AIFS Policies and Details

Your contract with AIFS:

1. Terms and conditions

Dates, prices and program descriptions on this website or AIFS Summer Advantage catalog constitute a part of the contract between AIFS and the participant. Your final itinerary provided prior to departure constitutes the actual program to be provided by the College Division.

2. International flights

For international travel, airline liability for passenger baggage varies among airlines. Passengers should request complete terms governing airline liability limitations for their journey upon check-in. Equipment, routing and itinerary may be modified by the direct air carrier or by AIFS. Single plane service is not guaranteed. Alternative aircraft of any carrier may be substituted at any time, and aircraft may make additional stops. Such changes will not create a right to cancellation or refund.

3. Program fees include

Round trip air transportation from the U.S. airport specified to overseas destination; Specified travel as shown in the detailed itinerary; Tuition fees and housing as specified in the itinerary; Meals as specified in the program description; Sightseeing and entertainment as specified; Transfer from arrival airport to campus, except where students provide their own air transportation; Services of AIFS Resident Directors; Tips; Luggage allowance of one medium-sized suitcase and one carry-on bag.

4. Fees do not include

The required insurance/ assistance package fee, non-refundable application fee, applicable taxes that may be collected in foreign airports and mandatory departure taxes/fees departure taxes/fees (refer to individual program chapters), security and federal flight segment, inspection and passenger facility charges; any fuel surcharges that may be imposed by air carriers or mandatory new or increased taxes, if any, levied on airline tickets or ports of entry/exit subsequent to catalog publication (October 2007); passport fees or certain visa fees; transfers and travel in connection with independent travel; should you choose not to join the optional excursion(s), your independent travel obligations are not included in the program fee: (i) accommodations and meals during any independent travel period, including (ii) overnight accommodations and (iii) transfer to the airport prior to departure when a period of independent travel precedes the return flight; meals not listed in the program description; special beverages with meals; laundry; excess baggage charges (check with each airline for rules); textbooks; comprehensive insurance (see item 11); overnight and weekend optional excursions while at the university; overnight accommodations, meals and additional domestic transportation expenses in the U.S. due to rescheduled or delayed flights (sometimes paid by the airline); transportation from student’s home to point of international departure and back; a mandatory damage deposit that is required on all programs (refundable as long as no damage has occurred upon completion of all summer programs).

5. Payment schedule

Upon application, participants must enclose a check for $395 ($95 application fee and $300 deposit) payable to the American Institute For Foreign Study. Payments can also be made by credit card (American Express, Visa or MasterCard). The $395 fee is non-refundable. There is a late application fee for students who do not apply by May 15, 2008 (April 1 for Russia). Upon acceptance, you will be billed for the balance of the program fee due April 30, 2008. If not paid by this date, a late payment fee of $200 is charged. May 15 is payment deadline for optional excursions and the $250 refundable damage deposit. Any participant whose check is returned for any reason will be assessed a charge of $35.

AIFS fees are guaranteed in dollars. There are no surcharges for currency fluctuations.

6. Financial security

The required insurance/ assistance package fee protects every student’s payments with a unique policy issued through a nationally rated insurance company. This policy guarantees you will receive services advertised in the program brochure, or an appropriate refund of program fees will be made.

7. AIFS Protection Plan

AIFS provides the most comprehensive medical and program/tuition refund insurance package available to students studying abroad. The cost of this required package is $310 and includes your insurance premium, tuition refund plan, assistance services and crisis handling. This amount will be reflected on your invoice from AIFS. It covers you for the duration of your program, plus up to one month of independent travel. Students will receive an individual insurance policy describing the coverage in detail. Please check this carefully as some exclusions and limitations apply—for example pre-existing medical conditions are not covered.

Medical and baggage insurance

Coverage is provided by The Insurance Company of the State of Pennsylvania (also known as AIG) but all claims are processed on a fast track basis by AIFS’ Insurance Division: Cultural Insurance Services International (CISI). The coverage includes the following:

