Policies and Procedures
Check this page regularly! Information will be updated throughout the semester.
To stay on track, use the self-check at the end of each phase.
Access important KCJS links and resources and get to know the place you’ll be calling home for the next semester in the Kyoto Resources section.
———– START PHASE ONE ———–
Confirm Your Participation: Due Within 2 Weeks of Admission
- Log in to your online application and confirm your participation in the program. Then complete the checklist of items on the “Pre-Departure Documents” tab.
- Once you complete the pre-departure process, and when registration opens, our office will register you for this program with a placeholder block of credits.
Please take the time now to review our website for details about the cost of your program. You may find our budgeting worksheet to be an important planning tool. We also encourage you to consider applying for study abroad scholarships as early as possible.
Review Important Passport Information
We are so excited for you to begin planning for your study abroad experience! The first and most important step is confirming that you have a valid passport. In order to travel internationally, you must have a valid passport, which reflects your country’s citizenship. You can review the FAQs below as you confirm that you have a valid passport.
* Please note: the information below is applicable to U.S. citizenship holders. If you are an international student and need to apply for a new passport, please visit your local consulate or embassy’s website, where you can learn more about how to apply for a new passport in the U.S.
I’VE NEVER HAD A PASSPORT; HOW DO I APPLY FOR ONE?
You can learn more about the steps to apply for your new passport by visiting the U.S. Department of State’s website here. You can complete some steps online; however, if it is your first passport, you will need to apply in person. Please make sure to review which passport forms apply to you and complete the appropriate forms. You will also need to provide a photo and citizenship documentation.
I ALREADY HAVE A PASSPORT; IS THERE ANYTHING I NEED TO DO?
Yes! You need to confirm that the expiration date of your passport is valid for 6 months after the end of your study abroad program. Please contact your Program Manager to get an estimated last day for the program, if the program dates are not available already. If your passport will expire during the time you are abroad or within the 6 months following your program, you will need to renew your passport.
HOW DO I RENEW MY PASSPORT IF IT IS EXPIRED OR WILL EXPIRE SOON?
To renew your passport, you can visit the U.S. Department of State’s website here. Depending on when your passport was issued, you might be eligible to renew your passport by mail. You will also need to complete specific passport forms and mail in your current passport in order to get it renewed.
*If your passport was issued before you were 16 years old, or if it was issued more than 15 years ago, you will need to apply for a new passport.
HOW MUCH DOES IT COST TO APPLY FOR OR RENEW MY PASSPORT?
The application fee is $130, and if you are applying for a passport for the first time, you will need to pay an additional $35 acceptance fee. You can review the fees here, and there is a fee calculator on their website.
HOW LONG DOES IT TAKE FOR MY APPLICATION TO BE PROCESSED?
Processing time can take up to 18 weeks from the day an application is submitted to the day a new passport is received. The 18-week time frame includes up to 12 weeks for processing and up to 6 weeks for mailing times on the front and back end.
ADDITIONAL RESOURCES:
Complete Columbia Application: Due SEPT 13
All students are required to submit the Columbia online application for KCJS. Columbia makes all final admissions decisions for this program, so it is critical that the application is completed and submitted by their deadline. Spring 2025 applications are due to Columbia by September 13. Columbia begins to notify students around October 15.
As part of the application you must submit a Study Abroad Advisor approval form. If admitted by BU Study Abroad, we will send you this form to complete, sign and send back to your Program Manager Sage Suorsa. Your Program Manager will send the completed approval forms directly to Columbia before the deadline.
Housing in Kyoto
There are three options for housing: homestay, apartment, or a shared house. You can read about the Housing Options on the KCJS website. You will work with Columbia OGP to indicate your housing preferences.
For information on leaving & returning to BU’s campus housing, please refer to the Housing page of our website.
KCJS Course Selection
In addition to your intensive Japanese language courses every morning, KCJS offers a variety of subject courses that are scheduled in the afternoon hours. You will work with Columbia OGP to indicate your course selections. The courses you take will appear on your BU transcript after the semester has ended and grades have been reported. Grades will be factored into your GPA at BU.
