Policies & Requirements

Full-time, degree-seeking Duke undergraduates are eligible to participate in DukeEngage group programs provided they (1) have completed at least two semesters at Duke prior to the summer of participation and (2) will enroll at Duke for at least one semester after the summer of participation. All participants must be on active status and be free of academic or disciplinary sanctions during the program. Recipients of Duke’s merit scholarships are generally eligible to participate in DukeEngage, subject to confirmation by OUSF or the appropriate scholarship director. DKU students are ineligible. Students may only participate in one DukeEngage group program.

A student who is on academic or disciplinary probation or who does not meet academic continuation requirements will not be permitted to participate in DukeEngage, regardless of the student’s acceptance into the program. DukeEngage will conduct a review of each student’s academic and disciplinary record to determine eligibility to participate.

A student placed on academic or disciplinary probation while participating in DukeEngage is not permitted to continue and must leave the program. Academic or disciplinary probation will be considered an involuntary withdrawal and may require the repayment of funds to DukeEngage. See Withdrawal or Termination Policy for responsibility-to-pay requirements.

As set forth in the DukeEngage Participation Agreement, DukeEngage Programs are designed as a full-time commitment. Each Program has established start and end dates. Students may not arrange to arrive after their Program’s official start date or leave before the Program’s official end date and must be present for and participate fully in all elements of their Program as set out in the Program description.

As a participant in DukeEngage, each student is a representative of Duke University and the United States and should conduct themselves in a manner that reflects favorably on all.

Duke Community Standard (“the Standard”): Duke students remain subject to the behavioral requirements set forth in the Duke Community Standard while participating in DukeEngage. Duke may terminate a student’s participation if Duke determines, in its sole discretion, that: a) the student has violated the Standard, b) continued student participation in DukeEngage poses a risk to the health, safety or welfare of the student or others, or c) continued student participation will materially disrupt the student’s program. In such an event, the student agrees to leave the program. See Withdrawal or Termination Policy for responsibility-to-pay responsibilities.

Compliance with Laws: While participating in DukeEngage, students must comply with all applicable laws and regulations. If a student’s DukeEngage program takes place outside of the United States, the student is required to comply with all laws and regulations of the host country and city, including those regarding submitting required travel documents to Duke to obtain visa support and laws with respect to the purchase, possession or consumption of alcohol or illicit drugs. If Duke determines that a student has violated a law while participating in DukeEngage, Duke will terminate the student’s participation in the program.

Late Arrivals/Early Departures: DukeEngage programs have established start and end dates. Students may not arrange to arrive after the program’s official start date or leave before the program’s official end date.

As a condition of being permitted to participate in DukeEngage, participants must complete all pre-departure requirements established by DukeEngage by any applicable deadlines, including without limit, the following:

All Participants Must:

• Complete all mandatory pre-departure components, including submitting registration documentation, site-specific orientation sessions, pre-program surveys, and Fortin Foundation Academy workshops during the spring semester.
• Provide your social security number (if a citizen or permanent resident of the United States) or Individual Taxpayer Identification Number (ITIN) (if not a citizen or permanent resident of the United States). DukeEngage will assist accepted international students in applying for an ITIN if support is needed. This information is needed for payment of the DukeEngage stipend.
• If managing ongoing or chronic physical health and psychological conditions, schedule an appointment with a personal medical care provider to discuss management of those issues during DukeEngage.
• Obtain adequate quantities of all prescribed medications from a pharmacy and take prescriptions as directed.
• Complete Duke University Minor Training and a Duke University-sponsored criminal background check (if required).
• Duke has a reasonable accommodations process through which a student can request disability accommodations. Information about the process may be found at http://access.duke.edu/requests. DukeEngage encourages all students to discuss with a DukeEngage staff member, as early as possible, any potential concerns or modifications student may need to request. Contact dukeengage@duke.edu to discuss further.

