CEA Policies Overview
EmailIt is the responsibility of each applicant to read and understand the following CEA student policies. By applying to a CEA program, students agree to adhere to the CEA student policies listed below. Policies are subject to change at any time.
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
Anti-Discrimination Policy
CEA embraces diversity and welcomes participants of all backgrounds and identities on our programs. CEA does not discriminate against any applicant on the basis of race, creed, color, religion, gender, gender identity or expression, sexual orientation, national origin, disability, age, genetic information, veteran status, marital status, pregnancy or related condition or any other basis protected by law.
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 Study Abroad
702 E Osborn Rd., Suite 200
Phoenix AZ, 85014-5281
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.
Eligibility
Student eligibility for acceptance to and participation in a CEA program is determined by a variety of factors. Students must be at least 18 years of age before their CEA program start date. 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, as well as their criminal history, in admission decisions. Students must be in good academic and conduct standing with their home institution prior to going abroad with CEA. Any academic or conduct sanctions, including probationary period, must be completed in full before the program start date. Students convicted of a felony may not be eligible for a CEA program, and any criminal sanctions, including probation, must be completed in full before the program start date.
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 they have satisfied all 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, if an applicant is no longer in good academic or conduct standing with their home institution, or if an applicant has been arrested and/or charged with a felony. Applicants who fall below or fail to meet any of the stipulated eligibility requirements after their acceptance 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.
Non-U.S. and Non-Canadian Citizens Applying for Abroad Programs
Applicants who are not U.S. or Canadian citizens or a Permanent Resident of the U.S. may apply to a CEA abroad 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.
Non-U.S. and Non-Canadian Citizens Applying for Virtual Programs
Applicants who are not U.S. or Canadian citizens or a Permanent Resident of the U.S. may apply to a CEA virtual program, given they are able to provide additional documentation demonstrating admission eligibility.
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 Discounts 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
*Pre-departure is defined as the time period between an applicant being admitted to a CEA program and the start date of their program.
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.
Certain documents and/or forms have the same due date as your program’s withdrawal date. Failure to provide any of these documents by midnight on the withdrawal date will result in a $150 late fee.
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.
CEA Internship Placement Guarantee
If you apply for a CEA internship program by the original application deadline, meet the acceptance criteria, and remain engaged throughout the placement process, CEA guarantees you a placement aligned with your academic, professional, and cultural learning goals. Please note that engagement in the placement process includes (but is not limited to) observing all submission deadlines for each step of the process and attending all scheduled meetings and interviews. Additionally, please note that you must communicate any changes to your desired career fields to your Internship Coach before the original application deadline for your program in order for us to consider them during the placement process. If you notify us of a change to your desired career fields after your program’s original application deadline, we cannot guarantee that we will be able to accommodate them. Also, please note that, in some cases, the changes requested may not be possible due to placement availability in your destination.
All placements will be secured two weeks prior to the program start date at the latest.
If local conditions create challenges for CEA to secure a placement within 14 days of the program start date, you will be presented with the alternative options below at the discretion of CEA program staff:
- Remain enrolled in your CEA Internship Program and grant CEA more time to secure your placement: If you choose to give CEA more time to find you a placement, you may not know about your placement until you arrive on site. By electing this option, you waive your ability to withdraw from your program for a full refund. CEA will take every measure to secure your placement all the way until the program start date. If CEA is unable to secure a placement by the program start date, you will be presented with alternative Options 2 and/or 3 at the discretion of CEA Study Abroad (see below)
- A change of program with waiver of program change fees: If the change of program recommendation is accepted and processed before or on the program withdrawal date, it may be to another CEA program at any destination. If it is accepted
and processed after the program withdrawal date and up to 15 business days before the program start date, it may be to another CEA program within the same destination.
Approval of a change of program to a different country may require obtaining a student visa prior to departure. Please note that you will need to satisfy program eligibility requirements for acceptance. At the same time, your ability to pursue this option is contingent upon the approval of your home institution.
