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Semester Off-Campus Study Resources


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Eligibility Apply Credit Costs Scholarships Preparation

 


Eligibility Requirements

  1. Students can apply to participate in an off-campus semester as early as the sophomore spring semester and as late as the senior fall semester.

  2. A minimum cumulative GPA of 2.5 in the semester of application is required for participation in an off-campus program. Applicants must also meet the GPA requirements and course prerequisites of the intended program prior to application. Students are responsible for reviewing all program prerequisites.

  3. All students studying in a country where English is not the national language must take the national language or a local one if it is offered by the host program. 

  4. If DePauw teaches the language, students should take at least one semester of the language in the semester before going off-campus, even if the program does not require any previous language study. Note: Fulfilling this expectation may take more than one semester of planningClick here to learn more...

  5. Participation in all off-campus programs depends on satisfactory completion of the prior semester's work and completion of DePauw's competency requirements within the mandated time frame. Click here for complete graduation requirements...

  6. Students must declare a major at the time of application.

  7. Students must not be on academic probation as a result of the last semester before going off-campus.

  8. Students must not be on social probation in the semester of application or in the semester immediately before going off-campus, as recommended by the Dean of Students. Click here for community standard policies...

  9. The student should clearly and convincingly articulate his or her reasons for choosing the off-campus program in a statement of intent.

  10. The student should demonstrate maturity and aptitude for adaptation to a different cultural experience.

  11. Students must apply by the deadline for off-campus study. Note: Early notification deadline falls in mid-November. 

  12. If you have quesions about your eligibility to study off-campus, please visit our walk-in adivsing lounge or schedule an appointment with an off-campus study adviser by calling x4622


Application Procedure

Applying for Semester Off-Campus Study

  1. Attend a group advising session and meet with your Academic Adviser to discuss how a semester off-campus can enhance your liberal arts education.

  2. Research programs approved by DePauw University faculty for DePauw credit.

  3. Declare a major and secure a major adviser. Click here to learn more...

  4. Spring 2014 applicants apply using the online Off-Campus Study Application by September 15, 2013 at 11:59 pm for 2013-2014. 

  5. Applications for 2014-2015 are due December 6 and February 21. Applications are considered for the next full academic year.

  6. Once you are approved for your program through DePauw, apply directly to the approved program.

Letters of Recommendation

Students should request Letters of Recommendation from faculty no later than two weeks prior to the deadlines posted. Students are strongly encouraged to make these requests in person and share their statement of intent with the recommender. The following letters of recommendation are required for DePauw's Off-Campus Study Application:

  1. Major Adviser: Must certify the student is making progress towards graduation and indicate what courses the individual would need to take while off-campus to complete the major.

  2. Faculty Recommendation: Can be any member of the faculty except the student's major adviser.

  3. Language Recommendation: Required for students applying to programs that have a language requirement where DePauw teaches the language in question. This recommendation can also be the student's major adviser if applicable.

The off-campus study program will likely require letters of recommendation on their own forms.  When requesting recommendations for the DePauw application, be sure to ask that recommenders save a copy so they can easily complete the program's recommendation forms.

Application Review Process

The Off-Campus Study Program reviews on-time applications. The Committee on Experiential Learning, which represents the DePauw faculty, has the charge of establishing the criteria students must demonstrate to be approved for off-campus study.

The Off-Campus Study Program may approve or deny the application, or it may request a revision of the application based on questions posed by the committee, but only one revision will be allowed.  The application implies the release of the applicant’s grades and transcript to the the committee for study in the decision-making process. Approval indicates that the student may expect to receive credit for work done with a minimum grade of C and that the student may expect financial aid to be applied as for study on campus.

The application process for off-campus study is competitive.  The University strives to provide a variety of programs with curricular and geographic diversity and to support all students wishing to study off-campus.  Because the cost of educating students off-campus is significantly more than educating them on-campus, the University may not be able to accomodate every student's stated first choice program. Therefore, students should consider second and third choice programs as well as alternative timelines and opportunities that meet their interests in the event they do not receive approval for their first choice program.