Additional Requirements for International Program Participants

• Provide a color scan of a valid passport with an expiration date of at least six (6) months following the end date of the program, and with at least two blank pages, by the assigned deadline.
• Work with DukeEngage and its partner visa expeditors to submit necessary visa paperwork (for countries requiring visas only).
• Complete a Student Health Travel Clinic medical information survey and schedule and attend a pre-departure medical appointment and any follow-up appointments necessary for receiving vaccines and prescriptions.
• Confirm appropriate insurance coverage through the Duke University Student Medical Insurance Plan or other medical insurance.

Passports: As a valid passport is a prerequisite for applying to international programs, DukeEngage does not pay for passport services. Students traveling abroad should have a valid passport by the beginning of February. The expiration date of the passport must be at least six months after the date on which the student’s DukeEngage program concludes, and the passport must contain at least two blank pages (not including amendment pages).

Visas: DukeEngage and its partner visa expeditors will assist students traveling internationally who must apply for travel documentation. DukeEngage will cover the cost of the visa, provided the student submits all necessary documents by the assigned deadlines.

DukeEngage funds all program-related expenses, including without limit, expenses for:

• Pre-departure visits to the Duke Student Health Travel Clinic (as well as required vaccines and recommended prescription medications)
• Visa acquisition through the Duke visa expeditor
• Travel to and from the program location provided it is more than 100 miles from the student’s location prior to program start
• Lodging, meals, and transportation during DukeEngage
• All DukeEngage-sponsored activities
• Airport meals and one checked bag
• Contingency funds to cover unexpected expenses, such as a meal during a flight delay

DukeEngage funds some of the above program-related expenses directly and students do not incur any out-of-pocket expenses. When those items cannot be provided directly, students will receive a stipend that is intended to cover reasonable program-related out-of-pocket expenses. As each DukeEngage program is unique, student stipends will vary from one site to another.

DukeEngage does not cover expenses for the following:

• Ground transportation to the originating airport or other travel hub
• Reimbursement for travel by personal vehicle to the program site
• Obtaining or updating a passport
• Privately purchased travel insurance
• Personal medical expenses and hygiene items
• Personal activity that falls outside the DukeEngage program description

Travel to and From the Program Site

Travel vendor: WTS Duke has partnered with WTS to book tickets and provide in-transit assistance for all DukeEngage students.

Air Travel Policies

• Personal Travel to the Hub: Students are responsible for arranging and covering transportation costs to and from their designated travel hub (typically an airport). Students residing within 100 miles of their DukeEngage program site must arrange their own travel directly to the site.
• Booking Process: WTS will purchase tickets to and from the designated travel hub for students living beyond the 100-mile radius. Students must use the DukeEngage-issued tickets and may not book their own travel. DukeEngage will not reimburse travel costs for tickets purchased independently.
• Ticket Class & Restrictions: All DukeEngage flights will be booked at the lowest available fare that meets safety requirements. Business-class, first-class, and premium-class tickets will not be issued. Once issued, the ticket is a binding legal contract with the airline, and all travel segments must be completed as booked. If a student fails to complete all ticketed segments, they will be personally responsible for any associated fees. DukeEngage assumes responsibility for ticket change fees only when changes are required for program efficiency or safety.
• Itinerary & Ticketing Rules:
  • Tickets are booked exclusively as round-trip unless a student is participating in contiguous programs (e.g., Bass Connections or GEO study abroad).
  • Travel itineraries prioritize affordability and efficiency over factors like airline preference, frequent flyer programs, and connection times.
  • Any itinerary adjustments must be approved by both the program director and the associate director of DukeEngage (all students requesting a travel exception must complete an application process).
  • There will be no modifications to the set student arrival date before the program begins.
  • If a student wishes to remain in the area after the program concludes, they may do so with the program director’s approval but are responsible for any resulting change fees.

Baggage Policies

• Baggage Fees: The DukeEngage stipend is adjusted in advance to account for one checked bag per student. Additional bags, overweight luggage, and curbside gratuities will not be reimbursed.
• Airline Allowances: Some airlines allow one checked bag for free on international flights. Bags must not exceed 50 lbs. or total dimensions of 62 inches (length + width + height), or extra charges will apply. Fees must be paid at check-in via cash or credit card.

