Policies for Semester Programs

Student Eligibility to Apply for Off-Campus Programs

Earlham students who meet the requirements of each individual Program as outlined on Program information sheets are eligible to apply. Each Program has its own set of criteria, which may include a language requirement or specific course requirement.

The Application Process

Application materials for Earlham off-campus semester Programs are available in the International Programs Office, 132 Bolling Center. Applications consist of several components, including a four year plan and form signed by the Academic Advisor, a recommendation form completed by a faculty member, a set of essays to be completed by the applicant, a form signed by the Financial Aid Office, a form signed by the Student Development Office, and an application form and essays to be completed by the student.

Completed applications are due in the International Programs Office by 5:00 on the application deadline. Deadlines are posted in IPO, on the IPO website, and in Today @ Earlham.

Selection Criteria for Earlham Semester Programs

Criteria for selection include but may not be limited to, the following:

  • Carefully prepared application materials and academic plan, signed by the student’s Academic Advisor, that verifies that the student has a viable plan to complete required general, major and minor courses for graduation.
  • Appropriateness of the Program for the student.
  • Personal qualities of the student and ability to benefit from and contribute to the Program in a new cultural context.
  • Special competencies and requirements (such as language skills or pre-requisites for courses).
  • Demonstrated emotional stability and maturity, indicating the ability to lead a stable, responsible and healthy lifestyle. The International Programs Office may therefore consult with the relevant college personnel for advice concerning, but not limited to, recent and serious medical or emotional problems, recent and serious violations of acceptable community behavior such as substance abuse, threats of physical harm, damage or destruction of property, sexual assault. Students on social probation are not eligible to participate.
  • Academic Status. Students must be in good academic status with the College. Students who are on academic probation are ineligible to participate on off-campus Programs.
  • Financial Aid. Eligible students may apply their Earlham financial aid toward one Earlham or Earlham-approved Program. Off-campus study must be part of the 8 semesters of aid.
  • Accounting. Students must be in good standing with the Accounting Office. All prior semesters must be paid in full in order to participate.
  • Program Limitations and Priority Factors. If there are more students than there are spaces in the Program, priority will be given based on factors such as quality of overall application including the above-mentioned criteria, as well as seniority, ability to participate at a later date, previous experience in an off-campus Program, and academic major or minor.
  • Presentation in interview with Faculty Leader or faculty representative.
  • Late Applications. Students who submit applications after the published deadline should include a written explanation of why their application is late. Acceptance of late applications is at the discretion of the Faculty Leader and IPO.

The Student Selection Process

A selection committee composed typically of the Faculty Leader(s), past Program participants, and a representative from IPO reviews the application materials. In addition to the application materials, an interview is also an important component of the selection process.

The International Programs Office may consult with relevant college personnel for advice concerning, but not limited to, serious medical or emotional problems, violations of acceptable community behavior such as alcohol or drug abuse, threats of physical harm, damage or destruction of property, or sexual assault.

No student is guaranteed acceptance to any specific Program. Programs are subject to capacity limitations and other admissions criteria.

After the selection of students has been made, the International Programs Office will send a letter to all applicants informing them of the results. In some cases, students may be placed on a waitlist. If there is a withdrawal from the Program, waitlisted applicants may be reconsidered.

A student who has not been selected may appeal the decision. For an appeal to be considered, the student must be in good standing with the College and eligible to participate. The appeal must be in the form of a letter and should be submitted to the Director of the International Programs Office. A sub-committee of the International Education Committee will review the appeal. The International Programs Office will inform the student of the results of the appeal. Results of all appeals are final.

The Student Acceptance Process

The International Programs Office informs students of the results of the selection process in a formal letter sent to the student’s campus mailbox. Faculty may inform students after the formal letter from IPO has been sent. Students are informed of the Conditions of Acceptance in the acceptance letter. Participation in the Program is contingent upon:

  • continued good standing with the College
  • satisfactory academic work prior to the Program
  • willingness to be a cooperative and responsible group member throughout the experience, beginning with the required orientation on campus
  • active participation in the required Cross-Cultural Explorations I course
  • ability to engage in Program activities
  • continued good standing with the Earlham Accounting Office
  • completion and submission of all required documentation, which includes a conditions and release document, medical forms and proof of insurance, passport and orientation documentation, and visa materials if applicable. If the student is under 21 years of age, the conditions and release form must be signed by a parent or guardian.

Failure to meet all of the above the conditions may result in a student being disenrolled from a Program.

The Program Deposit

A $350 deposit is required of each participant after selection. The deposit is part of the total Program fee. It is due in the Earlham Accounting Office on the designated date provided in the acceptance letter. The deposit will not be refunded if a student withdraws from the Program after the designated date, except in the case of an emergency or illness.

The Program Cost and Billing

Earlham Semester Programs cost the same as tuition, room and board, and fees on campus. Students are responsible for travel costs to and from the Program site, for costs of independent travel, for books and materials, for passport, visa and health costs, and for personal expenses.

Students will be billed on the regular Earlham billing cycle.

Participation

Participation in the Program is voluntary, but students agree to participate in the Program and cooperate with Earlham College, the Faculty Leader, and the group in all aspects of the Program.

