Hartwick college

Below you will find information pertaining to the terms and policies for Hartwick College's January Term Off-Campus Programs. Be sure to read all policies carefully. If you have any questions, please contact Global Education, Golisano Hall, 607-431-4079.

Application Deadlines
Application Process
Program Fee
Expenses Included in the Program Fee
Expenses NOT Included in the Program Fee
Acceptance into a January Off-Campus Program and Deposit
Final Payment
Making Payments
Financial Assistance
Withdrawal and Refund Policy
Immunizations
Trip Cancellation Insurance
Medical Insurance Coverage
Passports
Passport Photos
Credits and Grades for Hartwick Students
Board and Credit Fee Reduction
Contact the CFI

Application Deadlines

Students interested in participating in an off-campus J Term program should submit applications as early as possible. Submission of an application, which requires program director signature, does not indicate acceptance. After you have submitted your application, it will be reviewed by the program director and you will be notified of a decision by the Director of Global Education.

Once a course reaches its maximum participant capacity, applicants will be placed on a waitlist and contacted only if space becomes available in the program. Sophomores, juniors, and seniors are encouraged to apply in time for the spring deadline to assure a place. First-year students and transfer students may apply in the fall when they arrive on campus.

• Spring Deadline: April 20, 2012
• Fall Deadline: September 20, 2012

Application Process

Students interested in participating in an off-campus January Term program must complete a Program Application, which is available from your program director. The application includes the Application Form, the Financial Agreement Form, the Emergency Contact Form, the Medical Information Form, and Conditions for Participation & Assumption of Risk Form. Please be sure to answer all questions thoroughly. Incomplete applications will not be considered. You will need to obtain your academic advisor's signature, the program director's signature, and a parent/guardian signature.

Signature of the program director does not signify automatic acceptance into a program. Program directors will review all applications received and select the participants. Completed applications must be submitted to Global Education by the published deadline, not to the program director. Incomplete applications will not be considered.

Students who apply to an off-campus J Term program must demonstrate the competencies outlined below:

• Ability to be flexible and adapt to new environments
• Responsibility for own medical and psychological needs/emotionally healthy for the six months prior to participation
• Maturity to respect the host culture as well as fellow program participants

The Office of Global Education has the right to check students' academic, disciplinary, and medical histories, which may be considered in the selection process.

Applications are available for downloading from our Applications and Forms page. Click here to access the page.

Program Fee

Students who enroll in an off-campus J Term program pay a program fee to cover the costs of the program. Fees listed on this Web page are estimated in advance and are subject to change based on fluctuating currencies, increased airfares, fuel surcharges, general inflation, etc. Program costs will be monitored and, if necessary, a fee adjustment will be announced October 10, 2012. Students have until October 30, 2012 to pay any additional adjustment fee.

Please note: Failure to pay the $500 deposit by April 30, 2012, or the full program fee by August 5, 2012, will result in the student being dropped from the program. At that time, students from the waitlist will be reconsidered for acceptance into the program.

Expenses Included in the Program Fee

• Round-trip airfare from the program-specified U.S. gateway airport including all departure taxes, passenger facility charges, and any applicable airport departure taxes AND/OR program-related ground transportation as indicated by course itinerary
• Lodging
• Most meals; some meals may be the responsibility of the participant; the program director will inform accepted participants if this is the case
• Museum entrances and other course-related activity fees
• Study-abroad medical insurance for students traveling overseas
  

Expenses NOT Included in the Program Fee

• Transportation from the participant's home to the gateway airport and return
• Fees for deviations from group airline reservations and accommodations (e.g., travel dates, single room)
• Passport or visa services (or services to obtain other required travel documents)
• Immunizations
• Any costs incurred by reason of absence or deviation from the program for any reason whatsoever, including medical emergencies, transportation delays, or legal situations
• Trip cancellation insurance

Acceptance into a January Off-Campus Program and Deposit

Applicants who submit a complete application by the deadline and earn the program director's approval will be provisionally accepted into the program contingent upon their submission of the program deposit and all required application forms. Approved applicants will receive notice via campus mail. The parents or guardian also will receive a copy in the mail. J Term acceptance letters will detail the responsibilities of participants and request that a non-refundable $500 deposit be submitted to Student Accounts immediately to reserve the applicant's place in the program. Students are not considered accepted into a program until the $500 deposit is received by the date indicated in the acceptance letter.

Deposits are due as follows:

• Spring Admits: April 30, 2012
• Fall Admits: September 30, 2012Final Payment

Once this deposit is received, students will be fully accepted into a program and the balance of the program fees will be billed to them in their student account. Spring admits will be billed in July; Fall admits will be billed in October.

• Spring Admits Final Payment Deadline: August 5, 2012
• Fall Admits Final Payment Deadline: October 10, 2012

Please note: A student's entire Hartwick College balance (including all off-campus program fees) must be paid by the final deadline in order to be eligible for participation in an off-campus program.

Failure to pay by the deadline will result in the student being dropped from the program.

