Policies & Procedures
Study Abroad Policies & Procedures
Student policies are updated annually and included in the MSU Academic Bulletin. For 2016-17, these are found in the Academic Degrees and Programs section on pages 62-67.
Application & Student Selection Process
All MSU students are eligible to apply for education abroad if they are in good academic and disciplinary standing with a minimum cumulative GPA of 2.00. Transfer students must be admitted to MSU as a student prior to applying to participate in education abroad programs and must meet all participation requirements at the time of application. Freshmen will be considered for admission to education abroad programs on a case by case basis.
Eligibility and requirements for individual programs will vary and may be determined by the program director or program provider. This may include a higher GPA requirement, course prerequisites, language fluency, and/or other requirements as determined by the program. This information is available for providers on the provider website and for MSU programs online at murraystate.edu/educationabroad. Participants enrolled as students at MSU who do not also have faculty or staff status must participate in education abroad as a student or intern earning credit for the program. Exceptions to the required credit enrollment may be issued for internship or research programs. MSU alumni may participate in education abroad programs by enrolling for credit at MSU.
Participants who wish to bring companions on their education abroad program will be considered on a case-by-case basis. Approval should not be assumed and is not guaranteed.
A completed application will include an MSU application through the online application system, which may require an essay, reference, and transcript. Additional application components such as proof of language proficiency may apply for specific programs as determined by the program or provider. Application to an education abroad program does not automatically assume admission to the program. All application components, including disciplinary standing with Murray State University, will be taken into consideration for program approval. Applicants to provider programs will require a separate application to the provider. Applicants to provider programs must complete and submit both the MSU and provider applications to have your application to the program considered complete. Your provider application may also have additional essay, audition, language proficiency, or prerequisite requirements for admission. Applicants found to have falsified information will be disqualified from participation.
Incomplete applications will not be reviewed. Complete applications will be reviewed by the appropriate selection committee. Selection committees consist of the leadership of the program applied to as well as a representative of the Education Abroad Office (EAO). Interviews may be requested. Admission is competitive and not guaranteed. Admission decisions cannot be appealed. Applicants to provider programs will be subject to provider selection standards.
Exchange Program Selection
Applicants to MSU Exchange Programs will be interviewed at MSU by a committee of faculty and/or professional staff. If nominated to participate in the exchange, the application is then submitted to the exchange university for full review and approval. Failure to submit any additional materials required for the exchange in a timely manner will result in rejection by MSU to the exchange program. Final admission decisions are made by the exchange university and issued directly to the student and simultaneously to the EAO. Exchange admissions will fall on the admission schedule of the exchange university. The MSU EAO has no control over when this will take place or what the outcome will be. Admission decisions cannot be appealed.
In some cases conditional admission may be issued to an applicant. This means the applicant must meet specific conditions within a certain time frame in order to be fully admitted to the program. If these conditions are not met within the specified time allotted, the applicant will be rejected from the program. While under conditional status, applicants are considered full participants, are expected to attend class, and must meet all program obligations.
Some programs are in high demand and may receive more applications than space available. A waitlisted applicant may be moved to full admission should a fully admitted applicant drop out of the program far enough in advance of program departure.
An application may be rejected for several reasons including, but not limited to: cumulative GPA below 2.00, poor academic or disciplinary standing at MSU, an incomplete application, poor reference, or inadequate academic connection to the program course(s).
Admission decisions are sent via email to the email address provided in the MSU online application. Once approved or conditionally approved to participate in an education abroad program, it is the responsibility of the participant to login to the online application to complete the Post-Acceptance steps for their program. The Post-Acceptance deadlines are posted on the EAO website at murraystate.edu/studyabroaddeadlines. Post-Acceptance steps not completed by this date will have an education abroad HOLD placed on their MSU account until completion is final and charged a $250 non-compliance fee.
The application fee is nonrefundable.
Registration for courses is the responsibility of the participant. Until participants are registered for appropriate courses at MSU financial aid and education abroad scholarships cannot be released for any program. Program fees may not be placed onto a participant account until registration is complete. This does not mean that participants are not enrolled in the program, but that they are not officially registered to receive academic credit. Registration requirements vary by program and is detailed below.
ERA Scheduling. Students on all study abroad programs must enroll in the appropriate section of ERA, Experience Rich Activity, and answer a set of pre-departure and post-program questions about their experiential program. No credit is awarded for this course and no tuition is charged for this course.
