Sophomore Semester Policies
Eligibility
The Sophomore Semester program is open to UC Berkeley students. To be eligible, you must have completed at least one semester of college by the start of the program, have at least a 2.0 GPA, and be at least 18 years old by program departure (August 2018). Applicants to the Sophomore Semester must be a currently matriculated UCB student. You may not be on academic probation or under censure for student misconduct at any point from application review to the end of your program. Have completed Reading & Composition A by program departure (Completion of Reading & Composition B is strongly recommended).
International students may or may not be eligible to participate in the Sophomore Semester program based on your citizenship. If you do not have a US or EU passport, please contact sophomoresemester@berkeley.edu regarding your eligibility.
Applications are reviewed by Berkeley Study Abroad to ensure compliance with University policies and individual program requirements. Berkeley Study Abroad reserves the right to void the admission of any student who is discovered not to meet the above requirements after being admitted.
Application
Step One: Meet with the academic advisor to discuss the program.
Step Two:
Submit an online application* As part of the online application, you will be asked to upload the following:
1. A copy of your most recent college transcript (official or unofficial)
2. Statement of Interest
3. A 200-500 word essay focusing on your internship and career goals
4. Resume & Cover letter formatted specifically to the U.K
5. Signed Student Agreement
6. Signed Waiver of Liability
Complete applications are due no later than March 15, 2018. All applications are reviewed by Berkeley Study Abroad in the order received. Applicants will be notified of their admission status by email no later than March 19, 2018.
Admission and Confirmation
Admitted students will receive a welcome packet including detailed program information no later than March 19, 2018. The packet will contain important documents that need to be signed and submitted online, in addition to instructions regarding next steps.
These forms must be signed and returned to program staff by 5 p.m. PST April 6, 2018. If you choose not to participate in the program, you must submit a Program Enrollment Form by the same deadline or program expenses will be incurred. Incomplete or missing confirmation forms do not qualify as an official cancellation from the Sophomore Semester program.
Waitlist
The Sophomore Semester program will accept a limited number of students on a waitlist. Students will be notified no later than March 19, 2018, if space becomes available.
Electronic Signature
Sophomore Semester will accept electronic signatures on any document that requires a handwritten signature if it meets the following stated criteria:
• A document must be uploaded through the Berkeley Study Abroad application portal, which authenticates student identity and authorizes portal access via CalNet ID and passphrase ensuring the authenticity of the document signer.
• When a document is uploaded correctly to the Berkeley Study Abroad application portal, the student's typed name in the designated space or a handwritten signature on a scanned document is considered sufficient.
Any questions regarding electronic signatures and document submission should be directed to program staff.
Program Dates and Components
All students who take part in the Sophomore Semester program are required to participate in each of the following program components:
March 20, 2018: Program Orientation (UC Berkeley campus)
April 23 – May 4: Internship Placement Process (Skype)
April 24, 2018: Pre-departure Orientation (UC Berkeley campus)
August 10 - December 1, 2018: UC Center London (London, UK)
By registering for Sophomore Semester, you agree to participate in each of these program components.
All program dates are set in advance. Students are expected to participate in all program components for the entire length of the program. Requests for late arrival or early departure are not permitted.
Such requests will only be considered under extenuating circumstances and must be approved by the Berkeley Study Abroad office in advance.
A written petition with supporting documentation must be submitted to the program coordinator at 1995 University Ave, Suite 130 Berkeley, CA 94704. Please note, your petition may be denied; all petition decisions are final. For questions email sophomoresemester@berkeley.edu.
Course Registration
Program staff will enroll you in Sophomore Semester courses when admitted to your program. You will not be able to enroll yourself in or make any changes to program courses, though you may check the status of your enrollment via CalCentral. If you would like to make changes to any program courses, you must submit a Program Enrollment Change Form. Informing Berkeley Study Abroad staff is not sufficient by itself to effect a change to your program course(s). You are responsible for making any changes to non-program related courses through CalCentral.
Sophomore Semester courses can be taken for a Passed/Not Passed grade instead of a Letter grade, but you will be enrolled on a Letter grade basis by default. If you wish to select the Passed/Not Passed option, you may make this change online through CalCentral by the deadline that corresponds to your program. Please check this deadline with program staff, as deadlines are different for each program. It is strongly advised that you consult with your academic adviser if you are unsure how the Passed/Not Passed option will impact major/minor or graduation requirements. Please note: Retroactive grade change requests will require college, department, and/or instructor approval.
