Study-Travel Payment Procedures

Payment Timeline

Upon withdrawal from the course, a non-refundable $100 (or higher if specifically noted under the course information) withdrawal fee will be charged to your student account (for students withdrawing after September 15, a refund of other course fees, if any, will be determined by the instructor). In the event a student changes to another study-travel course, the $100 deposit can be transferred to the new course unless funds have already been spent by the first instructor or funds are listed as non-refundable.

FRIDAY, AUGUST 1, 2025

January Term study-travel course fees are billed with Fall tuition. Payment of your student account balance is due in full by Friday, August 1, 2025*. If you fail to have your student account balance paid before this date, you will be withdrawn from the J-term study-travel course, and your spot forfeited.

*Course instructors may have an earlier deadline for a partial deposit.

FRIDAY, SEPTEMBER 5, 2025

ABSOLUTE deadline for students to withdraw from a study-travel course and receive a full refund (except for the non- refundable $100 withdrawal fee).

Monday, September 15, 2025

ABSOLUTE deadline for students to add a study-travel course. Students adding the course after the August due date must pay their student account balance in full at the time of registration.

Scholarships and Loans

You can use some of your financial aid to help with the costs of study abroad. And there are special scholarships too. Here’s the basics (and there’s much more here):

NEED-BASED SCHOLARSHIPS

All RMC students who have submitted a FAFSA to the Financial Aid Office are automatically considered for a need-based scholarship to help cover the cost of a J-term study-travel course. To be considered, you must be registered by May 15, 2025 (or July 11, 2025 for first-year or transfer new students).

LOANS FOR STUDY TRAVEL

To use loans for travel, you’ll need to submit the Cost of Study-Travel Form to the Financial Aid Office no later than October 1 for J-term and February 1 for Summer Terms. This deadline is firm.

• more info on financial aid and study abroad
• Cost of Study Travel Course Form

Cancellation and Refund Policy

Randolph-Macon College (the College) reserves the right to make cancellations, changes or substitutions to its study-travel program at any time. The College shall not be liable for any loss whatsoever to program participants as a result of changes or cancellations due to a Department of State travel warning, border closures, disease spread, hostile activity, acts of war or terrorism, or in the event of social or civil unrest, a natural disaster or a similar emergency either in the U.S. or abroad. In the case of an internal unforeseen circumstance, such as a health crisis of the instructor, the College will use its best efforts to reimburse any recoverable costs of the program from insurance and other third parties and will make a reasonable effort to provide some form of substitution.  Because travel planning carries inherent uncertainties, students are strongly encouraged to purchase an insurance policy that will cover cancellation for any reason as part of their planning for study-travel courses.  

In order to receive a full refund (except for the non- refundable $100 withdrawal fee), students must withdraw from a study-travel course by the September 5 deadline (refer to the payment timeline). Randolph-Macon College’s study-travel course refund policy reflects the fact that no student funds may be spent prior to September 15 (except with the written consent of students), but that once funds have been spent on a student’s behalf, it may not be possible to recover those funds in the event of cancellation or a student’s withdrawal from the program.   

In the event that a study-travel course is cancelled by the College prior to September 15, or by any earlier payment deadline established by the faculty instructor and agreed to by enrolled students, students in the cancelled course will receive a full refund of all funds paid, including all deposits.  

After September 15, or once funds have been spent on a student’s behalf, whichever is earlier, Randolph-Macon College cannot guarantee that students will be able to recover payments made in the event that they decide not to participate in the study-travel course, or in the event that Randolph-Macon College determines that it is necessary to cancel the planned course. 

In all cases, when the College cancels a course or a student withdraws from a course prior to travel but once funds have been spent, the College will seek to provide the maximum possible refund to students.  However, any such refund might be in the form of a travel credit issued by the airline or other provider to whom funds have already been paid.  

Additionally, students whose conduct is disruptive of a study-travel course may be sent home at their own expense. Students who are disciplined for academic and/or conduct during the participation in a study-travel course may be subjected to immediate dismissal. In such cases, the student will fail the course and will not receive a refund.