Policies and Procedures

Selection Process

Study abroad is an opportunity available to Pomona students, subject to a selection process. It is the responsibility of the applicant to present a persuasive case, and to observe all deadlines.

The Study Abroad Committee (SAC) selects students for study abroad. The Committee is composed of faculty members representing all three academic divisions (Humanities, Social Sciences, and Sciences); four ex-officio members (a representative of the Dean of Students, Registrar, Director of Oldenborg Center, and Director of Study Abroad); and two students appointed by the Senate of the Associated Students of Pomona College (ASPC). Selection for study abroad is based on a written application. Some competition may occur within the various programs. The SAC’s review of each application is confidential. Appeals will be considered only in the case of 1) demonstrated administrative error, or 2) an extraordinary change in circumstances, normally beyond the student’s control. An appeal is not an opportunity to restate the proposal; the original application is the time to present the strongest case.

If a student believes there are grounds for an appeal, he/she must make an appointment with the Director of Study Abroad within one week of the date of the notification letter. The committee's decision is final.

Two-Step Process
Selection for study abroad is a two-step process. Applicants are reviewed by the SAC and, if approved, are referred to the respective study abroad programs. Each program abroad has its own selection criteria, which may differ from the criteria used by Pomona. The number of applications program sponsors receive from other institutions may also affect the selection process, and a competitive situation can occur in programs with a limited number of available spaces. In direct enrollment programs at foreign universities, students usually have to be accepted by a division of the university (often referred to as a Faculty or School) as well as the international office of the university. Because some programs have early application deadlines, notification from the program sponsor may occur prior to the final decision of the SAC. Students must have approval from both the SAC and the program sponsor.

Selection Criteria
Applicants must demonstrate the following seven qualifications:

Academic Background
Evidence of academic competence and preparation in the proposed area of study is required. Students must complete all prerequisite courses before participating in the program. Preference is given to students who have completed background courses for the location in which they intend to study. Strong language preparation is especially important for foreign language programs, and preference will be given to students who will have taken an appropriate foreign language course in the semester preceding their anticipated study abroad. Students should note that many programs in foreign language environments require the completion of at least one college-level language course at the designated level. Students may not fulfill this requirement through AP or SAT-II scores.
Academic Appropriateness of Program
Applicants should present reasons for the appropriateness of the program in terms of academic, linguistic, and/or cultural goals. This may be within the context of a liberal arts education, or specific academic goals, normally focused on a student’s major subject. In addition, the proposed program must be suitable in terms of academic content; students should be neither under- nor overqualified.
Suitability of Destination
The proposed destination should be suitable in terms of a student’s stated goals for the semester abroad. The SAC will consider the academic resources of the proposed program, as well as if and why a proposed city, country, or region presents a particularly advantageous environment in which to pursue one’s stated goals.
GPA Requirement
While the SAC has no GPA minimum for Pomona Programs, a student’s academic record is considered. The SAC cannot approve the application of a student who does not meet the overseas program’s minimum GPA and/or foreign language requirement. Specific program requirements are indicated in this guide. Meeting a program’s GPA requirement does not, however, guarantee acceptance.
Initiative, Maturity, Responsibility, and Adaptability
The successful completion of a program abroad requires individual initiative and a sense of maturity and responsibility concerning social matters as well as academic duties. Students also must be responsible about representing the College well. Study abroad requires tolerance and a willingness to adjust to living and studying conditions very different from, and often much less comfortable than, those in Claremont. All of these qualities will be taken into account when the SAC judges the suitability of each candidate.
Normal Progress Toward Graduation
The proposed period abroad may not impede students’ normal progress toward graduation. Students must indicate in their application how they plan to complete major and graduation requirements. Students’ advisers and department chairs must approve and sign the application.
Ineligible Students
Students who are on academic or disciplinary probation, social supervision, or who have delinquent accounts, are not eligible to apply for or to participate in study abroad programs. Students should be aware that the SAC may access their disciplinary record.

Priority Considerations
The SAC takes into account the following considerations when selecting students for programs abroad:

Priority for Majors Relating to Study Abroad
Students majoring in Anthropology, Asian Studies, Black Studies, Classics, Environmental Analysis, International Relations, Latin American Studies, Media Studies, Religious Studies, and modern languages are normally required or encouraged to complete an academic experience abroad. In programs with limited places, qualified applicants from these fields receive special consideration by the SAC.