If the new program has a price difference from the original program, you will be invoiced for the cost of your original internship program. - Program Withdrawal with full refund of program fees and deposits paid (except the Initial Application Fee and the non-refundable confirmation payment)
Once the non-refundable confirmation payment is received and you have confirmed your internship goals with CEA, the availability of the options above is at the discretion of CEA program staff. Dissatisfaction with a placement aligned with your goals and CEA’s program standards, with total placement hours (unless written departmental requirements are provided prior to signing the placement confirmation letter), or with the commute to your placement do not qualify as reasons for program change fee waivers or program cost refunds.
If you request to change or withdraw from the internship program after being offered a placement, you will be responsible for program change fees or program costs based on date of change or withdrawal. Regardless, all program changes, withdrawals, 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.
Please note that:
- this guarantee applies only to complete applications submitted by the original application deadline
- this guarantee applies to CEA’s Study Center and Study Center Extension locations but not to partner university internship programs
- nothing in this guarantee supersedes the CEA Program Participation Agreement
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)
- Program price of selected program
Students in a program abroad will also be required to pay the following:
- Refundable security deposit
- CEA International Travel Health Insurance for Programs Abroad
Custom Programs: Students participating in a customized CEA faculty-led or group program in conjunction with their university may be subject to different payment policies and procedures. Please contact your university and/or your CEA Program Coordinator 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,CEA cancels the program, or the student falls within the Internship Placement Guarantee guidelines. 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.
- Once admitted to a CEA program, your $500 program confirmation will be due immediately. Your application will become automatically inactive if your deposit is not received within 30 days of your acceptance date or by the program closure date (whichever comes first). CEA cannot guarantee your place on the program until the program confirmation is received. Further, if a program reaches enrolled capacity prior to the published closure date or prior to submitting your required non-refundable program confirmation due to enrolled capacity being reached, your space will be automatically forfeited.
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.
Security Deposit for Programs Abroad
All applicants, excluding those participating in virtual programs, 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:
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:
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.
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.
- 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.
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 International Travel Health Insurance for Programs Abroad
CEA requires that each participant in a program abroad is enrolled in CEA’s international travel health insurance abroad. This mandatory insurance coverage is included in the total cost of the student’s study or intern program abroad. CEA will enroll each participant in the insurance plan before the program start date.
Participants can review the insurance brochure on the CEA website or in their MyCEA account. Every participant must be covered for the duration of the program, and there are no exceptions. The insurance may act as the primary insurance coverage for participants while they are abroad, while their existing health insurance (through their home institution or family) may act as supplemental insurance. No refund of the insurance cost is granted for early departure or dismissal from a CEA program.
Participants enrolled in a virtual program will not be enrolled in the insurance coverage.
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 may be set no
later than the program’s Withdrawal Date. Students must be paid
in full and/or submit the required Financial Aid or Payment Plan 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 or Payment Plan 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 may be set no later than the Withdrawal
Date. All students must be paid-in-full and/or have submitted the required Financial Aid or Payment Plan forms by 21 days prior to the program start 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
or Payment Plan 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.
Please make note that students fall into one of two payment structures as outlined below. Contact an [1]Enrollment Advisor for any questions regarding payment structures.
- 1. CEA Direct Payments (Student pays CEA Study Abroad fees directly to CEA.)
*Student is subject to the policy below.
- 2. University Payments (Student pays CEA Study Abroad fees through their home institution/study abroad office.)
*Student is subject to the policies of their U.S. home institution. Please contact the study abroad office for your specific payment obligations.
| Withdrawal Policy |
| 100% of the Program Fee is due before the Program Start Date but may be refundable up until the Withdrawal Date. The Application Fee and Confirmation Deposit are non-refundable. |
| 100% of the Program Fee is due before the Program Start Date. Post Withdrawal Date and up to 21 days prior to the Program Start Date, CEA will refund the Program Fee paid minus 30%** |
| 100% of the Program Fee is due before the Program Start Date. No refunds will be issued 21 days prior to the Program Start Date, and students/home institutions are 100% financially committed. |
* The $95 Application Fee and $500 Confirmation Deposit are non-refundable.
**If a student uses a CEA Student Universe flight voucher but does not participate in a CEA onsite program, the amount of the flight voucher used must be paid back to CEA.
