Forms are updated each semester and are posted when available.
Forms for Semester Programs
Deposit Waiver Form (Duke programs only, Duke students only)
Home College/University Approval Form (Non-Duke Students Only)
Third Party Billing Form (Non-Duke Students Only)
Transfer Credit Approval Form (Duke students only)
Duke University policies and procedures apply to all students studying abroad/away on programs administered by Duke University, as well as to all Duke University students studying abroad/away on approved non-Duke programs. Details are available at https://registrar.duke.edu/university-bulletins/undergraduate-instruction.
Both students and their families should be familiar with these policies.
While acknowledging that all study abroad/away programs and overseas institutions have their own criteria for admissions, Duke University students are held to an institutional standard before being allowed to study abroad/away for credit.
Students are eligible to study away no earlier than Summer Session I of the summer following their first year.
For Trinity College of Arts & Sciences students: The minimum cumulative grade point average (GPA) required for Trinity students wishing to study abroad/away during the semester is 2.7 on a scale of 4.0. A student with a GPA lower than 2.7 must use the GPA Waiver Form to obtain permission from his/her academic dean before he/she will be approved for study abroad/away by the Global Education Office for Undergraduates (GEO).
For Pratt students: Pratt students must have a minimum 2.7 GPA in order to receive conditional approval to study away, and they must maintain a 2.7 minimum GPA in order to be allowed to participate in a study away program.
A student who is on academic or disciplinary probation or who does not meet academic continuation requirements will not be permitted to study abroad/away during the period the sanction is in effect, regardless of the student's acceptance to a program. Upon submission of the General Application questionnaire, the GEO will conduct a check of a student's academic and disciplinary record to determine eligibility to study away from Duke or, in the case of non-Duke students, from the home institution.
Students may not apply to study abroad/away programs while suspended from Duke.
As a participant on a Duke-approved or Duke-administered study abroad/away program, each student is a representative of Duke University, his or her home institution, and the United States, and should conduct himself or herself in a manner that reflects favorably on all.
Duke Community Standard: Duke students remain subject to the behavioral requirements set forth in the Duke Community Standard (the “Standard”) while participating on a study abroad/away program. While participating on a Duke-administered program, non-Duke students are also subject to the Standard. If a student violates the Standard, Duke, in its sole discretion, may terminate that student’s participation on the study abroad/away program. In such an event, the student agrees to leave the program and the student will not receive a refund or academic credit for the program.
Compliance with Laws: While on a Duke-administered program, students must comply with all applicable laws and regulations. If the program takes place outside of the United States, students are required to comply with all laws and regulations of the host country and city, including those regarding required travel documents such as obligations to obtain visas and study permits. It is the sole responsibility of the student to obtain the necessary permissions to enter or remain in a country.
Lectures/Field Trips: Duke-administered and Duke-approved programs may include required lectures and/or field trips that are considered germane to the educational experience. All enrolled students must participate in such activities unless exempted by the program director.
Late Arrivals/Early Departures: Duke-administered programs have established start and end dates, which include mandatory orientation programs. Without exception, each student must arrive in time for the official start date of their program and must remain until their program officially ends.
Duke students participating on Duke-approved programs should also abide by the official start/end dates of their programs. Please note that the Duke Global Education Office will not provide letters of permission for students to arrive late or leave early from Duke-approved programs.
All Duke students are required to meet continuation requirements while studying abroad/away.
Continuation requirements are explained for Trinity College students at http://trinity.duke.edu/academic-requirements?p=continuation-requirements and for Trinity and Pratt students, in the Undergraduate Bulletin.
An explanation of grades and how they could affect continuation requirements at Duke can be found at http://trinity.duke.edu/academic-requirements?p=end-of-term-grades.
Students should be aware that grade expectations and continuation rules apply to Duke-administered and Duke-approved programs alike. The fact that you may ultimately be earning transfer credit for your coursework does not relieve you from the high academic expectations of Duke University.
To meet continuation requirements while abroad/away, students must successfully complete the equivalent of three course credits per semester. For a four-course program, you must pass three courses to meet the requirements. For a credit-hour program, you must pass 12 credit hours to meet the requirements. Students who fail to meet continuation requirements while abroad/away must leave the university for at least two semesters (a summer session may be counted as a semester).
All courses taken while abroad on a Duke-administered or Duke-approved program must be approved by the appropriate academic department at Duke before academic credit will be granted by the University Registrar. See Academics: Course Approval Process
On semester study away programs, you must take whatever is considered a normal, full-time course load (not the minimum load) on your program or at your host institution. Failure to complete a full course load while on study away may result in being put on academic probation or being dismissed from the university due to continuation requirements not being met. Your course load could end up being more/fewer than four classes. See Academics: Course Load
Any student wishing to remain with the same study abroad program for an additional semester will need to complete a Notification of Extension of Study Abroad Form. Faxed copies of signed forms are acceptable. In addition, students should contact their academic dean prior to making a final decision to extend time abroad.