Priority for Students Applying for a First Experience Abroad
Qualified students applying for their first program abroad will be given priority.

Two Different Semester Programs Abroad
Applications for a second semester abroad will be considered by the SAC if there are exceptional academic reasons for doing so. Participation in a second program depends upon successful completion of the first program and space availability.

Status
Although Pomona permits students to study abroad as early as the second semester of the sophomore year, many programs do not accept sophomores; seniors normally are ineligible in the second semester. If there are more qualified applicants than places available, preference will be given to qualified seniors and juniors.

Other Claremont Colleges Students
Pomona students receive priority, although there is space for qualified applicants from other Claremont Colleges on some programs. Pomona College does not accept applications from students not enrolled at The Claremont Colleges.

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Application Process

Deadlines
Students interested in going abroad apply for most programs in the semester preceding the term abroad. The Pomona Study Abroad Application is available on this website. The Pomona Application, along with the Secondary Program Sponsor Application (where necessary) must be submitted by the deadline. Some programs, such as Non-Pomona Programs, Cambridge, Cape Town-Globalization, London Neuroscience, and Oxford require an advising session with a member of the OSA prior to submitting an application.

Early Application by Students Leaving Campus
Students who will not be in Claremont during the semester preceding the proposed semester abroad should contact the OSA to make arrangements for completing the application process. Applications are due by the on-campus deadline; however, students are strongly encouraged to submit completed applications during the semester before leaving Claremont.

Program Information
The OSA maintains files on each study abroad option, including evaluations by former participants, to help students select the program best suited to their needs and interests. A list of former participants who are willing to discuss their experiences is also available. After investigating the different programs, students may make an appointment with an OSA staff member to discuss specific questions.

Application Forms
In addition to Pomona College applications, most students will need to complete a Secondary Application required by their program sponsor (e.g., IES, Middlebury College, SIT, etc.). Students are responsible for obtaining and submitting all forms to the OSA by the Pomona College deadline. Information on obtaining these applications is available in the Applicants section of the OSA website. Students applying to Cork, Edinburgh, Kyoto, Melbourne, or Tokyo need to stop by the OSA to pick up an application packet.

Some program sponsors provide students with the option of completing an application online. If you choose to complete an online application, you must print out the application before submitting electronically and bring the paper copy to the OSA on the application deadline.

Interviews
Students in selective applicant pools may be interviewed by a subcommittee appointed by the SAC. Students in such pools may be permitted to apply to an alternate program. The faculty member(s) will review the qualifications of the applicants, as well as their motivation for going abroad. The acceptance decision is made by the SAC, not the interviewing faculty member(s). Failure to appear for the scheduled interview will result in an evaluation based solely on the written application. Students who submit an early application for a subsequent semester or who are away from campus during the semester of application may not receive a faculty interview and will be evaluated on the merit of their written application.

Notification and Acceptance
The OSA will notify students of the SAC’s decisions. Notification is mailed to the student’s campus address before fall break or spring vacation. SAC approval does not guarantee final acceptance to a study abroad program. Participation in the program is contingent upon approval by the program sponsor and continued good academic standing in the current semester. This includes satisfactory completion of all program prerequisite courses and related language courses. In addition, students should maintain the GPA required for the program.

Accepted students must return a signed contract by the deadline specified in the acceptance letter, indicating their intent to participate. Students who do not return their contracts by the deadline may be removed from the list of study abroad participants. After the contract deadline, participation information and required forms will be available to students through the OSA website. It is important that students submit all required OSA forms and respond to all requests from the program sponsor in a timely manner. Failure to do so will result in automatic withdrawal from the program.