Exchange Program Scheduling. Students will enroll in a section of INT 310 to make up a total of 12 credit hours for semester students, thus showing full-time enrollment. If a participant is taking both a web course with MSU and studying abroad for the semester, then the web course plus an INT 310 section for 9 hours will result in full-time enrollment. INT 310 is a placeholder course that enables financial aid and scholarships to be released to a student account. A grade of 'R' will be issued for the INT 310 course at the end of each semester. When an official transcript is received from the university abroad, the INT 310 course will be replaced with the actual courses taken abroad.
MSU Signature Faculty-Led Program Scheduling. Students participating in short-term MSU Signature Faculty-Led programs will take a pre-departure course or a post-program course, or both, that will be tied to the program abroad. Both the pre/post course and the program abroad will count toward the course grade and attendance and active participation in both will be required. Course enrollment will be determined as follows:
Semester Faculty-Led Program Scheduling. Semester faculty-led students will enroll in MSU courses, creating a schedule on MyGate that shows regular semester MSU courses that are taught in the location abroad.
Winter Faculty-Led Program Scheduling. Winter programs are scheduled as a second-half fall semester course OR a first-half semester spring course. Your program description in Horizons and your faculty will have this information for you to ensure you enroll in the correct course.
Spring Break Faculty-Led Program Scheduling. Participants in spring break programs will schedule for a full spring semester course according to the MSU spring schedule of classes.
Summer Faculty-Led Program Scheduling.
- Participants in summer programs that conclude within two weeks of the close of spring semester will be scheduled in their study abroad course for the second-half spring semester term.
- Participants in summer programs that do not conclude within two weeks of the close of spring semester - "true summer" will be enrolled in INT 310 for 0 credit hours for the second-half spring semester term, when their class will begin meeting. Additionally, participants in "true summer" programs will enroll in the content course for the summer session that most closely matches the dates of the program abroad. Enrollment in both of these ensures compliance with state and federal regulations and allows release of MSU program billing and support funds through federal aid or scholarships.
CCSA/KIIS/Experience Scotland/CEA/ISA/LdM Program Scheduling. Courses are credited through the partner/provider. Students will work with MSU and the partner/provider to complete a Concurrent Enrollment Form, which serves as a placeholder and enables the usage of federal aid and study abroad scholarships toward the cost of your program. It is the participant's responsibility to complete all requirements with the partner/provider to ensure proper course enrollment. See the Course Credit and Grade Transfer section to ensure you have completed requirements for course transfer. Students who do not seek appropriate credit may be expelled from the program or not receive academic credit upon return.
IBS/IPAI Program Scheduling. Students participating in these programs will register for classes at MSU under the MSU faculty they were recruited by for the program.
Course Credit & Grade Transfer
It is the responsibility of the participant to understand prior to studying abroad how the course(s) they wish to take will figure into graduation requirements. Credit is not automatic. Students must follow the appropriate procedure for their program as detailed at murraystate. edu/studyabroadprocedures. Students who do not obtain credit approval prior to the start of the program may be rejected or expelled from a program and/or fail to receive academic credit upon return.
Students who take courses abroad that have not been pre-approved are not guaranteed credit upon return. Students should make sure they do not enroll in courses on their education abroad program that will count for courses at MSU that have already been completed. If a course is transferred back to substitute for an MSU course that was already completed, MSU’s repeat policy will be followed.
Course approval and registration must be completed prior to student orientation and program departure in order to receive credit for the program. Courses will not be created or re-created for a student after a program has been completed.
It is vital that participants in all study abroad programs understand prior to studying abroad how the courses they wish to take will transfer back to MSU and figure into graduation requirements.
Faculty-Led Signature Programs (including IBS and IPAI). Students participating in Faculty-Led Signature programs enroll in regular MSU courses that appear on MyGate registration as such. No additional paperwork is required. Registration is the responsibility of the participant and will not be done by the EAO or any other party on the student's behalf.
Exchange/CEA/ISA/Non-MSU Programs. Students must complete the Anticipated Evaluation of Credit (AEC) form with their advisor to ensure a proper substitution at MSU exists for which credit can be gained toward graduation. It is the responsibility of the participant to discuss credit with the advisor and gain all written approvals in the allotted time frame. The AEC guarantees credit only for the courses that are listed on the form. Students who take courses abroad that have not been pre-approved through the AEC are not guaranteed credit upon return.
KIIS & CCSA Courses. Course approvals are listed on the program descriptions in the MSU Horizons system. It is the responsibility of the participant to ensure enrollment with KIIS or CCSA in WKU courses that will transfer back to MSU as courses that have not already been taken at MSU. If a course is transferred back as an MSU course that was already complete, the MSU repeat policy will be followed. Students participating in a course that has not yet been approved or for which the student seeks alternate approval must complete an Anticipated Evaluation of Credit (AEC) form with their advisor in order to receive full course approval. The AEC approval process must be completed prior to student orientation and program departure in order to receive credit for the program. Students who do not seek appropriate credit may be expelled from the program and/or fail to receive academic credit upon return. A WKU transcript will be sent to MSU at the close of the program to be configured into the MSU gpa and accounted for on the MSU transcript.