Late: pre-departure document fee
Any additional information must be submitted by all applicants as part of the pre-departure process. This includes both documents and online forms. Some documents and/or forms will have the same due date as your program’s withdrawal date. Students who fail to submit any of their required documents and/or forms by midnight on the withdrawal date must pay a $150 late document fee.
Please note: any document that will need to be reshipped will also result in a $150 fee.
Refund Policies
Students who request to 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 fee.
Application fees are always non-refundable.
Program confirmation fees are non-refundable except in the case where the applicant is academically rejected by the program or CEA cancels the program.
All refund and withdrawal requests must be sent to CEA’s Arizona Headquarters in writing on or before the program’s Withdrawal Date, in order for a student to be eligible for a refund. All withdrawal requests must be sent via fax, mail, or email and must come directly from the enrolled student. No verbal requests are accepted and no requests may be made on behalf of the student by a third party. CEA will acknowledge receipt of student requests via email confirmation. All refund decisions will be made by CEA staff.
All CEA students are eligible for the standard CEA Refund Policy detailed above when they are enrolled
into a CEA Study Abroad program. The standard policy is at no additional cost above the application fee
and program cost. However, CEA recommends all students enrolled in a program abroad also enroll in
the additional CEASecure™ plan.
CEASecure™ allows students to receive a refund up until one calendar week before their program start date. Refunds are only issued for any one of the covered reasons described below. CEASecure™ may only be purchased prior to the withdrawal date of a student’s program.
If CEASecure™ is not purchased, 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).
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.
Special Withdrawal 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™ for Programs Abroad
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 summer programs) and the cost of the CEASecure™ plan.
Participants enrolled in a virtual program or Custom program are not eligible for CEASecure™.
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 CEASecure™ at an additional cost above their program price. Participants enrolled in a virtual program or Custom program are not eligible for CEASecure™. The cost for CEASecure™ is based on the length of the program, as follows:
Students must purchase CEASecure™ at an additional cost above their program price. Participants enrolled in a virtual program or Custom program are not eligible for CEASecure™. 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
The deadline to complete this process, and sign up is the withdraw date of the student’s program. Students cannot enroll or purchase CEASecure™ after their withdrawal date has passed.
Withdrawal Requirements with CEASecure™
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.
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 with CEASecure™
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.
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 with CEASecure™
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.
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.
Internship Cancellation Fee Policy
Students will be required to pay a $1,500 internship cancellation fee if the student chooses to cancel their internship after signing the internship confirmation letter. The internship confirmation letter is the final commitment to the host company prior to arrival and will be provided to each student at the conclusion of the internship placement process.
This fee applies to all terms (semester and summer) and is applicable if a student changes to a study
only program after signing the internship confirmation letter. If a student chooses to remove the
internship component of their program (during pre-departure or after the program has started), the
$1,500 internship cancellation fee will take precedent over CEA’s program change fee. If a student
withdraws completely, they will be held responsible for the full program fee in accordance with CEA’s
withdraw policy. If a summer student cancels their internship, they would either pay the fee to convert
to a study only program or withdraw completely and be held responsible for the full program fee.
No exceptions will be made to the internship cancellation fee except in cases where a student is eligible for and has purchased CEASecure prior to the withdraw date and submits proper documentation for a covered reason described in the CEASecure policy. The cancellation fee does not apply to the virtual internship program.
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 Study Abroad
702 E Osborn Rd., Suite 200
Phoenix AZ, 85014-5281
CEA Study Abroad
702 E Osborn Rd., Suite 200
Phoenix AZ, 85014-5281
Credit Card Payments
CEA accepts Visa, MasterCard, Discover and American Express. A
2.6% 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).
Outstanding Balances
Students who have not paid in full and/or submitted the required Financial Aid or Payment Plan 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 nonpayment.
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’s program has already started. 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.
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.
Program Cancellation
CEA reserves the right to cancel or suspend a program as deemed necessary. Changes in the structure of a program do not constitute the cancellation of a program (see below Change in Program Structure).
In the case of a cancelled or suspended program, accepted applicants are given the choice of the following:
In the case of a cancelled or suspended program, 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, they are considered enrolled in that particular program and are 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.
