Program Leader Handbook - International Education and ...

Appalachian Overseas Education Programs Program Leader Handbook
Advise the student to fill out a “Special Course” form , to have it signed by the Department Chair, the appropriate Dean, and to
turn in an original copy of the form to OIED.
Please instruct the student that after obtaining the dean’s signature, the student should not leave the form in the
Dean’s Office but should instead walk it over to OIED.
NOTE: For independent studies in the summer term, OIED needs to receive the “Special Course” forms by mid-February.
4. Financial Matters
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Program Cost to the Student
It is very important at this point to advertise what the program cost is and what it covers. Students should also be made aware
of additional expenses not included in the program cost that they will need to budget for: cost of required immunizations, medical
preparation, visa, meals not covered by the program cost, the minimum amount of spending money to bring along, etc.
Make sure you only advertise the activities included in the program cost that you know you will be able to provide based on
the minimum number of students to be recruited. You may keep in mind that if you show the program budget to program participants
or to discuss it with them in detail, they may hold you accountable on how you spend the program funds.
Payment Schedule and Cancellation Policy
Distribute copies of the “Courses, Payment Schedule, and Cancellation Policy” form specific to your program and go over the
payments and deadline requirements. Explain clearly if tuition will be charged for your program (it is the case for summer programs)
or if there is the possibility of qualifying for “an overload” as this may be the case for full-time students enrolled in a
fall or spring term AOEP. If students need to pay tuition, please explain that the tuition cost is NOT included in the program
cost and that it is due in addition to the last installment payment for the program cost as stated on the Payment Schedule
(usually by early April for summer AOEPs).
Please notify the students that at the time the last installment is due, their student accounts may not show a tuition charge because
Appalachian’s billing cycle differs from the AOEP billing cycle. However, it is imperative for students to understand
that they will need to “pre-pay” their tuition even though a tuition charge may not show on their student accounts at that
time. Also, please alert the students to read carefully the Cancellation Policy clauses, and remind them that if they cancel on
or after a scheduled payment date, they still remain obligated for the payments scheduled to be paid prior to and/or on
the official date of their cancellation notice. The initial deposit check is non-refundable regardless of the official date of
the cancellation. If a student decides to cancel his/her participation, he/she needs to inform you in writing, with copy to Meg
Kennedy and Nathalie Turner.
Students should be reminded that if they have not paid in full the program cost, tuition, and any other pending charges on
their Appalachian State student account by the final payment deadline, they may be withdrawn from the program while (1)
still owing the full program cost, (2) not being entitled to any refunds, (3) losing any applicable financial aid eligibility status.
Financial Aid
Please strongly advise students to contact their Financial Aid advisor PRIOR to submitting their application to OIED. Students
need to have a clear understanding of what their financial aid award will cover before signing up for your program.
Financial aid awards are typically disbursed about ten (10) days prior to the program’s departure date. To avoid being dropped
from the program if their student account balance is not cleared on the final payment deadline, students will need to submit to
OIED, by that final payment deadline, proof of approval of their student loan amount covering the full outstanding balance of
their student account. If their documented loan approval amount covers only a portion of their outstanding student account
balance, the students will need to pay off the portion not covered by their financial award by the final payment deadline. Failure
to pay off that difference may result in their being dropped from the program while still owing the full program cost and
losing their financial aid eligibility.
Revision Date 5/8/13
507_AOEP_LeaderHandbook