Policies, Terms, and Conditions

General Eligibility

To participate in an LMU Study Abroad program, students must:

• Be a fully matriculated LMU undergraduate student
• Be in good academic standing, as determined by the Office of the Registrar
• Be in good disciplinary standing, as confirmed by the Office of Student Conduct & Community Responsibility (OSCCR)
• Have financial clearance from LMU Student Accounts
• Be at least 18 years old at the time of program departure
• Have a cumulative GPA of 2.5 or higher (or higher if required by the study abroad provider)
• Meet any additional program-specific eligibility criteria (e.g., class standing, prerequisites, language proficiency, etc.)

Class Standing Requirements

• First-year students are eligible to study abroad beginning the summer after completion of their first academic year.
• Transfer students are eligible to study abroad after completing one semester at LMU.
• A majority of programs are open to sophomores, juniors, and seniors; some programs may have additional class standing or academic requirements.

Participation Expectations

All accepted participants must:

• Abide by LMU’s Student Conduct Code and all university policies.
• Comply with the host country’s laws, host institution regulations, and study abroad provider guidelines.
• Attend all required pre-departure orientations and meetings.
• Complete all assigned tasks including online health and safety modules, visa processes, etc.
• Maintain eligibility through program departure, including academic, disciplinary, and financial standing.

LMU Application Deadline

While providers may advertise different deadlines, all LMU students must submit their LMU application and the provider application (if required) by the LMU-stated deadline, unless the provider’s deadline is earlier—in which case, students must meet the earlier deadline. Deadlines are announced each term on the LMU Study Abroad website. Students are encouraged to apply early, as applications are reviewed on a first-come, first-served basis.

Students are solely responsible for knowing and meeting all application and financial deadlines. This includes the responsibility to notify parents, guardians, or financial sponsors of program commitments, deadlines, and associated costs.

Required Materials

An application is not considered complete or time-stamped for review until:

• All required application materials are submitted.
• The non-refundable program deposit is received.

You may submit only one LMU Study Abroad Program Application per term. Submission of an application and/or payment of a program deposit does not guarantee acceptance or placement in a program. Final approval is based on eligibility, space availability, and program or provider review.

Transcripts

First-semester transfer students must submit an official or unofficial transcript showing their cumulative GPA from their previous institution if they do not yet have an LMU GPA.

Passport

All students must have a passport valid for at least six months after their program end date. Students should apply for or renew their passports as soon as possible if necessary. Expedited processing is strongly recommended, particularly for Spring programs, as visa timelines may be tight. Students are fully responsible for acquiring any necessary student visas required to participate in their study abroad program.

Students acknowledge that failure to secure necessary visas or travel documents does not exempt them from program financial obligations or withdrawal policies.

All students must complete all application and enrollment forms and tasks as instructed. These include, but are not limited to:

• Program participation agreements
• Health and safety forms
• Travel, housing, and emergency contact details
• Course registration and academic forms
• Financial and insurance documentation
• Health, safety, and security modules
• International Travel Registry, U.S. Department of State’s Smart Traveler Enrollment Program (STEP) enrollment, and International SOS profile creation

Student Responsibilities

Students must:

• Monitor their LMU email and application portal.
• Complete all tasks by posted deadlines.
• Submit accurate, complete, and truthful information.

Failure to complete forms or tasks may result in withdrawal and forfeited fees. LMU may add, revise, or remove forms at any time as needed for program administration and student safety.

Passports

Students are responsible for maintaining a valid passport through at least six months beyond their program’s end date.

Visa Requirements

Many countries require student visas. Students must:

• Understand visa requirements.
• Apply promptly and attend required appointments.
• Pay all visa-related costs.

Securing a visa is solely the responsibility of the student. Students should begin visa applications as early as possible to allow sufficient processing time. Inability to obtain a visa does not exempt the student from other applicable institutional policies, including financial commitments and withdrawal penalties.