Changes in program structure may include but are not limited to staffing, excursions, immersion activities, academic options and/or housing options. Necessary changes in academic delivery or format while a program is ongoing, such as moving from in-person to online course work or vice versa, are considered a change in program structure. 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.
ONSITE POLICIES FOR PROGRAMS ABROAD
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.
Cell Phones
CEA maintains frequent contact with students during the abroad program. We requires that students have a working cell phone for the duration of the abroad program. The cell phone must have either an international data plan or a local service phone number which must be provided to onsite CEA 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.
Students are required to download an emergency communication app to their cellphones during the program orientation. This app allows CEA to send an emergency notification to students via in-app messaging, text message, email and/or phone call. Students are required to respond to any emergency messaging sent by CEA in order to verify their location, safety and wellbeing.
Failing to secure a locally serviced phone plan and/or not providing a functioning cell phone number to the onsite CEA staff will limit CEA’s ability to contact you in case of an emergency. This in turn will limit CEA’s emergency response capabilities as well as delay or impede any communication with your designated emergency contact(s). Ensure that you update your local staff if your phone number changes at any time while you are in your host country.
Arrival Policies
CEA is happy to provide airport pickup and support services to CEA program participants who abide by the following policies. All CEA Intern and Study program participants will receive arrival information in their MyCEA account, and by email from their Site Specialist and On-site staff with details and instructions specific to their program location.
CEA is not responsible for high airfares, difficulty in finding a flight, failure to arrive on the specified program start date, or complications from missed flights due to traveler error.
All CEA program participants are required to:
Airport pickup services may vary from location to location and may vary for some Short-Term sessions. Please review the program and location specific arrival communications for additional details. See the chart below for further information.
CEA is not responsible for high airfares, difficulty in finding a flight, failure to arrive on the specified program start date, or complications from missed flights due to traveler error.
All CEA program participants are required to:
- Share flight arrival information no later than 21 days prior to the program start date
- Arrive by the official program start date
- Check-in with CEA On-site staff according to the instructions communicated prior to arrival
- Arrive on the official program start date
- Arrive at the arrival airport specified for their program destination
- Arrange a flight that lands at the designated arrival airport no later than the specified arrival deadline.
Airport pickup services may vary from location to location and may vary for some Short-Term sessions. Please review the program and location specific arrival communications for additional details. See the chart below for further information.
(if different) | ||||
|---|---|---|---|---|
| Aix-en-Provence | Marseille Provence | MRS | AIX | 6 pm |
| Alicante | Alicante Airport | ALC | 5 pm | |
| Amsterdam | Amsterdam Airport Schiphol | AMS | 2 pm | |
| Barcelona | El Prat de Llobregat | BCN | 6 pm | |
| Budapest | Budapest Ferenc Liszt International Airport | BUD | 6 pm | |
| Buenos Aires | Ezeiza International | EZE | 8 pm | |
| Dublin | Dublin International | DUB | 6 pm | |
| Florence | Florence Airport, Peretola | FLR | 6 pm | |
| French Alps: Grenoble | Lyon–Saint-Exupéry Airport | LYS | GNB | 5 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 | 5 pm | |
| Prague | Václav Havel Airport Prague | PRG | 5 pm | |
| Rome | Leonardo da Vinci–Fiumicino Airport | FCO | 6 pm | |
| San José | Juan Santamaría International Airport | SJO | 10 pm | |
| Seville | San Pablo – Seville Airport | SVQ | 8 pm | |
| Sydney | Kingsford Smith Airport | SYD | Afternoon Preferred |
*Arrival Deadline is the time by which the program participant’s original flight must land, as stated on the original purchased airline ticket. Program participants with flights landing later than the Arrival Deadline may not be eligible for airport pickup.
In case of delayed or cancelled flights, due to unforeseen circumstances such as weather, program participants should refer to the arrival information given to them prior to their departure and notify their on-site program staff as directed so CEA can facilitate airport pick-up. In the event CEA is unable to meet students or arrange airport pickup transportation due to changes in airport rules or unforeseen situations, students will be advised in advance or as soon as possible as to alternate arrangements.
