Skip to main content

The following are Policies and Requirements that explain the conditions of student participation in DukeEngage. They are not meant to, nor do they, alter the Participation Agreement students sign as a condition of participating in DukeEngage. In some areas, this web page contains Policies that are referenced in the Participation Agreement.

As described in the Participation Agreement, DukeEngage can delay or terminate your ability to participate if you fail to adhere to the Participation Agreement or these Policies and Requirements.

The 2022 DukeEngage Participation Agreement can be found at 2022 DukeEngage Participation Agreement.

Contents

To be eligible to participate in DukeEngage:

  • Student must be currently enrolled and have completed two semesters of course work at Duke prior to the dates of the Program. Student must return to campus within six months after the Program and complete at least one additional semester at Duke.
  • Student must remain in good academic and disciplinary standing between the signature date of this Agreement and the end of the Program. Student must promptly notify DukeEngage of any changes to academic or disciplinary status between the date of this Agreement and the end of the Program. If placed on disciplinary or academic probation while participating in DukeEngage, Student will be required to leave the Program. Academic or disciplinary withdrawal will be considered an involuntary withdrawal and may require repayment of funds to DukeEngage. See Withdrawal or Termination Policy for responsibility-to-pay requirements.
  • Student and Parent/Guardian each hereby warrant that Student is in compliance with the Duke COVID-19 vaccine requirements (absent a medical or religious exemption). See https://covidvaccine.duke.edu/requirements. Student and Parent or Guardian acknowledge that some countries and/or programs may have additional vaccine requirements necessary to enter/remain in country and/or to participate in a given activity.

While participating in the Program, whether inside or outside of the United States, Student must comply with all applicable laws and regulations of any locale where Student is located, including those regarding possession, use, manufacture, production, sale, exchange, or distribution of alcohol, illicit drugs, or controlled substances.

If the Program takes place outside of the United States, Student acknowledges that the laws outside of the United States may be significantly different from the laws inside of the United States and that Student is also required to comply with all such laws and regulations. If Duke determines that Student has violated a law while Student is participating in the Program, Duke will terminate Student’s participation in the Program.

Without regard to this Agreement, if Student is enrolled in a degree-granting program at Duke, Student is and remains subject to the behavioral requirements and process set forth in the Duke Community Standard and remains so during the Program (hereafter “Standard”). See http://studentaffairs.duke.edu/conduct/about-us/duke-community-standard and http://registrar.duke.edu/university-bulletins/duke-community-standard-practice-guide-undergraduates. In addition, Student may also be subject to standards and processes imposed by a third party who assists in delivering the Program.

Student and Parent/Guardian acknowledge that the Standard may not provide the same process and procedures as the standards and processes imposed by a third party. Further, Student and Parent/Guardian acknowledge that the requirements set forth in the Standard generally assume that Student is located on Duke’s main campus in Durham, North Carolina. Duke will apply the Standard at its discretion given the unique circumstances of the Program, and application of the Standard may not necessarily be the same that it would be if Student were located on Duke’s main campus

As a condition of participation, Student must comply with all pre-departure requirements established by DukeEngage by any applicable deadlines. In addition, DukeEngage may communicate additional pre-departure requirements to Student and Parent/Guardian through email or other forms of communication.
If Student does not complete required pre-departure requirements, regardless of when Duke identifies the failure to comply, Duke will terminate Student’s participation in the Program.

All Participants Must:

  1. Complete all mandatory pre-departure components, including submitting registration documentation, site-specific orientation sessions, pre-program surveys, and four Fortin Foundation Academy workshops during the spring semester.
  2. Provide a photocopy of a social security card if a citizen or permanent resident of the United States, or of an Individual Taxpayer Identification Number (ITIN) issuance letter 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.
  3. If managing ongoing or chronic physical health and psychological issues, schedule an appointment with a personal medical care provider to discuss management of those issues during DukeEngage.
  4. Obtain adequate quantities of all prescribed medications from a pharmacy and take prescriptions as directed.
  5. Complete Duke University Minor Training and a Duke University-sponsored criminal background check (if required).
  6. 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:

  1. Provide a color copy 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.
  2. Work with Duke’s Global Administrative and Travel Support Office to submit necessary visa paperwork (for countries requiring visas only).
  3. 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.
  4. 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 DukeEngage international programs, Duke does not pay for passport services. If traveling abroad, Student must submit valid passport information by the assigned deadline. The expiration date of the passport must be at least six months after the date on which Student’s DukeEngage program concludes, and the passport must contain at least two blank pages (not including amendment pages).

Visas

It is the sole responsibility of Student, if traveling internationally, to obtain necessary permissions to enter or remain in a country. A Duke visa expeditor will assist Student in applying for a visa or other travel documentation if needed. DukeEngage will cover the cost of the visa, provided the student submits all necessary documents by the assigned deadline.