In the rare instance where a student's needs cannot be met by one of the approved programs, the student may appeal to the Committee on Experiential Learning for an exception to apply to a non-approved program.  

Applying to Approved Off-Campus Study Programs

Upon approval to study off-campus by DePauw, students may apply directly to the approved program. Each program has its own deadlines, application forms, and eligibility requirements. Students are responsible for completing all application procedures & securing required travel documents outlined by the program in order to be accepted into the specific program for which they have been approved to apply. 

Approval by the Off-Campus Study Program does not imply approval by your chosen off-campus study program.  While DePauw has an excellent track record of students being accepted by the programs for which they are approved, approval does not necessarily mean guaranteed acceptance to the program. In the event that a student is not accepted by the program but is still interested in studying off-campus, it is the student’s responsibility to contact the Off-Campus Study Program to gain permission to study on an alternate program.  Students must have approval of the Committee on Experiential Learning to receive academic credit and financial aid.

DePauw will supply off-campus program partners with the names of students applying so the programs know to expect the students’ applications in advance of their deadline. Applicants will then begin working with the program's representative, when they have specific questions about the program or the program's application. Many program representatives visit campus when students can meet with them and ask questions. The staff of the Off-Campus Study Program is available to assist in completing a program application.

Students will also need to include an official DePauw transcript when applying to the off-campus study program (not to DePauw).  A transcript can be requested from the Office of the Registrar by completing the Transcript Release Form. A print-out of the e-services transcript is not acceptable. Click here to view form...

Semester or Academic Year Off-Campus

On rare occasions students may apply for up to two semesters off-campus, but must have a clear academic reason for participating in two semesters off-campus. Availability of two semester spots off-campus depends on limited budgetary resources and program enrollment limits established by the Hubbard Center of Student Engagement. Approval to spend one semester off-campus does not automatically guarantee approval for two semesters.  Students interested in foreign language programs may consider applying to spend both semesters in the same place to improve language and cultural skills.  Students may also consider meeting two different academic or professional interests by spending two semesters in different places; those applying for two semesters in different locations must submit a clear rationale in how both semesters equally address academic interests.


Course Credit

While off campus students can generally receive credit for the following categories:

  • Major: up to two course credits per approval of the department chair

  • Minor: up to one course credit per approval of the department chair

  • Electives: course credits that will apply towards the 31 credits required to graduate

  • Winter Term: One Winter Term credit for the given academic year

Not all courses in the field of study will count toward the major or minor. Prior to applying, students are strongly encouraged to discuss their course plan and seek their academic adviser's and department chair’s advice on whether courses they have chosen will count in the areas they expect.

All coursework taken off-campus for credit must have the prior approval of the Off-Campus Study Program, the major and minor department chairs (where major and minor credit is sought), and, whenever possible, be assigned to a DePauw academic department.  Ultimately, only the department chair approves credit for courses toward the major or minor.  The Registrar's Office approves courses for general education requirements (electives). Students will complete a course credit form detailing potential course enrollments and signatures from approving department chairs as needed. Students are responsible for reviewing their approved program's website for listing of possible courses for their approved semester. Click here to complete form...

The Office of the Registrar makes final credit evaluation for study off-campus after the student has returned to campus.  The recording of credit is based on the official academic transcript available from the off-campus program, the foreign school or the international study program.  On all programs, letter grades are recorded on the DePauw transcript but not calculated in the GPA. Since credit systems vary, one course on an off-campus program will not necessarily equal one DePauw credit. It is important to determine actual credit per individual course prior to enrolling.  The Off-Campus Study Program or the Registrar’s Office can help determine this.

In off-campus courses where grades are not available, the courses are recorded on a credit-only basis.  In such cases, credit determination is made upon the recommendation of the appropriate academic department and the approval of the Office of the Registrar.  Where applicable, students receive grades of (Satisfactory) or U (Unsatisfactory) for any internship component of off-campus programs.  Consult the department chair in your major or minor department or the director of your Program of Distinction about how much internship credit you may apply towards your major, minor or Program of Distinction.