Students wishing to switch to a different program for an additional semester of study will need to request an extension of the Study Abroad Agreement in writing as described above and must submit a new Participation Agreement, complete with parent's signature, for the new program.
Duke students on Duke-administered and Duke-approved programs taught in English in non-English-speaking countries (e.g., OTS-Costa Rica, Denmark's International Study Program, NYU in Prague, etc.) are required to take at least one course in the local language while on the program abroad. The only exception to this policy is the ICCS program in Rome, where Greek or Latin may be substituted for Italian. If students do not comply with the requirement, only three course credits will transfer back to Duke for the semester, regardless of credits earned.
Duke University requires students to live in established program housing when the housing is guaranteed by the host institution or program provider. Duke University believes that program housing is best for health, safety, cultural immersion, and pedagogical reasons.
If students choose to or must secure independent housing on a Duke-approved program that does not guarantee housing, they should note that the Duke Global Education Office will not be able to assist students in securing or be liable for any logistical, financial, or legal issues that may arise regarding independent housing. If students choose to live in independent housing, they must be prepared to accept all associated risks and will be responsible for all expenses and arrangements.
Independent studies on Duke-administered programs must be pre-arranged in close consultation with the GEO and in accordance with Duke University’s independent study policies, as well as study abroad/study away credit transfer policies.
Students may not enroll in independent study courses at Duke while studying abroad/away from campus.
For independent studies/directed research courses and academic internships on Duke-approved programs, students must consult with the GEO about credit possibilities before going abroad. Students must also obtain approval from the appropriate Director of Undergraduate Studies (DUS), before going abroad and after return. To receive final approval for such courses, students must bring back evidence of written work in the course (syllabus, papers, exams, portfolio, etc.). To facilitate receiving more than 100 (lower-level) credit at Duke it is recommended that students write a term paper for these courses, even if the instructors do not require it.
For Art and Art History courses, for Independent Study Courses, Field Studies and Academic Internships you must in all cases obtain tentative approval through the Global Education Office before going and final approval from the Director of Undergraduate Studies (Trinity - Pratt) of the relevant department after you return. To receive final approval, you must bring back evidence of your written work in the course, namely a syllabus, papers, exams, portfolio. To facilitate receiving more than 100-level credit at Duke, it is recommended that you write a term paper for the course, even if the instructor does not require it. Final approval forms are available in the GEO.
All Duke students studying abroad/away and all non-Duke students studying abroad/away with Duke University, along with their parents or legal guardians, are required to sign and submit a Participation Agreement in the semester prior to departure.
Students who fail to submit properly completed forms by the published deadlines may not be placed on Study Away Agreement with the university and may not be allowed to study on a global education program.
Non-Duke students studying on Duke-In programs will receive instructions regarding the form at the time of acceptance. The signed form must be submitted by the date indicated in the acceptance letter. Parents may submit their signatures by fax, e-mail, or mail.
All study abroad/away forms are available for download on the student's application page at MyGlobalEd.
Juniors studying abroad/away who intend to apply for part-time status in the last semester of their senior year must request permission from their academic dean by April 15 preceding the academic year in which the part-time semester will be taken. View the directory of academic deans at: trinity.duke.edu/directory/dean
Duke University does not allow students, including those visiting from other institutions, to take courses on a pass/fail basis while studying abroad/away. All courses must be taken for a grade to receive academic credit at Duke. This applies both to Duke-administered credits and transfer credit courses taken on any program abroad/away.
Policies differ depending upon whether the student withdraws voluntarily, the student withdraws involuntarily, or the program was cancelled. See Finances: Refunds
Duke University is committed to educating undergraduates, not only in the traditional sense, but also with regard to practical lessons in civic engagement and social responsibility. To this end, the university supports service learning opportunities for students in both curricular and extracurricular realms. With regard to service learning opportunities abroad, credit expectations vis-à-vis service learning in Duke-administered programs will be clearly defined and explained in program literature.
NOTE: Students desiring to take service learning courses in non-Duke programs should make initial inquiries about credit to the GEO (firstname.lastname@example.org) before they go abroad; academic credit should not be assumed for service learning activities.
Duke University's definition of service learning for undergraduates is explained at http://civic.duke.edu/, a website devoted to civic engagement and social responsibility. To determine if a Duke-administered on-campus or abroad course receives the Service Learning (SL) label, faculty and administrators use the guidelines below as a starting point in assessing the academic merit of a given service learning opportunity:
- Students engage in a minimum of 20 hours of planned service activities.
- The service experience is integrally related to the academic subject matter of a course.
- Coursework involves critical reflection on the relationship between academic course content and the service experience.
- Coursework involves critical reflection on the ethical and civic dimensions of the service experience.