Course Credits
All program courses are taken for Berkeley credit and will appear automatically on your Berkeley transcript. Students are advised to review the program eligibility criteria and coursework before registering for Sophomore Semester to ensure all programmatic components align with their academic background and educational goals.
You are expected to attend classes and your internship during the entire duration of the program. Expect classes to be held Monday-Friday.
Internship
All students who take part in the Sophomore Semester program are required to participate in an internship and to complete the internship course. Failure to fully partake in ALL aspects of the program, including orientation, the internship, coursework, and other program activities, will result in dismissal from the program.
Placement Process
The ACCENT Internship team will conduct a Skype internship placement meeting with you to discuss your interests and qualifications.
You are expected to actively participate in the placement process and respond to emails promptly. Failure to do so may result in dismissal from the program.
Internship placement cannot be changed after the first week of interning at the placement site unless requested by the internship provider.
Program Preparation
You are required to attend the program orientation and may be asked to attend other preparatory workshops conducted by program staff. If you are unable to attend for any reason, it is your responsibility to notify program staff to ensure that the information and materials covered during the orientation and workshops are received.
A valid passport is required to travel to all program destinations, except for those located within the United States. When traveling overseas, your passport must be valid for the duration of the program and at least six months beyond your travel dates; otherwise, your passport should be renewed before the program starts. Passport renewal can be a lengthy process, so it is important to start the process as early as possible. UC Berkeley students may apply for a passport at the Recreational Sports Facility or downtown Berkeley post office.
An entry visa may be required for travel to the program location, depending on your citizenship and length of stay. Visa requirements can be obtained from the embassy or the consulate of that country. There may be different requirements for U.S. citizens and non-U.S. citizens. It is important to obtain information pertinent to your citizenship status and to begin this process as soon as possible to avoid delays. It is your responsibility to prepare any travel documents (i.e. passport, visa, etc.), pay any related fees, and complete the steps that are necessary to enter your program location(s). Berkeley Study Abroad is not responsible for ensuring that you have the appropriate visa or documentation. Inability to obtain the appropriate travel documentation to participate in the program may not be considered as a basis for a refund of program-related fees.
Please note: You must abide by all regulations outlined by the terms of your travel documentation or risk deportation and/or other legal ramifications from your program destination(s). Also, you may also face dismissal from the program. All program participants will also be required to have a functioning local phone number where you can be reached 24 hours a day, seven days a week while on your program. This expense will be factored into the financial aid budget for students that qualify for aid. For those that do not, please keep this cost in mind when planning your budget.
Academic and Other Accommodations
Sophomore Semester participants are encouraged to disclose any accommodations (physical, academic, etc.) you may need as early as possible. Program staff will work with you through the interactive process to provide reasonable accommodations to the extent possible given the realities of the country to which you will be traveling and the time at which the accommodation request is made. It is recommended that you reach out to the program staff and the Disabled Students Program as accommodations are determined by an individual assessment of each student.
Housing
You are required to use the program housing arranged by Berkeley Study Abroad. Program participants will be assigned rooms randomly on a same-sex basis. Due to the complexity of program logistics, including different types of accommodations and our work with partner organizations, we are unable to accommodate roommate requests. Overnight guests are not allowed in program housing.
You must follow all housing rules and regulations. Failure to do so may result in dismissal from the program. Please note, every set of program housing will have its unique set of rules that will need to be followed. Please check with your program coordinator for details. In addition, you will be responsible for paying for any damages, repairs, or replacements, if necessary, that occur in your unit.
You are expected to stay in the official program housing for the full length of the program and must vacate the accommodations on the last official day of the program. If you intend to arrive earlier or stay later than the program dates, you must make your own housing arrangements and be prepared to pay out-of-pocket for these additional nights. Neither Berkeley Study Abroad staff, nor the program director or local staff can make special arrangements regarding your early arrival or late departure. Berkeley Study Abroad does not provide any warranties or guarantees for arrangements made outside of official program dates.
Sophomore Semester does not provide storage and is not responsible for storing students belongings while abroad.
