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Student Guide | Frequently Asked Questions | Cancellation Policy

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Travel Study Student Guide

Student Guide

General Information
Important Dates
Cancellation and Refunds
Travel Documents
Travel Responsibilities
Health Insurance
Waiver
Financial Aid
Policy on Housing and Program Activities
Some things to consider . . .

UCLA Summer Sessions is committed to the safety of its Travel Study participants and will take every precaution possible to ensure that program sites and activities are secure. We will, of course, cancel any or all programs if there are any reasonable concerns about safety this summer. Full refunds will be provided if programs are cancelled. If you have questions or concerns about program safety, we encourage you to contact the Travel Study Office.

General Information

Welcome to the world of UCLA Summer Sessions Travel Study programs! These programs offer participants an exciting and challenging travel experience as well as serious academic study. Some of UCLA's most distinguished faculty conduct these fast-paced programs. Programs offer from 8 to 16 units of credit, and the grades are recorded on your official UC transcript.

Registration for our Travel Study programs begins November 15.

The following are required to register for a program:

Online application;

$300 nonrefundable deposit due at time of application (see below for information on cancellations and refunds). If applying after April 4, full payment is due upon application;

One current digital photo due within 90 days of application (this applies to all students);

One scanned copy of the front page of your passport (in jpeg format) due within 90 days of application (International programs only).

Payments may be made by credit card (MasterCard or Visa) or check card.

Summer Sessions will notify you by e-mail, confirming receipt of your application and deposit immediately.

If you are applying for an open program after April 4, 2008, all program fees must be paid in full for enrollment to be guaranteed.

Note: It is essential that you provide us with an e-mail address that you check regularly.

Important Dates

Registration opens to all students	November 15, 2007
$300 nonrefundable deposit due	At time of application.
Deadline to submit digital photo and digital of passport	Within 90 days of your application
FAFSA due	March 2, 2008
UCLA Travel Study Financial Aid Application Due	April 4, 2008
Visiting Financial Aid Students: Deadline to submit Visiting Financial Aid Agreement	April 4, 2008
Final Payment Deadline (Financial Aid students excluded)	April 4, 2008
Last day to cancel and receive full refund minus deposit	April 4, 2008
Last day to drop optional courses for a refund	August 29, 2008

Cancellation and Refunds

Please do not enroll in a Travel Study program unless you are sure that you intend to participate. Remember that your deposit is non-refundable.

If you cancel your registration, the following applies:

The $300 deposit is not refundable under any circumstance;
Paid program fees (minus the $300 deposit) are refundable until April 4, 2008;
No refunds are available after April 4, 2008.

In order to cancel once you have registered, please retrieve your online application at www.summer.ucla.edu/travel/register/retrieve.cfm and select the "Cancel My Registration" button. Failure to cancel prior to the April 4 deadline will result in a bill for the full program fee.

In the event that Summer Sessions must cancel a program, all registered students will be notified immediately and given a full refund of program fees (including the $300 deposit).

Travel Documents

All students are required to have a valid passport (this does not apply to domestic programs). Your passport should be valid for at least 6 months beyond the date you expect to return to the United States. Allow approximately 10-12 weeks for your passport application to be processed (expedited processing is available for an additional fee).

DO NOT WAIT UNTIL THE LAST MINUTE TO APPLY FOR YOUR PASSPORT.

For information on obtaining a passport, visit The U.S. Department of State's Web site.

A scanned copy of your passport (in jpeg format) is due to the Travel Study Office within 90 days of your application.

Students participating in the China or Brazil programs must obtain a tourist visa prior to departure. Participants of these programs will be sent instructions about obtaining their visas. Please wait for instructions before applying for a visa.

If you are not a U.S. citizen, you are responsible for checking with the local consulate(s) of the country(ies) to which you are traveling to inquire about visa requirements and to obtain visa(s) where applicable. If your Travel Study program visits more than one country, make sure you check the consulate of each country. Foreign consulates can be located through the internet.

Travel Responsibilities

You are responsible for making your own travel arrangements to and from your program destination. Be sure to read flight instructions for your program carefully. Please visit the section of the Web site called "Travel" for your program.

