Student International Travel Policy

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This policy defines the approval process, eligibility criteria and safety protocols for students participating in University-sponsored international travel.

Policy Statement

The mission of Adelphi University (“Adelphi”) is to transform the lives of all students by creating a distinctive environment of intellectual rigor, research, creativity, and deep community engagement. Adelphi recognizes the importance of international travel opportunities for Adelphi students in achieving this mission, in addition to the inherent risks. This policy establishes who, where, when, and how students may travel internationally as part of University-Sponsored Programs. This policy also provides a process to assess the health and safety risks associated with travel to International Destinations.

Reason for Policy

This policy standardizes protocols for all Adelphi students who travel to International Destinations as part of a University-Sponsored Program. It also outlines Adelphi’s efforts to assess potential risks associated with travel to International Destinations and to reduce those risks.

Who is Governed by this Policy

This policy applies to all undergraduate and graduate students traveling to International Destinations as part of University-Sponsored Programs. University-Sponsored Programs include Study Abroad, internships, research, service learning, volunteer opportunities, conferences, registered student organization activities, student groups affiliated with academic departments, and non-credit-bearing University programs.

This policy does not apply to Personal Travel to International Destinations. This policy does not apply to employees of Adelphi University.

Policy

Eligibility Requirements for International Travel

Adelphi grants qualified students the option to live, study, research, work, and volunteer in International Destinations. The Center for International Education (CIE) reserves the right to deny or withdraw approval for student participation in Study Abroad and/or Travel Abroad. Students who travel to International Destinations as part of a University-Sponsored Program must meet the following eligibility requirements:

Academic Requirements

  • The minimum GPA required to Study Abroad is:
    • For undergraduate students, the minimum cumulative GPA required to qualify for Study Abroad is 2.5.
    • For graduate students, the minimum cumulative GPA required to qualify for study abroad is 3.0.
  • Mid-term reports and the most recent academic record will be reviewed for students who have not yet established an Adelphi GPA.
  • In accordance with the Residence Requirements in the University Bulletin, a student may not study at another institution during their first, or final, 30 hours of coursework. A student may file an Academic Petition through the Office of the Dean in the college or school of their major for a waiver of this academic regulation.
  • A student who Studies Abroad for the full semester must maintain full-time student status. Failure to maintain full-time status may result in the cancellation of the student’s term abroad with the subsequent loss of academic credits, tuition payment, and federal or other financial aid.
  • Students who are not registered for a faculty-led course are not permitted to travel with the group.
  • Leaders, programs, and host institutions may establish additional academic eligibility requirements, including, but not limited to, a higher minimum GPA, interviews, essays, and course prerequisites.

Conduct Requirements

Students seeking to participate in Travel Abroad must file for a Student Conduct Record Request through the Office of Student Conduct and Community Standards. The sponsoring department will work with the Student Conduct Office to evaluate active conduct matters and incomplete sanctions to determine if the student will be approved for travel.

Documentation

  • Students must have a valid passport to travel internationally.
  • Students are responsible for researching the visa requirements of the intended destination and obtaining proper travel documentation.
  • Students maintaining F-1 international student status must contact International Services to ensure they have the correct immigration documentation.

Insurance Requirements for Travel Abroad

All students must purchase the following minimum amount of international travel insurance coverages:

  • $100,000 overall medical coverage at the travel destination
  • $100,000 Security Evacuation
  • $25,000 Repatriation/Return of Mortal Remains
  • $25,000 Emergency Medical Evacuation

International emergencies can be costly. Students should be aware that expenses incurred in excess of the coverage amounts above are the responsibility of the student and not Adelphi.

Program Duration

  • Undergraduate students: The maximum length of Study Abroad is one academic year or two semesters. Permission to extend this period by a summer or a short-term session may be requested from the Office of the Dean in the college or school of the student’s major.
  • Graduate students: The maximum length of Study Abroad is one semester abroad.
  • Doctoral candidates: The maximum length of Study Abroad is two semesters abroad.

Any student seeking to appeal a decision regarding their eligibility to participate in a University-Sponsored Program should address the appeal in writing to the relevant party.

