Global Field Courses – Cancellation and Withdrawal

Cancellations and Withdrawals

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Termination of Participation in a Global Field Course*

It is possible that it will become necessary to terminate a student’s participation in a Global Field Course program once the course has started. Incidents that may warrant a student’s termination from the GFC program may include, but are not limited to:

  1. Violations of the laws of the host site.
  2. Acts considered to be harmful to themselves or others.
  3. Acts likely to be offensive to the host, or offensive to others.
  4. Failure to observe satisfactory academic or professional standards.
  5. Physical or mental incapacitation.
  6. Engaging in unauthorized activities inconsistent with the purpose and best interest of the program.

Faculty who consider terminating a student’s enrollment in a Global Field Course program are requested to confer by telephone or fax with their academic dean or Eastern’s Judicial Officer. Caution should be taken to ensure that due process is afforded students in all instances. Once dismissed from a GFC, the student loses access to all group travel arrangements that have been made for the course, except for the return airline ticket. Arrangements should be made for the student to immediately return to their home. If the student is not agreeable, s/he is informed that s/he has lost access to all group travel arrangements for the duration of the program, and is responsible for his/her own arrangements/actions until returning to the U.S. In all cases Eastern’s administration must be informed of the circumstances surrounding the decision.

*Students are informed of the termination clause during the pre-departure orientation.

Program Cancellation

Cancellation by Eastern due to Low Enrollment

The decision to offer the course section relating to the Global Field Course is the responsibility of the academic dean, working with the academic department and the Dean of The Office of Continuing Studies and Enhanced Learning. The decision to run or cancel the GFC program based on enrollment levels rests with the academic dean and the Dean of the Office of Continuing Studies and Enhanced Learning, consistent with the cancellation/penalty date(s) established by the travel service providers being used for the program. Therefore, close communication between the dean’s office and the faculty member conducting the GFC is critical. Because all students enrolled in the travel program must also enroll in the corresponding academic course(s), and the enrollment deadline for the travel program will likely occur in advance of the course registration deadline, travel program enrollments determined by the travel service provider may be used as a leading indicator to determine sufficient course enrollments. The faculty member is responsible for settinng enrollment and cancellation deadlines with their Dean and the Dean of the Office of Continuing Studies and Enhanced Learning and informing students of the same.

If the actual enrollment is less than anticipated and higher than the minimum number required by the travel service providers being used, the appropriate dean will meet with the faculty member(s) leading the program to discuss possible solutions to covering the shortfall that the lower-than-anticipated enrollment has caused. Included among the options to be explored are: additional financial subsidy from the sponsoring academic department(s) or academic dean’s office; faculty providing part of their own travel costs; decreasing the level of services provided and/or increasing the cost per student by the amount necessary to cover the shortfall. If an agreement is reached, modifications to the program will be made and student enrollments re-confirmed in light of the changes made.

If the actual enrollment is less than the anticipated enrollment and lower than the minimum number required by the travel service providers being used, the travel program will be cancelled for lack of enrollment.

In circumstances where the academic department consents to running a course with fewer students than is required to meet the minimum requirements of travel service providers, the appropriate dean reserves the right to withdraw financial support for the program.

Cancellation by Eastern due to Safety Concerns

The Vice President for Academic Affairs in consultation with the appropriate dean and faculty member may decide to either re-route or cancel a Global Field Course program if an international destination location is determined to be unsafe for student and faculty travel. Resources to be used in monitoring situations and formulating recommendations include the Consular Information Sheets, Travel Advisories and Travel Warnings issued by the U.S. Department of State, newspaper reports, and independent travel advisory companies.
If Eastern cancels a program because of safety concerns, students will be provided a full refund of all travel and course fees paid and any cancellation penalties imposed by travel service providers will be absorbed by the University.

Withdrawal by Students – from Travel Program

If a student must withdraw from a course Global Field Course program, s/he must do so in writing to the faculty member organizing the GFC as soon as such decision is made. The University will hold the student financially responsible for all cancellation penalties imposed by travel service providers, which may be as high as the full cost of the program. Students are advised to procure trip cancellation insurance.

Cancellation/Withdrawal by Students – from Academic Course(s)

The normal University course withdrawal policies for full and part-time students apply to the academic courses associated with all Global Field Course programs. Students seeking withdrawal from the course associated with a Global Field Course program should be referred to the Office of Continuing Studies and Enhanced Learning.