Passports and Visas
Obtaining a passport and a visa is the responsibility of the student. A passport is obtained from the country of citizenship and the visa is obtained from the destination country. As of June 2007, processing passport applications now takes much longer due to an increase in demand. It now takes as much as four months to receive a passport. Students must have a passport at the time of application and submit a photocopy to the OSA with their study abroad application. Several programs require a passport copy as part of the application. Passports must be valid for six months after the overseas stay. If your parents plan to visit you during your time abroad and they do not currently have a passport, the OSA recommends parents apply for a passport at the same time as the student. Visas cannot be obtained without a passport. Visa applications and fees are the responsibility of the student. Students may find information about obtaining a visa from the embassy of the country in which they plan to study, or from the U.S. State Department website: www.travel.state.gov. Students whose programs are sponsored by an outside organization also should consult with their program sponsor.

Orientation Meetings
The OSA organizes two mandatory orientation sessions toward the end of the semester: 1) a general orientation meeting covering Pomona’s study abroad procedures and policies, and 2) a program-specific meeting for Pomona Programs. Absences may be excused only because of conflicts with a scheduled course activity or because of participation in a varsity game. Students should submit a written request for an excused absence before the orientation session. Students with excused absences will receive a written make-up assignment from the OSA. Orientation Packets with program information are distributed at the program-specific meetings.

Other Claremont Colleges Students
Students from other Claremont Colleges may apply to some Pomona Programs. They may submit their home college’s study abroad application, and complete additional Pomona and/or program sponsor forms, if necessary. All other Pomona College procedures apply. Claremont Colleges students should submit an official transcript with the application.

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Fees and Expenses

Fee Policy
Study abroad participants are charged on-campus tuition, and Option 1 room and board fees for the time abroad. The Associated Students fee is not charged. The comprehensive Pomona fee is billed in the usual manner, and covers: the academic program abroad, room and board, a travel stipend, which is a contribution towards the cost of round-trip transportation from Los Angeles to the program site, and administrative costs incurred by Pomona for each semester. Generally, the fee excludes room, board, and travel during vacation periods. Students on payment plans may request continuation of the service while abroad. Students are responsible for making their own travel arrangements. The OSA has information on travel resources.

Pomona provides an allowance for room and board expenses on some programs, while on others the program or on-site director distributes these allowances directly. There is no reduced meal plan for study abroad.

Financial Aid
Financial aid continues for eligible students during the time abroad.

Insurance
Students must provide proof of sickness, hospital, and accident insurance equal to the coverage available through The Claremont Colleges before going abroad. Students must carry an insurance policy that provides coverage while abroad.

Personal Expenses
Students are responsible for commuting costs not expressly included in the program fee, and incidental expenses such as books, laundry, entertainment, postage, gym/sports fees, internet fees, and telephone calls. These costs are likely to be higher than in Claremont. Circumstances and local costs vary considerably from site to site and, with the changing value of the dollar, from year to year. Pomona College is not responsible for fluctuating exchange rates. The program fee also does not cover airport taxes or transportation, medical fees, immunizations, purchase of bedding or cooking equipment, room deposits, and passport and visa fees. These fees vary. Students are responsible for damage done to housing while abroad. All overseas debts must be settled before returning to the U.S.

Other Claremont Colleges Students
Students from other Claremont Colleges receive the same transportation and living allowances as Pomona students, but pay regular tuition, room, and board fees to their home college. Financial aid students should make arrangements with their home college before going abroad.

Withdrawal from Study Abroad
Students who choose to withdraw from a study abroad program after submitting the signed contract must notify the OSA in writing. A minimum withdrawal fee of $350, along with all unrecoverable expenses, will be charged. Students may not defer a withdrawn application to a subsequent semester, but they may reapply.

Students who find it necessary for medical or personal reasons to leave a program once it has begun should consult with the on-site director as well as with the Pomona director of study abroad. Students must submit a written statement to the OSA requesting a leave, which will be forwarded to the Pomona Dean of Students Office for approval. The written statement should include: the reasons for departure from the program, a plan for the leave period, and plans for returning to Pomona. The OSA will negotiate decisions on credits, grades, and financial implications following approval of the leave.

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Grades and Credits

Credit Awarded for Work Completed Abroad
All students are required to take the equivalent of four Pomona courses while abroad, whether or not they need the credits towards graduation. They can earn no more than four credits regardless of the number of courses in which they enroll. If students enroll in more than the equivalent of four Pomona credits, the total abroad credit will be distributed over four Pomona credits.