Approved International Travel Destinations

Adelphi recognizes the important role of international travel in achieving its mission, in addition to the inherent risks. Students should refer to the University-Sponsored Travel to High-Risk Destinations Policy, which defines restrictions on University-Sponsored travel to International Destinations categorized as High-Risk Destinations for students, faculty, and employees, outlines requirements for petitioning to participate in University-Sponsored travel to such locations, and establishes protocols for travel to locations recategorized as High-Risk Destinations.

Adelphi University International Travel Application (“Application”)

All Adelphi students who travel internationally as part of Adelphi-sponsored programs must complete the Application, which includes the submission of all forms, documents, and legal releases, and be accepted to participate.

The department sponsoring the program is responsible for the overall management of the Application and reserves the right to deny or withdraw approval for student participation in Study Abroad and/or Travel Abroad.  The department sponsoring the program may also limit the number of students allowed to travel to International Destinations.

The Application is kept in a confidential and secure database to maintain key travel information for students traveling to International Destinations on University-Sponsored programs. It is also used to assess potential risks associated with students’ participation and initiate strategies to reduce those risks. Travelers are responsible for ensuring information on the Application is accurate, including but not limited to health information, travel dates, emergency contacts, and contact information at the international destination.

The Application is the official and authoritative source of traveler information for locating and communicating with travelers, responding to emergencies, and managing media and public relations during critical incidents. It also serves as the central source of student travel abroad data for institutional reporting on travel to international destinations.

In addition to collecting basic information, including travel documents, itineraries and emergency contacts, the international travel application informs students of financial, academic and conduct standards for travel to international destinations.

Credit Transfer

Adelphi students studying abroad on programs approved by CIE can earn Adelphi academic credit in accordance with the Adelphi Transfer Credit Policy.  Courses transferred to Adelphi from Study Abroad contribute towards the maximum 90 credit transfer limit.

In order to receive credit for courses taken abroad, students must obtain the Adelphi course equivalency and academic approval for all courses prior to departure by completing the Adelphi Course Equivalency Form. Credits can satisfy major, minor, and elective requirements.

Grade appeals regarding courses taken during Study Abroad will be considered in accordance with the procedures of the host institution or the provider. In the case of an Adelphi independent study course(s) taken abroad, appeals will follow standard procedures.

Health and Safety

Students are responsible for their own health and safety. Students are responsible for obtaining required and/or recommended immunizations as outlined by their healthcare provider and mandated by the international destination. Adelphi strongly recommends that students traveling internationally visit a health care practitioner in the months leading up to departure and that all students familiarize themselves with and follow the recommendations of The Centers for Disease Control and Prevention (CDC) based on the student’s travel itinerary.

  • Health Self-Assessment Process: The health assessment process is intended to prompt students to consider their health through the lens of international travel, make the department sponsoring the Travel Abroad aware of potential health challenges, and initiate discussion about how best to ensure a successful international experience.
    • All Adelphi students who travel to International Destinations on University-Sponsored programs must complete the Health Self-Assessment in the Application, identifying allergies, dietary preferences/restrictions and prescription medications. Health information will be shared with relevant parties, including, but not limited to, program leaders, host institutions, etc.
    • Disclosure of a pre-existing physical or mental health condition (e.g. recent hospitalizations, instances of self-harm) does not preclude participation in international travel; however, a representative from Adelphi may contact students to discuss the proposed destination and program, and their plan for managing health conditions while abroad. If an applicant’s physical or mental health status requires resources not available on the program or in the destination and for which there are no reasonable accommodations, Adelphi reserves the right to deny participation in a program and will encourage the student to select an alternative program option.
  • All Adelphi students who travel to International Destinations on University-Sponsored programs must participate in a pre-departure orientation developed by the department sponsoring the program and/or CIE. This orientation is intended to help prepare students for their upcoming experience; however, this orientation should not be relied upon as the sole source for safety and health preparation. Students’ individual needs vary, and each student is responsible for taking their own health and safety precautions.
  • All Adelphi students who travel internationally are subject to University Policies and the Student Bill of Rights.