CEA program participants who arrive BEFORE their program start date, or who are NOT eligible for airport pick up:
In case of delayed or cancelled flights, due to unforeseen circumstances such as weather, program participants should refer to the arrival information given to them prior to their departure and notify their on-site program staff as directed so CEA can facilitate airport pick-up. In the event CEA is unable to meet students or arrange airport pickup transportation due to changes in airport rules or unforeseen situations, students will be advised in advance or as soon as possible as to alternate arrangements.
CEA program participants who arrive BEFORE their program start date, or who are NOT eligible for airport pick up:
- Are responsible for their own transportation upon arrival
- Are required to contact CEA On-site staff to confirm their arrival to the host city
- Arrange check-in to the program on the program start date
- Arrange check in to their CEA housing (if applicable); Program Participants arriving before the program start date are responsible for securing and paying for their own accommodation until the program starts
Orientation
Orientation seminars and meetings organized by CEA program team members 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, as well as which activities are optional, in order to attend 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 avoid any personal plans during the designated orientation period. When you are onsite and learn about the orientation schedule, you will then be able to finalize your personal plans.
Even if you arrive with family or friends, you must plan to be present at all required orientation meetings. Orientation meetings are only for CEA participants. Guests are not allowed to attend any sessions.
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 FOR PROGRAMS ABROAD
Check In
CEA program participants should refer to their arrival information and housing check in information received by email from their CEA program staff during pre-departure. All program participants are responsible for following the specific directions for their location and contacting onsite team members in order to gain access to their housing. Some locations may have a specific time frame for when participants may check in to program housing. If participants arrive outside of that time frame, you may not be able to check in to housing until the following day. Additional costs for securing lodging will be the responsibility of the participant.
Preferences
Students are given access to the Housing Application once they pay their confirmation deposit. The Housing Application can only be submitted once. Students must review and complete the form thoughtfully. All Housing Applications must be submitted by
the closure date of the program.
Students may elect to make a Roommate Matching Request at an additional fee. In order for requests to be reviewed students will need to: select the same housing options, request each other, all students need to confirm/accept each other, and all students will need to pay the additional fee. Students may request and accept roommate preferences multiple times up until the withdrawal date of their program. All complete requests will be reviewed; however, CEA does not guarantee any housing preferences. If a student is not placed with at least one of their requested/accepted roommates, the fee will be refunded to their account.
CEA reviews Housing Applications and makes assignments based on the order in which CEA Students confirm their participation and submit their housing application. Note: housing placement is contingent upon the receipt of both program confirmation and Housing Application. CEA does not guarantee housing preferences and is not responsible for additional costs that may be incurred as a result
of CEA 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.
Students who withdraw, leave early or are dismissed from a program automatically forfeit their housing placement. They will need to follow proper check-out procedures as listed above. There are no refunds of housing fees in these instances.
Damages
Upon moving into housing, you will be required to complete and sign 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, a housing inspection will be completed to determine any damages 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 flatmates 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, housing agreements or 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 of any kind of tobacco or substance is not allowed in any CEA housing unit or facility.
Animals and Pets: Emotional Support Animals and pets are not allowed in any CEA housing unit or facility. If animals or pets are found within CEA housing, you may be removed from your housing assignment and will be responsible for securing independent housing at your own cost. Registered Service Animals may be permitted in CEA housing and facilities with prior approval from CEA, where possible. All requests for Service Animals on a CEA Program must be submitted to CEA as soon as possible during predeparture to allow for advanced planning. Arriving with a Service Animal but without CEA approval may jeopardize your housing placement, and you may have to move to independent housing at your own cost.
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 their 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 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.
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 flatmates 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, housing agreements or 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 of any kind of tobacco or substance is not allowed in any CEA housing unit or facility.
Animals and Pets: Emotional Support Animals and pets are not allowed in any CEA housing unit or facility. If animals or pets are found within CEA housing, you may be removed from your housing assignment and will be responsible for securing independent housing at your own cost. Registered Service Animals may be permitted in CEA housing and facilities with prior approval from CEA, where possible. All requests for Service Animals on a CEA Program must be submitted to CEA as soon as possible during predeparture to allow for advanced planning. Arriving with a Service Animal but without CEA approval may jeopardize your housing placement, and you may have to move to independent housing at your own cost.