Medical expenses while abroad
The insurance covers medical bills up to a maximum of $250,000 for each medically covered illness or accident abroad for up to 52 weeks from the date of such illness or injury. There is a deductible of $50 per covered accident or sickness and pre-existing complaints are not covered. Among items covered are treatment by a physician or surgeon, nurse fees, x-rays, ambulance, therapeutic services, operations, drugs and medicines prescribed by a physician, hospital room and board (semi-private accommodations). Unlike other plans, the AIFS student plan settles claims abroad, in your host country’s respective currency. This facilitates immediate entry to a hospital for treatment. Treatments must of course be documented. The Resident Director helps with administrative matters concerning claims. Each campus has a doctor and infirmary available to handle minor ailments. The Resident Director arranges for students requiring treatment for more serious illnesses and accidents to receive immediate attention from the recommended university doctor and hospital in the area.
Mental/Nervous coverage
The insurance plan covers mental or nervous disorders up to $500 for outpatient treatment or up to $10,000 for inpatient treatment per lifetime. See Plan of Insurance brochure for further details.
Baggage insurance
Personal effects are covered up to $1,000 with a $50 deductible. Some exclusions apply. Please see the insurance policy for further details.
Program cancellation insurance
If after any scheduled payment has been made, but before departure, you are prevented from embarking on your trip because of either 1) covered accidental bodily injuries, disease or covered sickness for which you under care of a legally qualified physician or surgeon or 2) quarantine at the place of residence or epidemic in the area of travel, the plan will reimburse the insured for payments in excess of the non refundable deposit and application fee of $395 and insurance/assistance package fee of $310. Reimbursement will be made in conjunction with the AIFS Summer Advantage program.
Program interruption insurance
For participants who have already begun their program, the insurance plan will provide for the reasons indicated under program cancellation insurance up to $1,000 towards a flight home from abroad to your U.S. city of departure. There is no provision for recovery of other transportation, room, meals, tuition or other fees once the program has begun.

Team Assist Plan
The AIFS insurance/assistance package provides participants with a world-wide 24-hour emergency telephone assistance service. Multilingual help and advice may be furnished for the participant in the event of any emergency during the term of coverage. Assistance services include: Medical monitoring, prescription drug replacement/ shipment, emergency message transmittals, coverage verification/payment assistance for medical expenses. Travel assistance services include: Obtaining emergency cash, traveler check replacement, lost/delayed luggage tracking, replacement of lost or stolen airline ticket, credit card/passport/important document replacement.

In addition your plan provides for:

Emergency Medical Evacuation/Repatriation
The Company shall pay benefits for Covered Expenses incurred up to $50,000, if any Injury or covered Illness commencing during the Period of Coverage results in the Medically Necessary Emergency Medical Evacuation or Repatriation of the Insured Person. The decision for an Emergency Medical Evacuation or Repatriation must be ordered by the Assistance Company in consultation with the Insured Person’s local attending Physician.
Return of Mortal Remains or Cremation
The Company will pay the reasonable Covered Expenses incurred up to $50,000 to return the Insured Person’s remains to his/her then current Home Country, if he or she dies. All services under the Team Assist Plan are provided by AIG Assist.

8. Program and tuition fee refund insurance for non-medical reasons

The right to refunds is limited. All withdrawals must be in writing either by mail to AIFS Summer Advantage, American Institute For Foreign Study, River Plaza, 9 West Broad Street, Stamford, CT 06902-3788 or by fax to (203) 399-5597.

Refunds prior to the start of the program
Refer to the Medical and baggage insurance section above for information on pre-departure withdrawals due to medical reasons. These benefits are underwritten by by The Insurance Company of the State of Pennsylvania (also known as AIG).

For non-medical withdrawals, using the postmark or fax date of a student’s withdrawal letter as the official withdrawal date, the following applies (these refunds are reimbursed by AIFS):

If a student withdraws	he/she receives
More than 30 days before start of the program	All payments minus the start of the program non-departure refundable deposit and application fee of $395 and the insurance/assistance package fee of $310
30-15 days before start of the program	All payments, minus the start of the program non-departure refundable deposit and application fee of $395, insurance/ assistance package fee of $310 and 50% of the program fee
Less than 15 days before start of the program	No refund

In addition:

If AIFS cancels a program, participants will be notified within 7 days and a full refund or, at the participant’s option, credit toward another program will be made within 14 days of cancellation. AIFS will not cancel a program less than 10 days before scheduled departure unless circumstances exist which make it impossible for it to continue.
In the unlikely event that the U.S. State Department issues a travel warning before the program starts which advises U.S. citizens not to travel to the program site, AIFS will refund all fees paid minus the non-refundable deposit and application fee of $395 and the $310 insurance/assistance package fee.
If a program undergoes major changes and participants elect in writing to withdraw from the program, a full refund of all payments except the non-refundable deposit and application fee of $395 and the $310 insurance/assistance package fee will be processed within 14 days of the cancellation. Major changes mean significant changes in program dates or destination cities. Minor alterations including reversed itineraries will not result in refunds.

Refunds once a program has started
Once the program has started, students who withdraw will receive no refund unless the U.S. State Department issues a travel warning advising U.S. citizens to leave the program site. In the unlikely event of this happening, AIFS would suspend the program and students would receive a pro-rata rebate of fees paid to AIFS for the proportion of the program not completed less the non refundable deposit and application fee of $395 and the $310 insurance/assistance package fee. Students dismissed for disciplinary reasons receive no refunds of any kind and forfeit all academic credit. There are no refunds for meals, accommodation, cultural activities/excursions, tuition or transportation missed by students for any other reasons other than those listed above once the program has started.

9. Changes in costs, program assignments, itineraries

AIFS reserves the right to make certain changes in departure dates and cities as may be required and to reverse an itinerary route.

