Semester Off-Campus Study Programs
When you apply for off-campus study, there are a number of steps that you must complete in order to successfully submit your application. You are encouraged to review the information, as this will likely include answers to some of the questions you may have. More information about off-campus study application policies, including eligibility, application procedure, cost and financial aid resources, is available below. If you have any additional questions, do not hesitate to contact a Hubbard Center for Student Engagement off-campus study adviser.
Eligibility Requirements for Off-Campus Study
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. Students intending to study off-campus during 2018-19 will be required to attend a Group Advising session or meet with a Coquillette Peer Consultant to discuss policies and process for off-campus study. Group advising sessions are held every Thursday from 4-5 pm in the Hubbard Center lobby. Watch for additional advising sessions around campus in Hubbard Happenings.
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. Host programs set their own requirements, usually between 2.5 and 3.0.
Applicants must have completed, or have a plan to complete, all distributional requirements (2 courses in Arts & Humanities, 2 courses in Social Sciences, and 2 courses in Natural Science and Mathematics) by the end of the sophomore year and prior to departure.
Students must also have completed, or have a plan to complete, the following competency requirements:
W by the end of sophomore year
Q by the end of junior year
S by the end of senior year
Note that competencies and distributional requirements, with the exception of the language requirement, cannot be completed while off-campus.
All students studying in a country where English is not the national language must take a course in the national language or a local one if it is offered by the host program. 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. When this is not possible, those students' cases will be dealt with on an individual basis. Note: Fulfilling this expectation may take more than one semester of planning. Click here to learn more...
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...
- Students must declare a major at the time of application.
- Students must not be on academic warning as a result of the last semester before going off-campus.
Community Standards Policy
Students must not be on social probation during the semester of application or during the semester immediately before going off-campus, as recommended by the Dean of Students. Click here for community standard policies...
The student should clearly and convincingly articulate the student's reasons for choosing the off-campus program in a statement of intent. The applicant also should demonstrate maturity and aptitude for adaptation to a different cultural and environmental experience.
Students must apply by the deadline for off-campus study.
Fall semester 2018: November 17, 2017;
Spring semester 2019: February 16, 2018.
If you have questions about your eligibility to study off-campus, please visit during our walk-in advising hours or schedule an appointment with an off-campus study adviser by calling x4622
Applying for Semester Off-Campus Study
Attend an off-campus study group advising session and meet with your Academic Adviser to discuss how a semester off-campus can enhance your liberal arts education.
Research programs approved by DePauw University faculty for DePauw credit on Horizons.
Declare a major and secure a major adviser prior to the application deadline.
Request recommendations from faculty at least one month prior to the application deadline. Review our Letters of Recommendation guide for tips on seeking references.
Applications for the following fall term are due by the published November deadline; Applications for the following spring term are due by the published February deadline.
Once you are approved for your program through DePauw, apply directly to the approved program.
Letters of Recommendation from Faculty
Students must request a minimum of two references from the designated faculty member listed below no later than two weeks prior to the deadlines posted. Students should 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:
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. Students should share their personal statement and discuss their program choices with their major adviser prior to submitting their application.
Faculty Recommendation: Can be any member of the faculty except the student's major adviser.
Language Recommendation: Required for Spanish, French, German, Italian, Japanese, Chinese and Arabic programs. This recommendation can also be from the student's major adviser, if applicable.
References from staff, coaches or employers cannot be submitted in lieu of faculty references. The chosen 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. DePauw's application is available on Horizons.
Only letters from faculty members will be accepted.
Application Review Process
The Hubbard Center reviews on-time applications. Criteria for acceptance was established in consultation with faculty governance committees.
The Hubbard Center 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. Submission of the application implies authorization for 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 accommodate every student's stated first choice program. Therefore, students should identify alternative programs as well as alternative timelines and offerings 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 stated academic and professional goals cannot be met by one of the approved programs, the student may appeal to the Hubbard Center Petitions Committee 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 by the Hubbard Center staff 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 Hubbard Center for Student Engagement to gain permission to study on an alternate program. Students must have approval of the Hubbard Center for Student Engagement 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 the Hubbard Center for Student Engagement during the academic year, when students can meet with them and ask questions. The staff of the Hubbard Center for Student Engagement 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 (after they have received approval from the Hubbard Center for Student Engagement staff). 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.
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
Extended Studies: One Extended Studies 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 Hubbard Center for Student Engagement, the major and minor department chairs (where major and minor credit is sought), and, whenever possible, be assigned to a DePauw academic department. 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 on Horizons which will be reviewed by the appropriate chair or registrar. Students are responsible for reviewing their approved program's website for listing of possible courses for their approved semester.