If students audit a course while abroad, that course will not be officially recorded and the audit will not receive credit. GE requirements cannot be fulfilled overseas.

To receive credit for coursework abroad, students must submit all materials and assignments to their instructors by the end of the last day of class, and must take scheduled examinations. Students should retain a personal copy of all work submitted abroad until all grades and courses have been posted to the official Pomona transcript. Students on some programs are required to submit a copy of their independent study project before credit will be awarded.

Students who arrive late or leave before a program’s end may suffer a loss of credit. Because of foreign academic calendars and administrative procedures, Pomona often receives grades from abroad later than when home grades are available.

Academic credit will not be granted for study abroad while on leave.

Pomona College Course Equivalency
The distribution of credit for overseas courses may vary, since few foreign programs follow the same format and calendar as Pomona. Being enrolled full-time does not necessarily mean taking four courses while abroad. On some programs, course requirements for Pomona students may differ from requirements for other students.

One Pomona course equals four hours of transferable credit on a semester system or six hours on a quarter system in an American institution. Therefore, 4.0 Pomona credits are equal to 16 semester hours.

Course Selection
Although students are required to propose courses as part of their study abroad application, final course selection is made on site in consultation with the assigned academic adviser or the program director. At some sites, certain courses are required. Please refer to the Academic Program section of the appropriate program description in this guide.

Transcripts and Grade Point Calculation
Pomona Programs
The Pomona transcript automatically shows all courses, grades, and credits; work is computed into the Pomona GPA. There is no need to petition for credit for courses taken on Pomona Programs.

Non-Pomona Programs
Transcripts show the courses, grades, and total credit awarded. Non-Pomona Program work is not computed into the Pomona GPA.

Grade Disputes
Students who believe they have grounds for a grade dispute for a course completed abroad should contact the Pomona director of study abroad as soon as possible during the semester following study abroad. Pomona College’s policy for grade disputes applies, with procedures adapted for study abroad. Disputes must be resolved by the end of the semester following study abroad.

Meeting Major Requirements Abroad
Since foreign study offers opportunities to expand educational and cultural horizons, students are encouraged to study outside their majors. If a certain course seems especially appropriate, or if students must take courses in their major while abroad in order to graduate, students should discuss with their department chair the possibility of receiving major credit. To facilitate this procedure, a Preliminary Request for Major/Minor Credit Abroad form is available as part of the Pomona application.

To receive major/minor credit for study abroad, students must present all course materials to the appropriate department for evaluation upon return to campus. Following approval of the course, the student must file a Petition for Major/Minor Credit Form for Study Abroad with the OSA and the Registrar. This form requires the approval of the appropriate department chair and is available online.

Course Duplication
No credit will be granted for courses taken abroad that duplicate previously completed college-level coursework, or vice versa.

Course Withdrawals
Students may not reduce their courses below the stated minimum unless there are extenuating circumstances for doing so (e.g., medical reasons). Requests for course withdrawals require the approval of both the program director abroad and the OSA director.

Pass/No Credit Option
The College’s regulations for Pass/No Credit grades apply abroad with three restrictions: 1) Students may not take an independent study or directed research course abroad on a P/NC basis, 2) Students may not take the Core Course on certain programs on a P/NC basis, 3) Students may not take courses on certain programs on a P/NC basis . Some study abroad programs do not offer a P/NC option, or limit P/NC options, and this takes precedence over Pomona’s regulations. Please refer to the Academic Program section of the appropriate program description in this website for further details.

The study abroad P/NC deadline differs from the on-campus deadline. Requests must be submitted to the OSA director within six weeks after the first class meeting. Once filed, the change is irreversible. Students may not exercise the P/NC option with the program sponsor without notifying the OSA.

Students must request special permission for P/NC grades in the major or minor field. (See the Pomona College Catalog.)

Overseas program directors submit a regular American letter grade to Pomona for courses taken on a P/NC basis. The OSA director will convert this grade for students with approved P/NC requests on file.

Incompletes
Overseas professors rarely accept work after the regular deadline. Students are therefore urged to avoid taking an Incomplete. Those unable to complete coursework due to illness or other factors may receive an Incomplete with the approval of the instructor, program director abroad, and the OSA director. In consultation with the overseas director, students must develop a timetable for completion of an incomplete grade. For further clarification, consult the Pomona College Catalog.