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 expediter
  • Transportation to and from the program location
  • Lodging, meals, and transportation during DukeEngage
  • All DukeEngage-sponsored activities
  • Contingency funds to cover unexpected expenses, such as a meal during a flight delay

DukeEngage does not cover expenses for the following:

  • Ground transportation to the originating airport
  • 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 Vendor:

Duke has selected WTS, to book airline tickets and provide in-transit traveler assistance services for all DukeEngage students.

Travel on Commercial Airlines:

WTS purchases all tickets on behalf of DukeEngage students. Students may not book their own airline travel under any circumstances but are required to use their DukeEngage-issued ticket and will not be reimbursed the cost of airline tickets booked through other travel agencies or online.

All DukeEngage air travel accommodations are for the lowest fare class available at the time of booking. Tickets will not be issued for first class, business class, or premium class air travel. DukeEngage purchases only non-refundable, non-changeable and non-transferable tickets. A ticket once issued is a legal contract between the traveler and the issuing airline. Airlines require ticketed travelers to complete all travel segments on an issued ticket. Should a traveler not fly all ticketed segments as contracted, he or she is personally liable for any and all fees and debit memos assessed by the issuing airline. DukeEngage and Duke University have no liability whatsoever for such penalties on travelers who elect to complete only part of an itinerary. DukeEngage assumes responsibility for the payment of fees to change airline ticket dates of departure or return once issued only when the change is necessary to ensure efficient and safe operation of a DukeEngage program.

All tickets are issued for simple round-trip airfares only, with the exception of students doing contiguous Bass Connections or GEO programs.

Home Airport Transportation:

DukeEngage assumes responsibility for non-personal travel costs starting and ending at the originating airport. Ground transportation to and from the originating airport is the responsibility of the student and will not be reimbursed by DukeEngage.

DukeEngage will attempt to accommodate student’s home airport requests but reserves the right to purchase a ticket departing from and returning to the nearest metropolitan airport if scheduling and/or cost preclude departing from a regional airport. The student will be responsible for transportation arrangements and costs to and from the airport.

Travel within Country of Residence:

If a student plans to participate in a program in the country where they have a pre-program residence, DukeEngage will provide one round-trip, intra-country/domestic airline ticket to the community in which they will serve, provided the site is located 100 miles or more from their pre-program residence in the country. DukeEngage does not provide airline, ferry, or railway tickets or ground transportation allowances to students located within 100 miles of their departure point, either in the U.S. or abroad.

Example: A student’s pre-program residence is Rome, Italy. He is accepted to complete a DukeEngage program in Venice, Italy, which is 244 miles from his departure city in Rome. DukeEngage will provide the student with one round-trip airline ticket from Rome to Venice and back to Rome. DukeEngage will not, however, provide him with an airline ticket from the U.S. to Italy and back to the U.S.

Itineraries:

Because of the need to ticket a large number of travelers in a short period, DukeEngage does not customize student itineraries, because to do so would result in unacceptable ticketing delays for other students and unwarranted program costs. Thus, DukeEngage has instructed WTS not to honor requests to coordinate travel itineraries beyond arranging for all students in a group program to arrive at and depart from their DukeEngage site on the same days whenever practicable. Tickets won’t be issued for in-country stays outside the dates of a student’s program. Additionally, DukeEngage has instructed WTS agents to reject all student requests for multiple, alternative itineraries.

Travel itineraries are selected solely on the availability of the most economical rates (taking into account the cost of any airline baggage handling fees) using normally traveled routes, provided a route does not significantly compromise the effectiveness, purpose, and safety of a student’s travel. Carrier brand name recognition, frequent flyer affiliation, the length of waits for connecting flights, requests to coordinate airline itineraries with other travelers, etc., play no role in the ticketing process.

Ticketing Process:

All steps of the ticketing process will occur through email only. Students must check their Duke University (@duke.edu) email account on their designated booking day. A travel agent from WTS will book student airline tickets according to the DukeEngage Travel Policy and the itinerary information the student provides during the registration period. Students must carefully review and approve the itinerary proposed for their air travel by email. Students will receive itinerary information by 3 PM ET and must confirm the itinerary by 3 PM ET the next day. Failure to approve an itinerary during the designated day and time will result in WTS requiring payment for the booking fee ($35 international, $18 domestic in 2019) for each proposed itinerary that lapses for lack of emailed approval. Additionally, DukeEngage will deduct $50 from a student’s stipend if the student refuses a proposed airline itinerary that conforms both to the itinerary information student provided during the DukeEngage registration period and the DukeEngage Travel Policy. As DukeEngage has instructed WTS not to issue tickets without student approval, failure to approve an itinerary in a timely fashion will also jeopardize the student’s participation in the program.

By way of email reply to the WTS agent, the student must approve the itinerary by 3 PM ET the day after they receive it. The student must review the itinerary carefully to confirm the accuracy of the travel dates, the city where they will begin and end their travel, and the spelling of their name. If the student discovers an error, the student must send the correction(s) to the agent. Note: a student’s first and last names must match exactly the spelling as they appear on their passport (if traveling internationally) and/or the government-issued photo identification they plan to present to Transportation Safety Administration staff at the airport. If the name on student’s photo identification and the name on their airline ticket do not match exactly, boarding will be denied. DukeEngage will not cover the cost of replacing the unused ticket in this circumstance.

