Frequently Asked Questions
1. Where do I send the completed Interim Applications?
Once you make sure that all the questions have been answered on the application and the application is signed, send the completed applications directly to the Registrar's Office. Please make sure to keep any deposits, recommendation forms, or health forms in your office. Do not attach or leave them attached to the application.
2. Who collects the student deposits and what happens to them?
Instructors collect the student deposit checks (written out to Calvin
College only) and hand them in to the Financial Services Office. FSO will NOT accept the checks unless the student numbers of participants are on the deposit checks or a list of student names and numbers is submitted with the checks. It is important to tell the person at the front desk that they are deposits for your off-campus interim course. The deposits will reside in a holding account until the student is billed for the course at which time the deposit will be released to the student account. Revenue appears in the interim revenue account when the student is billed for the interim course.
3. When do my students pay for the interim course?
Once the deposit is paid, the total remaining interim course fee is due in FULL by January 2 in FSO. The course fee will be billed to the student's Statement of Miscellaneous Charges and NOT the Tuition, Room and Board Statement. As a practical matter, students should make sure their bill is paid before the interim course departs.
4. What must my roster to OCP include?
The rosters (in electronic form only) must include students' names, student numbers, and total course fee, including $15 evacuation insurance (non-US courses only) and $40 administrative fee (all courses). Do not deduct deposit from total; FSO will do that. If applicable, guest participants should be included on the roster with their billing address. Send rosters to off-campus@calvin.edu.
5. May my May interim students take a January interim course as well?
Absolutely not! Students are not allowed to take more than 4 semester hours for interim. Any student that chooses to take both a January interim course and a May interim course will be charged for the additional course credits at the regular semester hour rate.
6. May I use the $40 administrative fee per student for course expenses?
No, that fee covers college expenses related to interims and is not income to be spent for course expenses.
7. What if my students' immunizations are less than the total I budgeted for?
Travel Health will refund students directly the excess charged them for immunizations. It is not an excess to be spent for any other part of the course.
8. Who signs my check requests, vouchers, etc.?
You sign as the purchaser on the check requests and your department chair or the Dean of Instruction (not the Director of Off-Campus Programs) signs as the budget officer. If you are the department chair, you should request the second signature from your dean.
9. What do I do when my interim course is full?
As soon as the course is full, notify David Ellens in OCP so he can update the web pages and board outside OCP that the course is full. Otherwise, you will continue to receive applications from students. If your course is full, but you would like some students for a waiting list, please let Dave know that as well, so it can be noted for the course.
10. Should students purchase medical evacuation insurance for my interim outside the U.S.?
Not necessary. Due to the 'blanket' evacuation coverage (through Medex Secure), a mandatory $15.00 charge is automatically added to the total interim cost - thus giving students the international evacuation coverage they will need. However, students traveling independently before or after the official dates of the interim course are NOT covered by Calvin's Medex policy and should consider purchasing an alternative policy for that time. A good suggestion for these students is the International Student ID Card (ISIC). Information on the ISIC card is available in the French Department. The Off-Campus Programs Office or your travel agent can also provide additional options to these students.
