Study Abroad Agreement Template

STUDY ABROAD AGREEMENT

Date: Date

Between:

Home Institution: Institution Name

Address: Institution Address Country: Country Contact: Email/Phone

Host Institution: Institution Name

Address: Institution Address Country: Country Contact: Email/Phone

AND

Student: Student Name

Address: Permanent Address Date of Birth: DOB Student ID: ID Number Email: Email Phone: Phone Emergency Contact: Name/Phone

1. PROGRAM DETAILS

Program Name: Study Abroad Program Name

Academic Level: Undergraduate/Graduate

Major/Field of Study: Major

Program Type:

• Semester Exchange
• Academic Year
• Summer Program
• Short-term (Duration: Weeks)
• Research/Internship
• Language Immersion

Location: City, Country

Start Date: Date

End Date: Date

Duration: Number weeks/months

2. ACADEMIC REQUIREMENTS

Enrollment Status:

• At Home Institution: Full-time/Part-time
• At Host Institution: Credit hours/courses

Course Load:

• Minimum: Number credits/courses
• Maximum: Number credits/courses

Required Courses:

• Course requirement 1
• Course requirement 2

Elective Courses: To be selected with advisor approval

Language Requirements:

• Language of instruction: Language
• Proficiency level required: Level
• Language support: Available/Not available

3. CREDIT TRANSFER

Credits Earned:

Credits earned at host institution will transfer to home institution as:

• Direct credit transfer
• Credit conversion per formula: Formula
• Pass/Fail
• Letter grades

Minimum Grade: Grade required for credit transfer

Transcript:

• Official transcript sent to home institution
• Student receives copy
• Transfer processed within X weeks of receipt

Course Approval:

• Pre-approved courses: List or "See attached"
• Additional courses require approval from: Advisor/Department
• Approval request deadline: Date/Timeline

4. PROGRAM COSTS

Total Estimated Cost: Amount

Breakdown:

Tuition and Fees:

• Tuition: Amount
• Program fees: Amount
• Registration fees: Amount

Housing and Meals:

• Housing: Amount
• Meal plan: Amount
• Or Housing/meal allowance: Amount

Travel:

• International airfare (estimated): Amount
• Local transportation: Amount
• Visa fees: Amount

Insurance:

• Health insurance: Amount
• Travel insurance: Amount

Other Costs:

• Books and supplies: Amount
• Personal expenses: Amount
• Excursions: Amount

Total: Amount

Costs NOT Included:

• Personal travel/tourism
• Additional meals
• Entertainment
• Souvenirs
• Other exclusions

5. PAYMENT SCHEDULE

Payment Deadlines:

• Deposit: Amount due Date (Non-refundable after Date)
• Second payment: Amount due Date
• Final payment: Amount due Date

Payment Methods: Bank transfer/Credit card/Other

Financial Aid:

• Home institution financial aid: Applies/Does not apply
• Study abroad scholarships: Available/Details
• Payment plans: Available/Details

6. HOUSING ARRANGEMENTS

Housing Type:

• Host family/Homestay
• University residence hall
• Shared apartment
• Student housing
• Hotel/Hostel (short-term programs)

Housing Details:

• Location: Address/Area
• Occupancy: Single/Shared
• Amenities: Details
• Meals included: Yes/No/Details

Housing Rules:

• Curfew: If applicable
• Guest policy: Details
• Other rules: Details

7. VISA AND IMMIGRATION

Student Responsible For:

• Obtaining appropriate visa: Type
• Application timeline: Start X weeks before departure
• Visa fees
• Required documentation
• Compliance with host country immigration laws

Institutions Will Provide:

• Letter of acceptance
• I-20/DS-2019 or equivalent
• Visa support documentation
• Immigration guidance

Important: Visa denial does not automatically entitle student to refund beyond standard policy.

8. HEALTH AND INSURANCE

Required Insurance Coverage:

• Medical insurance: Minimum coverage Amount
• Emergency evacuation
• Repatriation
• Mental health services
• Prescription medications

Insurance Options:

• Home institution's plan (if covers international)
• Host institution's plan: Amount
• Third-party provider: Amount
• Other: Details

Pre-Existing Conditions: Must be disclosed; coverage subject to policy terms

Health Requirements:

• Medical clearance form
• Vaccinations: Required vaccinations
• Health history disclosure
• Physical exam (if required)

Mental Health: Student should:

• Disclose any mental health needs
• Ensure adequate medication supply
• Identify support resources abroad

9. STUDENT OBLIGATIONS

Pre-Departure:

• Attend orientation sessions: Dates
• Complete pre-departure checklist
• Submit all required documents by Date
• Obtain visa in timely manner
• Purchase insurance
• Register with Embassy/Consulate

During Program:

• Maintain enrollment at host institution
• Attend classes regularly
• Meet academic standards
• Follow host institution policies
• Abide by host country laws
• Maintain valid visa status
• Stay in regular contact with home institution
• Notify institutions of address changes
• Participate in required program activities

Cultural Responsibilities:

• Respect host culture and customs
• Act as ambassador for home institution
• Engage with local community
• Maintain appropriate behavior

Post-Program:

• Complete evaluation within X days
• Share experience (if requested)
• Submit expense receipts (if required)
• Return borrowed materials

10. INSTITUTION OBLIGATIONS

Home Institution Will:

• Provide pre-departure orientation
• Facilitate credit transfer
• Maintain student's enrollment status
• Provide emergency support
• Keep financial aid active (if applicable)

Host Institution Will:

• Provide orientation at host location
• Ensure access to courses
• Provide academic support
• Offer housing assistance
• Facilitate cultural integration
• Provide emergency contact

11. HEALTH AND SAFETY

Student Acknowledges:

