Program Policies

Faculty-Directed Programs Housing Policy

Housing is determined during the program development process and details can be found on individual program pages (brochures) in the VolsAbroad portal. Because the housing for faculty-directed programs has been chosen specifically to support the academic rigor and integrity of the program, the only exemption requests that will be reviewed are due to accommodations related to a disability. Please see the specific explanation and process below.

Exchange, Direct Enroll, Affiliate, or Academic Internship Housing Policy

If offered as a part of the program, students are required to live in program-provided housing. Students are required to apply for program housing within the windows of time communicated by the program provider or host institution.

Exemptions to the policy will only be considered for the reasons listed below. Please note that failing to apply for program housing by the program deadline is not a valid reason to file for an exemption. Failure to apply for program housing could result in administrative withdrawal from the program. Students are responsible for any fiscal ramifications of this withdrawal as outlined in the program withdrawal policy.

Housing Policy Exemptions

Disability Accommodation:

If you are seeking a housing exemption due to a request for accommodation needed on a program for a disability, you must work with UTK’s Student Disability Services.

To formally request an exemption, please email volsabroad@utk.edu with the subject line: “Housing Exemption” and include the following documentation (if the following documentation is not included, your request may not be reviewed):

• An up-to-date UT accommodation from Student Disability Services stating the exact accommodation(s) that must be met on the program.
• A letter from the program provider or host institution stating that they cannot meet your accommodation needs in their program-provided housing.
• Your in-country address and in-country contact information for emergencies.
  • If you are still searching for housing at the time of your request for an exemption, you may state that in your email. If approved, your exemption request will be “conditionally approved” until UT received your in-country address.
    • Failure to submit this information before 2 weeks of the program start date could result in administrative withdrawal from the program.
• A signed housing exemption waiver signed by you and your guardian(s). Please email volsabroad@utk.edu for a copy of the waiver.

Living with a Family Member Abroad: 

If you are seeking a housing exemption because you would like to live with a relative, you must formally submit your request via email to volsabroad@utk.edu and include the following documentation (if the following documentation is not included, your request may not be reviewed):

*NOTE: Choosing to live with a relative may not release you from financial obligations for program housing.

• A letter from the program provider or host institution stating that they support your decision to live with a family member.
• A letter from the family member, who must be a resident of the city where your program is located, stating your relation to them and permission for you to live with them for the duration of your program including specific dates.
• Proof of residency from the family member (for visa purposes). Proof of residency includes:
  • Copy of family member’s in-country ID or residence permit with current address matching the address of housing you are requesting to live in.
  • Copy of lease or other document with family member’s name that shows the address listed on the ID/residence permit.
• Your in-country contact information for emergencies.
• A signed housing exemption waiver signed by you and your guardian(s). Please email volsabroad@utk.edu for a copy of the waiver.
• Note: You cannot live with any other student on the program.

I understand that in order to withdraw from a program abroad after committing, regardless of reason, I must submit written notification via the Offical Online Withdrawal Request form to the Programs Abroad Office. My withdrawal will not be official until I submit written notification as outlined above. I understand that notifying the program leader, provider, or any other university official is not sufficient, nor is simply dropping the associated class(es) in MyUTK.

I understand that by committing to participate in a faculty-directed program, the Programs Abroad Office will have to pay my program fee to the on-site provider (company) before I am charged through my MyUTK account. I understand and accept responsibility for all associated fees* as described below, even if I have withdrawn prior to these charges being billed to my account:

• I understand I must pay the entire (100% of the) program fee per the online brochure in the program cost sheet
  • I understand that the Programs Abroad Office may be able to recoup partial costs associated with the Faculty-Directed Program Fee, and reduce charges accordingly. However, if I withdraw, regardless of reason, I acknowledge that any refund for the Faculty-Directed Program Fee is never guaranteed, and I am ultimately responsible for the entirety of this fee.
  • I understand the services typically included in the Faculty-Directed Program Fee are accommodation, transportation, reservations for activities, and other items as indicated in the program itinerary.
• I understand I must pay the non-refundable Global Programs Administrative Fee per the online brochure in the program cost sheet
  • I understand that the Global Programs Administrative Fee is charged to every UT student who commits to a program abroad and is used to support development of new global program opportunities.
  • I understand that I will see this fee reflected in my MyUTK account. By singing this document I acknowledge that after I commit to participate on my program, the Global Programs Administrative Fee is non-refundable unless the program is cancelled.
• I understand I must pay the Study Abroad (medical) Insurance Fee per the online brochure in the program cost sheet
  • I understand the Programs Abroad Office may be abe to recoup partial costs associated with the Study Abroad (medical) Insurance. 
• I understand I must pay Tuition and Fees for the associated Faculty-Directed Program course(s) as published online by OneStop
  • I understand if I withdraw from the program abroad, it is my responsibility to withdraw from the course(s) in MyUTK.
  • I also understand that refunds for recoverable tuition and course fees will be assessed according to standard University policy for dropping course(s)

I understand that in order to withdraw from an abroad program after committing, regardless of reason, I must submit written notification via the Offical Online Withdrawal Request form to the Programs Abroad Office. My withdrawal will not be official until I submit written notification as outlined above. I understand that notifying the program leader, provider, or any other university official is not sufficient, nor is simply dropping the associated class(es) in MyUTK.