The Office of the Registrar is responsible for final credit evaluation and approval 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 Hubbard Center for Student Engagement or the Registrar’s Office can help determine this. Grade reports and transcripts will not be recorded until the student completes the required program evaluation.
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 S (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 Honors and Fellows Program about how much internship credit you may apply towards your major, minor or Honors and Fellows Program.
Students should take care to have 19 courses outside their major subject before going off-campus; 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. Not all courses will come back to DePauw worth 1 DePauw credit.
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 Hubbard Center for Student Engagement staff. Estimated costs can be found on the program description page in Horizons.
In addition to the uniform tuition charge, each student participating 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 $800 for a semester studying at an approved program. The fee is packaged for need-based financial aid loans, which are administered by the Financial Aid Office. All students traveling internationally on DePauw sponsored activities are required to enroll in the insurance policy, regardless of coverage mandate by a program partner or host country.
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 document library 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.
International Travel Accident & Sickness Insurance
DePauw University and EuropAssist have partnered to offer international travel accident and sickness insurance for students and faculty participating in international 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. EuropAssist is a leading insurance provider for study abroad programming. The plan provides medical, security, travel interruption and cancellation benefits while you are temporarily away from home. EuropAssist 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. Please click here to view "Health & Safety" and "Travel Resources" for coverage details.
Students seeking approval for a non-approved off-campus study program should contact Mandy Brookins Blinn, assistant dean of experiential learning, for details and directions on how to proceed.
DePauw provides 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 receive 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 . 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 Hubbard Center for Student Engagement staff.
Students are required to maintain full-time status 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. Reimbursement requests must be submitted to the School of Music.
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 cover 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 off-campus study:
DePauw Scholarships: When completing their off-campus study application, students also will have the opportunity to apply for these DePauw scholarships:
• Off-Campus Study Travel Grant: Priority given to high-need students traveling to Europe and Latin America. Awards are based on estimated travel costs from Indiana to the host destination.
• Need-Based Off-Campus Study Scholarship: For students with demonstrated high need.
• Morehead-Givens Scholarship: Awarded to students taking western art history courses in Western Europe. Applications are available on Horizons.
• SIT/DePauw Scholarship: Funding to be applied toward housing fees charged by SIT. Students receiving this award must share their independent study projects with the campus community upon return.
Outside of DePauw Scholarships: Additional opportunities exist to secure financial assistance from resources outside of the University:
• Program-Based Scholarships: Ask your program provider about availability of scholarships.
• Scholarships for Specific Goals: Ask your off-campus study adviser about scholarships related to your specific area, region of study or major department or program.
• Need-Based Scholarships: Different organizations have resources available for students with demonstrated need.
• Local Scholarships: Research scholarships in your community or local organizations
Click here to learn more...
Students who withdraw from any off-campus program are required to notify the Hubbard Center office in writing immediately, as well as notify the program to which they applied. Students may change programs or withdraw without financial 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 tuition fees that DePauw has paid to the program will be billed to the student. Students can withdraw through Horizons.
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 Hubbard Center. 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 exercise and survey through Horizons. All approved students are 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.
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 Hubbard Center'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 Accommodations
The Hubbard Center for Student Engagement partners with Student Disability Services to advise and guide students with documented disabilities in the planning and implementation of Extended Studies faculty-led off-campus courses and semester-long off-campus study programs. The Hubbard Center and Student Disability Services, in compliance with the Americans With Disabilities Act, are dedicated to providing students with reasonable accommodations for these programs to students with documented disabilities. A student must be registered with Student Disability Services when requesting reasonable accommodations for all off-campus study programs.
The Hubbard Center and Student Disability Services will collaborate with the student to assess needs and determine necessary accommodations. The accommodations can vary based on the course selection, location of the course, and the unique needs of the student. It is critical that the student understands that disability laws regarding accommodation and accessibility vary between countries. These laws can affect the accessibility of infrastructure, such as transportation, technology, architecture, classroom accommodations, and dietary needs. Students interested in pursuing off-campus study should self-disclose any disability-related needs to Student Disability Services when beginning their program search, if they have not done so previously. Each student has unique needs and challenges. It is important to note that even though DePauw University is dedicated to meeting the needs of students with disabilities with reasonable accommodations, flexibility is helpful when exploring potential off-campus study opportunities. Each student’s situation must be assessed on an individual basis to ensure the best fit and a successful experience. To provide guidance when deciding on an off-campus program, please refer to our ADA Checklist.
If you have questions regarding Off-Campus Study Programs, contact: Mandy Brookins Blinn, Assistant Dean of Experiential Learning, at 765-658-4622 or email@example.com. If you have questions regarding requesting reasonable accommodations and/or confidentiality of disclosing a disability, contact: Julianne Miranda, Interim Director of Student Disability Services and ADA Compliance, at 765-658-6267.