• Study abroad involves inherent risks
• Student responsible for personal safety
• Must exercise caution and good judgment
• Should avoid high-risk activities/areas

Safety Measures:

• Emergency contact information provided
• 24/7 emergency assistance: Phone/Service
• Regular safety briefings
• Country-specific safety information provided

Student Must:

• Register with home country embassy/consulate
• Keep emergency contacts updated
• Follow travel advisories
• Report incidents to institutions

In Case of Emergency:

1. Contact local emergency services 2. Notify host institution: Contact 3. Notify home institution: 24/7 Emergency Number 4. Contact emergency assistance provider: Number

12. CONDUCT AND DISCIPLINE

Student Must:

• Follow all policies of both institutions
• Obey laws of host country
• Avoid illegal drugs
• Consume alcohol responsibly (if of legal age)
• Not engage in harassment or discrimination
• Maintain academic integrity

Violations May Result In:

• Warning
• Probation
• Dismissal from program
• Loss of credits
• Disciplinary action at home institution
• No refund of fees

Jurisdiction: Subject to both home and host institution policies

13. ACADEMIC INTEGRITY

Student bound by academic integrity policies of both institutions, including:

• No plagiarism
• No cheating
• Proper citation
• Original work

Violations addressed per respective institution's procedures.

14. WITHDRAWAL AND CANCELLATION

Withdrawal by Student:

Before Program Starts:

• More than X days: Percentage% refund
• Y to X days: Percentage% refund
• Less than Y days: Percentage% refund
• After Date: No refund

After Program Starts:

• Prorated refund based on Formula
• Administrative fee: Amount
• Housing may not be refundable

Withdrawal for Medical Reasons:

• Documentation required
• Reviewed case-by-case
• May be eligible for higher refund

Program Cancellation:

If program canceled by institution:

• Full refund of paid fees
• Assistance finding alternative program
• Not responsible for student's other costs (flights, etc.)

15. TRAVEL AND EXCURSIONS

Program-Included Travel:

• List included excursions/field trips
• Supervision provided
• Covered by program fees

Independent Travel:

• Permitted during: Break periods/Weekends/etc.
• Not permitted during: Class days/Certain periods
• Student bears all responsibility and costs
• Must notify: Contact
• Not covered by program insurance (verify coverage)

16. COMMUNICATION

Expected Communication:

• Check email daily
• Respond to institution inquiries within X days
• Attend mandatory meetings/check-ins
• Report problems promptly

Contact Information:

Home Institution:

• Study Abroad Office: Email/Phone
• Emergency: 24/7 Number
• Advisor: Name/Contact

Host Institution:

• International Office: Email/Phone
• Emergency: Number
• Program Coordinator: Name/Contact

17. TECHNOLOGY AND RESOURCES

Access Provided:

• Host institution email account
• Library resources
• Computer labs
• Learning management system
• Other resources

Responsible Use:

• Follow acceptable use policies
• Respect copyright
• Maintain cybersecurity
• Use VPN if required

18. CULTURAL ADJUSTMENT

Support Available:

• Cultural orientation
• Counseling services
• Peer support groups
• Re-entry orientation (upon return)

Student Should:

• Keep open mind
• Be patient with adjustment process
• Seek help if experiencing culture shock
• Stay connected with family appropriately

19. FORCE MAJEURE

In case of:

• Natural disasters
• Pandemic
• Political unrest
• War or terrorism
• Other extraordinary circumstances

Institutions may:

• Cancel or suspend program
• Evacuate students
• Modify program delivery
• Refund policies may be adjusted

Student may be required to:

• Return home immediately
• Continue coursework remotely
• Accept alternative arrangements

20. LIABILITY AND WAIVER

Student Acknowledges:

• Participating voluntarily
• Aware of risks
• Responsible for own decisions and safety

Institutions Not Liable For:

• Injury, illness, or death (except gross negligence)
• Loss or theft of personal property
• Disruption of program due to circumstances beyond control
• Acts of third parties
• Failure to obtain/maintain visa
• Political situations in host country

Student Releases: Both institutions from liability except for gross negligence or willful misconduct.

21. PHOTOGRAPHY AND PUBLICITY

Student consents to institutions using photos/videos taken during program for:

• Marketing materials
• Website
• Publications
• Social media

Opt-out available: Contact Office if you do not consent

22. SPECIAL ACCOMMODATIONS

Disabilities:

Students with disabilities should contact:

• Home institution: Disability Services Contact
• Host institution: Contact
• Advance notice required: Timeframe

Dietary Requirements:

• Notify host institution by Date
• Institutions will make reasonable efforts to accommodate

Religious Observances:

• Will be respected
• Student should communicate needs

23. ALUMNI ENGAGEMENT

Post-Program Opportunities:

• Join study abroad alumni network
• Serve as peer advisor
• Participate in recruitment events
• Share experience with prospective students

24. GOVERNING LAW

This agreement governed by laws of Home Institution's Jurisdiction.

Dispute Resolution:

• Good faith negotiation
• Mediation
• Arbitration/litigation

25. ENTIRE AGREEMENT

This agreement, together with referenced policies and handbooks, constitutes complete understanding.

Modifications: Must be in writing and signed by all parties.

SIGNATURES:

Student:

I have read, understood, and agree to all terms of this Study Abroad Agreement. I acknowledge the risks and responsibilities associated with studying abroad.

Signature: _______________________

Name: Student Name

Date: _______________________

Parent/Guardian (if student is under 18):

I consent to my child's participation and agree to the terms.

Signature: _______________________

Name: Name

Date: _______________________

Home Institution:

Signature: _______________________

Name: Name

Title: Title

Date: _______________________

Host Institution:

Signature: _______________________

Name: Name

Title: Title

Date: _______________________