Although you already submitted an Advisor Support of Participation form as part of your application, you may adjust your course enrollment plans as you learn more about your program. Be sure to do so in consultation with your academic advisor, especially if your courses were pre-approved. You should determine, preferably prior to the start of the program, the precise degree requirements these courses will fulfill. It is your responsibility to research how the courses taken abroad apply towards your overall academic requirements and progress toward your degree.
Complete the Phase 1 Self Check
Have you completed everything in Phase 1? Here is a self-check to make sure you’re on the right track. Make sure you’re keeping track of any upcoming deadlines and budgeting enough time to complete them on-time. If you missed a deadline, be sure to check in with you Program Manager and complete that task right away.
You should have completed:
- Confirmed your participation via your BU Study Abroad Application, paid your program deposit, and filled out the accompanying online forms.
- Submitted Columbia/KCJS Application – SEPT 13
- Reviewed KCJS Courses & Housing Options
———– END PHASE ONE ———–
———– START PHASE TWO ———–
Attend your Pre-Departure Meeting - DEC 7
PRE-DEPARTURE MEETING
A required pre-departure meeting for all students will take place in-person on Saturday, December 7th. Participation details, including the schedule and location, will be emailed by your Program Manager. This orientation will include important information to prepare you for your semester abroad and will also give you time and space to meet the other students studying in your program.
All students are required to participate. This meeting is intended to give you an overview of daily life, culture, health and safety, and academics on your program. You will also have the opportunity to ask your Program Manager any questions about what to expect as you prepare for your time abroad.
For those students that are unable to make the specified time, please email your Program Manager.
Please also note that this meeting is intended for participants of the program only. Due to FERPA (Family Educational Rights & Privacy Act), parents/guardians are not permitted to attend this session. We do, however, encourage you to share relevant information about the program with your parents, as we understand that they may be curious about what to expect from your experience abroad.
Review Flight and Arrival Information and Book Your Flight: Due DEC 1
Flight Information
You are responsible for making your own travel arrangements to Kyoto. You can find detailed instructions and recommendations in the KCJS Handbook.
You must arrive on January 8th and depart April 26th. Housing will not be provided before or after these dates, and late arrivals/early departures are not permitted. Once you have confirmed your travel, please log your flight information into the Flight Form in your Study Abroad application portal.
Arrival Information
Upon arrival, you will need to make your way to the hotel where orientation will take place. Make sure to plan your travel to give yourself plenty of time to arrive on time to orientation. Refer to the KCJS Handbook for detailed information on when and where you need to be.
Submit Your Visa Application: Due DEC 10
In order to study at KCJS and apply for a Japanese Visa, you will need a valid passport. If you do not have a passport, or if your passport is not valid for six months after the program ends, apply for one immediately. Expedited service is recommended. Information about applying for a Japanese student visa will be provided to you by Columbia or KCJS staff, but we have summarized the process, to the best of our knowledge, here.
Unless you have Japanese citizenship, you will be required to obtain a visa to study in Japan. In order to get the visa, you will need to apply at a Japanese consulate using the Certificate of Eligibility (COE) letter that you will receive from KCJS in December. You cannot apply for a visa until you have your COE. As soon as you receive the COE, you should apply for the visa using the list of materials provided by Columbia (see KCJS Handbook).
All students should apply for their student visa AFTER receiving their COE, and at least 2 weeks before traveling to Japan. You will work directly with a Japanese Embassy or Consulate to obtain your visa. Please remember when dealing with the Embassy or Consulate that is a privilege, not a right, to obtain a visa. Make sure you leave ample time to apply and to have your visa processed. Boston University does not administer the visa application process; therefore, only the Japanese Embassy or Consulate can answer specific questions regarding the visa.
The instructions below are for American citizens. If you are not a US citizen, please determine whether visa requirements and instructions are different for your nationality.
Step 1: Make sure your passport is valid at least 6 months beyond the program end date.
Step 2: Identify your Embassy or Consulate.
Most BU students apply for their Japanese visa at the Boston Consulate. If you would prefer to apply in a different location, you can search online for the Embassy or Consulate nearest you. At the Boston Consulate, appointments are not required. If you plan to attend any other Embassy or Consulate, you should call them in advance to determine their appointment policy.