Students should take care to have 19 courses outside their major subject; students in dual-subject departments must have 19 courses outside the major subject and 16 courses outside the department.  A maximum of 10 courses may be earned in off-campus programs.  Four and one-half courses is the maximum number a student may bring back to campus without having to pay additional tuition fees.   Summer courses taken abroad, which are not part of the regular program, are not included in this limitation.


Costs & Financial Support

Uniform Tuition Policy

Students participating in DePauw Approved Semester Off Campus Study Programs continue to pay DePauw University tuition.  Students receive financial aid towards meeting this tuition charge according to the normal rules for financial aid at DePauw.  The off-campus programs bill DePauw for tuition and academic fees for participation in the program.  Students should continue to use the same method of tuition payment during off-campus study as for other semesters.  The off-campus program bills the student directly for all other expenses, which usually include room, board, and, in some cases, course-related fees (e.g., lab fees, studio fees), books, and travel from and to the program site.  Students are responsible for any additional expenses not included in the host program bill; costs can be obtained from the program directly or by asking the Off-Campus Study Program staff. Click here for Off Campus Study Estimated Costs for 2013-2014...

In addition to the uniform tuition charge, each student on an off-campus program will be billed the Off-Campus Study Fee, which supplements the budget allotted to cover the costs of off-campus study for students at DePauw University. The off-campus study fee is $2,500 for a semester and $3,000 for year-long study at one program or for an approved pair of programs.  The fee is packaged for need-based financial aid loans, which are administered by the Financial Aid Office. Also, each student enrolling in an international off-campus program will be billed the premium for International Travel Accident & Sickness Insurance for the duration of the program. All students travelling internationally on DePauw sponsored activities are required to enroll in the insurance policy, regardless of coverage mandate by a program partner or host country.

HTH Worldwide

DePauw University and HTH Worldwide have partnered to offer international travel accident and sickness insurance for students and faculty participating in off-campus programming through DePauw University.  All students traveling abroad for any DePauw-sponsored international off-campus program will be enrolled in this coverage for the duration of their off campus program. The premiums for coverage will be assessed to the student's account as the "Travel Accident & Sickness Insurance" fee. Premiums are set by HTH Worldwide and will be announced prior to each academic year.  HTH Worldwide is a leading insurance provider for study abroad programming. The plan provides medical benefits while you are temporarily away from home.  HTH Worldwide coverage is not health insurance and should not be used in lieu of any current insurance policy in which students are currently enrolled.  Students should not cancel their current health insurance.  The monthly premium for HTH Worldwide is $41.41 per month.  Please click here to view "Health & Safety" & "Travel Resources" for coverage details...

Students are required to complete the Off-Campus Study Budget Worksheet as part of the online application process. It is recommended students keep a copy of this worksheet for future reference, and share the information with their families. Students can refer to the Off Campus Study Estimated Costs for 2013-2014 spreadsheet as a reference when filling out the budget worksheet. Please note all costs listed are estimates and are subject to change. For the most up-to-date information about costs, please refer to the program website.  Click here to view the study budget worksheet...

Non-Approved Programs

For a student who requests and is approved by the Committee on Experiential Learning to participate in a program not on the DePauw list of approved programs, DePauw will pay the tuition of the off-campus program up to the average per capita net tuition income to DePauw for the duration of the program.  In addition to paying DePauw tuition and receiving financial aid, the student is responsible for paying the remainder of the program costs.

For a student who is not approved for the first choice program, but wishes to participate in that program rather than the second choice program for which approval was granted, DePauw will pay the tuition of the off-campus program up to the average per capita net tuition income to DePauw for the duration of the program.  In addition to paying normal tuition and receiving normal financial aid, the student is responsible for paying the remainder of the program costs.


