The Recommended Process for Handling Study Abroad Requests
Students interested in the Study Abroad program may find the following information helpful. The contact person for the HU Study Abroad Program is the Director of International Programs or designee whom may be reached via university campus telephone directory.
Students are required to apply for study abroad through the Director of International Programs or designee and, upon acceptance, complete a set of registration materials. The Director of International Programs or designee and the student prepare a budget, based on the information provided by the program provider. Listed below are the recommended steps for handling requests for assistance from administrators, students and/or parents.
- Students must first get permission from their respective Dean or Chair.
- Students must pre-register for a minimum of 12 credit hours (if student plans to do study abroad during Fall and/or Spring semester; register for at least 6 credit hours (if student plans to do study abroad during Summer semester); any exceptions to the minimum credit hours must first be discussed by the Director International Programs and the Director of Financial Aid or designee; must meet the Federal Standards of Academic Progress Policy and, must meet any other eligibility requirement(s) –consistent with applicable financial aid polices and/or regulations. The Director of International Programs or designee will pass pre-registration form(s) to the Registrar.
- Student must have a current financial aid record on file (i.e. valid, calculated EFC) at the time of submission of the study abroad application to the financial aid office.
- If however the student/parent pays all expenses out of pocket, (which does not include any portion of financial aid) than no review is necessary by the financial aid office.
- The Director of International Programs or the student will submit/provide the financial aid office with the application for review. Applications should be submitted at least 3-4 weeks in advance.
- The student MUST meet eligibility requirements; must have remaining eligibility in the applicable financial aid programs. If the student has exhausted eligibility; they can apply for a private education loan and, assumes all responsibility for securing a creditworthy endorser –if applicable.
- The Financial Aid Advisor completes the section on the application and submits to the Director Financial Aid or designee for review and approval.
- The completed application is returned to either the student and/or the Director of International Programs or designee.
- Federal Aid CANNOT disburse nor can we release proceeds to the student and/or parent (if applicable) prior to the start of the academic term; in case the student or parent is the recipient of private education loan funds, we cannot guarantee that funds will be readily available prior to the student’s departure for study abroad.
- HU funds and/or scholarships cannot be used to pay for study abroad expenses; there are NO EXCEPTIONS to this rule.
- The Director of International Programs or designee notifies the Business Office of which country the student plans to study abroad, so that proper currency exchange can be calculated.
- Depending on the organization to whom the study abroad is going through, for example, Institute for the International Education of Students (IES Abroad), a bill is sent to the Director of International Programs or designee who will forward to the Business Office for payment.
- The Business Office will determine if the student has enough funds to pay the balance or bill the student for the difference and, is responsible for the release of proceeds and/or refunds.
- Checks are printed co-payable to the student and the designated institution requesting payment.