Exclusivity
Non-enrolled family members and others accompanying participants, faculty or staff of Sophomore Semester cannot be accommodated in program lodging, courses or activities held in conjunction with the program. Program classes, excursions, guest lectures, dinners, receptions, program-provided transportation, and all other program-related activities and events are open only to those officially enrolled in the program. Summer Sessions & Study Abroad will not provide support services or assume any responsibility for those not enrolled in the program.
Cost
For information on costs visit the costs tab on our Sophomore Semester webpage.
Financial Aid
Financial aid is available for eligible students. Visit the Financial Aid & Scholarships Office website for details, including types of financial aid available, how to apply for financial aid, and the disbursement process.
You are encouraged to meet with a financial aid counselor to review your estimated financial aid package based on the program budget.
To determine your financial aid eligibility for the Sophomore Semester program, review the financial aid information for Sophomore Semester and consult with the Financial Aid and Scholarships Office. When the Financial Aid and Scholarships Office calculates the amount of aid offered for participation in a program, they consider not only the tuition and program fee charges but also any out-of-pocket expenses they anticipate students may incur during the program. The charges posted directly to your CalCentral account for the tuition and the program fee are different from the total expenses that may be incurred while abroad.
If you require financial aid to cover program costs, it is your responsibility to confirm your aid package in advance of any program deadlines. Inability to pay the program fee or tuition is not a valid reason to receive a refund of the fees associated with your program.
Payment
You do not pay at the time that you apply for the program. You will receive a bill for your fall fees that will appear on your Cal Central My Finances page under Billing Summary.
Fall
Fees will be posted in early July and your fees will be due on August 15.
Financial aid is available for eligible students. Students must submit the 2018-2019 FAFSA to determine aid eligibility for Fall 2018. Visit Financial Aid for additional details.
Program fees include tuition, pre-departure preparation, onsite orientation program, excursions, center activities, and 24/7 emergency support, as well as administrative, internship placement, academic and programmatic support abroad.
Students are responsible for meals and other out-of-pocket personal costs not covered by the program. Personal expenses (souvenirs, individual daily transportation, medical expenses, toiletries, etc.) are universally excluded from the program fee.
Withdrawal, Cancellation & Refund
To cancel your participation in Sophomore Semester before departure or withdraw after you have begun the program, a Program Enrollment Change Form must be submitted. Writing an email or talking to program staff is not considered an official request. Incomplete or missing confirmation forms do not qualify as an official cancellation from Sophomore Semester.
Please be sure to indicate that you are a Sophomore Semester student and review the cancellation policy carefully for details on deadlines and fees.
If you cancel or withdraw from the Sophomore Semester program, you will be dropped from your Sophomore Semester required course(s). If you have additional courses, it is your responsibility to drop these courses via Cal Central.
If you receive financial aid for the program and you cancel your participation, your aid will be reversed, and you will receive a bill for the program tuition and fees.
For fall, you will be subject to the following cancellation fees should you choose to cancel your participation from the Sophomore Semester program.
Deadlines for Fall Semester Cancellation/Withdrawal
Cancel Registration – no fee owed May 11, 2018
Cancel Registration – $6,000 fee owed May 12 - July 16, 2018
Cancel Registration or Withdraw – 100% of program fee owed* July 17, 2018, or after
*Program fee includes Student Activities and Services Fee, Participation Fee, Housing, Airfare, SHIP, and UCEAP Travel Insurance. Campus rules and policies apply to tuition and campus fees refunds. Read more about cancellation and withdrawal. Please visit http://registrar.berkeley.edu/how-to-enroll-in-classes/cancellation-wit… for more information.
Dismissal from Program
Failure to uphold requirements set by the UC Berkeley Code of Conduct, Sophomore Semester Student Agreement, program policies, and program staff may result in immediate dismissal from the program. If a student is dismissed, he/she will be removed from program courses and will be responsible for all program-related expenses as well as travel home. Program accommodations will need to be vacated within 24 hours of dismissal.
Please note: any violation of the Berkeley Code of Conduct occurring while participating in the Global Internships program may result in dismissal from the program, and will also be reported to the UC Berkeley Center for Student Conduct which may lead to further sanctions as deemed appropriate by the University.
Appeals
We understand that situations occur that may prevent you from attending or completing your program. If you need to drop or withdraw from your program after April 6, 2018, request a refund, or have another request, there are procedures in place for requesting an appeal.