I understand that by committing to participate in an Academic Internship, the Programs Abroad Office will have to pay my program fee to the internship provider (company) before I am charged through MyUTK account. I understand and accept responsibility for all associated fees* as described below, even if I have withdrawn prior to these charges being billed to my account:

• I understand I must pay the entire (100% of the) program fee per the online brochure in the program cost sheet
  • I understand that the Programs Abroad Office may be able to recoup partial costs associated with the Academic Internship Program Fee, and reduce charges accordingly. However, if I withdraw, regardless of reason, I acknowledge that any refund for the Academic Internship Program Fee is never guaranteed, and I am ultimately responsible for the entirety of this fee.
  • I understand the services typically included in the Program Fee are accommodation, transportation, reservations for activities, and other items as indicated in the program itinerary.
• I understand I must pay the non-refundable Global Programs Administrative Fee per the online brochure in the program cost sheet
  • I understand that the Global Programs Administrative Fee is charged to every UT student who commits to a program abroad and is used to support development of new global program opportunities. 
  • I understand that I will see this fee reflected in my MyUTK account. By signing this document I acknowledge that after I commit to participate on my program, the Global Programs Administrative Fee is non-refundable unless the program is cancelled.
• I understand I must pay the Study Abroad (medical) Insurance per the online brochure in the program cost sheet
  • I understand the Programs Abroad Office may be able to recoup partial costs associated with the Study Abroad (medical) Insurance.
• I understand I must pay Tuition and Fees for the associated Academic Internship course as published online by OneStop
  • I understand if I withdraw from the program abroad, I understand that it is my responsibility to withdraw from my course(s) in MyUTK.
  • I also understand that refunds for recoverable tuition and course fees will be assessed according to standard University policy for dropping course(s)

I understand that in order to withdraw from an abroad program after committing, regardless of reason, I must submit written notification via the Offical Online Withdrawal Request form to the Programs Abroad Office. My withdrawal will not be official until I submit written notification as outlined above. I understand that notifying the program provider, host institution, or any other university official is not sufficient.

I understand that by committing to participate in an abroad program I accept responsibility for all associated fees as described below, even if I have withdrawn prior to these charges being billed to my account:

• Any tuition, housing, insurance or program fees will be reimbursed according to my program provider’s or host institution’s cancellation or withdrawal policy. I will need to contact my program provider or host institution directly for this information and understand that any refunds for the program will be given at my program provider’s or host institition’s discretion.
• I understand I must pay the non-refundable Global Programs Administrative Fee per the online brochure in the program cost sheet
  • I understand that the Global Programs Administrative Fee is charged to every UT student who commits to a program abroad and is used to support development of new global program opportunities.
  • I understand that I will see this fee reflected in my MyUTK account. By signing this document I acknowledge that after I commit to participate on my program, the Global Programs Administrative Fee is non-refundable unless the program is cancelled.
• I understand I must pay the Study Abroad (medical) Insurance Fee per the online brochure in the program cost sheet
  • I understand the Programs Abroad Office may be abe to recoup partial costs associated with the Study Abroad (medical) Insurance. 

I understand that in order to withdraw from an abroad program after committing, regardless of reason, I must submit written notification via the Offical Online Withdrawal Request form to the Programs Abroad office. My withdrawal will not be official until I submit written notification as outlined above. I understand that notifying the host institution or any other university official is not sufficient.

I nderstand that by committing to participate in a study abroad program I accept responsibility for all associated fees as described below, even if I have withdrawn prior to these charges being billed to my account:

• I understand I must pay tuition at the full-time rate (including differential tuition) as published by The University of Tennessee, Knoxville
  • I understand that a full or partial refund of UT tuition may be possible according to the University of Tennessee, Knoxville withdrawal policy and academic calendar.
• Any housing, meals, insurance and/or program fees will be reimbursed according to my host institution’s cancellation or withdrawal policy. I will need to contact my host institution directly for this information and understand that any refunds will be given at my host institition’s discretion
• I understand I must pay the non-refundable Global Programs Administrative Fee per the online brochure in the program cost sheet
  • I understand that the Global Programs Administrative Fee is charged to every UTK student who commits to a program abroad and is used to support development of new global program opportunities. 
  • I understand that I will see this fee reflected in my MyUTK account. By signing this document I acknowledge that after I commit to participate on my program, the Global Programs Administrative Fee is non-refundable unless the program is cancelled.
• I understand I must pay the Study Abroad (medical) Insurance Fee per the online brochure in the program cost sheet
  • I uderstand the Programs Abroad Office may be able to recoup partial costs associated with the Study Abroad (medical) insurance.