policies
ArtCenter policies exist primarily for the protection and safety of study away participants. We expect all participants to read, understand, and adhere to ArtCenter policies, guidelines, and contractual documents whether on campus or away. ArtCenter reserves the right to add, modify, or remove a policy at any time. Copies of all policies are available in the study away student handbook. Cancellation policies and the Participation Agreement are also posted on your ArtCenter Away Portal.
PROGRAM WITHDRAWAL, DISMISSAL, OR CANCELLATION AND REFUND POLICY
Should a student decide to cancel enrollment in any study away program for which he or she applied and was accepted, the student must immediately notify in writing the College’s Exchange and Study Away office. ArtCenter is not responsible for costs paid directly by the student, including, but not limited to, passport and visa fees, vaccinations, insurance, housing, and transportation costs.
It is the student’s responsibility to complete a Leave of Absence form (if all courses are being dropped) or a Course Drop form (if only the study away course(s) is being dropped) to submit to Enrollment Services as necessary for the term. The date of withdrawal shall be the date of receipt of the appropriate forms by Enrollment Services. The student is required to follow existing ArtCenter policies for Leave of Absence and Course Drop.
The $200 program down payment
/
deposit required for commitment to most programs is non-refundable.
Withdrawal Prior to the Start of the Program
The $200 program down payment
/
deposit required for commitment to most programs is non-refundable.
Prior to the start of the program, the student is eligible for a full refund of tuition. However, any non-recoverable expenses that have been incurred by ArtCenter on behalf of the student once the student has made a commitment to the program (in writing and/or by submitting a program deposit) will be the responsibility of the student, including but limited to housing, excursions, and program provider fees, and charged to the student account. If any student stipends were received, the stipend check must be returned to ArtCenter. If the stipend check had already been deposited or cashed by the student, then the student’s account will be charged for the stipend amount.
Withdrawal After the Start of the Program
If a student withdraws from a study away program during the first five weeks of the program, he or she is eligible for a refund of ArtCenter tuition payments based on the College’s Tuition Forgiveness Policy below.
Withdrawal Tuition Forgiveness
Prior to start of program 100%
Week 1-- 100%
(with a $500 late withdrawal fee)
Week 2-- 80%
Week 3-- 60%
Week 4-- 40%
Week 5-- 20%
Week 6-- 0%
If an on-site or study away course is scheduled in its entirety during the break period, the course is considered to be completed and credit units are granted towards the total scheduled load of the following term. If during the time of the course, a student chooses to withdraw for any reason, tuition forgiveness for the remainder of the course will be prorated accordingly. To align with the above Tuition Forgiveness Policy for a full 14-week term, students will not be eligible for tuition forgiveness after 43 percent of the course has been completed.
Withdrawal Due to Medical Reasons
Students who experience a medical emergency may be granted an immediate withdrawal from the study away course following consultation among the faculty team leader, the Director of Exchange and Study Away, and the Associate Provost for Student Affairs (or designee). Immediate arrangements will be made for care of the student with the assistance of the College’s international medical insurance program as necessary. Any refund of tuition and expenses will be subject to the College’s Medical and Psychological Leave Policy as follows:
Students who encounter unplanned medical issues once the term (or study abroad experience) has begun may request a Leave of Absence (“LOA”) due to a medical condition (medical leave). Although any student may take an LOA from ArtCenter at any time, a medical leave indicates a sudden and unexpected medical condition that prohibits the student from completing all classes in a term and from taking Incompletes. In these cases, some adjustments may be made to the student's billing and financial aid based on the date that the Leave of Absence form was received by Enrollment Services and the additional completed documentation was received. Medical leaves are not granted routinely. They are granted only after careful evaluation of each individual's situation and documentation.
• The treating physician must be a medical doctor (MD), clinical psychologist (PhD) or licensed clinical social worker (LCSW). The treating provider may not be a relative of the student, nor can he or she be employed by ArtCenter.