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 their 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 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 to your specific housing option. 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. Be aware that utility costs abroad may be higher than is typical in the U.S. and monitor your use of electricity, gas and water to minimize your excess charges.
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 Application. 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 Application after the
closure date of your program you will only have one opportunity to
complete the Housing Application by the withdrawal date of
your program. If a student selects Independent Housing, a student
will receive a housing rebate (partial housing refund) for the monthly housing costs.
Housing Rebates: If you receive access to your Housing Application prior to your closure date, you will be eligible for
a housing rebate. You must complete your Housing Application and select Independent Housing
by the closure date of your program.
If you receive access to the Housing Application on or after the closure date, you will have until the program withdrawal to complete the Housing Application 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 Application 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. Students abroad agree 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. You agree to
be tolerant and respectful of your fellow CEA Program Students, housing partners, academic partners,
faculty and staff, local residents, local businesses 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 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 host location. 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, other
CEA Program Students, faculty, staff, and local residents, and internship hosts. Actions or behaviors 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 of any kind, including racial or sexual discrimination, harassment of any kind, including sexual harassment, verbal abuse, physical abuse, sexual abuse, physical/assault, sexual assault, and bullying of any kind. This includes the use of any web-based media or electronic communication to harass, bully, demean, intimidate, threaten, or cause another individual to feel threatened. Victims of any of the previously listed concerns, or other concerns causing the individual to feel unsafe, should take any and all available measures to contact CEA for assistance. Such measures may include:
- Calling the CEA Emergency Phone
- Setting up a meeting with CEA staff
- Contacting CEA staff by email or phone
- Submitting a written grievance to CEA
If you are involved in or found responsible for the harassment, bullying, assault or abuse of
any kind 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 these concerns and all consequences of these conditions. Actions or behaviors 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 completing the CEA Health and Wellness Profile fully, disclosing accurately your health needs so CEA understands and can support your wellbeing.
CEA Statement on Alcohol and Drugs
CEA maintains clear, consistent policies regarding alcohol and drugs. You are also subject to the laws regulating alcohol consumption and illegal substances of your host country if abroad. 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 drug or alcohol-related reasons, you will forfeit academic transcripts and will not receive a refund of any kind.
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 CEAsponsored
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 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:
“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 (physical signs of intoxication, 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:
- 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
- Damage or Vandalism to property
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 Students abroad 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 Students abroad are not permitted to keep, temporarily or otherwise, animals or pets of any kind. If you reside in CEA housing, you may be removed from housing for violating this policy. Abuse, harassment, or otherwise harming animals is also prohibited.
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 abroad 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. Independent travel that conflicts with scheduled elements of your CEA program and results in absences
will not be excused. Due to local, regional or country wide health and safety concerns, CEA may advise or request you to limit or postpone your independent travel. CEA is unable to assist students encountering difficulties, illness, accidents or
who are otherwise detained by authorities while travelling independently. You are required to notify CEA of any circumstances that delay or impede your return to your host city.
Disciplinary Process
CEA values the opportunity to engage students in a holistic learning environment that facilitates their success abroad. CEA views the disciplinary process as a way to further educate students about acceptable behavior and responsible decision-making,
enabling 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 if abroad;
- Are deemed by CEA as harmful to you or to others; or
- Are disrespectful or discriminatory to a person(s), their or culture and/or their beliefs.
You are responsible for any fees incurred due to extenuating circumstances,
damages, theft, or other financial loss. You are responsible
for paying directly and/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 documentations of initially reported facts, and subsequent details of actions and
responses, as told to or observed by CEA Staff or representatives of CEA, are internal documents which CEA may share upon request.
CEA Program Students will be given the opportunity to respond and, provide additional information, in writing, and/or in person 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. CEA Students named in the documentation may choose to acknowledge responsibility for the alleged violation(s) of the CEA Student Code of Conduct, however, choose to NOT acknowledge responsibility does not prevent CEA from
taking disciplinary action deemed appropriate.
Should a CEA Program Student choose to not respond in writing or in person to regarding the reported violation or not to attend
a scheduled Behavior Meeting, the respective CEA staff will apply
disciplinary actions in absentia.