Education abroad courses taught by MSU faculty are submitted directly to MSU unless taught through a consortial partner (such as CCSA, KIIS, Experience Scotland). This submission may not meet the regular submission schedule. Some students may receive an “Incomplete” grade until the program and course assignment deadlines are completed. It is the responsibility of the participant to ensure that all materials/ coursework are submitted by the MSU deadline to have their earned grade submitted for the program course(s).
All grades received from foreign or domestic institutions on behalf of MSU students who earn college credit will be calculated into the MSU cumulative grade point average (GPA). If letter grades are received, these will be configured into the MSU GPA. In order to receive pass/fail credit for education abroad courses, the transferring institution must send the grade report in the form of pass/fail without letter grades.
Education abroad grades are received directly from program providers and institutions abroad and cannot be reported by the participant. Grades will be issued via paper and mailed by the institution reporting the grades. The academic calendars of education abroad programs do not traditionally match the MSU academic calendar. As such, grades are often received after the following semester has begun at MSU.
Until the student’s transcript arrives the student’s MSU status may not show satisfactory academic progress. As a result, Federal Financial Aid and Scholarships may be held until the transcript is received and grades/credit posted to the academic record. This does not mean that these funds will be revoked by MSU, but until a transcript is received that confirms satisfactory academic progress (SAP)satisfactory academic progress has been met, funds will not be available for use.
If a participant wishes to appeal a grade, this appeal must take place with the program provider and faculty member who issued the grade. MSU cannot change grades issued by another institution. For MSU issued grades, refer to the MSU policy on grade appeals.
Exchange Program Fee
Exchange program students will be billed at MSU for the applicable exchange program fees. The Horizons program description details which fees will be charged at MSU. Full-time semester tuition is charged at MSU at the rate normally applied based on classification and residency. Additional charges for MSU web classes taken while on the exchange program will apply. Additional fees may or may not include room, board, excursion fees, visa fees, and other exchange program charges. When a program fee is not charged to a student account or does not include room and board, these expenses will be paid by the participant on-site.
MSU Signature Program Fee
Students will be billed to their MSU account for the Signature program fee. MSU billing can be set up on a payment plan through the MSU Bursar’s Office. Setting this up through myGate is the participant’s responsibility. Billing is not applied to a participant account until the participant registers for the education abroad class. It is possible that class registration will take place after bills have been sent out by the Bursar’s Office. It is the student’s responsibility to check their myGate account and make payments on time for their program. Billing timelines are set by the Bursars’s Office and follow this schedule.
Signature Program Tuition
Students on MSU Signature Programs will have tuition assessed as follows:
• Fall/Spring Second-Half Semester and Spring Break Courses for Undergraduate Students: Tuition is charged to the MSU account at your regular full-time tuition rate. Students taking fewer than 12 on-campus hours will be assessed an additional per hourly rate for the education abroad course. This means that students taking web classes to meet full-time credit hour requirements but taking fewer than 12 hours on campus will be assessed tuition charges based on the instructional method (traditional or web) for the education abroad course(s).
• Summer Courses: Students will enroll in the summer course and will have their tuition waived for the program course(s).
• Fall/Spring Second-Half Semester and Spring Break Courses for Graduate Students: Students will incur additional tuition charges for their second-half semester and spring break education abroad course.
Provider Programs Tuition
Undergraduate participants in provider programs will not pay additional tuition at MSU for their provider program abroad. Graduate student participants will be charged tuition at MSU when registered at MSU for a winter, semester, spring break, or second-half semester course. Graduate students will not be charged MSU tuition for courses when they are registered at a provider receiving a transcript from another institution. Graduate students will not be charged summer tuition when registered at MSU for summer education abroad courses.
For full program withdrawal, an applicant must submit in writing his/her intention and reason for withdrawing from an education abroad program to BOTH the MSU EAO and to the program provider (if applicable). Until written notification is received in the EAO and the applicant receives a confirmation email from EAO, approved and conditional applicants are considered full participants in the program and billing will remain on the student account.
Participants withdrawing from a program for any reason after the withdrawal deadline, found online at the Deadlines page, will be assessed any fees that cannot be recovered for the program. This may be up to the full cost of the program. Withdrawal fees will be charged to the participant’s MSU account. Withdrawal fees will apply whether or not the full program fee has been applied to the student account by the withdrawal date.