Travel Expenses & Reimbursements

• Ground Transportation: DukeEngage covers non-personal travel expenses starting from the designated travel hub. Students must cover and arrange their own transportation to and from their home to the hub, as DukeEngage will not reimburse these costs.
• Meals in Transit: Stipends are adjusted in advance to include meal costs while traveling. Separate meal reimbursements will not be issued.

Ticketing Process & Student Responsibilities

• Communication: All ticketing steps will occur via email. Students must regularly check their Duke University (@duke.edu) email for messages from WTS and DukeEngage staff.
• Itinerary Approval: Students must carefully review their proposed itinerary and confirm it via email within 24 hours. Failure to do so will result in the student being responsible for any associated booking fees. Additionally, refusal of a proposed itinerary that adheres to DukeEngage travel policies will result in a $50 deduction from the student’s stipend.
• Name Accuracy: The student’s first and last names on the ticket must exactly match their government-issued ID or passport. Failure to ensure accuracy may result in denied boarding, and DukeEngage will not cover the cost of rebooking.
• Post-Ticketing Responsibilities:
  • Students must confirm their flight details with the airline at least 72 hours before departure.
  • International travelers must arrive at the airport three hours before departure; domestic travelers must arrive two hours in advance. The student is responsible for the cost of a replacement ticket if a flight is missed due to late arrival at the airport.
  • Required identification and travel documents must be presented at check-in.
  • Once a ticket is issued, changes can only be made with program director approval.
  • Students are responsible for maintaining access to their electronic ticket and printing boarding passes as needed.

Travel Health & Safety

• Emergency Support: WTS offers 24/7 phone assistance for ticketed travelers.
• International SOS Coverage: Duke University provides automatic coverage for emergency medical evacuation and transportation. However, medical expenses are not covered. Students must pay upfront for medical care and seek reimbursement from their personal insurance. If a student is unable to pay upfront, Duke may temporarily cover costs with the expectation of reimbursement.
• Emergency Contact Information: Prior to departure, DukeEngage will provide students with emergency contact details for Duke staff, WTS, and International SOS, ensuring 24/7 support.
• Travel Registry: All student travel itineraries will be entered into Duke University’s Travel Registry for safety tracking.

On-Site Travel Policies

• Personal Vehicles: DukeEngage does not endorse the use of personal vehicles for program-related travel. Students will not be reimbursed for personal vehicle expenses, including parking fees. Additionally, Duke University’s auto liability insurance does not cover personal vehicles, and students are responsible for any related costs.
• Local Transportation: Program directors will coordinate all necessary transportation to service placements and program activities beyond reasonable walking distance. Students may not arrange their own transportation.

National Borders & Program Compliance

• Restricted Travel: Students must remain within their program’s host country throughout the DukeEngage experience. Unauthorized border crossings will result in immediate removal from the program. (Refer to the Withdrawal or Termination Policy for financial responsibilities.)

By adhering to these policies, students help ensure a smooth, safe, and successful DukeEngage experience for themselves and their peers. For any questions, please contact your program director or DukeEngage staff.

The student grants Duke University, its representatives, and employees the right to take photographs of the student and the student’s property and authorizes Duke University, its assignees, and transferees to copyright, use, and publish the same in print and/or electronically. The student also agrees that Duke University may use such photographs with or without the student’s name for any lawful purpose, including such purposes as publicity, illustration, advertising, and Web content.

Phone: DukeEngage programs will provide a basic local cell phone or SIM card for program-related and emergency communication for students in international programs. Students are responsible for keeping enough credit on the phones to make calls to DukeEngage in case of emergency. Students in U.S.-based programs must have and carry with them at all times a personal cell phone to be used for program-related and emergency communication. All DukeEngage students must keep phones charged and must be reachable by phone at all times.

Laptops and Other Electronic Devices: Students may bring personal laptops or other electronic devices, but DukeEngage is not responsible for and will not reimburse students for the loss, theft, or damage of any personal property, including electronic devices.

Students must take full responsibility for knowing and obeying the laws of the DukeEngage program’s host country regarding alcohol and other drugs. Unless permitted by law, students will not possess, consume, furnish, or distribute any alcoholic beverages. Students further understand that Duke University has a zero-tolerance policy with respect to the possession, use, manufacture, production, sale, exchange, or distribution of illegal drugs and controlled substances and that violations of applicable law or policy may result in immediate dismissal from the program.