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 documented information, 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 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 discussing the documented violation.
- 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. Students may be given up to three days to leave the program and vacate CEA-assigned housing. In all cases of dismissal CEA will assist students to 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:
- Designated CEA Staff
- CEA Faculty (if applicable)
- CEA Headquarters in Arizona
- Home institutions’ study abroad office and/or Dean of Students (and/or other designees)
- Emergency Contacts
CEA Disciplinary Committee
CEA is committed to making fair decisions concerning CEA Program Students’ disciplinary situations. The Disciplinary Committee consists of members of CEA leadership with experience in best practices regarding college student development. All cases meriting probation or pending dismissal will be brought to the CEA 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 at any time 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. 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.”
“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.
Course 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
Participants in programs abroad are required to maintain full time status. Participants in virtual programs may be either part time or full time.
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.
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.
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 (in person classes or virtual instruction) 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. These sanctions will also be reported to the home institution.
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
Participation Policy
Participation is required at all regularly scheduled class sessions, including any field trips, site visits, guest lectures, etc. that are assigned by the instructor. In compliance with NECHE 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. When students do not participate, they undermine their ability to make progress toward the stated learning objectives of the course, as well as miss an opportunity to strengthen relationships with faculty and classmates.
Late arrivals or early departures from class can result in being marked absent. Additionally, in accordance with US accreditation standards and immigration requirements, students must maintain a full-time course load in order to preserve their student status for the duration of the semester. As part of its commitment to student success, CEA will connect with students who demonstrate a pattern of non-participation to understand their reasons for missing class. CEA may warn, place on probation, or dismiss from courses, programs, activities and housing any student who fails to maintain satisfactory academic progress or full-time student status.
Class Participation (Percentage varies by course): Student participation is mandatory for all courses taken at a CEA Study Center. The instructor will use the rubric below when determining a participation grade.
| Student Participation Level | |
| You make major & original contributions that spark discussion, offering critical comments clearly based on readings, research, & theoretical course topics. | |
| You make significant contributions that demonstrate insight as well as knowledge of required readings & independent research. | |
| You participate voluntarily and make useful contributions that are usually based upon some reflection and familiarity with required readings. | |
| You make voluntary but infrequent comments that generally reiterate the basic points of the required readings. | |
| You make limited comments only when prompted and do not initiate debate or show a clear awareness of the importance of the readings. | |
| You very rarely make comments and resist engagement with the subject. You are not prepared for class and/or discussion of course readings. | |
| You make irrelevant and tangential comments disruptive to class discussion. You are consistently unprepared for class and/or discussion of the course readings. | |
Virtual class participation will be measured by (a) how often students log in the course, (b) their performance and attitude in mandatory live sessions, and (c) how significant their contributions to the virtual discussions are; students should be ready to offer critical comments clearly based on readings, research, & theoretical course topics.
Academic Progress Monitoring Guidelines
Verbal check-in: After missing 1 week of classes
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.
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.
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.
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 or in an online learning environment 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.
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)
| 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 CEA 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 transcript options available. Students are advised to carefully review their transcript options prior to the start of their program. It is the responsibility of the student to ensure their home institution is aware of the type of credits they will receive, and any additional steps needed to ensure successful transfer of credit. You can read more about Academic Credit and FAQs on CEA’s website.
Students Not Seeking Transfer Credit
Students participating in a CEA program 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 CEA
program regardless of whether the student chooses to transfer
credit to another university; therefore, courses taken with CEA will
become a permanent record of the student’s educational history.
CEA STUDY CENTER ACADEMIC INTERNSHIP POLICY
Participants in an intern program agree to the following policies, in addition to standard CEA academic policies.
Add/Drop Policy
Enrollment (CEA Study Center Internship Only):
Students enrolled in an internship-only program must gain written permission from their on-site internship coordinator prior to adding or dropping their internship course to a different credit level. Students are not eligible to fully 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.
Students enrolled in an internship-only program must gain written permission from their on-site internship coordinator prior to adding or dropping their internship course to a different credit level. Students are not eligible to fully 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. 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. Students must obtain written approval from their on-site internship coordinator for any credit adjustments for the internship course/placement.