Documentation for the medical condition must meet the following standards:
• Communication from a treating physician on letterhead (not a prescription form) with the full name of the patient/student, a description of the illness and treatment, and an indication of the limitations in function due to the illness or the treatment.
• The treating physician must be a medical doctor (MD), clinical psychologist (PhD) or licensed clinical social worker (LCSW). The treating provider may not be a relative of the student, nor can he or she be employed by ArtCenter.
The student requesting a medical leave must also give permission for the Associate Provost for Student Affairs (or designee) to contact the treating provider to discuss the case, or to verify the diagnosis or treatment.
To qualify for medical leave, students must show that their condition or course of treatment renders them incapable of attending any and all classes, and completing assignments. Examples may include but are not limited to: catastrophic accidents or severe illnesses in which the student must be confined to bed rest for several weeks, admission into an inpatient treatment facility for several weeks, daily medical or psychological therapy for several weeks, or a temporary disability that renders the student physically unable to work on projects in a substantive manner. Missing a few days of classes, generally falling behind due to other issues, and other such reasons do not constitute grounds for a medical leave.
Before a student can return to class, he or she must provide the Associate Provost for Student Affairs (or designee) with a letter on letterhead from the treating provider certifying that the student is well enough to return to the rigors of the ArtCenter curriculum. The Associate Provost for Student Affairs (or designee) may request that the student check in once or twice during the course of the term as a condition of enrollment.
Students may be on medical leave for three consecutive terms and return without seeking re-entry or readmission; those on leave for more than three terms will need to go through the re-entry process. Students who have not attended for two or more years must go through the readmission process. Unless otherwise specified, students returning from medical leave are subject to the same deadlines, standards and requirements as other ArtCenter students.
Program Dismissal
A student who is suspended, dismissed, or withdraws while under investigation for violation of the Student Code of Conduct will not have tuition payments refunded.
General Program Cancellation
Student safety is of critical importance. The College reserves the right to cancel any exchange or study away program in a location that is considered unsafe by the Study Away Emergency Response Team (“SAERT”) or for which the U.S. Department of State has issued a Travel Alert. SAERT regularly reviews information provided by the U.S. Department of State and monitors other sources, such as announcements from the Overseas Security Advisory Council (OSAC), Center for Disease Control (CDC) and the World Health Organization (WHO) for information about the locations where ArtCenter students are or will be studying.
Should a program cancellation become necessary for safety reasons, an emergency, the continued COVID-19 pandemic, or for other reasons beyond the College’s control prior to student departure, every effort will be made to refund all recoverable costs to participants. The time of program cancellation will determine the actual recoverable costs. The closer the program is to the start date, the less recoverable costs will be available. The Exchange and Study Away office will make its best efforts to notify students of a potential program cancellation as soon as it is known so that other academic options may be considered as a back-up.
Should a program cancellation become necessary for safety reasons, an emergency, the continued COVID-19 pandemic, or for other reasons beyond the College’s control, after students have arrived overseas, our refund policy is that every effort will be made to refund recoverable costs to the participants. Additionally, the Exchange and Study Away office and academic departments will make every effort to help students complete the academic work from the program and, depending on the circumstances, possibly earn the intended academic credit from the program. Whether or not this is possible depends largely on the particular program, the circumstances of the academic work of the program, and the length of time remaining in the program after the official cancellation date.
Unrecoverable program expenses including, but not limited to, passport and visa fees, vaccinations, housing fees, or airline costs, paid for directly by the student cannot be refunded. In addition, payments made either by ArtCenter or the student directly to a partner institution or any third party provider are often unrecoverable and cannot be refunded or reimbursed.