Scholarships

There are additional funds available for need-based awards to support the cost of the off-campus study fee and the costs of travel to and from the off-campus study site. Students approved for off-campus study who are on need-based financial aid are eligible for these supplemental awards.  Most financial support awards are determined by information submitted by the student to Financial Aid using the FAFSA.  International students, while not eligible to complete the FAFSA, can complete an alternative financial need profile through the College Board called the CSS/Financial Profile.  Students who do not quality for need-based financial aid may apply but must provide documentation of need.  The awards will be administered by the Financial Aid Office in consultation with the administrative staff of Off-Campus Study Program. 

Students must be considered full-time students while off campus (i.e., enrolled in at least three DePauw course credits off campus) to receive their financial aid. School of Music students who take private lessons while off campus will be reimbursed for those lessons up to the cost of lessons at DePauw.

If a student receives financial aid or scholarships which exceed the uniform tuition cost and off-campus study fee, that money can be used to pay for the off-campus room and board costs, and if funds remain, they may be used toward other costs, such as airfare and books. Questions about how much money a student can receive for off-campus study given her/his particular financial aid package should be directed to the Financial Aid Office.

Additional means of securing financial support for study abroad:

  • DePauw Scholarships: When completing their off-campus study application, students will also have the opportunity to apply for these DePauw scholarships:

  • Outside of DePauw Scholarships

    • Program based Scholarships: Ask your program provider about availability of scholarships.

    • Scholarships for specific goals: Ask your study abroad adviser about scholarships related to your specific area, region of study, or major department or program.

    • Research scholarships in your community or logal organizations

      Click here to learn more...

Withdrawal Policy

Students who withdraw from any off-campus program are required to notify the Off-Campus Study Program office in writing immediately, as well as notify the program to which they applied.  Students may change programs or withdraw without penalty (from DePauw) by July 1 for fall programs and September 15 for spring programs. After these dates, a program withdrawal fee of $100 will be assessed by DePauw, and any non-refundable fees the student has paid as well as any non-refundable tuition fees that DePauw has paid to the program will be billed to the student.


Preparation

Pre-departure Orientation

Off-campus study is an investment in time, money, and energy.  Approval to study off-campus signifies that the University confirms that the student will be a good ambassador of DePauw University.  This can be accomplished best if the student has some expectations of how to adapt to the new environment.  Once approved for off-campus study, students are required to attend all orientation sessions led by the Off-Campus Study Program.  If a student misses a session, approval to study off-campus will be rescinded.  Orientation sessions will address such things as course credit expectations, billing, how to register for classes while off-campus, and techniques that will be helpful in adapting well to the new environment and dealing with culture shock.  They will also cover logistical topics, such as money, travel, and health and safety, as well as some site-specific information.

Students are also required to complete an online pre-departure program through Moodle. All approved students will automatically be enrolled in this online orientation and expected to review and save a copy of the Off-Campus Study Handbook, complete quizzes, and access videos about health & safety. Failure to complete the online orientation will result in a rescinding of off-campus study approval, and the student would be subject to all withdrawal policies as stated by DePauw University and the host off campus study program. Click here to visit Moodle...

Changing Programs

If a student decides to change programs due to a change in circumstances (e.g., financial aid, change of major, change in the program), the student must re-apply for a different program. The student is required to submit the portions of the off-campus study application relating to program choice and program requirements, as well as an explanation of why the new program better meets the student’s needs given the current circumstances.  Approval to participate in the first program does not guarantee approval for a change in programs.  The Committee on Experiential Learning's decision on the change in program will be made within two weeks.  Note that changing programs for the fall semester may be difficult, as program deadlines for the fall semester often fall in early- or mid-March. 

Disabilities and Accomodations

DePauw University is committed to providing equal access to University programs to otherwise qualified students with disabilities.  Not all off-campus programs have equal accommodations to that of DePauw for students with disabilities.  The Off-Campus Study Program is confident that there is an appropriate program for every student and will work with the student to find that program. Students are encouraged to self-disclose any disabilities so that the off-campus study adviser can assist in finding a program with appropriate accommodations.