Policies for EPIC Advantage Faculty-Led Programs
Earlham students who are rising sophomores, rising juniors, rising seniors, and May graduates are eligible for one EPIC Advantage experience. That may be a summer faculty/student research experience or a faculty/student community project experience. EPIC Advantage internships have different eligibility requirements. Please see the FAQ on the EPIC Advantage website for the latest guidelines.
Eligibility to Apply
Application ProcessStudents must complete an application, which is available via Terra Dotta. The date that the application opens will be announced at the beginning of each fall semester. After the applications are reviewed, the faculty leader(s) will conduct interviews for the program. Students may apply for one program.
Student Selection ProcessThe faculty leader(s) reads the applications, interviews the students, and makes the final decisions regarding selection.
If there are more applications than there are spaces in the EPIC Advantage program, some students may not be able to participate. Factors such as the quality of the application and interview, seniority, or ability to participate at a later date will be considered. Some students may be placed on a waitlist and some students may not be accepted.
Students will be informed through Terra Dotta by the Center for Global and Career Education about whether they are accepted to the program, put on a waitlist, or not accepted.
Selection Criteria for EPIC Advantage Research and Community ProjectsEach experience is different and each has its own set of criteria. The following criteria for selection will be important in all programs:
- how carefully and thoughtfully the application is written;
- how appropriate the EA experience is for the student;
- whether the student has the special competencies or skills (e.g. language or lab skills) needed for the experience; and
- whether the student has demonstrated the emotional stability and maturity to lead a stable, responsible, and healthy lifestyle during this experience.
ParticipationParticipation in the EA program is voluntary. Students agree to participate and to cooperate with Earlham College, the faculty leader(s), the Center for Global and Career Education, and the program group in all aspects of the EA Program.
Failure to meet and maintain the above conditions may result in being withdrawn from a program.
Student WithdrawalStudents must confirm their participation in an EPIC Advantage research or community project by January 15. Students who choose to withdraw from the EPIC Advantage program after that date should notify the Center for Global and Career Education immediately in writing. If a student chooses to withdraw after January 15, or if a student becomes ineligible for the program for any reason after that date, then a student who is using their EPIC Advantage funding will have two options: the student may either reimburse the College for all costs incurred on their behalf and remain eligible for a different funded EPIC Advantage experience in the future, or the student may forfeit a future funded EA experience and pay nothing for the program in which they are no longer participating.
Dismissal from an EA ProgramThe faculty leader(s) and the Center for Global and Career Education staff, in consultation with other Earlham College faculty and staff, have the authority to establish expectations necessary for the operation of the EA program. If the decision is made to terminate a student from the program, that decision will be final. Students who are withdrawn from an EPIC Advantage program will not be permitted to join another EA program at a later date.
InsuranceAll students who participate in an EA program are required to have a personal health insurance policy that covers them throughout the experience. In many cases, this means insurance that covers them outside the U.S. The Earlham student insurance policy covers students outside the U.S. All Earlham faculty and students on off-campus programs are covered by emergency insurance provided by AIG. This coverage includes worldwide travel assistance, medical assistance, and safety and security assistance.
Risks and ResponsibilitiesParticipation in an EPIC Advantage experience involves risks not found in study at the College. These risks may include, but are not limited to: risk involved in traveling to, within, and returning to the EA sites; political, legal, social and economic conditions; different standards of design, safety, and maintenance of buildings, public places and conveyances; local physical and weather conditions. Students assume responsibility for their actions and well-being at all times: before and during the EA program, and during any independent periods. It is the responsibility of the student to consult with the U.S. Department of State and other appropriate agencies and authorities regarding the advisability of travel to other areas in the region if traveling outside the U.S. Students must accept these risks and responsibilities.
