RESPONSIBILITY TO PAY FOR VOLUNTARY WITHDRAWAL
Students who withdraw from a study away program by choice are responsible for payment of fees according to the schedules below. Reasons for voluntary withdrawal may include choosing to stay on campus for a class, job, or research project, or opting for alternative summer plans such as an internship opportunity.
Voluntary Withdrawal from Duke-In Semester Programs
Duke-administered study abroad programs charge a program fee and Duke tuition, and require an advanced deposit. Duke-administered U.S.-based programs charge a program fee, Duke tuition, a separate housing fee, and require an advanced deposit. Students choosing to withdraw voluntarily from a Duke-administered semester program have the following financial responsibilities:
| Timeline of Student Voluntary Withdrawal | Amount of Program Cost Student is Financially Responsible to Pay |
|---|---|
| After deposit paid, through 42 days before the program start date | Advanced deposit Housing fee for U.S.-based programs* |
| 41 days through 1 day prior to the program start date | Advanced deposit Remaining program fee after deposit Housing fee for U.S.-based programs* |
| On or after the program start date through the second week of the program | Program fee plus 20% of tuition Housing fee for U.S.-based programs* |
| During the third, fourth, or fifth week of the program | Program fee plus 40% of tuition Housing fee for U.S.-based programs* |
| During the sixth week of the program | Program fee plus 80% of tuition Housing fee for U.S.-based programs* |
| After the sixth week of the program | Program fee plus 100% of tuition Housing fee for U.S.-based programs* |
*The separate housing fee for U.S.-based programs will be charged in full unless the room/bed reserved for that student is remarketed. If remarketed, the housing fee will be prorated based on cost until remarketing.
In the case of students receiving financial aid who signed a deposit waiver, the deposit amount will be charged to their Duke Bursar account at the time of withdrawal. Financial aid students withdrawing from a program should be sure to discuss the aid implications of withdrawal with their financial aid counselors before withdrawing.
Voluntary Withdrawal from Duke-In Summer Programs
Students choosing to withdraw from a Duke-administered summer program have the following financial responsibilities:
| Timeline of Student Voluntary Withdrawal | Amount of Program Cost Student is Financially Responsible to Pay |
|---|---|
| After signed Commitment to Participate form is submitted through March 15 | None |
| On or after March 16, through 1 day prior to the program start date | Cancellation fee of $1,500 for a one-course credit program $2,000 for a two-course credit program Housing fee for U.S.-based programs* |
| On or after the program start date through the final day of the program | Full tuition and program fee Housing fee for U.S.-based programs* |
* The separate housing fee for Duke in New York summer program will be charged in full unless the room/bed reserved for that student is remarketed. If remarketed, the housing fee will be prorated based on cost until remarketing.
Cancellation fees are charged to the student's Duke Bursar account at the time of withdrawal.
Students receiving financial aid from Duke who wish to withdraw from a program should discuss the aid implications of withdrawal with their financial aid counselors before withdrawing.
Voluntary Withdrawal from Duke-Approved Semester Programs
Students who choose to withdraw from a Duke-Approved program or institution are subject to the sponsoring program or institution’s refund policy. Upon withdrawal notification at Duke, any study away-related fees charged to a student’s Duke Bursar account will be removed.
Students receiving financial aid who withdraw from a Duke-approved program should discuss the aid implications of withdrawal with their financial aid counselors before withdrawing.
Voluntary Withdrawal from Duke-Approved Summer Programs
Students choosing to withdraw from a Duke-Approved summer program or institution are subject to the sponsoring program or institution’s refund policy. There is no Duke aid for non-Duke summer programs.
RESPONSIBILITY TO PAY FOR INVOLUNTARY WITHDRAWAL
Students who are required to withdraw from a study away program due to academic or disciplinary probation, suspension, or violation of the Duke Community Standard are responsible for payment of fees according to the schedules below.
Involuntary Withdrawal from Duke-In Semester Programs
Duke-administered study abroad programs charge a program fee and Duke tuition, and require an advanced deposit. Duke-administered U.S.-based programs charge a program fee, Duke tuition, a separate housing fee, and require an advanced deposit.
Students required to withdraw from a Duke-administered semester program due to academic or disciplinary probation, suspension, or violation of the Duke Community Standard, have the following financial responsibilities:
| Timeline of Student Involuntary Withdrawal | Amount of Program Cost Student is Financially Responsible to Pay |
|---|---|
| After deposit paid, through 42 days before the program start date | Advanced deposit Housing fee for U.S.-based programs* |
| 41 days through 1 day prior to the program start date | Advanced deposit Remaining program fee after deposit Housing fee for U.S.-based programs* |
| On or after the program start date through the second week of the program | Program fee plus 20% of tuition Housing fee for U.S.-based programs* |
| During the third, fourth, or fifth week of the program | Program fee plus 40% of tuition Housing fee for U.S.-based programs* |
| During the sixth week of the program | Program fee plus 80% of tuition Housing fee for U.S.-based programs* |
| After the sixth week of the program | Program fee plus 100% of tuition Housing fee for U.S.-based programs* |
*The separate housing fee for U.S.-based programs will be charged in full unless the room/bed reserved for that student is remarketed. If remarketed, the housing fee will be prorated based on cost until remarketing.
