Short-Term Programs Withdrawal Policy

The Study Abroad and Away Office has a strict withdrawal policy in regards to Faculty-Led Programs (FLPs) and Summer School Abroad programs (SSAs). Please read the following sections very carefully, as withdrawing from a program can have academic and financial repercussions.

The Study Abroad and Away Office will inform the Registrar's Office and the Bursar's Office of any student withdrawals.

Withdrawal Prior to Departure

Prior to Course Registration

If you withdraw from an FLP/SSA after signing the Commitment to Participate Form, you will immediately forfeit your $500 non-refundable deposit and may also be responsible for additional charges. By signing the Commitment to Participate form, you are formally accepting your spot in the program. A non-refundable deposit charge of $500 is applied to your account after you sign this form. If at any time after signing the form you decide to withdraw from the program, you will still be responsible for paying the non-refundable $500.

To officially withdraw from a program, you must:

  • Send an email to spartansabroad@sjsu.edu to inform the Study Abroad and Away Office and the Program Leaders (if applicable) of your decision to withdraw so that all costs incurred to that point can be calculated. The timestamp in which this email is received will be used as the official date that you submit the withdrawal request. The official withdrawal date will hold you accountable for any charges incurred up to that point as well as based on the refund schedule.
  • Complete the Short-Term Program Withdrawal Form
  • Complete the Financial Petition Form if you want to request a refund or reversal of outstanding charges. This form must be submitted within 30 days of program withdrawal in order to be considered. Email the completed form to spartansabroad@sjsu.edu. You can view the amount you may be eligible to be refunded on the refund schedule (see below). In extenuating circumstances (please see those listed on the petition form), sometimes additional program fees can be refunded/reversed. However, the administrative fee ($300) is never refundable.

The Study Abroad and Away Office will send you a follow-up email with information about the next step of the process after your request has been reviewed. 

If you have received Financial Aid, grant or scholarship funding provided by San José State University for the program, upon your withdrawal, aid will be reversed and you will be responsible for the entire balance of the program. Withdrawal from the program may affect your financial aid status and require return of aid to the federal government. You should consult the Office of Financial Aid immediately in the event that you withdraw from the program.

In the event you are placed on probation or removed from SJSU after acceptance, it is your responsibility to withdraw from your program.

After Course Registration

If you withdraw from an FLP or SSA after submitting the Commitment to Participate form and after registering for the course, you will immediately forfeit your $500 non-refundable deposit. You will also be responsible for additional charges according to the refund schedule.

To officially withdraw from a program, you must:

  • Send an email to spartansabroad@sjsu.edu to inform the Study Abroad and Away Office and the Program Leaders (if applicable) of your decision to withdraw so that all costs incurred to that point can be calculated. The timestamp in which this email is received will be used as the official date that you submit the withdrawal request. The official withdrawal date will hold you accountable for any charges incurred up to that point as well as based on the refund schedule.
  • Complete the Short-Term Program Withdrawal Form
  • Complete the Course Drop Petition Form for the specific term during which the program is running (ex: Summer 2023). If you are an undergraduate student, you can find the term's Course Drop Petition Form on the Office of Undergraduate Education's Late Drop & Semester Withdrawal pageIf you are a graduate student, you can find the Graduate Petition for Course Drop form on the College of Graduate Studies page. Return the completed form to the Study Abroad and Away office by email at spartansabroad@sjsu.edu. If you cannot find the form for your program's term, please reach out to us at spartansabroad@sjsu.edu.
  • Complete the Financial Petition Form if you want to request a refund or reversal of outstanding charges. Return the completed form to spartansabroad@sjsu.edu. You can view the amount you may be eligible to be refunded on the refund schedule (see below). In extenuating circumstances (please see those listed on the petition form), sometimes additional program fees can be refunded/reversed. However, the administrative fee ($300) is never refundable.

The Course Drop Petition Form and the Financial Petition Form (if applicable) must be submitted to the Study Abroad and Away office at spartansabroad@sjsu.edu within one week of submitting your withdrawal request. If you are not able to submit the documents by the given timeline, please contact the Study Abroad and Away office immediately at spartansabroad@sjsu.edu and let us know. 

The Study Abroad and Away Office will send you a follow-up email with information about the next step of the process after your request has been reviewed.

If you have received Financial Aid, grant or scholarship funding provided by San José State University for the program, upon your withdrawal, aid will be reversed and you will be responsible for the entire balance of the program. Withdrawal from the program may affect your financial aid status and require return of aid to the federal government. You should consult the Office of Financial Aid immediately in the event that you withdraw from the program.

If you withdraw from an FLP/SSA course prior to the class start date, you are removed from the roster without a W on your transcript.

FLP & SSA Refund Schedule

The refund schedule below will apply starting with Summer 2024 programs (to be confirmed). The schedule is based on date/time of withdrawal and the program class start date. Please note that the program class start date may be different than the start of travel and is often earlier than the travel start date. Program class start date and program fee vary by program.

Refund Timeframe Refund Amount
75+ days prior to program class start date Refund 100% of Tuition Fee

Retain $200 Program Fee

Retain $300 Administration Fee
61 to 75 days prior to program class start date Refund 100% of Tuition Fee

Refund 50% Program Fee

Retain $300 Administration Fee
60 days prior to program class start date Refund 100% of Tuition Fee

Refund 0% Program Fee

Retain $300 Administration Fee
On/after program class start date No refund for any fees

Withdrawal After Arrival

If you have arrived at the program site and decide to withdraw, you must begin by discussing the situation with the Program Leader (if applicable) on site. You must submit a signed and dated statement of explanation to the Program Leader (if applicable) on site. This statement must indicate that you understands that effective the date indicated, you will no longer be considered a student or participant in the program, and are therefore responsible and liable for your own actions, schedule, transportation home, insurance, etc. 

To officially withdraw from a program after you have arrived in your program destination, you must

  • Submit a signed and dated statement of explanation to the Program Leader (if applicable) on site.
  • Send an email to spartansabroad@sjsu.edu to inform the Study Abroad and Away Office and the Program Leaders of your decision to withdraw so that all costs incurred to that point can be calculated. The timestamp in which this email is received will be used as the official date that you submit the withdrawal request. The official withdrawal date will hold you accountable for any charges incurred up to that point as well as based on the refund schedule.
  • Complete the Short-Term Program Withdrawal Form
  • Complete the Course Drop Petition Form for the specific term during which the program is running (ex: Summer 2023). If you are an undergraduate student, you can find the term's Course Drop Petition Form on the Office of Undergraduate Education's Late Drop & Semester Withdrawal pageIf you are a graduate student, you can find the Graduate Petition for Course Drop form on the College of Graduate Studies page. Return the completed form to the Study Abroad and Away office by email at spartansabroad@sjsu.edu. If you cannot find the form for your program's term, please reach out to us at spartansabroad@sjsu.edu.

The Study Abroad and Away Office will send you a follow-up email with information about the next step of the process after your request has been reviewed.

Withdrawal requests submitted after the program class start date are not eligible for refund, per the refund schedule. SJSU is not responsible for refunding any personal expenses (e.g. flights, spending money, etc.). Airfares and other individual expenses are the responsibility of the student.

If you withdraw from, depart or are removed from an FLP or SSA program before its formal completion, you may be ineligible for academic credit for the courses in which you enrolled. If you receive permission to return home early, you may be eligible to receive a grade of “W” on your academic transcript. Deadlines and procedures for receiving a grade of “W” will be in accordance with the standard university policy as stated on the SJSU Registrar Office's website.

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