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When Students Withdraw from Programs AbroadStudent withdrawals are a normal part of university programs and travel abroad. Student withdrawals may have academic, financial, and legal implications. Normally, student withdrawals are managed based on two primary factors: 1) Predeparture or Onsite withdrawals, and 2) Voluntary or Involuntary withdrawals. Managing withdrawals consistently and appropriately ensures equity and protects the University. Withdrawal policies should clearly define:
These policies should be transparent, consistently applied, and aligned with actual costs incurred, not arbitrary cutoffs. Institutions should also document the student’s decision to withdraw and, when possible, the underlying reason. Well-defined program withdrawal policies remain one of the most effective tools for reducing disputes. In conduct-related removals, institutions may face scrutiny when policies are applied inconsistently or when students allege a lack of due process. This underscores the importance of having clearly articulated conduct standards and following them closely in involuntary withdrawal situations. Similarly, cases involving student mental health crises have highlighted the need for careful, individualized assessment rather than automatic removal, particularly when disability considerations may be implicated. When in doubt, reach out to Global Engagement. Key considerations across all withdrawals:
Withdrawals Prior to DepartureNormally, participants commit to participation after paying a deposit. Predeparture withdrawals occur after a participant has confirmed participation, but prior to departing the U.S. Voluntary WithdrawalsThese happen when the participant, not the University, chooses to voluntarily withdraw their participation. They may choose to withdraw for many reasons such as a change to personal financial situation, health concerns, family emergencies, or personal decisions related to health and safety risk tolerance. Involuntary WithdrawalsThese happen when the University determines that the student is no longer eligible for participation, normally based on the inability to fulfill program prerequisites or based on academic or disciplinary probation or performance. Institutions should focus on advising and informed decision-making. Students need to understand the academic, financial, and logistical impacts of withdrawing, and that understanding should be documented. Even when the decision is student-driven, institutions still have a role in supporting next steps, including academic advising, re-entry planning, and referrals to campus resources. It is also important to consider whether underlying factors, such as unmet accommodation needs or health concerns that could be better supported, which may be influencing the student’s decision. Withdrawals After Travel Has StartedVoluntary WithdrawalsPost-departure withdrawals happen after a student has arrived and started the program, and it is very common for these withdrawals to take place during initial weeks of a program abroad. The choice to withdraw after arriving abroad may involve culture shock, health or safety concerns, a perceived academic mismatch, conduct or behavioral issues, or unexpected events like family emergencies or political instability. If there is political unrest or other issues and the University makes the decision that programs will continue, all students who choose to withdraw as a result of their individual concerns are voluntarily withdrawing and the policies and procedures for voluntary withdrawals apply. Programs should ensure the student is supported while they transition out of the program. This support might include arranging interim or alternative housing, working with in-country partners to provide immediate support, and help coordinating travel home. Academic implications should be clearly communicated, including whether partial credit is available and how the withdrawal will be reflected on transcripts. Involuntary WithdrawalsInvoluntary withdrawals occur when the institution determines that a student must leave the program. This may be due to conduct violations, health and safety risks, failure to meet academic expectations, or legal issues in the host country. These cases require rigorous adherence to institutional policy and procedural safeguards. At a minimum, institutions should ensure they apply conduct and academic standards consistently, document decision-making as it is grounded in established policy, and provide fair procedures in notifying the student and include an opportunity for the student to respond, where feasible. Because involuntary withdrawals carry elevated legal and reputational risk, decisions must be well-documented, evidence-based, and defensible. Universities need to ensure that programs across the institution avoid ad hoc decision-making and instead rely on clearly articulated protocols that can withstand external scrutiny. Program Pauses, Cancellation, and EvacuationVoluntary and Involuntary Withdrawals are not the same as program cancellation, but may be related, particularly when political events transpire in the location abroad. It is important for departments and programs to understand that evacuating students from a location abroad is an extreme act that should be used only as a last resort and in consultation with Global Engagement. Program pauses, cancellation, and evacuation are rare and should happen only in extraordinary circumstances, usually as last-resort measures. In most cases, disruptions abroad, such as demonstrations, strikes, or localized instability, are managed through temporary program pauses, relocation within the host country, or other contingency plans. Well-designed programs should incorporate these alternatives in advance, including clear communication strategies and academic continuity options. Evacuation, by contrast, carries significant operational and strategic consequences for the University as a whole. It may affect institutional relationships with host partners, disrupt multiple concurrent programs in the same location, and create longer-term academic and financial implications for students. As such, decisions to suspend or withdraw a program must be made within a broader institutional context. In the event of program closure or a required withdrawal, Global Engagement may activate the Crisis Abroad Response Team to ensure coordinated decision-making across all impacted programs across the University. This is particularly important in locations where the University operates multiple programs simultaneously, as actions taken in one program may have cascading effects on others. Trip cancellation insurance may mitigate some student financial losses. It is important that students understand their financial obligations and their financial risk tolerance if they are no longer able to participate. They should consider coverage for optional trip cancellation insurance. Withdrawals are not simply administrative tasks, but decision points that require careful judgment and institutional responsibility. Clear policies, consistent practices, and a focus on student support help institutions navigate these situations effectively. Want more support? Contact Staci Hagen, the Director for Global Health, Safety, and Risk at vpglobal@scu.edu. Key links and resources:
Atlas is our university-sponsored global travel newsletter to offer guidance and resources for departments and programs in planning and supporting university-sponsored international travel. . |
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