For Small Group Learning Experience (SGLE) to transfer, the Office of the Registrar will need an official letter or fax (on letterhead) from the instructor or program director stating two things:
- The format was a seminar or tutorial. Seminar generally means that student presentations were an integral part of the class.
- The class size - a number, which must fit Duke's rules for SGLE credit (generally 12 - 15 students, exceptionally to 18).
All seminar letters for credit abroad should be submitted to the Office of the Registrar via the Global Education Office.
Additional information about seminar criteria can be found in the Undergraduate Bulletin 2017-2018 (page 26).
The Study Abroad Fee will be charged by Duke University to all students participating in Duke-approved programs administered by institutions other than Duke University. See Finances: Study Abroad Fee
Duke students studying abroad or away on approved programs will be put on Study Agreement status for the duration of their study programs. Study Agreement status will preserve the student's place and standing at Duke while away from campus. See Academics: Study Away Agreement.
While on study abroad, students are not allowed to enroll in on-line courses for credit, Duke-originated or not, even if there are standing approvals for the same course number in the GEO Approved Course Database.
Any student withdrawing from a Duke-administered or Duke-approved international or domestic program must submit a signed Notification of Withdrawal from / Deferral of Study Away Form to the Global Education Office as soon as possible after withdrawal is decided.
Earning Credit: Students must complete the academic program requirements of the Duke program and/or foreign host institution in order to receive credit for study abroad courses. If students withdraw prior to completing course work, it is unlikely that they will be eligible to receive credit from foreign institutions, even if part of a Duke program.
Returning to Duke: Students are responsible for making all arrangements for their return to campus the following semester and should consult their academic dean as soon as possible. The logistics and timing of a student’s return to the Duke campus would be dependent on the applicable Duke academic regulations and conversations with Trinity College or Pratt School of Engineering deans and other university administrators. If a student withdraws in time to return to the Duke campus for the semester (that is, by the end of the semester's drop/add period), he/she may enroll in courses back at Duke on a space available basis.
Financial Aid Implications: Financial aid recipients considering withdrawal after the start of a study abroad program (and after the start of classes on Duke's campus/their home campus) should discuss the situation with the issuing financial aid office prior to making a final decision.
Insurance: Requirements & Suggestions
All students must have U.S.-based health insurance with coverage in foreign countries for the duration of their program.
Duke University requires all students studying away/abroad on Duke-administered and Duke-approved programs to be covered by adequate sickness and accident insurance from a U.S.-based insurance carrier for the duration of their programs. If students are planning to use their existing domestic insurance carrier abroad, they should check with this carrier to ensure that their coverage will extend overseas, as they will be financially responsible for all medical expenses incurred during their program.
Students should be sure to review and understand their coverage prior to departure. In most instances, medical expenses incurred abroad will first need to be paid by the student out of pocket, after which he or she will need to seek reimbursement from their insurance carrier. Health insurance plans may not cover all health care costs, including those incurred as a result of visiting out-of-network providers. As such, consideration should be given to purchasing a supplemental, short-term medical insurance policy. There are many potential options, some of which may be found at www.insuremytrip.com/travel-insurance-plans/?stateSelector=5058. As a matter of policy, the Duke Global Education Office (GEO) does not recommend any particular medical insurance product, nor does Duke/GEO cover the cost of primary or supplemental insurance.
Duke students studying abroad can elect to purchase the Duke Student Medical Insurance Plan administered by Blue Cross/Blue Shield of North Carolina. See www.studentaffairs.duke.edu/studenthealth/health-insurance. Non-Duke students in need of insurance coverage abroad should consult the student services and/or study abroad offices of their home institutions for suggested or recommended U.S.-based carriers.
Due to laws and regulations in certain countries, programs, and/or foreign institutions, some programs abroad will require students to enroll in country-specific supplemental insurance plans. Please note, however, that enrollment in such plans does not exempt students from the requirement of having U.S.-based insurance coverage while on their programs.
Duke University has contracted for international medical, security, and travel assistance services, managed and administered by a company called International SOS (ISOS). For both Duke students and non-Duke students, ISOS membership is automatically active upon enrollment in a Duke-administered study away program. For complete details, see: International SOS (ISOS): Emergency & Travel Assistance Service.
Duke University does not prohibit students from operating motor vehicles for personal use while on their study abroad/away program, but it does discourage it. Those students who plan to operate a motor vehicle during personal travel must be sure to obtain the proper credentials for legally operating a vehicle in the applicable state/foreign countries, and must obtain liability and collision insurance that will cover them and their vehicle(s) in the United States/abroad.
Duke University is not responsible for a student’s personal property that is lost or stolen while the student is studying abroad/away. Students are encouraged to insure their property from loss or theft while abroad/away, since out-of-pocket replacement expenses for lost or stolen personal items (e.g. laptops, iPhones, digital cameras, etc.) can be quite costly.