Centers. For courses taken at foreign partner institutions, students must adhere to the outlined policies of each institution.

Holidays & Missed Class
Each CEA Study Center observes the officially recognized religious holidays and bank holidays of the local host culture. For this reason, holidays and academic calendars vary from country to country and do not reflect the explicit religious or political opinions or beliefs of CEA staff or faculty. Holidays observed (or not) by CEA may not align with those observed by the employer hosting the internship placement. CEA cannot guarantee the employer will offer the same observed holidays as CEA.

Special Accommodations
CEA is supportive of students with the need for special accommodation(s) on its study abroad programs. In order to accommodate special requests, students must notify CEA in advance and provide documentation prior to the program start. The earlier students communicate any special needs, the better as CEA and students can better evaluate options for onsite support including the internship placement, which may vary from support services available in the USA.

All requests must be submitted no later than two weeks prior to the start of the program. It is important to note that special accommodations may vary as the employer and CEA are separate entities.

All information will remain confidential. Students requesting special accommodation(s) for CEA Study Center or Partner Programs must submit the Special Needs Accommodation Form-Partner Programs or Special Need Accommodations Form-CEA Center Programs. CEA will review requests to determine what accommodation(s) can be granted. The extent to which accommodations can be provided depends on the nature of the accommodation needed, the general situation in the host country regarding accessibility and available services and costs of services.

A written statement will be provided by CEA documenting available accommodations. Additional details can be found: CEA Disability Policy.

Incomplete Grades

Due to the nature of the internship placement and seminar, an incomplete (INC) grade cannot be awarded as students must be able to complete all placement and seminar hours in the host country.

Leave of Absence / Medical and Compassionate Withdrawals / General Program Withdrawals

CEA understands that occasionally unforeseen circumstances warrant a program withdrawal from your study abroad program. CEA is committed to working with students to ensure each case is carefully evaluated and all academic options within reason are considered. Students wishing to depart early must consult with the Academic Director for proper early departure procedures. Academic credit may/may not be available, depending upon the request. All requests are subject to review by CEA Academic Staff. These policies apply only to CEA Study Center courses.

Enrollment in CEA’s Internship program requires mandatory attendance in the internship placement and seminar. Students enrolled in an internship are not eligible for a leave of absence for that course as it will not be feasible to fulfill the placement and seminar hours required for academic credit.

Appealing a Grade

Appealing a course grade: Students who decide to appeal a CEA Center course grade must do so within the 60-day period following the end of your academic program (or, for academic year students, the end of the semester in which the course was taken). Upon receiving course grades through the MyCEA Account, you may initiate the appeal process by filling out and submitting to the onsite Academic Director the CEA Grade Appeal Application Form.

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