UCLA Summer Sessions assumes no responsibility for bookings or any injury, death, damage, loss, or delay incurred by any person in connection with lodging or the service of any train, bus, vessel, car, carriage, aircraft, or any other type of vehicle which may be used in conjunction with any Travel Study program.

Health Insurance

An traveler's health insurance policy is provided for both international and domestic programs. Coverage is for the dates of the program only.

UC Health Insurance Benefits Summary
UC Health Insurance FAQ

You are responsible for all fees incurred as a result of any accident or medical emergency which may occur while participating in a UCLA Study Abroad program. Be sure to keep all receipts for medical treatment in order to file a claim upon your return to the U.S.

If you are traveling before or after the UCLA program, we recommend that you arrange for independent health insurance coverage as a precaution.

Waiver

All Travel Study partcipants complete an online waiver of liability. A PDF version of the waiver is available here.

Financial Aid

For information about financial aid, click here.

Please note that ALL students applying for financial aid assume full responsibility for all program fees. Any cancellations must be made prior to April 4, 2008. Students who cancel after April 4, 2008 will be assessed the full program fee.

Policy on Housing and Program Activities

Travel Study housing is required for all participants and is restricted to enrolled participants only. Guests (includes spouses, children, other family members and friends) are not allowed in Travel Study housing or on any Travel Study related activity. The Travel Study Office does not assist with housing arrangements for family, friends, or other guests of Travel Study participants. The Travel Study Office does not make housing arrangements for students arriving prior to the program start date or after the program concludes. Participants must make their own housing arrangements for early arrivals and late departures.

Some things to consider . . .

Travel Study is a challenging and rewarding experience. Deciding to participate in a Travel Study program and selecting a program takes a lot of consideration. Researching the program and asking questions will help you make a mature and informed decision about whether Travel Study is for you.

Go to www.summer.ucla.edu/travel and explore the links within the Travel Study section. You might also go to the library and research your venue as much as possible. Talk to travel agents and people who have traveled. This will help you determine how much to budget, what to pack, what you want to see, and where you want to go. Visit the UCLA Summer Sessions Office to discuss the program and read student evaluations from prior participants. If you decide to register for a program it is also a good idea to visit your professor during his or her office hours (or phone, if you can not get to campus) to say hello and ask questions about scheduling, textbooks, curriculum, or group activities that might not be completely clear.

As you are making your decision about Travel Study, keep in mind that students applying to the program should be:

patient
emotionally and socially mature, indicating they are able to adjust to a foreign environment
reasonable in their expectations
prepared for a program that is more study-oriented than travel-oriented
able to handle difficult classroom work in an unfamiliar setting
flexible in their attitudes and expectations; willing to accept change
cooperative and accommodating
of good character and in good health
flexible in roommate assignments
able to do a lot of walking in high heat and humidity
physically able to handle the change in environment
flexible in dietary requirements
able to make a budget and stick to it
aware that supervision is minimal, but high standards of personal conduct are both expected and enforced

We hope you will choose UCLA Travel Study. Remember, summer Travel Study programs fill quickly. Register as soon as possible!

Web site: www.summer.ucla.edu/travel

All of the information presented here was correct at the time of publication, but is subject to change.

The University of California, in accordance with applicable Federal and State law and University policy, does not discriminate on the basis of race, color, national origin, religion, sex, disability, age, medical condition (cancer-related), ancestry, marital status, citizenship, sexual orientation, or status as a Vietnam-era veteran or special disabled veteran. The University also prohibits sexual harassment. This nondiscrimination policy covers admission, access, and treatment in University programs and activities.

Inquiries regarding the University’s student-related nondiscrimination policies may be directed to the UCLA Campus Counsel, 3149 Murphy Hall, 405 Hilgard Avenue, Los Angeles, California 90024-1405. Speech and hearing impaired persons may call tdd (310) 206-6083. Inquiries regarding Americans With Disabilities Act or 504 Compliance may be directed toKaren Henderson-Winge, Acting ADA and 504 Compliance Officer, 405 Hilgard Avenue, Los Angeles, California 90024-1405, (310) 825-7906 Voice/crs or (310) 206-3349 tdd.

Students who have concerns or complaints regarding any action they believe discriminates against them on the grounds of race, color, national origin, religion, sex, sexual orientation, or disability and may contact the Office of the Dean of Students, 1206 Murphy Hall, for further information and procedures.