International Students

F1 and J1 students who study abroad must consult the Office for International Students and Scholars (OISS) for U.S. reentry signatures and host country visa guidance.

Academic Planning

To ensure academic continuity:

• Review your Degree Works to identify degree requirements.
• Research course offerings for your selected program.
• Consult the Registrar’s Study Abroad Reports and Transfer Course History to understand past course approvals and transferability.

Full-Time Enrollment

All students studying abroad must maintain full-time enrollment, defined as at least 12 U.S. semester credits, regardless of study abroad provider requirements.

Transfer Course Review (TCR)

If your program offers transfer credit (not LMU credit), you must:

• Submit a TCR for intended and backup courses prior to departure.
• Include syllabi for courses not previously reviewed.
• Submit TCRs only for the program to which you are applying.

Note: TCRs are accepted only during the semester prior to study abroad and require at least 10–15 business days for processing.

LMU is committed to supporting students with disabilities during study abroad programs.

Please note the following:

• Limited Control Over Facilities: LMU does not own, operate, control, or manage the housing, classrooms, transportation, or other services used in study abroad programs. These services are provided by international partners or third-party organizations operating independently from LMU.
• ADA Limitations: The Americans with Disabilities Act (ADA) is a U.S. law and does not apply outside the United States. Consequently, accommodations abroad are not guaranteed by U.S. legal standards, and accessibility varies depending on the country and provider.
• LMU does not guarantee accessibility accommodations abroad equivalent to U.S. standards, and availability depends on local infrastructure and partner cooperation. Students with disabilities are encouraged to initiate accommodation requests as early as possible. LMU will assist in coordinating accommodations but cannot guarantee outcomes.

Requesting Accommodations

For Students Already Registered with LMU’s Disability Support Services (DSS):

• Students who currently receive accommodations through DSS will be prompted during the enrollment process to indicate whether DSS should share their approved accommodations with the Study Abroad Office.
• The Study Abroad Office will collaborate with program partners to request comparable accommodations abroad, such as:
  • Academic accommodations (e.g., extended time on exams, note-taking assistance)
  • Mobility accommodations (e.g., wheelchair-accessible housing or classrooms)

For Students New to DSS:

• Students who do not have documented accommodations but anticipate needing support abroad, especially for housing or classroom accessibility, will need to work with DSS to begin the enrollment process. This option is particularly relevant for students who live off campus or have not previously requested accommodations at LMU.

Securing accommodations abroad may require time to coordinate. Students are encouraged to begin this process as early as possible. LMU will make every reasonable effort to support students’ needs; however, availability of accommodations depends on local infrastructure and partner institutions.

Tuition & Program Fees

All tuition and study abroad fees are billed through your LMU Student Account. Students do not pay fees posted on provider websites. Students participating in LMU-approved study abroad programs are charged LMU’s standard home school tuition and a program fee.

LMU tuition and program fee for study abroad include:

• Tuition (earned credit for approved coursework)
• Housing
• International emergency medical insurance
• On-site support services (e.g., orientation, advising, emergency assistance)
• Cultural activities

Some programs may also include meals, airport transfers, or local transportation.

Tuition and program fees remain the same regardless of whether a student enrolls in the maximum allowed number of credits or takes fewer credits.

In addition to these program components, your LMU tuition and program fee support comprehensive services provided by the Study Abroad Office and other LMU departments, including:

• Academic and program advising
• Course articulation and academic credit integration
• Pre-departure orientations and programming
• Information sessions and outreach
• Program portfolio development and oversight
• Emergency support, risk management coordination, and health, safety, and security audits of program partners conducted by the Office of Global Safety and Security
• Liaison support with partner institutions abroad

Exclusions: Airfare, passport/visa fees, personal expenses, books, or additional housing/damages are not covered in the program cost.

Financial Aid & Scholarships

Students retain eligibility for LMU financial aid in approved semester programs. Full-time enrollment abroad is required for aid to apply. Students are encouraged to:

• Meet with a Financial Aid Counselor.
• Apply for scholarships offered by LMU and study abroad providers.