Step 3: Gather Materials
You need to bring the following documents to the Embassy or Consulate to apply for your visa:
- Certificate of Eligibility (COE) received from KCJS
- Photocopy of your Certificate of Eligibility
- Visa application form; you may use this sample form as a guide
- Valid passport
- One passport-style photograph
Step 4: Apply for Visa
Bring all of the above materials to your Embassy or Consulate during stated business hours. If you fail to bring all of the required documents listed above, your visa application will not be processed.
Step 5: Pick Up Passport/Visa
You will need to return to the Consulate or Embassy to pick up your passport with the visa sticker inside. The normal processing time for complete applications is approximately 1 week, but could be longer due to COVID-19 delays or reduced office hours.
Note: This information has been prepared by Boston University Study Abroad based on the most recent information provided by the relevant immigration agency (E.G. consulate, embassy, etc.). It is each student’s responsibility to compile the necessary documents and apply for their visa based on their specific citizenship. Visas are granted by foreign governments only, Boston University does not play a role in visa issuance, nor can we influence immigration policy. While we do our best to keep instructions as up-to-date as possible, visa requirements are subject to change without our knowledge. Ultimately obtaining a visa in a timely manner, and any related costs incurred, are a student’s responsibility. Failure to acquire a visa will preclude participation in the program.
Review International Insurance Coverage
International Health Insurance and Evacuation Coverage
All students participating in a BU Study Abroad program will be automatically enrolled in the BU Chubb International Travel plan which includes comprehensive health and evacuation insurance. Policy information will be sent to you via email approximately two weeks prior to your program start date. In the meantime, we encourage you to review the insurance information we provide on our website.
Domestic Health Insurance
Participants are required to retain their existing health insurance: study abroad insurance does NOT replace comprehensive, US-based health insurance as required by Massachusetts and US law. You may not participate in BU Study Abroad programs without certifying that you have US-based coverage or are purchasing the BU Student Health Plan.
Plan for Medications, Prescriptions and Healthcare Abroad
MEDICATIONS & PRESCRIPTIONS:
If you take regular medications, the best course of action is to bring enough medication to last the duration of your program (if allowable). Consult with your doctors prior to departure to obtain the necessary supply of your medications, as well as copies of the written prescriptions. Many insurance companies offer vacation waivers to accommodate being out of the country for several months.
If for any reason you cannot be prescribed or transport a full supply of your medication, you will need to see a doctor in your host city to be re-prescribed. Keep in mind that you should not plan to mail any medications due to customs regulations.
International SOS can help you manage your plan for your healthcare abroad with expert advice on how to navigate the local healthcare system and with personalized recommendations based on your specific medical needs. Students should contact the International SOS 24/7 Assistance Center at +1 215-942-8478 or via the International SOS Assistance App. ISOS can assist you to find out whether your medication is available in your host country and make a plan to avoid any disruption of care, including planning for healthcare needs and connecting you to quality healthcare professionals abroad.
DOCTORS & SPECIALISTS:
If you see a doctor or mental health provider for regular care in the United States, you will want to meet with your provider to discuss continuing your care abroad. As part of this conversation you may need to contact ISOS directly to find local medical providers.
ISOS can provide assistance with planning for your medical needs abroad, including:
- Availability of meducation, including shipment options and costs
- Standards of local medical care
- Confirming coverage of specific conditions or treatments
- Confirming insurance benefits
- Appointment scheduling assistance
- Filing a claim, or status of a filed claim
- Setting up guarantees of payment or direct payment to in-network doctors.
If you have any questions or need assistance preparing for your individual medical needs abroad, please contact Katie Mungovan, Assistant Director of Enrollment Services, at katiedoh@bu.edu. During your on-site orientation, you will also receive detailed information about how to access local health resources and what to do if you get sick.
GENERAL HEALTH PREPARATIONS:
Study abroad can be mentally and physically challenging, so it is important for you to prepare as much as possible now for your health and safety during your time abroad. We recommend that you consider the following:
- Make an appointment with your doctor for a checkup and discuss any medications you take.
- If you are experiencing any emotional, eating, or substance abuse issues, seek professional counselling and consider deferring your participation in an overseas program, if necessary.