Because full refunds are often not possible, students should consider purchasing trip cancellation insurance. This is at an additional cost and is not a program inclusion. During the COVID-19 pandemic, travelers can purchase additional "Cancel/Interrupt For Any Reason" (CFAR/IFAR) coverage through Cultural Insurance Services International’s (CISI) partner, Travel Insured International, to supplement the existing CISI coverage provided through ArtCenter. This coverage will help protect students’ financial investment should they need to cancel the program. Students are encouraged to compare policies.
The Financial Aid office will review program cancellations on a case-by-case basis for students who are receiving financial aid.
REGISTRATION PROCESS + TIMELINE
Once you have been accepted into a study away program, whether a 3-unit course or 12-18 unit full-term program, you will be given access to register for the restricted course(s) at your normally scheduled registration appointment time. You must clear any holds on your account before you can register. Neither the Registrar nor the Exchange and Study Away office are responsible for following up on delayed registrations due to holds.
If you are participating in one of our Exchange Student Programs, you will register for 12-units worth of placeholder courses, identified for you, for the term you will be away. Once ArtCenter receives your transcript from the exchange partner school, the appropriate course credit will be applied. It is your responsibility to ensure that your transcript is received by Enrollment Services. It is important that you complete the Study Abroad Exchange Credit Approval form with your Department Chair and/or Director of Humanities and Sciences before you depart so that you have confirmation of the credit you will be receiving.
ACADEMIC STANDING
Students must remain in good academic standing during the term prior to their study abroad experience. Students not in good academic standing may be disqualified from participation. Students on academic probation or suspension may not participate in study abroad.
STUDENT CODE OF CONDUCT
ArtCenter regards all students as responsible citizens who have the same obligations as other citizens to observe the laws of the United States and the local and national laws of the host country. The College does not regard itself or its members as above the law in any way. In addition, as members of an academic community, students assume rights and responsibilities inherent to the nature of that community and bear a responsibility to preserve a collegiate environment that encourages the maximum development of students.
Students who participate in an ArtCenter study away program are enrolled at ArtCenter and are subject to the provisions of the Student Code of Conduct to the same extent they would be if studying on campus. Any student who engages in conduct that violates the Student Code of Conduct will be subject to review and sanctions, including, where appropriate, dismissal from the program. This will be done in consultation with the appropriate departments/offices and prior violations will be considered.
All students have the right to learn in an atmosphere that is supportive and encouraging. Students should feel free to express their views but may not do so by infringing upon the rights of others. Students who feel that their rights have been violated have the right to have the matter reviewed through the Student Code of Conduct. The College also holds inherent authority and reserves the right to bring charges against students in this process. The Center for the Student Experience coordinates, implements and responds to questions about the Student Code of Conduct.
Prohibited Conduct
Prohibited conduct includes but is not limited to the following:
1. Plagiarizing the idea, language or image of another person in part or in whole, including the improper citation of source documents or lack of correct acknowledgment of authorship. Please see the Academic and Creative Integrity Policy in the Student Handbook for more information.
2. Violations of federal, state and local laws, and violations of ArtCenter policies, including but not limited to the Alcohol and Illegal Drugs Policy, Policy Against Harassment, Discrimination, Harassment and Title IX Policy, Weapons Policy, Appropriate Use Policy for Information Technology Resources and Parking Policy.
3. Intentionally or recklessly causing physical or psychological harm to any ArtCenter community member, yourself or to any person on College premises or at College activities either on or off campus, or causing reasonable apprehension of such harm. This includes, without limitation: computer, telephone, social, racial and sexual harassment or assault; verbal or written threats; stalking; intimidation; and verbal and physical abuse or harassment.
4. Intentionally or recklessly interfering with normal College or College-sponsored activities, including but not limited to studying; teaching; research; College administration; judicial proceedings; or fire, police or emergency services.
5. Failure to comply with the directions of College officials acting in performance of their duties, including but not limited to staff, faculty and campus safety officers. This includes verbally threatening, abusing or harassing any of the above in the performance of his or her duties.
6. Intentionally or recklessly destroying, defacing or damaging College property or the property of others on College premises or at College-sponsored activities.