Program Deposit

A non-refundable deposit is required for all applicants and is applied toward the program fee. The deposit amount is:

• $500 for semester programs
• $750 for summer programs

Deposit refunds are granted only under the following circumstances:

• Student is denied admission by LMU or the program partner.
• Student is waitlisted and declines to apply to another program.
• The program is canceled by LMU.

Students withdrawing after acceptance are subject to the following charges:

Withdrawals must be submitted in writing via the Study Abroad Withdrawal Form. This applies regardless of reason (e.g., visa denial, conduct violation, health concerns, or ineligibility).

Students are responsible for disclosing any mental health conditions that may impact their participation. If a student exhibits behavior posing a danger to themselves or others, LMU and program partners may require professional evaluation or treatment locally or in the U.S. at the student’s expense.

Failure to comply with treatment or safety protocols may result in program withdrawal and repatriation. LMU is not liable for any consequences arising from the inability of host countries to accommodate psychological or physical health needs.

Mandatory Program Housing Policy

All students participating in LMU-approved study abroad programs are required to reside in housing arranged by LMU or its designated program partners. Independent housing is not permitted under any circumstance.

This housing requirement applies to all LMU study abroad locations and program types, including faculty-led, semester, and summer programs. Housing placements are made in collaboration with trusted international providers and are selected to meet LMU’s standards for student safety, accessibility, and support.

This policy exists to:

• Ensure the health and safety of all participants
• Maintain equitable access to program services
• Facilitate effective communication and emergency response
• Support academic and cultural integration

Students who choose not to reside in the assigned housing will not be permitted to participate in the study abroad program and will be subject to standard withdrawal procedures and any associated financial penalties.

Housing Policies Abroad

Housing arrangements abroad are determined by the program provider or host institution and may differ significantly from LMU campus housing. Students must:

• Abide by the rules and expectations of their assigned housing, including curfews, guest policies, and noise regulations.
• Understand that housing assignments are typically final and requests for changes may not be accommodated.
• Accept responsibility for any damages, lost keys, or fines related to housing misconduct.
• Be aware that housing types may include homestays, residence halls, apartments, or shared accommodations, which may offer limited privacy.

LMU is not responsible for housing changes initiated by third-party providers and/or host institutions.

Students often travel independently during weekends or breaks. To ensure student safety and accountability:

• Students must inform their program staff of any overnight travel away from their host city.
• Travel during academic sessions or required program activities is not permitted.
• LMU and program staff are not responsible for students during independent travel.
• Students should avoid travel to U.S. Department of State Level 3 or 4 Advisory regions.
• Students should stay aware of their surroundings and follow local laws while traveling independently.

Behavioral Expectations

Students must:

• Comply with LMU’s Student Conduct Code.
• Respect host country laws and institutional rules.
• Exhibit responsible, respectful, and inclusive conduct.

Violations

Misconduct may lead to:

• Immediate removal from the program (without refund)
• Loss of academic credit
• Disciplinary referral through the Office of Student Conduct & Community Responsibility (OSCCR)
• University-level consequences, including suspension or dismissal

Dismissals are coordinated by LMU Study Abroad in consultation with the host institution, provider, OSCCR, and academic deans.

Participation in study abroad programs may require students to share personal information with third parties (e.g., visa authorities, host universities, insurance providers). By enrolling in an LMU program, students:

• Consent to the collection and sharing of personal data as needed for academic, immigration, health, and emergency purposes.
• Agree that LMU may, in accordance with FERPA, share limited directory information (e.g., names and LMU email addresses) with other students participating in the same program to support group communication.
• Must maintain access to a reliable smartphone with data and international calling capabilities for safety and communication.
• Acknowledge that digital security standards abroad may differ; students should avoid transmitting sensitive data on unsecured networks.
• Are responsible for backing up important documents and securing devices with passwords or encryption.