- If you have had difficulties coping with change, stress or anxiety in the past (whether or not it was professionally diagnosed), or are hoping that time spent overseas will help you solve a problem facing you at home, or on campus, you should talk to a medical professional before studying abroad.
- If you anticipate needing any dental, optical, or other procedures, plan to have them completed before departure. If you wear contacts or glasses, plan to bring enough with you to last the full program.
- Take the time now to read the BU Study Abroad Health and Safety webpage.
- Consult the CDC website (specifically for "Extended Stay/Study Abroad" travelers) for country-specific health information. The CDC recommends being up to date on all routine immunizations for any travel abroad, and you should ask your doctor about any recommended vaccines or medications you may need based on your destination. Be sure to discuss these recommendations, as well as any other health conditions you may have, with your doctor before you depart.
Request Academic Accommodations & Additional Support
If you have a mental health, emotional, learning, or physical disability that would require reasonable accommodations in order to complete the requirements of the program, you must obtain approval from the BU Disability and Access Services office (DAS), even if you've worked with their office previously. To initiate the approval request process, contact DAS at access@bu.edu or by phone at 617-353-3658. Please note that certain accommodations that you receive on your home campus may not be available at your program site, so the earlier that you are in contact with their office for advising, the better. The process for arranging accommodations may take several weeks. Please note that we are unable to accommodate emotional support animals in our international programs.
If you are currently consulting with a mental health professional, you must seek their counsel about the advisability of your participation in a study abroad program, especially as related to your adjustment to new cultural, academic, and housing environments and the availability of therapeutic or medical support while you are away from your home campus. If you have questions about the support available at your program destination, please contact your Program Manager.
Complete the Phase 2 Self Check
Have you completed everything in Phases 1 and 2? Here is a self-check to make sure you’re on the right track. Make sure you’re keeping track of any upcoming deadlines and budgeting enough time to complete them on-time. If you missed a deadline, be sure to check in with you Program Manager and complete that task right away.
You should have completed:
(From Phase 1)
- Confirmed your participation via your BU Study Abroad Application, paid your program deposit, and filled out the accompanying online forms.
- Submitted Columbia/KCJS Application – SEPT 13
- Reviewed KCJS Courses & Housing Options
(From Phase 2)
- Attended your pre-departure meeting – DEC 7
- Reviewed arrival information & booked flight – DEC 1
- Applied for your visa – DEC 10
- Made any necessary doctors appointments and located your nearest travel clinic for immunizations.
- Made a plan for any medications, prescriptions or healthcare needs abroad
- Contacted BU Disability Services to plan for academic accommodations and other support services (if necessary)
———– END PHASE TWO ———–
———– START PHASE THREE ———–
Billing: Deadline Early Dec. for BU and mid-Jan. for Non-BU
BU Students:
The Spring 2025 payment deadline will be early December. You will use the StudentLink “Money Matters” tab to view and pay your bill, as usual. Any questions regarding your bill or making payments should be directed to BU Student Accounting Services at studenta@bu.edu.
Non-BU Students:
Voting Abroad
VOTING ABROAD
Don’t use studying abroad as an excuse not to vote, there are many resources that make it easy. Plan ahead and make your voice heard.
Boston University is partnered with TurboVote – an online platform that makes sure you know when elections are happening and have the information you need to vote. Once you sign up, you can get registered to vote, apply for your absentee ballot, and receive election reminders through the site. Get started with TurboVote now!
Here are some other great resources that make it easy for you to vote while your abroad:
- Overseas Vote Foundation
- Vote From Abroad
- Department of State – official absentee voting information
- Voter Registration Deadlines by State
If you are not registered to vote yet make sure you check your local state deadlines to register online. Registering to vote online is quick and easy!
Banking Abroad
It’s essential that you call your bank and credit card companies to let them know you’ll be studying abroad. You’ll need to tell them what country (or countries) you’ll be visiting, and the dates you’ll be away. If you don’t let them know, they may freeze your accounts, assuming your card has been used fraudulently. When you call your bank, you should ask them about the fees you may incur when using your debit/credit cards internationally.