7. Intentionally and substantially interfering with the freedom of expression of others on College premises or at College-sponsored activities.
8. Intentionally furnishing false information to any designated College official and to the College or failure to carry and/or provide valid ArtCenter photo identification.
9. Intentionally initiating, or causing to be initiated, any false report, warning or threat at College-sponsored activities.
10. Theft of property or services on College premises or at College-sponsored activities, or knowingly possessing stolen property.
11. Unauthorized use, possession or distribution of alcohol on College premises. Please see the Alcohol and Illegal Drugs Policy in the Student Handbook for more information.
12. Use, possession or actions under the influence of any controlled substance, alcohol, illegal drug or drug-related materials.
13. Unauthorized distribution or possession for purposes of distribution of any controlled substance, illegal drug or paraphernalia.
14. Engaging in disorderly conduct, public intoxication or lewd, indecent or obscene behavior.
15. Unauthorized use, possession or storage of any weapon on College premises or at College-sponsored activities.
16. Intentionally or recklessly misusing, disabling, tampering with or damaging fire safety equipment, doors and signs.
17. Unauthorized use or possession of fireworks and/or other incendiary materials on College premises or at College-sponsored activities.
18. Unauthorized use, forgery or unauthorized alteration of any College document or instrument of identification.
19. Unauthorized presence in or use of College premises, facilities or property.
20. Any behavior that disrupts or causes disruption of computer services; damages, alters or destroys data or records; or adversely affects computer software, programs, systems or networks. This may include the intentional introduction of any computer contaminant into the computer system.
21. The use of data, computer systems or networks to devise or execute any scheme to defraud, deceive or extort or wrongfully obtain money, property or data. Unauthorized use of computer files or unauthorized access to restricted network systems or computer files.
22. Reckless driving of a four- or two-wheel vehicle on or off-campus, or the abuse of campus parking rules and regulations.
23. Violating the terms of any disciplinary sanction imposed in accordance with this Code.
Study Away Disciplinary Procedure
Given the nature and function of study away programs, student-participant adherence to policies, procedures, and directives is crucial. The paragraphs below set out the student-conduct process for resolving alleged violations of program and ArtCenter policies, procedures, and guidelines by study away participants.
Should there be an allegation of a violation of policy, etc., faculty leaders of ArtCenter study away programs may conduct investigations and hold administrative hearings for conduct matters that occur abroad. Faculty leaders may consult with the Director of Exchange and Study Away and the Associate Provost for Student Affairs (or designee) throughout the process. At the discretion of the Associate Provost for Student Affairs (or designee) and in consultation with the faculty leader, the Associate Provost for Student Affairs (or designee) may assume jurisdiction for, and render a decision on, any cases involving students studying off-campus.
The faculty leader will be responsible to interview and/or receive statements from all witnesses, and will present the accused with charges, which are to include the specific regulation or policy allegedly violated. At the administrative hearing between the faculty leader and the accused student, the accused may testify personally and present witnesses on his or her behalf.
The accused may present testimony and make arguments not only with regard to the offense, but also with regard to justification or mitigating circumstances. The accused may also speak to the question of the appropriateness of any particular sanction that he or she may incur.
After hearing the case, the faculty leader will make a decision on sanctions. He or she may consult with the Assistant Dean of Students (or designee) prior to making a decision if the faculty leader deems it necessary. If the accused is found guilty of a violation of applicable policies, regulations, etc., the decision will specify the violating behavior and the policy or regulation violated, and the sanction to be imposed. The faculty leader will promptly present the sanctions imposed to the accused and the decision will take effect immediately. The decisions of the ArtCenter faculty leader will be based on evidence presented and statements taken. Due to the logistical challenges presented by conducting investigations at some distance from campus, decisions made by faculty leaders in disciplinary cases conducted for students in study abroad programs are final.