LMU is not liable for data breaches or issues arising from use of third-party platforms.

All students must adhere to local, national, and program-specific health regulations, including policies addressing communicable diseases such as COVID-19 or future epidemics/pandemics. This may include requirements such as:

• Masking, social distancing, and hygiene practices.
• Proof of vaccination or health screenings.
• Quarantine or isolation procedures.
• Testing requirements before, during, or after travel.

Students are required to monitor their health, report symptoms, and follow local and program guidelines. Non-compliance may result in dismissal without refund.

Insurance & Medical Care

LMU provides emergency medical coverage through ACE/International SOS; routine care, pre-existing conditions, or long-term care is not covered. Students must maintain separate, comprehensive health insurance and be prepared to pay upfront for care if required abroad.

Disclaimer: LMU reserves the right to revise public health requirements at any time.

Health Risks

Students acknowledge that international travel carries health risks. LMU may modify, cancel, or suspend programs due to evolving health conditions without prior notice. Students are responsible for understanding local healthcare practices and travel risks.

In the event of political unrest, natural disasters, public health emergencies, or other crises:

• Students must follow the guidance of LMU, program staff, and local authorities.
• S. students are strongly encouraged to register with the U.S. Department of State’s Smart Traveler Enrollment Program (STEP). International students should register for equivalent services from their home country.
• Students must keep passports and essential documents secure and accessible. Students should carry both physical and digital (scanned) copies in case of loss or emergency.
• Emergency situations will be managed in collaboration with LMU’s Office of Global Safety and Security, International SOS, the university’s emergency medical and security provider, and the local study abroad provider.
• Students must keep their emergency contact information updated in their LMU study abroad portal and with the study abroad provider.

LMU reserves the right to relocate, suspend, or cancel programs in response to emergent threats, and is not liable for resulting costs or academic impacts.

LMU reserves the right to cancel, modify, or suspend programs or program components; adjust tuition or fees due to currency or vendor changes; and alter housing or itineraries to support group safety and feasibility. LMU is not responsible for any resulting costs or losses incurred by students.

While participating in an LMU Study Abroad program, students may be photographed, recorded, or quoted by LMU staff, host institutions, or program providers during program activities. These images, videos, or comments may be used by LMU or its international partners in materials such as websites, social media, brochures, and other promotional or informational platforms.

By participating, students understand that their likeness (including photo, voice, or words) may appear in such materials without payment or prior approval.

International partners and host institutions may also have similar policies. Students should expect that their likeness may be used in local or partner media and materials as part of the program experience.

If a student appears in published materials and wishes to have their content removed, they should contact the Study Abroad Office, which will make reasonable efforts to remove or request removal of the content where possible.

While abroad and after returning, students are responsible for completing the following tasks to ensure academic, administrative, and campus reintegration:

• Submit all required post-program evaluations by the published deadlines.
• Ensure official transcripts are sent directly to the LMU Office of the Registrar.
• Monitor Degree Works to confirm transfer credit articulation.
• Attend any required reentry sessions hosted by the Study Abroad Office.
• Register for the following semester’s classes while abroad, during LMU’s regular registration period.
• Secure on-campus housing, if needed, by LMU Housing’s published deadlines.

Failure to complete these steps may result in delayed credit transfer, registration holds, or loss of housing eligibility.

By participating in an LMU Study Abroad program, students acknowledge that international travel and study abroad activities involve inherent risks, including but not limited to risks associated with travel, local infrastructure, political conditions, health and safety, and third-party service providers.

Students assume full responsibility for all such risks, whether known or unknown, and voluntarily waive any claims against Loyola Marymount University, its officers, employees, agents, or partners for any injury, loss, or damage suffered in connection with the program, except to the extent caused by LMU’s gross negligence.

Students agree to indemnify and hold harmless LMU and its affiliates from any claims, liabilities, damages, or expenses arising out of their actions or omissions during the program, including during independent travel.