Cost and BillingStudents are given the opportunity to have one funded EPIC Advantage experience, whether that is an internship or a program. Once a student has completed a funded EPIC Advantage experience, there will be no additional financial support for a second program. Students who choose to participate in an EA program using their one-time EPIC Advantage funds will not be billed for the program, with the exception of possible flight costs (see below). The costs of visas, if required, will be covered through the Center for Global and Career Education. Plans for travel to secure visas must be approved by the staff of the Center for Global and Career Education.
Students will pay for their own passports and immunizations. If costs are prohibitive, students may apply for scholarship funds through the Center for Global and Career Education to help cover these expenses. Students will pay for personal expenses such as sunscreen, gifts, etc.
Students must confirm their participation in an EPIC Advantage research or community project by January 15. Students who choose to withdraw from the EPIC Advantage program after that date should notify the Center for Global and Career Education immediately in writing. If a student chooses to withdraw after January 15, or if a student becomes ineligible for the program for any reason after that date, then a student who is using their EPIC Advantage funding will have two options: the student may either reimburse the College for all costs incurred on their behalf and remain eligible for a different funded EPIC Advantage experience in the future, or the student may forfeit a future funded EA experience and pay nothing for the program in which they are no longer participating.
Flight ExpensesThe College will pay for travel to and from the program site up to the established budgeted amount. Budgets for flight expenses will be based on average roundtrip airfare from the Earlham region (Dayton, Indianapolis, Cincinnati) to the program site. Should a student wish to depart from another region and the flight costs exceed the budgeted average, the difference in flight expenses will be billed to the student through their student account. For example, the average roundtrip airfare to Alaska from the Earlham region is budgeted at $800.00. If a student chooses to depart from Portland, Maine, to arrive in Alaska, the cost might be $1000.00 roundtrip. The student would then be billed the difference ($200.00).
Once flights have been purchased, the College will not reimburse students for canceled travel or pay for any fees associated with changes to travel itineraries initiated by students, including fees related to missed flights. It is very important that students think through their travel plans carefully and double-check dates, times, and other associated issues before tickets are purchased.
Students will pay for changes in flight schedules that they initiate, including changes that are due to missed flights, and for more than one piece of luggage.
If a student withdraws from the EA program after January 15 and the College has already paid for the flight, the cost of the flight will be charged to the student's account.
Pre-departure ExpectationsStudents are required to participate in a one-credit seminar (credit/no credit, non-billable) during the spring semester prior to the program. This course will consist of, among other topics:
- nuts and bolts (flights, passports, visas, etc.);
- location information (geography, cultural awareness, identities);
- academic content related to the EA course and experience;
- team building and expectations for the group;
- physical and mental well-being;
- safety and security; and
- outcomes - how will students present their research.
EPIC Advantage research and project experiences can be worth 0-3 credits, depending on the length of the program.
- All programs will be assigned as 1-3 credits by the faculty leader(s) of the EPIC Advantage program, in consultation with the Director of Off-Campus Programs and the Registrar. In general, this will be based on the length of the program (i.e., 1-13 days = 1 credit; 14-20 days = 2 credits; 21 or more days = 3 credits).
- If the credits from this experience push a student over 18 credits, the credit overage will be billed like additional credits obtained during a May Term, regardless of when the experience occurs. EPIC Advantage funding will not pay for credit overages, so this additional fee would be billed to the student account.
- In outstanding circumstances, students should discuss the possibility of participation in a specific program for zero credits with the faculty member(s) leading the program. With the consent of the faculty member(s) leading the experience, students can opt to participate for zero credits.
Arrival and Departure from Program SiteStudents are required to arrive at the EA program site by the date specified. Students are expected to complete the EA program and remain at the program site until the specified departure date.
Student Conduct and HealthStudents are required to obey the conduct requirements of the individual EA program. Students are required to be in good physical, mental, and emotional health to complete the EA program.
Breakage, Damage, and Loss of ItemsStudents who are responsible for breakage or damage at the EA program site will be charged for the cost of repair or replacement.