After the student confirms their itinerary and the program director approves it, WTS will issue the student an electronic ticket. It is entirely the student’s responsibility to keep their electronic ticket record safe and accessible and to print out their boarding pass(es) in a timely fashion before departure. Once a student’s ticket is issued, they may only change their flight information with the approval of the program director.

Post-Ticketing Responsibilities:

Because airlines frequently make schedule changes to already issued tickets and sometimes cancel flights, it is the student’s responsibility to confirm their itinerary with the airline that issued their ticket 72 hours in advance of departure. DukeEngage will not pay for a replacement ticket should the student miss a flight due to late arrival at the originating outbound or inbound airports.

When the student is traveling by air internationally, the student must arrive at their airport three hours in advance of departure. For travel within the United States, the student must arrive at their airport two hours in advance.

The student must present all required government-issued photo identification and travel documents at the time of departure to airport authorities.

Baggage Fees:

DukeEngage adjusts in advance the stipend for students traveling on airlines that charge baggage fees assuming one bag per traveler. The calculation of the baggage allowance is based on one bag that conforms to the air carrier’s size and weight limits per traveler. DukeEngage does not reimburse students for additional checked bags, for overweight luggage, or for curbside gratuities.

Note: At present, a number of airlines permit international passengers to carry one checked bag at no cost. The piece may not weigh more than 50 pounds and must measure 62 inches or less (length + width + height), or surcharges will apply. Airline baggage fees cannot be prepaid; they are collected by the airline at check-in with payment in cash or by credit card.

Meals:

DukeEngage adjusts in advance the stipend checks of participants for the cost of in-flight meals. DukeEngage does not separately reimburse students for the purchase of food while in transit.

On-Site Travel:

DukeEngage or a third party will arrange transportation to and from service placement locations and activities that are not within reasonable walking distance. Students may not arrange for their own transportation to placement locations and Program activities.

DukeEngage does not endorse or advocate the use of personal vehicles by Students for any travel related to the program that occurs before, during, or after the program dates. DukeEngage will not reimburse students for any costs incurred through the use of a personal vehicle. Duke University’s auto liability insurance does not cover Student’s personal vehicle, nor will Duke pay for Student’s auto liability insurance or reimburse any deductible.

Student may not cross national borders and must limit all travel to the country of the program.

Student must remain compliant with U.S. laws controlling the export (or disclosure) of both goods and technology and with sanctions upon certain foreign countries. See https://export.duke.edu/travel-overseas for more information.

Phone: DukeEngage 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.

While participating in the Program, whether inside or outside of the United States, Student must comply with all applicable laws and regulations of any locale where Student is located, including those regarding possession, use, manufacture, production, sale, exchange, or distribution of alcohol, illicit drugs, or controlled substances.

Duke prohibits members of its community, both individuals and groups, from manufacturing, selling, delivering, possessing, using, or being under the influence of a controlled substance without legal authorization. Violations of this Standard could result in Student’s removal from DukeEngage and/or Duke.

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, 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.

DukeEngage Programs are designed as a full-time commitment of 56-59 sequential days. 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.

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.

Duke may terminate Student’s participation in the Program, either prior to departure or during the Program, if Duke determines in its sole discretion that: (a) Student has violated a local law or regulation, (b) Student is accused of or has failed to comply with COVID-19 Rules or the Standard, (c) continued Student participation in the Program poses a risk to the health, safety, or welfare of the Student or others, (d) Student is put on academic or disciplinary probation by Duke during the course of the Program, or (e) continued Student participation in the Program will materially disrupt the Program.
Any condition that causes Student to delay or not fully complete the Program must be fully reported, in writing, to the DukeEngage Associate Director of Operations within 72 hours of occurrence.
Student shall not be liable for repayment of the cost of the DukeEngage Program in the event Student is prevented/delayed from beginning and/or completing the Program due to causes beyond Student’s reasonable control and occurring without Student negligence, such as but not limited to natural disaster, war or civil unrest, and breakdowns in commercial transportation. Under these circumstances, Student must refund a pro-rated portion of the stipend and relinquish any unused airline tickets to DukeEngage.
If Student withdraws or is withdrawn from the Program any time after committing formally to the Program, Student or Parent/Guardian will reimburse Duke for all expenditures made on Student’s behalf, including but not limited to airfare, vaccination and visa costs, and payments to businesses that have provided goods and services. Student will also reimburse DukeEngage for stipend funding. If Student leaves the Program after it begins, Student or Parent/Guardian is also financially responsible for non-scheduled transportation and any incidental travel expenses back to Student’s original point of departure. If Student withdraws any time after confirming acceptance, or is dismissed for any reason, Student is barred from future participation in DukeEngage and Student participation in DukeEngage will not be recorded on Student’s University transcript.