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. 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. Students must obtain written approval from their on-site internship coordinator for any credit adjustments for the internship course/placement.
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 will be assessed an internship cancellation fee. Students that don’t meet the minimum enrollment requirement will no longer be eligible to remain enrolled with CEA.
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 will be assessed an internship cancellation fee. 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 either the course or their placement 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.
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 NECHE 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:
| 4 Lectures | 3 Lectures | 1 Absence |
(100%) | (85%) | (15%) |
| 120 Placement Hours | 102 Hours | 18 Hours |
| 160 Placement Hours | 136 Hours | 24 Hours |
| 200 Placement Hours | 170 Hours | 30 Hours |
| 240 Placement Hours | 204 Hours | 36 Hours |
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).
Academic Progress Monitoring Guidelines
Written Warning (including meeting):
- Internship Seminar: Absence 1 and/or
- Internship Placement Hours: 5%-9.99% of total placement hours absent
Probation:
- Internship Seminar: Absence 1 and/or
- Internship Placement Hours: 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
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 AccommodationsEach 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.
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
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.
Virtual Program Policy
Students participating in any CEA virtual program must adhere to the following general provisions:
- Conditions of Virtual Program. The students’ conditions of the virtual program shall be within CEA program dates of the selected program which includes either online courses and/or internship placement (if applicable).
- Quality of Work. All work shall be performed according to the standards as would normally be expected at an in-person experience. Students are expected to be able to demonstrate high levels of discipline, initiative, verbal and written communication skills, motivation, and flexibility.
- Equipment. Students must establish and maintain a dedicated workspace that is quiet, clean, and safe, with adequate lighting and ventilation. Students are responsible for providing their own equipment and furniture for the duration of the program. In the event that equipment and software is provided to the student by CEA, such equipment and software shall be used exclusively by the student and only for the purposes of conducting CEA program related work. Software shall not be duplicated.
- Equipment liability. Students will repair and maintain personal equipment, at the primary virtual or an alternative location. CEA Study Abroad and the internship organization (if applicable) do not assume liability for loss, damage, or wear of intern-owned equipment.
- Dependent Care. The virtual program is not a substitute for childcare or other dependent care. Students shall make or maintain childcare or dependent care arrangements to permit concentration on assignments.
- Incidental Costs. All incidental costs, such as residential utility or internet, are the responsibility of the student. Out-of-pocket expenses for supplies will not be reimbursed.
- Communication. During the virtual internship, the intern shall be reachable by telephone, e-mail and/or instant messaging during agreed-upon work hours. The intern and supervisor shall agree on expected turnaround time and the medium for responses, with reasonable expectations given the time difference between the intern and the supervisor.
- Hours of Work. The intern will have regularly scheduled work hours agreed upon with the supervisor, including specific core hours and telephone/video conference accessibility. The agreed upon work schedule can include reasonable expectations given any time differences between the intern and supervisor. Interns will keep a time log of the hours worked and submit the time log weekly to the CEA Internship Coordinator.
- Host Company Internal Systems. When accessing a host company’s internal systems, using that company’s email system, website and other online apps for anything other than information related to the designated virtual internship program is prohibited. Further, personal emails should not be sent on the host company’s email system. Any evidence of such will result in immediate termination.
- Intellectual Property. Products, documents, and records developed while completing a virtual internship are property of the Host Company and/or CEA Study Abroad.
- Leave/Time Away. The intern must obtain supervisorial approval before taking leave in accordance with CEA Attendance Policy. Work completed for the internship shall be in at the student’s primary residence unless otherwise approved by the CEA Internship Coordinator and supervisor. Should the intern request to complete the virtual internship in another location for time off, vacation, etc., the intern must ensure the same working conditions and schedule and be approved by the supervisor.
- Personal Business. Interns shall not perform personal business during hours agreed upon as work hours.
- Performance, Evaluations and Productivity. The supervisor and intern will formulate objectives, expected results, and evaluation procedures for work completed during the program. The intern will meet with the CEA Internship Coordinator, internship supervisor throughout the course. At the end of the program, the supervisor and intern will complete an evaluation through SkillSurvey in accordance with the CEA Internship Course Syllabus.