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Academic Planning

Graduate Study
Seniors planning to attend graduate school should begin their arrangements before going abroad. This includes taking the necessary tests (e.g., LSAT, MCAT, GRE).
Students who plan to apply for grants or fellowships should make early contact with the graduate fellowship adviser or the appropriate faculty member. Whenever possible, students should consider arranging interviews before departure.

Career Development
The CDO offers a wide array of services to help you plan for life after graduation from wherever you are located. The on-campus recruiting program takes place in fall and spring semester with different types of employers coming at different times – and to accommodate study abroad students – you may take part in on-campus recruiting for up to one year after graduation.

Many of the services and resources of the CDO can be accessed via the internet from anywhere in the world. Please visit the CDO Web to access resources such as the Sagehen Career Connection – connecting you to alumni worldwide, resume and interviewing guides, job and fellowship listings, library and extensive career-related web sites and much more. And, you are never far away from contact with the CDO. Simply email career-development@pomona.edu and a member of the CDO staff can assist you with your questions.

Pre-enrollment
Students may pre-enroll for Pomona classes while abroad, if they wish. All questions about pre-enrollment and pre-enrollment procedures should be directed to the Office of the Registrar. Students who choose not to pre-enroll may sign up for classes during registration at the start of their first semester back. To reserve a slot in a required course, or to petition a closed course, students should contact the appropriate faculty member before departure for study abroad.

Transcript Requests
Parents and friends, by law, may not request transcripts on behalf of a student. If students anticipate the need for sending a Pomona transcript to another institution while they are abroad, they should complete the Designation of Transcript Release Authority. This form is available at: http://www.pomona.edu/adwr/StudyAbroad/participants/.

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Academics Abroad

Pomona College seeks to provide its students with integrative study abroad experiences by relying on the resources of the host country educational system and/or foreign teachers. There are considerable benefits in this approach, but students should be prepared for differences in academic structure and style compared with those of Pomona. These include course enrollment procedures, classroom pedagogy, student/teacher relationships, class assignments, and evaluation and grading.
Some Pomona programs provide the opportunity for direct course enrollment in the host country university. Other programs offer courses specially designed for American and/or foreign students, though these are usually taught by host country professors. Many programs offer a combination of these two types.

In most foreign settings, courses may appear to be less structured than courses taught in the U.S. Students are expected to be independent learners, who assume responsibility in directing their own reading and academic progress. Course syllabi, reading lists, and homework assignments are sometimes not available.

Students who inform themselves and who anticipate these differences will adjust to the foreign system much more quickly. Site-specific academic information is available through program brochures, program orientation materials, evaluations from past participants, and advising sessions with OSA staff or Pomona faculty.

University Courses
Curricular Differences
Some foreign universities typically offer specialized, yearlong courses which culminate in comprehensive examinations. At other sites, semester-oriented university courses are available, and special arrangements for evaluating American visitors may be made.

Specialization
At most foreign universities, home students enter the university to specialize in one subject. Their ‘liberal arts’ education has occurred at the high school level. American students may encounter difficulties finding a university course at the appropriate level. Students may find first-year courses in their major are too elementary, while second-year courses may be too advanced. The faculty adviser abroad knows the university well and will provide useful guidance on course selection.

Calendar Differences
Academic calendars of foreign universities usually differ greatly from the American semester or quarter systems. For example, classes in Europe usually begin in October and run through June or July, with extended breaks between terms. In Japan, the academic year runs from April to March. At some sites, Pomona arranges a pre-session core course to extend short terms abroad.

Classroom Atmosphere
The classroom approach at most foreign institutions is much less interactive than at Pomona. Large lecture classes are common and attention to individual students is unusual. Professors may not wish to be interrupted or otherwise engage in classroom discussion with students. Office hours may not be offered.

Course Enrollment
Since foreign universities are decentralized in structure, comprehensive course listings or catalogs may not exist. Departments or faculties publish course lists shortly before the semester or year begins. At many universities, students must go from department to department or faculty to faculty to register for courses. American students may find this a time-consuming and sometimes frustrating experience.

