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Policies for Earlham-Approved Programs


Student Eligibility to Apply for Off-Campus Programs

Earlham students who meet the requirements of each individual program as outlined on program brochures are eligible to apply. Each program has its own set of criteria, which may include a language requirement or specific course requirement. Students may only apply to one program at a time.

Students must be in good academic status with the College and making satisfactory academic progress toward graduation requirements (see Curriculum Guide) to apply. Students who are on academic probation are ineligible to apply to or to participate in off-campus programs.

Students must be in good standing with the College. Students who are on disciplinary probation are ineligible to apply or to participate in off-campus programs.

Students who are on a Medical Leave of Absence from the College and who are interested in an off-campus study program should have a healthy and academically successful semester after the MLOA and prior to application and/or approval for off-campus study.

 

Application Process

The application for an Earlham-approved program is a combined package: an Earlham application, an interview with a program liaison on campus, and the program-specific application. Students will complete the Earlham application through Terra Dotta, and once approved for off-campus study will then complete the program-specific application through the program provider's website. It is important to note that there is an internal Earlham application deadline that is earlier than the external program deadlines; this is so the student can complete the on-campus application process and receive approval for off-campus study in plenty of time to meet the program provider's application deadline. Students may only apply for one Earlham-approved program at a time.

Completed applications must be submitted in Terra Dotta by 5:00 pm on the application deadline. Deadlines are posted in the CGCE, on this website, and in Today @ Earlham.

 

Selection Criteria for Earlham-Approved Programs

Each of the Earlham-approved programs has its own set of criteria for the selection process. This may include a grade point average requirement, a language requirement, or particular course requirements. Students must meet all requirements.

Earlham criteria for selection include the following:
 
  • carefully prepared application and academic plan;
  • appropriateness of the program for the student;
  • personal qualities and contributions to the program;
  • special competencies and requirements (such as language skills or course pre-requisites);
  • demonstrated emotional stability and maturity, indicating the ability to lead a stable, responsible, and healthy lifestyle - the Center for Global and Career Education may, therefore, consult with the relevant college personnel for advice concerning, but not limited to, recent and serious medical or emotional problems, recent and serious violations of acceptable community behavior such as substance abuse, threats of physical harm, damage or destruction of property, sexual assault. Students on social probation are not eligible to participate;
  • academic status - students who are on academic probation are not considered eligible to apply to or to participate in off-campus programs;
  • financial aid - eligible students may apply their Earlham financial aid toward one Earlham or Earlham-approved program. Off-campus study must be part of the 8 semesters of aid;
  • program limitations and priority factors - if there are more students than there are spaces in the program, some students may be asked to wait until a later time to participate. Factors such as overall quality of application and seniority/ability to participate at a later date / previous participation in a program may be considered;
  • accounting - students must be in good standing with the Accounting Office. All prior semesters must be paid in full in order to participate; and
  • presentation in an interview with campus program liaison;
A note on late applications: Students who submit applications after the published deadline should include a written explanation of why their application is late. Late applications may or may not be accepted by the individual programs.

 

Student Selection Process

A selection committee composed typically of the Earlham program liaison, past program participant(s), and a representative from the CGCE reviews the application materials. An interview is also an important component of the process.

The Center for Global and Career Education may consult with relevant college personnel for advice concerning, but not limited to, recent and serious medical or emotional problems, recent and serious violations of acceptable community behavior such as alcohol or drug abuse, threats of physical harm, damage or destruction of property, or sexual assault.

 

The Student Acceptance Process

After completing the Earlham application and the interview with a campus program liaison, the student's application will be reviewed by a selection committee. The selection committee determines whether or not to approve the applicant for off-campus study; the applicant will be notified about the committee's approval decision through Terra Dotta. Upon receiving approval, the applicant will then complete the program-specific application process through the selected program's website.
A representative from the program will inform the student directly regarding acceptance.

Each program has its own conditions of acceptance. There is usually no appeal for non-acceptance.

 

Program Deposit

Each Earlham-approved program has its own deposit amount. Students pay the deposit directly to the program.

 

The Program Cost and Billing

Earlham-approved programs cost the same as tuition, room, board, and fees on campus. Students are required to have a 19-meal plan on an off-campus program. If the program's rate of tuition, room or board is higher than that of Earlham, however, the student is charged the higher amount. Students are responsible for travel costs to and from the program site, independent travel expenses, books and academic materials, health-related costs, and personal expenses, as well as passport and visa costs if required for the program location. The Earlham Accounting Office bills students for the program costs and administrative fees on the regular Earlham billing cycle. These payments are made directly to Earlham College, and Earlham then forwards payments to the individual programs.
 

Student Withdrawal

Each program has its own withdrawal policies.

 

Insurance

Each program has its own insurance requirements.

 

Program Dismissal

Each program has its own criteria for dismissal from the program.

 

Academic Credit and Grades

Grades will be forwarded from each program to the Earlham College Registrar. Grades will be recorded on the transcript and calculated as part of the grade point average. Students who do not complete the program will not receive any grades or credits.