Emergency Protocol

Adelphi should not be relied upon as the sole source of information for determining whether emergency situations exist at or near the travel destination. It is the student’s responsibility to maintain awareness of local conditions, including potential dangerous weather events, violence, or political unrest, as well as other unforeseen circumstances, and to take steps to ensure their own personal safety.

The following procedures are in place to prepare for an event that impacts Adelphi students in International Destinations:

  1. The Application is the primary source of information in case of an emergency.
  2. Students traveling to International Destinations are required to enroll themselves in the Smart Traveler Enrollment Program (STEP), a free service provided by the U.S. Department of State to allow U.S. citizens and nationals traveling abroad to enroll their trip with the nearest U.S. Embassy or Consulate.
  3. Adelphi Public Safety Command Center offers 24-hour coverage and serves as a resource to students during their travel abroad experience and will notify the appropriate Adelphi representative if support is needed.

Financial Aid (and Scholarships)

Adelphi is committed to making Study Abroad affordable for all Adelphi students and has adopted policies and practices that ensure that a semester abroad will not substantially exceed the costs of a semester on campus. This financial policy applies only to programs approved by CIE. Students are not able to apply their financial aid and/or scholarships in support of non-approved programs.

  • All U.S. citizens and eligible non-citizens seeking financial assistance for their Study Abroad program must file the Free Application for Federal Student Aid (FAFSA) by Adelphi’s proscribed deadline, must have completed the verification process, and must have submitted all requested documents before departure for their program.
  • U.S. students and eligible non-citizens studying abroad for a semester or an academic year with approved programs will retain all of their federal financial aid and 50% to 100% of Adelphi institutional aid (scholarships, grants, etc.), provided students meet all applicable eligibility criteria for the awards. Students can use 100% of their Adelphi semester scholarships for program providers whose academic program fees total 65% or less of Adelphi’s semester tuition. For program providers whose semester academic program fees are higher than 65% of Adelphi’s semester tuition, students will be able to use 50% of their semester scholarships. This excludes work-study, athletic, residential, tuition discounts and Adelphi employee tuition remission/exchange.
  • U.S. students and eligible non-citizens who Study Abroad as a Direct Exchange retain all of their federal financial aid and 100% of their Adelphi institutional aid.
  • Certain Adelphi scholarships that require performance or service on campus, such as athletic and graduate teaching assistantships may not apply to Study Abroad.  Students should confirm in writing with the department where the award originates (e.g. athletics) when considering Study Abroad.
  • Tuition discounts, such as the AUI Progressed Student Remission, will not be granted to students during semester-long Study Abroad.
  • Students must disclose to the Office of Student Financial Services any additional awards they receive, such as travel scholarships provided by the program provider; failure to disclose these awards may result in the cancellation of a student’s program and disciplinary action from Student Conduct and Community Standards.
  • Students accepted to a program with tuition costs higher than Adelphi’s tuition are responsible to pay the additional cost to Adelphi.
  • Questions concerning mid-semester withdrawals and the impact on financial aid should be referred to the One-Stop Student Services Center.
  • Grades earned during Study Abroad will be considered by the Scholarship Review Committee for determining scholarship renewal.

Tuition and Fees

All tuition charges will be assessed to the student account for the relevant semester, and an international travel fee may also be applied.

Tuition remission cannot be used for Study Abroad, except as noted in the Tuition Remission policy.

Students are responsible for all travel-related costs, including but not limited to: immigration documents, airfare, room and board, international health insurance, damage deposits, student activity or facilities fees, excursions, entertainment, books, ground transportation, vaccinations, and personal expenses.

Federally Funded International Travel

Grants from some federal agencies and most federal contracts require that international travel, even if included in the award, be approved in advance by the sponsoring agency. Before making arrangements for international travel that will be funded by a grant or contract, the traveler should review the terms and conditions of the award or consult with the Adelphi University Grant Accountant office.