Student Withdrawal from a Program

Students who withdraw from the Program should notify IPO immediately by phone or e-mail, followed by a signed statement of withdrawal. IPO will then notify the necessary offices on campus: The Registrar, Residence Life/Student Development, Accounting, Financial Aid. Students who withdraw from the Program after the deposit is due and who have not made the deposit, will be charged $350.00. In addition to forfeiting the deposit, students who withdraw from the Program within one month prior to the departure date will be required to compensate the College for expenses committed on their behalf. Students who withdraw between the first day of the Program and the end of the second week will be refunded 65% of the total Program fee. Students who withdraw from the beginning of the third week to the end of the fifth week will be refunded 30% of the total Program fee. After the end of the fifth week of the Program, there will be no refunds.

Cross-Cultural Explorations I

Participation in this 1-credit course is required for enrollment in an Earlham off-campus Program. There will be 5-6 two-hour sessions, plus an all-day session with the group and the Faculty Leader. These sessions are designed to prepare participants for the cross-cultural experience. Earlham students will receive 1 semester hour credit (ID24). There is no charge for the credit, which is applied to the transcript upon completion of the off-campus Program. During the preparation course, students will be provided with a Program Handbook with important information. Parents/guardians will also receive the Handbook. Students who do not complete all course sessions may be disenrolled from the Program.

Cross-Cultural Explorations II

Upon returning to campus after participating in an Earlham off-campus Program, students are required to enroll in this 1-credit, 7-week course. CCEII will guide students in processing and analyzing their off-campus experiences, and it will help students to think about ways to build upon and integrate those experiences into their future and career plans.

Insurance

All students on Earlham off-campus Programs are required to have medical insurance that covers them when they are outside of the United States. In addition to personal health insurance coverage, Earlham provides students and staff on Earlham off-campus Programs with travel insurance through Travel Guard by Chartis Insurance.  Earlham also provides all students on our Programs with the International Student ID card sponsored by STA Travel, which provides supplemental travel insurance coverage when traveling outside the country. 

Program Dismissal

The Faculty Leader, in consultation with the International Programs Office at Earlham, has the authority to establish expectations necessary for the operation of the Program. Should the Faculty Leader or Director of International Programs decide that a student must be terminated from the Program, that decision will be final. Expectations include:
Active participation in the Cross-Cultural Explorations I course, satisfactory academic work, ability to meet the financial obligations of the Program, willingness to be a responsible and cooperative group member, conformity to Program rules and expectations, upholding laws and regulations of the area, good health that promotes effective participation, disclosure of material information requested by the Program, and appropriate conduct in the host community or host country. Conduct that is potentially dangerous to the student or to others, such as the use or possession of illegal drugs or excessive alcohol consumption, may result in termination from the Program. Serious physical or mental health issues that hinder the student’s ability to participate successfully may also result in termination from the Program. Students who are dismissed from a Program or who leave a Program early will receive no credit for the semester.

The International Programs Office and the Faculty Leader will work together to coordinate a student’s return trip and to coordinate information on the Earlham campus.

Risks and Responsibilities

Participation in an off-campus semester Program involves risks not found in study at the College. These may include, but are not limited to: risk involved in traveling to and within and returning from the Program site; political, legal, social and economic conditions; different standards of design, safety and maintenance of buildings, public places and conveyances; local medical and weather conditions. Students assume responsibility for their actions and well being at all times: prior to the Program, during the Program, during the independent periods, and following the Program. It is the responsibility of the student to consult with the United States Consulate and other appropriate agencies and authorities regarding the advisability of travel to other areas in the region if traveling overseas. Prior to departure for the Program, students are asked to register with their national embassy in the country in which they will study. Students must accept these risks and responsibilities.

Arrival and Departure from Program Site

Students are required to arrive at the Program site by the date specified. Students are expected to complete the Program and remain at the Program site until the specified departure date. Students who arrive prior to or depart after the scheduled Program dates are responsible for their own costs.

Courses, Academic Credit and Grades

Students are required to be fulltime students throughout the Program and will be enrolled in all of the courses offered on the Earlham off-campus Program. Independent studies, audits, the Credit/No Credit option and variable credit are not permitted. Credit is awarded only as indicated on the course schedule.

Grades from Earlham off-campus Programs will be included on the Earlham transcript and will be calculated into the grade point average. Students must complete the entire semester Program on-site in order to receive any academic credit.

Student Conduct and Health

Students are required to obey the conduct requirements of the individual Program. Students are required to be in good physical, mental and emotional health to complete the Program.

Students who participate in Earlham off-campus programs are required to be up to date on all vaccines and inoculations listed as needed for their specific Program.  There will be no exceptions to this policy for philosophic or religious reasons.

Independent Travel

Students are responsible for their expenses during the independent travel period.

Breakage, Damage, and Loss of Items

Students who are responsible for breakage or damage in the living situations or in the classroom setting will be charged for the cost of repair or replacement. Students who lose host family or other keys pertaining to the Program will be charged for replacement and other associated costs.

Program Evaluation

Students are expected to complete a Program evaluation before returning from the Program.

Program Changes

Earlham reserves the right to terminate or alter a Program at any time and for any reason, without prior notice. Every attempt will be made to keep students apprised of these changes as they arise.

Print Friendly and PDF

Earlham College, an independent, residential college, aspires to provide the highest-quality undergraduate education in the liberal arts, including the sciences, shaped by the distinctive perspectives of the Religious Society of Friends (Quakers).

Earlham College
801 National Road West
Richmond, Indiana
47374-4095
1-765-983-1200 — Main Switchboard
1-800-EARLHAM (327-5426) — Admissions