Office of International Programs & Exchanges

University of Washington International Program Suspension / Cancellation Plan

The UW operates or cooperates in over 200 programs overseas. In managing these programs, safety and security issues are a top priority.

Significantly, in over twenty years of operating programs overseas, the UW has not had to cancel a program for safety reasons. In the unlikely event that such a decision would be made, the following procedures would apply.

I. CRITERIA FOR SUSPENDING OR CANCELING A PROGRAM

The UW International Programs & Exchanges Office (IP&E) will gather information on the safety and feasibility of continuing operation of overseas programs though communication with the following:

  • On-site program staff
  • US Embassy officials in-country
  • University officials at the partner university
  • Appropriate US State Department country Desk Officer(s)
  • Other officials from US agencies and/or NGOs
  • UW faculty with expertise in the area in question

    The decision to suspend or cancel UW-operated programs will be based on IP&E and other UW officials' assessment of the information gathered and the development of any one of the following circumstances/events:

  • Recommendation of suspension/cancellation by the on-site program staff.
  • Travel warning and/or specific directive by the US State Department and/or US Embassy.
  • Outbreak of hostilities between the US and the host country.
  • Significant terrorist activity and/or a declaration of martial law in the program city.
  • Civil unrest or violence that affects student safety.
  • Declaration of war by a third country against the country of the program's location.
  • Protracted or indefinite closure of the host University.
  • Inability of the site director or staff to organize and carry out an academic program outside of the University.
  • Disruption of public utilities and/or services.

    II. EVACUATION PROCEDURES

    In the event of program cancellation, the following procedures will be followed:

    1. If the students are in the program city, the on-site director will gather the students at a predetermined secure location as soon as is practical.

    2. If the students are on an organized excursion outside of the program city and there is a civil emergency, the program staff member in charge of the excursion shall take the group to a secure location and contact the on-site director and the IP&E for instructions.

    3. If the students are traveling independently, an effort will be made to contact them according to the contact information and itineraries they have left with the program staff. The students will be advised as to the proper course of action.

    4. After the on-site director notifies IP&E that the group is safe and accounted for, s/he will arrange for air transportation of program participants to the U.S. if possible, or another safe destination. IP&E will communicate with students' emergency contacts to inform them that this process is underway. In the event that the students cannot fly out as a group, they will depart as seats become available.

    5. If air transportation cannot be arranged, the on-site director, in consultation with the U.S. Embassy and IP&E, will arrange ground transportation to the closest international airport for air evacuation from that location, or will find a secure location for students until such time as evacuation is possible. The on-site director will accompany students in either event.

    III. COMMUNICATIONS

    Communication with UW students abroad will be coordinated with the site director for UW programs. Students on direct enrollment exchanges will be contacted individually though email with copies to the partner institution's international office. During emergency situations, on-site staff will:

    1. Keep students and faculty apprised of all decisions and developments relating to individual student and group security and copy all correspondence to pertinent IP&E staff.

    2. Keep IP&E staff and the following university officials informed:

  • President
  • Provost
  • Vice President for University Relations
  • Relevant Deans and Department Chairs

    IV. WITHDRAWAL POLICY

    Students in international programs that have been canceled or suspended by the UW will be eligible for withdrawal from the coursework or be granted credit under the following guidelines (in consultation with the relevant academic departments):

  • Students in programs canceled or suspended during the first third of the quarter (or semester for semester programs) will be granted a total University withdrawal (W).
  • Students in programs canceled or suspended during the second third of the quarter (or semester for semester programs) may request either an uncontested withdrawal (W) or an incomplete (I) in each course, if instructors report that coursework to date is satisfactory, or a total University withdrawal from all courses (W). Incompletes need to be completed within one quarter after program cancellation/suspension.
  • Students in programs canceled or suspended during the last third of the quarter may request either an uncontested withdrawal (W) or an incomplete (I) in each course, if instructors report that coursework to date is satisfactory. Incompletes need to be completed as mentioned above.
  • Students in programs canceled or suspended who are in the final quarter prior to graduation may be granted the baccalaureate degree upon recommendation of the major department chair and college dean.

    V. REFUND POLICY

    If UW cancels a program operated by IP&E, the UW will make every effort to refund all recoverable funds to the student participants. If a program not operated by the IP&E is canceled, students are subject to the program operator's refund policy.

    Students who withdraw from programs operated by IP&E that have not been suspended or canceled are subject to the existing refund policy. In cases of emergency, the IP&E in consultation with other UW officials, will determine if extenuating circumstances exist to allow suspending the existing refund policy. Students withdrawing from programs not operated by IP&E are subject to the program operatoršs refund policy.

    For more information, please contact:

    Int'l Programs & Exchanges
    516 Schmitz Hall, Box 355815
    University of Washington
    Seattle, WA 98195 USA
    Tele: 206/543-9272 Fax: 206/685-3511
    http://depts.washington.edu/ipe
    October/2001