It is a good idea to check with your bank to see if they have any affiliate banks in Japan where you can use the ATM with no fee. If they do not you may want to consider opening an account at a bank that does for the semester.
Mobile Phones & Internet Access
- Make sure you have a local number for emergencies and ease of use
- Many students purchase a pre-paid mobile phone when they arrive in Japan, about $100
- Soft Bank and AU are popular carriers
- $30-40/month for unlimited plans
- You will receive more information during orientation
- Keep your current smartphone on “airplane mode” and use apps(WhatsApp/Viber) on Wi-Fi when it’s available.
Communication With Home
Most students who study abroad find that they are in less regular communication with their friends and family back in the US (or their home country). You’ll have a new routine, friends, commute, and a new time difference to account for. Because you’ll want to share your experiences with your loved ones, we recommend you consider the following before departure:
- If you currently speak to your parents everyday, for example, you may want to try and schedule a call every few days while you’re abroad. Some students make plans where they schedule a call every Tuesday and Thursday, or once a week on Sundays – whatever works for you! Remember that the best plan is one you can stick to.
- If you’re going to be traveling, let your family know how long you’ll be gone for, and where you’re going so they don’t worry if they don’t hear from you for many days. It’s also important that they know where you are for emergency communication purposes.
- You should download some of the free communication apps prior to departure, and help those with whom you’ll want to communicate to download them as well. Test them out together, so everyone knows how to use them. Examples are: Zoom, Facetime, Whatsapp, Facebook Messenger, WeChat, LINE, etc.
- You may experience some differences locally; for example, wi-fi at your residence can be spotty, fewer public wi-fi spots, etc.
'Being You' Abroad: Personal Identity and Cultural Perceptions
IDENTITIES ABROAD
As you prepare for your study abroad experience, you’ll want to consider aspects of your identity and how these may be perceived and treated in the culture you’ll be spending time in. You may encounter varying and even opposing perceptions of your identity, which could include your gender, sexual orientation, religious affiliation, ethnicity, and possibly several others. Although some of this will be covered in your on-site orientation, we encourage you to do some research into social norms, cultural mores, and local practices before your program begins. We want you to participate as much as possible in the host culture and should be prepared for the experience, which can be both personally challenging and rewarding.
Explore our resources for understanding how your experience may be impacted by your identity(ies).
ADDITIONAL RESOURCES
Packing List and Tips
- Clothes for heat, humidity, and cold
- Pack layers – Be sure to pack clothes you can layer, in case the weather changes suddenly.
- Rain Gear
- Warm clothing/jacket for beginning of the semester
- Shoes – Make sure you pack shoes which are comfortable, for all the walking you will do, but also easy to slip on and off as you may need to take them on and off during the day to stay in keeping with local customs.
- Plenty of decent socks – as mentioned above, you will often need to take your shoes off
- Refillable water bottle
- Medication (prescriptions and over the counter)
- Towels
- Passport with student visa
- Flight itinerary
- All medication you will need for the duration of your program
- Yakkan Shoumei certificate, if applicable
- KCJS contact details and directions to your housing
- Photocopies of important documents (leave one set at home with family or friend)
- Extra glasses/contacts/solution
- Sanitary products and antiperspirant
- Toothpaste (Japanese toothpaste does not contain fluoride)
- Small hand towels to use as a towel in public restrooms
- Backpack or duffel bag to use on short trips
- Laptop, Ethernet cord
- Outlet adapter (similar to US, but only two prongs and both must be the same size)
Withdrawals: Deadline DEC 31
Have You Changed Your Mind?
If you are considering withdrawing from your Study Abroad program, please thoroughly review the Boston University Study Abroad Policy on Refunds.
Please keep in mind that at any time after your admission to the program there may be non-recoverable costs associated with withdrawing from the program.
Examples of non-recoverable costs for which you may be financially responsible may include, but are not limited to, charges related to housing, flights, academics, internships, or program-related activities.
It is important to note that the program starts on JAN 8 and is more than 12 weeks long. The last day to notify our office in writing of your withdrawal prior to being responsible for a portion of the program fee is DEC 31.