Fly America Act

Travel to international destinations supported by federal grants and contracts is subject to the Fly America Act (49 U.S.C. 40118), which requires to the maximum extent possible the use of U.S. carriers for travel that will be reimbursed from federal grants and contracts.  This requirement shall not be influenced by factors of cost, convenience, or personal travel preference. A U.S. flag air carrier service may include service provided under a Code Share Agreement with a foreign air carrier when the ticket, or documentation for an electronic ticket, identifies the U.S. flag air carrier’s designator code and flight number. The regulations concerning the use of foreign air carriers on federal funds must be followed by all Adelphi personnel, students, trainees, consultants and collaborators who are reimbursed for air travel with federally-funded prime awards or federal pass-through funds (subcontracts, subawards and subrecipient agreements).

Program Withdrawal or Termination

  • Students traveling to International Destinations are subject to local laws and regulations.
  • Students traveling to International Destinations with University-Sponsored Programs remain under the jurisdiction of Adelphi policies, rules, and regulations found in the Code of Conduct, Code of Academic Honesty, and in the Undergraduate and Graduate Bulletins. They are also under the jurisdiction of the codes of conduct of the host institution or provider. Program participation may be terminated for violations of either policy with the subsequent loss of credits and of tuition payment, and possible disciplinary action upon their return to campus.
  • Students withdrawing from a program for any reason, including a medical withdrawal, will be responsible for non-refundable expenses that were made on their behalf. In addition, they may be subject to refund policies of the study abroad host institution or provider. Mid-semester withdrawals for any reason will require the university to perform a recalculation of eligibility for financial aid.
  • In case of emergency program cancellation or repatriation mandated by Adelphi, host institution or program provider, the U.S. Department of State, CDC, or local government, Adelphi will attempt to provide completion of semester studies or alternative ways for students to complete their planned number of credits during the term involved without incurring additional tuition costs. Adelphi will not be responsible for additional costs as the result of program cancellation, including but not limited to emergency travel expenses, program fees, and housing fees. Students should review the insurance policies to determine if a portion of the expenses may be reimbursed.

Definitions

Direct Exchange: Classification of Study Abroad, as outlined in a partnership agreement, in which no tuition fees are charged to Adelphi University by the host institution.

High-Risk Destination:  Location categorized as Level 3: Reconsider Travel or Level 4: Do Not Travel by the U.S. Department of State or classified as Level 3: Reconsider Nonessential Travel, or Level 4: Avoid All Travel by the CDC.

International Destination: A location outside the 50 states of the United States of America. International Destinations do include U.S. territories such as American Samoa, Guam, Northern Mariana Islands, Puerto Rico, and the U.S. Virgin Islands.

Low-Risk Destination: Locations categorized as  Level 1: Exercise Normal Precautions or Level 2: Exercise Increased Caution by the U.S. Department of State or classified as Level 1- Practice Usual Precautions and Level 2- Practice Enhanced Precautions by the CDC.

Personal Travel: Travel on a program or for a purpose not affiliated with the University by an individual who uses their own funds, or other non-University funds, to support this travel. Personal travel includes additional independent travel before or after travel for University-Sponsored purposes that is not part of the official itinerary.

Short-term Study Abroad:  A student studying abroad on an approved program administered by a third party that is less than a semester long (e.g. programs that take place during January term, spring break, and summer).

Study Abroad: Students travel on a university-approved program to an International Destination for which the student receives academic credit.  The credit may be issued by Adelphi or transferred in from an institution or third party provider.

Travel Abroad: Students travel on a university-approved program for which no academic credit is awarded.  This includes, but is not limited to, programs such as alternative spring break, volunteer programs, and conferences.

University-Sponsored Programs include credit and non-credit bearing programs that:

  • have administrative support or an academic purpose that is under the supervision, direction, and/or advisement of a department or unit at Adelphi and/or,
  • receive funding from Adelphi that directly supports international travel.

Procedures

Forms

Related Information

Document History

  • Policy Origination Date: unknown
  • Last Reviewed Date: March 27, 2025
  • Policy Reviewed by: Policy Owner and Policy Experts – Substantive Changes
  • Last Approval Date: October 11, 2024

Who Approved This Policy

Executive Leadership

Policy Owner

Policy Experts

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