Withdrawal or expulsion from programs while abroad will result in a failing course grade. Course grades for medical withdrawals will be considered on a case by case basis. Withdrawals or expulsions taking place while abroad will receive no program refund and the cost of returning home will be at the participant’s expense. Program cancellation due to terrorist activity or acts of nature will follow the withdrawal policy.
It is the responsibility of the student to drop classes or withdraw from their education abroad classes through myGate when withdrawing from the program. Refer to the MSU “Schedule Change” policy in the Academic Bulletin for fees and restrictions. Lack of participation in class or failure to pay program fees does not constitute program withdrawal. Spring Break program participants who attempt to drop the class after the program abroad experience will receive an E for the course. Students who drop/add after receiving course approvals may become ineligible for Federal Financial Aid and will be at risk of courses not transferring and/or not applying to degree completion.
Financial Aid and Scholarships
To apply Federal Financial Aid to an education abroad program, participants must be taking courses in the program that will count toward graduation requirements. Participants who have received the maximum Federal Financial Aid eligibility during the fall and spring academic year may not be eligible for additional semester or summer aid for education abroad. To be eligible for summer aid participants must complete a FAFSA for the current academic year if it is the first time requesting federal financial aid. Participants who are eligible for and have not yet met the maximum Pell for the academic year could receive Pell for the education abroad program.
Participants receiving education abroad scholarships and Federal Financial Aid will receive them as an award on their MSU myGate account. If the MSU account has a zero balance, awards will then be used to cover education abroad fees that are applied to the MSU account. For provider programs, these fees may be sent to the provider from MSU if a Promissory Note is completed with the Bursar’s Office. It is the participant’s responsibility to ensure that education abroad fees are paid in full prior to departure. Participants who receive a refund of any kind are encouraged to check their myGate account and the program provider account to ensure there is a zero balance prior to utilizing refunds for other expenses.
Participants on summer programs must be enrolled for at least 6-credit hours for the
summer term to be eligible for federal student loans. Participants may meet this 6-hour
requirement by enrolling in a 3-credit hour education abroad program in addition to
a summer session at MSU.
Study Abroad Scholarship Application
In order to be considered for education abroad scholarships administered within the Education Abroad Office, students must first complete the online program application. The online scholarship application becomes available after the program application status is either ‘pending’ or ‘approved.’ Applicants must submit all required pieces of the application in order to be considered for scholarship funding. Incomplete applicants will not be considered under any circumstances.
Study Abroad Scholarship Eligibility
Eligibility guidelines for education abroad scholarships are specified at the Funding page. Guidelines may include a minimum GPA requirement, specific major requirements, or financial need requirements. Applicants should apply only to those scholarships for which the eligibility requirements are met. Students who do not meet the minimum eligibility requirements will not be considered.
Study Abroad Scholarship Selection
Applications will be reviewed by a committee. Award notifications are made via email to the email address provided in the online application approximately three weeks after the scholarship deadline. Scholarships are competitive and applicants should make every effort toward submitting the best application possible for the greatest chance to receive funding. Applications found to have falsified information will be disqualified for scholarship funding of any kind.
Current MSU Scholarship Recipients
According to the website of the U.S. Department of State (DOS) at travel.state.gov, Travel Warnings are issued by the U.S. DOS “when long-term, protracted conditions that make a country dangerous or unstable lead the State Department to recommend that Americans avoid or consider the risk of travel to that country. A Travel Warning is also issued when the U.S. Government’s ability to assist American citizens is constrained due to the closure of an embassy or consulate or because of a drawdown of its staff.” Understanding that the DOS issues Travel Warnings for parts of a country and not the whole, MSU supports education abroad programs taking place in countries with a travel warning if the following are in place:
• the formal geographic region of study must take place in a location that is NOT under a current Travel Warning; and
• program providers, or MSU faculty if the program is a Faculty-Led MSU Signature Program, must provide proof that insurance coverage is valid in the country and region of study; and
• program providers, or MSU faculty if the program is a Faculty-Led MSU Signature Program, must provide full exit strategy and warning details to the MSU Education Abroad Office and to participants; and
• program travel for sponsored excursions must not take place in the geographic region under the Travel Warning; and
• participants, providers, and MSU faculty shall not travel independently or as part of a program activity to the geographic region under the Travel Warning; and
• participants and MSU faculty agree to sign a Travel Warning Release Form prior to travel to the country
Outside Scholarship Sources
Students who have been awarded funds from outside sources must inquire directly with those sources and/or the Scholarship Office to verify what portion of funds may be available to apply to education abroad fees.