Complete the Phase 3 Self Check
Have you completed everything in Phases 1, 2 and 3? Here is a self-check to make sure you’re on the right track. Make sure you’re keeping track of any upcoming deadlines and budgeting enough time to complete them on-time. If you missed a deadline, be sure to check in with you Program Manager and complete that task right away.
You should have completed:
(From Phase 1)
- Confirmed your participation via your BU Study Abroad Application, paid your program deposit, and filled out the accompanying online forms.
- Submitted Columbia/KCJS Application – SEPT 13
- Reviewed KCJS Courses & Housing Options
(From Phase 2)
- Attended your pre-departure meeting – DEC 7
- Reviewed arrival information & booked flight – DEC 1
- Applied for your visa – DEC 10
- Made any necessary doctors appointments and located your nearest travel clinic for immunizations.
- Made a plan for any medications, prescriptions or healthcare needs abroad
- Contacted BU Disability Services to plan for academic accommodations and other support services (if necessary)
(From Phase 3)
- Visit TurboVote
- Called your bank and credit card companies to let them know you’ll be studying abroad. Asked about any banking reciprocity agreements they may have,
as well as any fees you may incur. - Decided if you’re going to use your current mobile phone abroad, or get a new phone after you arrive in (site). If you’re going to use your own phone,
be sure to get it unlocked at least a week ahead of departure. - Made a reasonable communication plan with your family and friends
- Settled your Boston University Student Account – Billing Deadline Early DEC
- Reviewed your packing list and purchased any essentials
- Read your “In-Country Guide”
———– END PHASE THREE ———–
———– START CONTACT ———–
Program Contacts
As you prepare for and embark on your study abroad experience, you will be in contact with various staff members from BU Study Abroad, both in Boston and abroad. To avoid missing important information, please add “@bu.edu” to your address book. Please keep all emails in a folder for your reference as you prepare for your semester abroad. Here are the names and email addresses of some people who will be in touch with you this semester, and/or whom you may want to contact with questions.
Boston-based Staff
- Sage Suorsa, Program Manager
Sage will be your primary Boston University contact. All questions you may have about leaving and returning to BU should be directed to her.
KCJS Staff
- Karyn Comeau – KCJS Advisor at the Columbia University Office of Global Programs. Karyn should be your main contact for any program and preparation questions, including course selection, visas, housing, etc.
———– END CONTACT ———–
———– START CALENDAR ———–
The Spring 2025 KCJS Program dates are listed below. Please note these dates are subject to change and will be confirmed by Columbia.
- January 8 – Students arrive
- January 9 – Spring orientation begins
- January 11- Orientation ends/move in to program housing
- January 14 – First day of classes
- January 21 – Deadline for course registration
- February 11 – National Holiday (no class)
- February 14-15 – KCJS Spring Trip
- February 24 – March 2 – Spring Break
- March 20 – National Holiday (no class)
- April 18 – Last day of classes
- April 21 – Language final examination
- April 22-23 – Elective course final examinations
- April 25 – Closing Ceremony and Farewell Luncheon
- April 26 – Last day to move out of housing
Tentative Academic
The complete semester academic calendar can be found here.
Neither late arrivals nor early departures are permitted. We urge students to not make any weekend or mid-semester break travel plans until they arrive on site and receive the finalized course and program schedule. During the semester, students must fulfill strict attendance requirements and will be very busy with classes, program activities, and assignments. If family and friends plan to visit, please schedule trips to take place before the start of on-site orientation, during a scheduled program break, or after the semester ends. The first and last weeks of the program are critical to students’ success and require your full attention. By timing visits to coincide with scheduled program breaks, you can meet attendance requirements and take full advantage of your study abroad experience.
———– END CALENDAR ———–
———– START GUIDE ———–
KCJS Resources
- KCJS Website
- Spring 2025 KCJS Handbook (will be posted here when available from KCJS)
- Columbia/KCJS Website
- KCJS Pre-Departure Module
General Resources
Local Embassy
US Embassy in Tokyo, Japan
1-10-5 Akasaka
Minato-ku, Tokyo 107-8420 JAPAN
Phone: 03-3224-5000
E-mail
More information on US Citizen services available can be found here.