The Center for the Student Experience holds concurrent jurisdiction and may take further action based on the College’s Student Code of Conduct upon the student’s return to the College.
Interim Suspensions
1. In certain circumstances, the Assistant Dean of Students (or designee) may impose a suspension of privileges to further participate in the Study Away program prior to a hearing following consultation with the faculty leader. Such an interim suspension may be imposed only:
c) If the student poses an ongoing threat of disruption of, or interference with, the normal operations of the study away group.
a) To ensure the safety and well-being of other members of the study away group or the preservation of ArtCenter property;
b) To ensure the student’s own physical or emotional safety; or
c) If the student poses an ongoing threat of disruption of, or interference with, the normal operations of the study away group.
2. During the interim suspension, the student shall be denied access to participation in the study away course and associated activities and privileges for which the student might otherwise be eligible, as the Assistant Dean of Students (or designee) may determine to be necessary or appropriate.
3. The interim suspension does not replace the regular disciplinary process, which shall proceed expeditiously.
Sanctions
Sanctions for violation of the Student Code of Conduct or other rules or policies enforceable under the Code vary depending on the circumstances. Sanctions may include, but are not limited to, warning, suspension from program related activities, removal from housing, dismissal from program, disciplinary action on ArtCenter record, denial of participation on future education abroad opportunities, and suspension from the College.
Prohibition of Sexual Misconduct
ArtCenter College of Design (“ArtCenter” or “the College”) is committed to maintaining an inclusive community that values diversity and fosters tolerance and mutual respect. All Students have the right to participate fully in ArtCenter programs and activities free from Discrimination, Harassment and Retaliation. ArtCenter is committed to maintaining an inclusive community that is supportive of students and employees. Part of this commitment is providing an educational and working environment that is free of sexual misconduct. ArtCenter does not unlawfully discriminate on the basis of sex in its education programs and activities, including admission and employment practices, as required by Title IX of the Higher Education Amendments of 1972. Title IX prohibits discrimination on the basis of sex in education programs and activities receiving federal funding.
The Sexual Misconduct Policy prohibits behaviors within and outside of Title IX regulations. These prohibited behaviors may be committed by any person upon any person, regardless of the sex, sexual orientation and/or gender identity of those involved. Prohibited conduct includes: sex-based harassment; sexual assault; dating and domestic violence; stalking; discriminatory harassment on the basis of sex; sex/gender-based discrimination; sexual exploitation; threats, intimidation, hazing, or bullying on the basis of sex; retaliation; bad faith complaints of sexual misconduct. This policy applies to any student, 16 staff or faculty member of the ArtCenter Community. ArtCenter may be limited in how it can respond when applying these regulations to non-ArtCenter individuals. Supportive measures are available for any ArtCenter student, staff or faculty member abroad whether or not a formal process is initiated.
ArtCenter utilizes a preponderance of evidence standard to determine whether it is “more likely than not” that a violation of College policy occurred. “More likely than not” means that the information supporting one outcome (responsible or not responsible) outweighs or is more than the information supporting the opposite outcome.
What is Consent?
Consent is an informed, affirmative, conscious, voluntary, and mutual agreement by all participants to engage in sexual activity, communicated through mutually understandable words and/or actions. It is the responsibility of each person involved in sexual activity to ensure that they have the affirmative consent of the other participant(s) to engage in the sexual activity before doing so. Affirmative consent must be voluntary and given without coercion, force, threats, or intimidation.
If you believe that you have experienced sexual misconduct and would like to seek medical treatment immediately contact your travel insurance provider, CISI (for exchange and faculty-led programs), to locate the closest hospital for medical treatment: 1.609.986.1234 (collect outside the U.S.) Email: medservices@assistamerica.com.