Please note: Summer 2018 appeals will not be accepted after September 21, 2018.
All appeals require a signed letter of explanation, supporting documentation and a completed Program Enrollment Change Form (this form is ONLY required if you are requesting to withdraw from the program or make changes to your program courses). You should state, as concisely and clearly as possible, the reason for this appeal. The appeal letter is limited to one page, and it must be written and signed by the student. The letter should also include your current email and postal address so that we can notify you of the decision on the appeal. All appeals will be carefully reviewed and considered by Berkeley Study Abroad staff.
NOTE: THE APPEAL DECISION IS FINAL. It is essential to disclose all information, reasons for the appeal, and all supporting documentation regarding your case in the initial appeal letter. Subsequent appeal letters providing new information, different reasons for the appeal, or new supporting documentation are not eligible for review.
Required Documentation for the Most Common Appeals:
• Medical
For a medical problem, we require verification of the severity of the condition (i.e., how the condition affects your ability to perform college-level coursework), not a detailed description of the condition itself. We require a letter, typed on official letterhead, from the physician or other personal health care provider, or the form used by the Tang Center at UC Berkeley. The letter must be signed and delivered/mailed in a sealed envelope. Emails or unsigned letters on plain stationery are not acceptable.
• Death in the Family
We require a copy of death certificate (or verification of death from the hospital or attending physician), and the deceased's relation to the student.
You may submit your refund appeal in person to 1995 University Avenue, Suite 130 or mail to:
Summer Sessions & Study Abroad
RE: Sophomore Semester Refund Appeal
1995 University Ave., Suite 130
Mail Code: 1080
University of California, Berkeley
Berkeley, CA 94704-7026
Passport
You must hold a valid passport in order to submit your registration for the Sophomore Semester program. Your passport must be valid for at least six months after the end date of the program. Students that submit an invalid passport will be deemed incomplete for review and be ineligible for the Sophomore Semester program.
Visa
Depending on your citizenship status you may need to obtain visa. There may be different requirements for U.S. citizens and non-U.S. citizens. It is your responsibility to prepare any visa documents that are necessary to enter the country based on your citizenship status. You will receive visa instructions upon confirmation to the program and during your pre-departure orientation in Berkeley. Sophomore Semester is not responsible for ensuring that you have the appropriate visa or documentation.
Group Flight
Students will receive important group flight reservation instructions from our partner Advantage Travel. It is your responsibility to read and follow the instructions very carefully for completing and submitting your flight reservation form.
You are required to travel on the group flight from San Francisco to London. On the return flight, you may change your reservation to return on a later date or fly into a city other than San Francisco. You will be responsible for any change fees and costs associated with changing your reservation.
Insurance
For your fall semester abroad, you will automatically be enrolled in the Student Health Insurance Plan (SHIP) from Berkeley and travel insurance from the UC Education Abroad Program. If an emergency situation should arise in Berkeley or abroad, you should contact local authorities and medical staff. Whenever possible, local program staff should be kept informed regarding safety concerns or issues. Information about what to do in an emergency while abroad, including emergency contact details, will be available in your Student Handbook and will also be discussed during the program pre-departure and on-site orientations.
Health and Wellness
Staying healthy while abroad enables you to make the most of your time there. Berkeley Study Abroad strongly encourages all students to speak with their primary care physician and mental health care providers about traveling to determine what you need to assure your physical and mental well-being while abroad.
Any violation of the Berkeley Code of Conduct occurring while participating on the Sophomore Semester program may result in dismissal from the program, and will also be reported to the UC Berkeley Center for Student Conduct which may lead to further sanctions as deemed appropriate by the University.
Program Cancellation
Summer Sessions & Study Abroad reserves the right to cancel Sophomore Semester. In the event that your program is canceled, you will be notified by a program advisor who will discuss your options with you. Summer Sessions & Study Abroad is not responsible for any costs incurred regarding air travel or personal expenses. We highly recommended that you do not proceed with making travel plans until you are confirmed as a participant.
Additional Information
In preparation for Sophomore Semester, it is important that you actively research and ask appropriate questions to get the answers that you need. Additional program and general travel information can be obtained from some of the following resources:
Sophomore Semester staff
Sophomore Semester website
U.S. Department of State
U.S Passports & International Travel
UK Border Agency