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 11, 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 7, 2026

January Term study-travel course fees are billed with Fall tuition. Payment of your student account balance is due in full by Friday, August 7, 2026*. If you fail to have your student account balance paid before this date, you will be withdrawn from the J-term study-travel course, and your spot forfeited.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 11, 2026

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

Monday, September 14, 2026

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, 2026 (or July 10, 2026 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 11 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 14 (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 14, 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 14, 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:

• Academic standing is reviewed at the conclusion of each fall and spring semester. Students whose GPA falls below the College’s standard, as outlined in the Academic Catalog, and who are suspended from the College for academic deficiency at the end of the semester will not be permitted to take a January or Summer Term course. Therefore, they will be withdrawn from their study-travel course and will not be eligible for a refund.
• Students whose conduct is disruptive of a study-travel course will be subject to the College’s policy on Early Return and Dismissal from a Randolph-Macon College Study-Travel course. Among the penalties provided for by this policy is the possibility of course failure and/or dismissal from the course at the student’s expense and without any refund of course fees. Copies of the Early Return and Dismissal policy are maintained in the Office of International Education.