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Withdrawal and Refund Policies for Northwestern-Sponsored Programs

If a student withdraws from a Northwestern-sponsored program after submitting a Program Confirmation Form, they must immediately inform the appropriate study abroad office at Northwestern and in writing.

A student may also be withdrawn from a Northwestern-sponsored program if their approval to study abroad is revoked, if they must return from their program early, or if they are dismissed for conduct, academic, legal, or other reasons.

In such events, the following policies apply:

1. Withdrawal prior to the program's commencement: 

The student will be responsible for paying a $1,000 cancellation fee (or, in the case of non-Northwestern students, will forfeit the $1,000 non-refundable deposit) plus any unrecoverable program costs that the Northwestern coordinating office or the program has incurred on their behalf at the time of withdrawal. Such costs may include, but are not limited to: pre-paid tuition, pre-paid meals, pre-paid housing or room reservation deposits, airline deposits or airline tickets, bus rental fees, and/or payments for guides.

Thus, even if the student has not yet paid the full program balance and does not attend the program, they will be responsible for paying any unrecoverable program costs. Therefore, in the case of voluntary withdrawals, it is in the student's best interest to notify their coordinating office immediately upon making a decision to withdraw in order to minimize unrecoverable expenses made on their behalf.

In addition, any program scholarships, fellowships, travel grants, or other funding awarded to the student by their program office or other Northwestern departments may be cancelled.  The student is responsible for any balance due resulting from this loss of funding.  Students receiving financial aid and/or loans should consult with the Financial Aid Office for information about how their withdrawal would affect their federal, state, and/or institutional aid. No financial aid is available to cover cancellation fees or other costs associated with program withdrawal or dismissal.

Northwestern is not responsible for indirect costs paid directly by the student including, but not limited to: passport and visa fees, vaccinations, airfare and other transportation costs.

2. Withdrawal after the program's commencement:

a. The student will be responsible for all unrecoverable program costs. Any refunds will be made according to the program's policies, which are dictated by the policies of the host institution(s) and contracted service provider(s). Depending on the date of withdrawal, it is possible that no refunds will be given.

b. If a student withdraws from the program due to serious illness, death, or death within the immediate family, the coordinating office at Northwestern will make reasonable efforts to refund - or seek refunds of - recoverable costs and to assist with arrangements for full or partial academic credit. Depending on the circumstances, it is possible that no refunds or credit will be granted.

c. If a student is dismissed from the program due to conduct, academic, legal, or other related issues, no refunds will be given.

d. If a student is withdrawn or dismissed, the student is responsible for all expenses related to their early return from the program and may not be eligible to receive any acdaemic credit from the program.

e. If a student is withdrawn or dismissed, any program scholarships, fellowships, travel grants, or other funding awarded to the student by their program office or other Northwestern departments may be cancelled.  The student is responsible for any balance due resulting from this loss of funding.  Students receiving financial aid and/or loans should consult with the Financial Aid Office for information about how their withdrawal would affect their federal, state, and/or institutional aid. No financial aid is available to cover cancellation fees or other costs associated with program withdrawal or dismissal.

f. If a student chooses not to participate in a pre-paid program activity (such as a field trip, excursion, cultural event, courses, included meals, etc.), no portion of the program cost will be refunded.