Procedures for Filing Complaints
Students can report any incident of sexual misconduct with your faculty leader or report it directly to the Title IX office at titleix@artcenter.edu. More information on Title IX Policies, Procedures and Reporting Options can be found on Inside ArtCenter under Campus Information > Policies, Procedures & Guidelines > Title IX. Students also have the right to file a report, or not report allegations of sexual misconduct with local law enforcement, ArtCenter will always support an individual who wishes to make a report to the police or other local authorities. Students should contact CISI to receive advice on in-country police reporting, especially in countries that may not have laws to prevent sexual misconduct.
Alcohol and Other Drug Policy
ArtCenter does not encourage the use of alcohol or condone drinking patterns or behaviors that are detrimental to the health and welfare of the individual, the ArtCenter community, or the community at large. Alcohol may be consumed, but not abused, by students who are of legal age in their host countries. Students who choose to consume alcohol do so with the knowledge that they remain responsible for their actions at all times. ArtCenter prohibits the use of alcohol that is illegal in the host country and prohibits the distribution of alcohol to students who are not of legal drinking age in their host countries. ArtCenter will impose serious sanctions against any student who commits an alcohol infraction, including drunkenness or any abuse of alcohol.
ArtCenter study away programs have a zero tolerance policy for purchase, possession, use, or distribution of any drugs considered to be illicit or illegal. Any violations will be grounds for dismissal. Students are further cautioned that the possession of drugs is often dealt with harshly by local, host-country law enforcement and neither the College nor the U.S. Embassy can obtain release from jail.
The use of illegal drugs and the abuse of alcohol are seriously detrimental to one’s health and well-being. ArtCenter urges students involved with either to obtain the necessary assistance from medical professionals and counselors. Please contact the Center for the Student Experience for referrals priors to departure or utilize CISI to locate treatment and assistance locations at the program site.
GUESTS PROHIBITED ON STUDY AWAY PROGRAMS
To maintain the academic, cultural, and logistical integrity of any study program, students are prohibited from inviting any guests to participate on an Art Center faculty-led study away program, including staying overnight in program accommodations, whether paying or not. If participating in an exchange program, guest privileges are subject to the partner institution’s policies (e.g., residence hall policies).
PROGRRAM HOUSING
Students are required to live in established program housing when it is provided by the College or host institution. The College finds housing partners and accommodations with consideration for cost, health, safety, security, and educational needs of the students and specific study away program.
Housing information will be solicited from students prior to departure; however, we cannot guarantee individual requests and preferences. If a student has a disability that requires specific accommodations, the disability needs to be filed as soon as possible, upon notification of acceptance, directly with the Center for the Student Experience in order for these arrangements to be made. (See also Student with Disabilities section.)
Should a housing conflict arise, we encourage students to bring it to the attention of the faculty leader and/or the Exchange and Study Away office so we may assist in resolving it. If the conflict involves a violation of the Student Code of Conduct or other College policies, then additional school officials will be called upon to address the conflict as appropriate, following campus procedures.
Students will be responsible for housing damages, lost keys, and any other fees incurred during their stay. The Exchange and Study Away office will notify students of these additional charges that will be applied to the student’s account.
If a study away program does not provide housing, the student will accept all associated risks, be solely responsible for all expenses and arrangements related to housing, and be required to provide the Exchange and Study Away Office with the address and contact information of where they will be residing.
TRANSPORTATION POLICY
Traffic-related accidents are the leading cause of student injuries and deaths while abroad. Students are prohibited from driving motor vehicles (including but not limited to scooters, motorbikes, motorcycles, and cars) while participating in an Art Center Study Away Program outside of the U.S. unless they possess a valid driver’s license and driver’s insurance in the host country. Students should obey all local vehicle and pedestrian laws and use public transit wherever that option exists and is safe. A student’s personal liability coverage takes precedence over Art Center liability coverage should a motor vehicle be used.
Exceptions to this policy may be considered for the content of the program curriculum, associated field trips, and supervised projects. All such considerations must be discussed with the academic department and Exchange and Study Away office in advance.