Restrictions on Course Enrollment
Physical Education courses taken abroad may not earn more than 0.25 Pomona credit.

No credit is awarded for studio art, dance & music courses unless they have a theoretical component as well as an applied component.

Some foreign universities with pre-professional programs may offer career-oriented courses outside of what is considered an American liberal arts curriculum. Pomona does not award credit for these courses. Examples include, but are not limited to, courses in culinary skills, and hotel & restaurant management.

All of the above restrictions apply to Pomona as well as Non-Pomona Programs.

Evaluation
Continuous assessment does not exist in most foreign universities. Students should not expect regular grades, homework, quizzes, and midterms. Final grades are usually determined by a final examination or final paper. Foreign professors will employ foreign grading standards, and these may differ from American standards.

Program-Sponsored Courses
Many programs offer courses specially designed for American students. While these may be similar to American college courses in design, they are usually taught by foreign faculty who may bring their native teaching style and approach to the classroom.

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Foreign Language Programs

Language Programs Abroad
Since the ability to speak the language of a foreign country is vital to understanding and communicating with its people, students are expected to take language classes in all Pomona Programs in non- English speaking nations. This includes programs with no previous language skill requirements. Most classes in programs with foreign language prerequisites are conducted in the host language. Students are generally placed in classes on the basis of an initial language placement examination. Pomona credit will not be awarded for redundant language courses.

Foreign Language Courses in Claremont
During the semester preceding the term abroad, all students are urged to enroll in a relevant language course and to participate in the language lunch program at Oldenborg Center. Some programs require students to take the relevant language in the semester preceding study abroad. Please refer to the appropriate Pomona Program section of this website for further details. Those who have previously taken a 44-level, 51b-level, or upper-division language course should enroll in additional upper-division courses. Students should also enroll in one of the conversation classes offered at Oldenborg, when possible. The SAC considers current language proficiency when making admissions decisions.

Use of Foreign Language While Abroad
While abroad, students are expected to speak the language of the host country during classes and program activities, and as often as possible during recreational time.

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Living Abroad

Foreign living conditions vary widely from those in the United States, and students should be prepared to adapt. Cars, varied diets, private rooms, private telephones, and ample supplies of hot water are considered luxuries in some foreign locales. Computer facilities and access to e-mail may be limited or not available. The use of public transportation or walking may be essential for getting around. To make the most of living abroad, students should be considerate, outgoing, flexible, and sensitive to cultural differences.

Conduct
Pomona College students are subject to the same standards of conduct and academic regulations while abroad as stipulated in the Pomona College Student Handbook. Students are also subject to regulations set by the host institution or study abroad program, as well as the host country. These standards may be significantly different from those of Pomona and the United States. Most programs provide guidelines in pre-departure manuals and on-site orientation sessions. When in doubt about local practices, ask the program staff.

The resident director, program, or host institution may, at their discretion, impose disciplinary measures or dismissal if a student’s behavior is found to be damaging to the student, other participants, or the operation of the program. In the case of dismissal, decisions on credits, grades, and finances will be made by the OSA in consultation with the program abroad. Dismissed students are responsible for all unrecoverable program costs.

Housing Options
Ideally, the OSA seeks to integrate Pomona students into the host country’s culture when making living arrangements abroad; however, the locale determines to a great extent what is available and the options vary widely among program sites. Housing for students abroad generally falls into three categories: rooms in private homes, student or university housing, and apartments shared with other students. Each situation offers its own advantages and disadvantages.

Private Homes
Living with host country nationals provides exposure to the country’s customs, culture, and daily life. Students living in a private home may be treated as a family member or merely a boarder, depending on the host’s motives for providing a room. Before moving into a home, students should discuss their expectations, as well as the use of appliances, telephones, facilities, meal hours and kitchen privileges, curfew, and other household rules and restrictions with the host family.

Student or University Housing
When group housing is available, Pomona students are generally assigned rooms together or with other international participants. In some cases, Pomona students live on corridors and share kitchen facilities with host country students.

Apartments with Other Students
Sharing an apartment with other students is the only option available in some large cities such as Athens. Students in this situation may miss some of the opportunities for cultural exchange other options provide, but usually enjoy greater personal freedom.

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