Travel Warning for Certain Countries
According to the website of the U.S. Department of State (travel.state.gov), Travel Warnings are issued by the U.S. Department of State:
"when long-term, protracted conditions that make a country dangerous or unstable lead the State Department to recommend that Americans avoid or consider the risk of travel to that country. A Travel Warning is also issued when the U.S. Government's ability to assist American citizens is constrained due to the closure of an embassy or consulate or because of a drawdown of its staff."
Understanding that the DOS issues Travel Warnings for parts of a country and not the whole, MSU supports study abroad programs taking place in countries with a travel warning if the following are in place:
- the formal geographic region of study must take place in a location that is NOT under a current Travel Warning; and
- program providers, or MSU faculty if the program is a Faculty-Led MSU Signature Program, must provide proof that insurance coverage is valid in the country and region of study; and
- program providers, or MSU faculty if the program is a Faculty-Led MSU Signature Program, must provide full exit strategy and warning details to the MSU Study Abroad Office and to participants; and
- program travel for sponsored excursions must not take place in the geographic region under the Travel Warning; and
- participants, providers, and MSU faculty shall not travel independently or as part of a program activity to the geographic region under the Travel Warning; and
- participants and MSU faculty agree to sign a Travel Warning Release Form prior to travel to the country.
Passport & Visa
Participants may travel via personal vehicle, commercial airlines, and other public and private transportation both stateside and abroad. During this travel participants will be subject to airline and TSA rules, and rules and regulations of foreign entities, which may change at any time without notice. Transportation delays or cancellations are not the responsibility of MSU or the program provider. Cancellations and delays may result in the loss of program time abroad and/or the cancellation of activities without refund to the participant. MSU and/or the program provider will make every possible effort to work with airlines and other transportation providers to reschedule travel that affects program length and activities as little as possible.
onduct It is the responsibility of the education abroad participant to:
• Adhere to the MSU Student Life Handbook and Policies found online at murraystate.edu/studentaffairs; and
• Communicate in a timely manner with the EAO, program provider (if applicable) and faculty member at the contact details provided in the application; and
• Provide a personal email address that belongs to the participant and check that account regularly for information requests, program status reports, and/or other updates; and
• Complete all application and program materials him/herself; and
• Read all program materials; and
• Provide accurate and correct information to the best of his/her knowledge and complete all mandatory components of the application and post-acceptance by the indicated deadlines; and
• Attend mandatory education abroad orientation; and
• Comply with the laws of the foreign country; and
• Comply with the rules and regulations of the university of study and/or the program provider and attend all program and class activities; and
• Obtain the appropriate approval for courses in writing prior to participation in the program; and
• Notify the EAO in writing of a decision to withdraw from the program, paying any unrecoverable costs already spent on their behalf if withdrawal takes place after the withdrawal deadline found online at murraystate.edu/studyabroaddeadlines; and
• Complete required forms and processes required by the offices of MSU, including but not limited to, the Offices of Financial Aid, Scholarships, Registration, and Housing, and maintain full-time status while abroad in order to ensure applicability of scholarships and financial aid both for the program and upon return to MSU; and
• Purchase travel insurance that covers the duration of the program.
Misconduct abroad will become part of a participant’s permanent Murray State University disciplinary record. Visiting students on MSU programs will have their home university notified in the event of disciplinary action against the student. Resulting charges including but not limited to property damage, excessive use of electricity where applicable, mistreatment of property, lack of cleaning, and personal charges to MSU program faculty, directors, or accounts will result in a direct financial charge to the participant’s MSU account to cover charges in full.
Conduct that interferes with or inhibits the experience of others, both participants and non-participants, whether in residential settings, classrooms, and any public domain, including during independent travels, could be grounds for expulsion from the program. Engagement in risky activities such as vehicle rental or extreme sports is at the participant’s own risk. It is the participant’s responsibility to determine whether any travel insurance will cover these activities.
Any use of illegal substances as defined by United States statute will result in expulsion from the education abroad program. Repeated alcohol intoxication that impairs active participation in the program, disrupts the participation of others, or disrupts the program itself may result in expulsion from the education abroad program and other sanctions as stated in the MSU Student Life Handbook.
Expulsion will result in failure of the courses taken on the program, regardless of expulsion date, including expulsions made prior to the Murray State University Drop Date. Expelled students will be sent home immediately at their own expense regardless of visa classification or on-site grace period allowance. In event that a participant is expelled, removed, or withdraws from a program, MSU will notify the Emergency Contact person listed in the education abroad application. Expulsion details will become a permanent part of the MSU disciplinary record and will require a meeting with the MSU Disciplinary Officer upon return to Murray State to resume studies.