In the case of students on financial aid who signed a deposit waiver, the deposit amount will be charged to their Duke Bursar account at the time of withdrawal. Financial aid students who are removed from a program should discuss aid implications of withdrawal with their financial aid counselor.
Involuntary Withdrawal from Duke-In Summer Programs
Students who are required to withdraw from a Duke-administered summer program due to academic or disciplinary probation, suspension, or violation of the Duke Community Standard have the following financial responsibilities:
| Timeline of Student Involuntary Withdrawal | Amount of Program Cost Student is Financially Responsible to Pay |
|---|---|
| After signed Commitment to Participate form is submitted through March 15 | None |
| On or after March 16, through 1 day prior to the program start date | Cancellation fee of $1,500 for a one-course credit program $2,000 for a two-course credit program Housing fee for U.S.-based programs* |
| On or after the program start date through the final day of the program | Full tuition and program fee Housing fee for U.S.-based programs* |
*The separate housing fee for the Duke in New York summer program will be charged in full unless the room/bed reserved for that student is remarketed. If remarketed, the housing fee will be prorated based on cost until remarketing.
Cancellation fees are charged to the student's Duke Bursar account at the time of withdrawal.
Financial aid students who are removed from a program should discuss aid implications of withdrawal with their financial aid counselor.
Involuntary Withdrawal from Duke-Approved Semester Programs
Students who are required to withdraw from a Duke-Approved program or institution due to academic or disciplinary probation, suspension, or violation of the Duke Community Standard or due to violation of Duke-approved program provider are subject to the sponsoring program or institution’s refund policy. Upon withdrawal notification at Duke, any study away-related fees charged to a student’s Duke Bursar account will be removed.
Students required to withdraw from a Duke-approved program should discuss the aid implications of withdrawal with their financial aid counselors immediately.
FINANCIAL CREDIT FOR PROGRAM CANCELLATION
Cancellation of Duke-In Programs
In the event that local or world conditions should force the university to suspend or cancel a specific study away program, thereby causing no academic credit to be awarded, a credit equal to the amount of tuition paid at the time of cancellation will be issued to the Duke student's account. Non-Duke students will be issued a check. Please note, that in such circumstances Duke will only be able to refund uncommitted and recoverable funds from any non-tuition program fees.
If Duke terminates a program early but arranges for students to earn full or partial academic credit, the tuition amount remitted would reflect these circumstances. Whether or not academic credit is awarded would depend on the particular program and when the suspension or cancelation takes place, among other factors.
See the World Situation FAQ for a list of factors that inform decisions to suspend or cancel programs.
Financial aid students enrolled in a cancelled Duke-administered program should discuss aid implications with their financial aid counselor.
Cancellation of Duke-Approved Programs
Should another sponsoring program or institution cancel its program, its refund policy, if any, will apply.
Financial aid students enrolled in a cancelled Duke-approved program should discuss aid implications with their financial aid counselor.
RESPONSIBILITY-TO-PAY POLICY APPEALS
GEO recognizes there may be a need for students to withdraw from their program after the financial penalty deadlines have passed. Life happens and we can’t always predict the unforeseen when making major decisions like studying away. In light of this, GEO has a standardized process for financial appeals.
All programs have a common Responsibility to Pay schedule (see above) which are included in the Participation Agreement students and their guardians signed. GEO charges non-refundable fees because Duke enters binding contracts with vendors and pays deposits on behalf of study away students. These costs cannot be recouped after the financial penalty deadline.
Circumstances under which student appeals are not granted:
- A change in personal plans or calendar conflicts
- Missing the withdrawal deadline
- Voluntary academic plan changes
- Failure to understand the Responsibility to Pay schedule for the program
- Disciplinary or academic probation
If you have questions about whether or not your circumstances warrant an appeal, please consult with your program’s program manager.
Appeal Timeline and Process
Within 5 Business Days from Verbal or Written Notification of Withdrawal:
Students must submit their appeal via email to the program manager within five business days of verbal or written notification of withdrawal. Include the following details in an appeal:
- Student name and DUID
- Program name
- Detailed narrative outlining the reasons for the withdrawal. Appeals without detailed explanations will be denied.
The program manager will work with students to ensure the appeal is complete. Incomplete appeals could be delayed.
Within 10-14 Business Days from the Date of Appeal:
The GEO Appeals Committee will meet and review all complete appeals within 10 business days of receipt. The committee may send follow-up emails asking for additional information or further explanation. All information disclosed in appeals will be kept private. The GEO Appeals Committee will inform students of the outcome of their appeal within 14 business days of submission. Students may still have some financial responsibility even if their appeal is approved.
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