Policies

Program Changes, Cancellations, Withdrawals, Refunds and Discounts

The policies below are effective through Spring 2024 and address changing a program, cancelling a program, withdrawing from a program, refunds, discounts, and educational deductions for tax purposes.

• Program Changes
  • Program Extensions
  • Deferral of Participation
  • Cancellations & Withdrawals
• Enhanced Refund Policy
  • Withdraw/Refund Schedule
  • Cancellation for Any Reason (CFAR) Refund Details
  • Cancellation for Specific Reasons (CFSR) Refund Details
  • Program Interruption Refund Details
  • Trip Delay
• USAC Program Cancellation
• Returning Student Discounts
• Education Deductions and the IRS

Program Changes

You must notify your USAC Enrollment Specialist in writing of any change affecting your program participation, such as cancelling your application or switching your participation to a different program or term. Depending on the timing of your request, their may be financial consequences. Refer to the specific refund deadlines outlined in your Financial Agreement for details, or review the deferral and refund policies below for general timelines.

Program Extension

Students who wish to extend their study abroad program must contact their USAC Enrollment Specialist to request a program extension. To be considered for an extension, you must continue to meet eligibility requirements and home university approval may be required. If an extension is granted, you will complete a new program agreement and submit the $500 confirmation deposit for the second term.

Deferral of Participation

If you defer your participation before the Tuition Refund Deadline of your original program, USAC will transfer 100% of your USAC payments (including nonrefundable deposits) to the new term, minus any unrecoverable expenses, such as housing, tours, and courses with additional nonrefundable fees.

After the Tuition Refund Deadline, you may transfer your CFAR or CSAR refund plus the $500 confirmation deposit to the new term.

Cancellations and Withdrawals

USAC must be notified in writing of any cancellation or withdrawal. The date of your email or postmark will serve as the official cancellation date.

The Financial Agreement that you sign as part of your application includes a detailed cancellation/refund schedule with dates specific to your program. Review this carefully. You are still responsible for paying any outstanding balance you may have to USAC even if you withdraw.

If you cancel or withdraw from your USAC program and are receiving financial aid/scholarships, you may be required to repay any funds awarded/disbursed. Speak with your financial aid and scholarship advisors to understand the implications that withdrawing from the program will have upon your financial aid and scholarships.

Enhanced Refund Policy

USAC' is extending its pilot Enhanced Refund Policy (ERP) through Spring 2025 that includes Cancel for Any Reason (CFAR), Cancel for Specific Reasons (CFSR), and Program Interruption features at no extra cost. This policy includes all 2023-24 and 2024-25 terms, including summer and winter sessions.

Withdraw/Refund Schedule

Here's how the Enhanced Refund Policy works in relation to program deadlines:

Cancel for Any Reason (CFAR) (circumstances that don’t qualify for a specific reason)

• On or before the Balance Due Deadline, USAC will refund 100% of the Program Fee and any billed housing, course fees, and tour fees.
• Between the Balance Due Deadline and the Tuition Refund Deadline, USAC will refund 100% of the Program Fee less the $500 confirmation deposit and any unrecoverable expenses, such as housing, tours, and courses with additional nonrefundable fees.
• After the Tuition Refund Deadline and before the published Program Start date, USAC will refund 65% of the program fee and prepaid housing fees, less the $500 confirmation deposit and optional fees. Notification of cancellation must be provided to USAC in writing prior to the published Program Start date.

Cancellation for Specific Reason (CFSR)

USAC will refund 100% of all fees paid, less $500 confirmation deposit if a student withdraws from a program prior to the published Program Start date for the following reasons:

• Cancellation for serious illness, injury, or death of student or immediate family member. Where applicable, written verification from physician that student cannot participate in the program is required.
• Cancellation resulting from home university rescission of program approval due to serious safety concerns, including pandemic, natural disaster, terrorism, civil unrest, or other incidents of force majeure.
• Cancellation for a positive COVID test result within 72 hours of the Program Start date if USAC is unable to accommodate a late student arrival.
• Cancellation due to the student not receiving their passport or student visa by the program departure date. Evidence that the student submitted their passport and visa applications within the recommended timeframe and as directed is required.

Program Interruption Refunds

Program Interruption refunds will be determined by the date of student’s written withdrawal from the program. Coverage is also secondary to any other purchased or university-provided policies, credit card coverage, or any other insurance that is applicable toward the program reimbursement, and refunds will be adjusted accordingly. This also includes USAC’s CISI coverage which provides:

1. Trip Delay insurance (described below).
2. Trip Interruption up to $5,000 for travel expenses due to life-threatening illness or injury to student or relative.
3. Emergency medical or security evacuation.

Allowable Reasons – For Program Interruption, USAC will refund program fees and housing (prepaid through USAC) on a pro-rated basis for the following reasons:

• Withdrawal for serious illness, injury, or death of student or immediate family member. Where applicable, written verification from physician that student cannot continue the program is required.
• Withdrawal resulting from home university rescission of program approval location due to serious health and safety concerns, including pandemic, natural disaster, terrorism, and civil unrest or other incidents of force majeure.

Refund Schedule – For Program Interruption, the refund will be determined on a pro rata basis from the Program Start Date at 75%, 50%, 25% and 0% increments. (Program start and end dates can be found at usac.edu > click on Programs > Select Program Location > Fees & Deadlines > select term > review Program Deadlines.)

Example: program start date of 9/1 and end date of 12/15 is a total of 106 days.

• For a 75% refund, the withdrawal (for eligible reasons) would need to occur on or before 9/26.
• For a 50% refund, the withdrawal would need to occur on or before 10/23.

Additional Coverage — CISI Trip Delay

As part of your program fee, coverage is provided through your CISI student health policy, which governs this feature. Up to $150 per day up to 14 days for delay of more than 12 hours. Covered expenses include reasonable additional accommodations and traveling expenses until travel becomes possible. Only one delay per trip is allowed. Travel delay must be caused by one of the following:

• Medical emergency or death of insured
• Carrier delay
• Lost or stolen passport, travel documents, or money
• Quarantine
• Natural Disaster
• Insured delayed by traffic accident en route to departure
• Hijacking
• Unannounced strike, civil disorder
• Riot
• Inclement weather that prohibits common carrier departure
• Common carrier strike
• Equipment failure of common carrier

USAC Cancellation

If USAC cancels a program prior to the Program Start Date for any reason, 100% of billed expenses will be refunded including the $500 confirmation deposit, program fee, and optional fees, etc. Reimbursement will be given to the party (student or university) that paid the fees.

Returning Student Discounts

Students who complete a USAC program abroad or Virtual Internship are eligible for a discount on a future Specialty Program abroad.

Along the left, you can identify the initial USAC program you participated in, and under “Specialty Program Discount Applied”, see the discount you will earn towards your next USAC Specialty Program abroad.

Terms and Conditions:

• Discounts earned are based on the student's term of participation
• Only one discount may be applied at a time. Discounts cannot be combined
• Discounts cannot be applied to the same term in which they are earned
• Discounts are applied to the first term of a multi-term program (e.g. summer or yearlong)
• Students who participate in a program abroad are eligible for both discounts; the larger of the two discounts will be applied first
• Discounts cannot be applied to Partnership Programs or Virtual Internships

Educational Deductions and the IRS

Under current regulations, you may deduct some educational expenses from your tax return under certain conditions. Contact the appropriate tax agency (state or federal) or a tax professional for details.

Updated 25 August 2023