Making Payments

All payments must be made at or mailed to the Office of Student Accounts, located in Bresee Hall.

• The initial deposit of $500 and payments toward the balance of the program fees and/or a student's account may be paid in the form of cash, check, or credit card.
• Payments made online by transferring money from a bank account carry a $5 fee per transaction.
• To pay by credit card (MasterCard, Discover, or American Express), please call 800-722-4867. (There is a 3-4% charge for this service.)

Checks should be made payable to "Hartwick College" and also should indicate "J Term" and the program location on the memo line of the check.

Financial Assistance

Three scholarships are available to help defray some costs of an off-campus program: the Florence and George Hutman Scholarship for International Study, the Dobert Family Scholarship and the Andrew and Betty J. Anderson J Term Scholarship. Students must complete the International Scholarship form.

Students seeking other financial assistance for off-campus January Term programs should contact the Financial Aid Office, Bresee Hall, 607-431-4130. Loan options are available to students and their parents to cover these program costs.

Please note that although the initial $500 deposit fee may be included as part of your loan budget, these funds will not be made available to you until a later date. The Financial Aid Office will not include J Term costs in your budget or certify a loan until the initial $500 deposit is paid. Please contact the Office of Financial Aid for more information about loan options.

Withdrawal and Refund Policy

Students who decide to withdraw from an off-campus program must do so by submitting a Withdrawal Form, available online and from Global Education, Golisano Hall. No refunds will be issued without this form. Withdrawals are effective as of the day the form reaches the Center for Interdependence.

• If a student withdraws from a program or is dismissed from a program prior to September 30, 2012, and does not transfer to another program, only $300 of the $500 deposit will be refunded. If a student transfers to another program, he/she can apply the entire $500 deposit to that second program.
• If the withdrawal or dismissal is effective between September 30 and November 1, 2012, the student will be charged 30% of the program fee.
• If the withdrawal or dismissal is effective between November 2 and December 1, 2012, the student will be charged 50% of the program fee.
• If the withdrawal or dismissal is effective between December 2 and the first day of the course, the student will be charged 75% of the program fee.
• If the student withdraws or leaves a program for any reason on or after the scheduled departure date, no portion of the program fee will be refunded and any expenses incurred by the student to return home are his or her sole responsibility, and not the College's.

Withdrawal Form (pdf document) is available for downloading from our Application and Forms page.

Immunizations

Travel information is given by each program director and also can be found on the Blackboard site that is provided for all students accepted into an off-campus J Term program.

Perrella Wellness Center highly recommends that students refer to the CDC Web site for further information on travel destination: http://www.cdc.gov/.

Trip Cancellation Insurance

Trip cancellation insurance is a safeguard against unforeseen events such as family matters, personal illness, world events, etc., which could keep a student from participating in a program.

Hartwick College highly recommends that students protect their investment in the program by buying trip cancellation insurance. The College does not endorse or promote any specific company or policy. For more information, please contact:

STA Travel www.statravel.com
Travel Guard www.travelguard.com
Travel Insured International 800-243-3174 HTH
Worldwide http://www.hthtravelinsurance.com/trip_protection.cfm

Medical Insurance Coverage

Hartwick College requires all individuals participating in an off-campus program to have health, accident, and hospitalization insurance. In addition, students going overseas will be covered by a special study abroad insurance policy that includes coverage for expenses relating to sickness, injury, medical evacuation, accidental death, and repatriation.

Passports

Students participating in an international off-campus program MUST submit a new readable photocopy of their passport to the Office of Global Education to complete the application. Passports must be valid for six months beyond the dates of travel (June 2013).

If a student does not have a passport or will need to renew it, she/he should review the procedures on the U.S. Department of State Web site and apply early, as requests may take up to three months to process.

Please note: Passport information is often required for the booking of international travel arrangements, so it is imperative that students submit their passport information in a timely manner. Failure to do so may result in ineligibility.

Passport Photos

Passport photos (2"x2") can be obtained at the following local locations:

Walgreen's
99 Chestnut Street
Oneonta, NY 13820
607-433-5101

Rite Aid Pharmacy
5626 State Hwy
Oneonta, NY 13820
607-432-8636

Walmart
5054 State Hwy 23
Oneonta, NY 13820
607-431-9557

Credits and Grades for Hartwick Students

Off-campus programs during January Term typically carry 4 credits and a grade. Many courses satisfy the Experiential Learning requirement of the Liberal Arts in Practice Curriculum.

Board Credit and Fee Reduction

Students living on or off campus who are enrolled in a weekly board plan will receive a board credit for the duration of the time they are off campus participating in a Hartwick College January Term program. Block plans do not qualify for board credit. Certain programs for which board expenses at the host site are subsidized are excluded from this credit provision. Students should inquire at the Office of Student Accounts for specifics regarding the amount of their individual credit.

Contact Global Education

Global Education
Hartwick College
1st Floor, Golisano Hall
Oneonta, NY 13820
Phone: 607-431-4079 | Fax: 607-431-4008