———– END GUIDE ———–
———– START FINE PRINT ———–
Academic Policies for Students Directly Enrolling in Courses at a Foreign University
As a student who will be directly enrolled in one or more courses at a foreign university, you are subject to a set of specific policies that apply to your classes, credits, and grades on this program. You are expected to be familiar with these policies before going abroad. Please read the academic policies below and make sure you understand them fully. You may download a copy of these policies here. Contact your Program Manager if you have any questions.
ACADEMIC POLICIES FOR STUDENTS DIRECTLY ENROLLING IN COURSES AT A FOREIGN UNIVERSITY
You will be enrolled in a course or courses at a university whose policies, teaching methods, and grading systems will differ from Boston University’s. Please read the policies outlined below very carefully and refer to your program-specific informational materials, which may include additional policies that modify or supplement the below.
- Full-time status. You are required to maintain full-time student status, equivalent to 12 or more BU credits per semester, while abroad. You may need to take more than 12 credits at your host university in order to earn the equivalent of 12 BU credits. Some foreign universities require that you take more than 12 BU credits in order to meet their requirements for full-time status.
- BU degree progress. You are responsible for verifying with your department in advance how the classes you take abroad will apply towards your major or minor degree requirements. An Academic Worksheet is available to you for this purpose.
- Auditing classes. You are not permitted to audit classes while studying abroad.
- Registering for final exams. Some universities abroad require students to register in advance for their final exams. It is your responsibility to know whether you need to register for your final exam, and to do so by the deadline. At some universities abroad, failure to register for or take a final exam results in a failing grade for that course. Although some universities abroad allow their matriculated students more than one opportunity to sit for final exams, BU Study Abroad program participants will sit the final exam only once.
- Grading Conversion and Credit Transfer. It is a student’s responsibility to understand the grading system and grade conversion scale for their host university courses. Some courses offered abroad may carry fewer than four credits.
- Grades and transcripts. Boston University cannot edit, modify or changein any way the final grades that are issued by your host institution and indicated on your host university transcript. Any questions regarding your grades should be directed to your host university faculty. All grades assigned to you by the host institution will be recorded on your BU transcript and all grades earned abroad will be factored into your GPA. You cannot opt to omit courses taken abroad and/or grades earned abroad from your BU transcript.
- Pass/Fail. No credit will be given to courses taken Pass/Fail.
- Withdrawals. If you withdraw from one of your classes abroad and a ‘W’ appears on your host university transcript, that ‘W’ will also appear on your BU transcript. However, a grade of ‘W’ will not be recorded on your transcript retroactively and post-program.
- Incompletes and Failing Grades. No grades of ‘Incomplete’ will be given; all coursework must be completed with your host institution, including the completion of all final exams before the end date of your program. You will also receive an ‘F’ on your BU transcript for any class that is ‘Incomplete’ on your host institution transcript. A failing grade earned in a class taken abroad will appear on your transcript as an ‘F’ and will count towards your GPA. In keeping with BU academic policy, you will not earn academic credit for incomplete or failed courses even though the grades appear on your transcript and impact your GPA.
Boston University Study Abroad reserves the right to rescind admission to or continuation in any program if an applicant’s academic or disciplinary record is not satisfactory. Boston University students placed on expulsion, academic suspension, or residence separation are not eligible to participate for the duration of the sanction. Deferred separation status will be reviewed on a case by case basis. Non-Boston University students are expected to verify their eligibility to study abroad with their home institution. In addition, your Boston University student account must be in good standing. University policy requires the withholding of educational services, including participation in a BU Study Abroad program from any student whose financial obligations to the university are due and/or unpaid. In completing your online pre-departure forms, there are a number of terms and conditions that you have agreed to by your electronic signature. In addition, some policies are stated on our website and linked below. We suggest that you review the following with your family, parent/guardian or other interested party: All students should thoroughly review the Boston University Study Abroad Policy on Refunds. This policy applies to all students and should be thoughtfully read when considering a withdrawal from a program. If you have questions, please contact our office. All students should review the Boston University Study Abroad Privacy Notice.The Fine Print: Policies and Procedures
Academic, Disciplinary and Financial Standing
Students’ Responsibilities While Abroad
Policy on Refunds
Privacy Notice