Visitors, including without limit parents or guardians, children, friends, and relatives, are not allowed at DukeEngage Program sites and may not participate in any DukeEngage programming.

Loss: Students are solely responsible for the security of all of their funds and possessions. DukeEngage is not responsible for and will not reimburse students for loss of possessions and funds, regardless of the reason for the loss, including without limit, loss of airplane tickets purchased by DukeEngage, the right to travel due to missed flights, the stipend provided by DukeEngage, goods purchased with the stipend, or personal luggage, laptops, phones, or other electronic devices. When necessary for the program, students will be required to replace, at their own expense, any lost funds, tickets, missed flights, or possessions. Students should consider, at their own expense, purchasing travel insurance for all such losses.

Damages: Students are responsible for maintaining the cleanliness and condition of all accommodations paid for by DukeEngage, for keeping track of and returning all keys to the accommodations, and for leaving accommodations clean and in good condition at the time of departure. If students fail to do so, they will be financially responsible for cleaning or repairs.

• If accommodations require cleaning and/or repairs at the time of check-in, students should immediately report this to DukeEngage program leadership. If the students fail to do so, they will have to pay for cleaning and repairs.
• Students must report all damages that occur, even if they are not the person who caused the damage, during their DukeEngage program. If damages occur to accommodations assigned to particular students, those students will be responsible for all charges unless someone else claims responsibility and agrees to pay the cleaning and/or repair charges.
• If two or more students occupy shared accommodations paid for by DukeEngage and no student takes responsibility for damage done to the accommodations, DukeEngage will assign an equal share of the cost of cleaning and/or repairs to each student.
• In cases where a student is responsible for reimbursing the cost of cleaning and/or repairs, the student may either be responsible for paying the manager or the owner of the accommodations upon check-out or for reimbursing DukeEngage. If reimbursement is due to DukeEngage, the student is responsible for remitting payment in full within 30 calendar days of written notification from DukeEngage. Failure to do so will result in a registration block on the student’s University Bursar Account.

Duke University cannot provide any assurance that a DukeEngage program will occur as described. Changes may be required as deemed necessary or advisable by Duke in light of health, safety, or security considerations or programmatic interests of DukeEngage.

If a program is cancelled before it begins due to low enrollment or any other reason, DukeEngage will advise students but makes no guarantee of placement in other DukeEngage programs and has no further liability to students.

Student and parent or guardian each understand, acknowledge, and agree that Duke University may delay, suspend, or terminate a student’s participation in DukeEngage, either prior to departure or during the program, at DukeEngage’s discretion, because:

• The student has violated the terms of the Participation Agreement or any of the Rules and Requirements set forth in this document.
• The student’s participation in the program poses or will pose a risk to the health, safety, or welfare of the student or others or will materially disrupt the program for others.

The student and parent or guardian each understand, acknowledge, and agree that if Duke suspends or terminates the student’s right to participate in DukeEngage while student is participating in it, the student must leave the program immediately.

In the event DukeEngage suspends or terminates the student’s right to participate in the program:

• The student, and/or parent or guardian, must pay the expenses necessary for the student to return to the outbound airport or city of origin.
• The student, and/or parent or guardian, may owe and be required to pay to Duke the costs incurred by Duke on behalf of the student in connection with the program, or the planning of it, including without limit:
  • Airfare, vaccination and visa costs, and payments to housing providers or other businesses that have provided goods and services
  • Stipend funding
  • Return flights and associated travel expenses
• DukeEngage participation will not be recorded on the student’s University transcript.

The student shall not be liable for repayment of the cost of their DukeEngage program in the event DukeEngage determines, in its sole discretion, that the student is prevented/delayed from beginning and/or completing the program due to causes beyond the student’s reasonable control and occurring without the student negligence, such as but not limited to natural disaster, war or civil unrest, and breakdowns in commercial transportation. Under these circumstances, the student must refund a pro-rated portion of the stipend and relinquish any unused airline tickets to DukeEngage.