Origin and destination cities—Departures are contingent upon adequate enrollment and are assigned on a first-come, first-served basis. AIFS reserves the right to reassign participants to alternate departure cities listed on program pages. AIFS will notify participants whether a requested original departure is available no later than 30 days before departure. Destination cities may be changed as long as the change affects only the order of cities visited.
Housing—Participants will be notified of their residence upon arrival on campus. Residences may be changed during the program as required.
Itineraries—On certain dates, especially holidays, some attractions or activities may be closed. AIFS reserves the right to substitute attractions, excursions or activities.
AIFS reserves the right to make alternate program arrangements, as described above, without offering a refund and the right to make changes in program itineraries as may be required.
Except for program changes made by AIFS in accordance with the preceding paragraphs, changes in departure or return cities, departure or return dates, hotels and program fees shall constitute “major changes.” In the event of a major change occurring before departure, participants will be given the choice, within 14 days, of accepting such a change or of canceling and receiving a full refund. For major changes occurring during the program, participants will be given the choice of accepting or rejecting the changes and receiving a partial refund within 14 days of the return of the program. Participants must request refunds by writing to AIFS within seven days of notification of the major change. AIFS will inform participants of a major change within seven days of learning such a change, and in any case at least 10 days before scheduled departure (or as soon as possible if the change occurs within 10 days before departure).

10. Flight arrangements

Students must indicate on the application their intention either to take an AIFS flight or to provide their own transportation to and from the program and pay the “land only” fee listed. Students changing from an AIFS flight to their own transportation or vice versa, prior to 90 days before the scheduled departure date will be charged $150 for each change; within 90 days prior to departure students are subject to a $200 penalty. Students who initially intended to provide their own transportation to and from the program may apply for a seat on AIFS flights subject to the following terms: 1) prior to 90 days before departure provided space is available; a $150 change fee is charged and 2) within 90 days before departure provided space is available; subject to a $200 penalty. Students changing from one departure city to another prior to 90 days before departure pay a $150 change fee for each change; within 90 days of departure students are subject to a $200 penalty in addition to any application fare differential provided space is available.

Students are sent their tickets approximately 5-10 days before departure. Students on extended personal travel before the start of the program should contact the Stamford office for itinerary information.

11. Responsibility

AIFS is responsible for making all program arrangements including flights and accommodations. A program begins with the departure of the international flight and ends upon completion of the return flight to the U.S.

AIFS cannot be responsible for events beyond its control such as (without limitation) acts of God, war, incidents of politically motivated violence, strikes or government restrictions. Nor, in the absence of its own negligence, can AIFS be responsible for personal injury or property damages caused by persons not controlled by it, such as (without limitation) airlines, bus companies, railway, hotels, universities and persons engaging in acts of politically motivated violence.

The actual itinerary may be reversed or vary slightly from descriptions in this catalog. The final itinerary sent constitutes the program to be provided by the Institute. The agreement with AIFS cannot be modified or interpreted except in writing by AIFS’s Stamford office. No verbal modification or interpretation shall have any validity.

12. Passports

You must obtain your own passport. We urge you to apply for (or renew) your passport as soon as you have decided to take part in the program. You must:

obtain an application from a passport office, state or federal court with naturalization jurisdiction or local post office and supply requested information
submit proof of citizenship (birth certificate with raised seal), proof of identity (driver’s license or similar document) and two identical passport-size photos (2” x 2”) and pay the fee.

Passport applications can take 3-8 weeks to process. Apply early for your program and immediately afterward for a passport.

13. Visas

The College Division will handle arrangements for group visas as required for Russia but students are responsible for paying the $100 visa application fee (included in program fee). AIFS will send enrolled participants the necessary instructions and applications. Please see individual program chapters for details on which other sites require a visa. With the exception of St. Petersburg, students are responsible for obtaining their own visa, but AIFS can offer advice on how to do this.

A passport number and expiration date is needed for each visa application, so it is essential students have valid passports well in advance and meet enrollment deadlines. Visas for an entire group may be delayed if a student does not obtain a passport by the date AIFS specifies for certain programs.

Travelers not allowed to board at an airport because they do not have the correct or sufficient travel documents must assume all consequences. Failure to meet deadlines or obtain a visa does not constitute grounds for deviation from the standard refund policy.

Passports are required of everyone traveling outside the U.S. on AIFS programs. For more information, check with the Washington, DC, embassy of each country you will visit. Non-U.S. citizens are responsible for securing visas needed and must allow several weeks—or months—for this process.

14. Immunizations

Students should contact their doctor or Board of Health to see if immunizations are needed.

15. Conduct

All students are expected to maintain high standards of behavior in regard to both their academic program and their personal conduct.

All students are expected to:

Return to their residence or family by the specified hour
Observe all rules for student conduct including prohibition on the use of alcohol and illegal substances (AIFS has a zero-tolerance policy for alcohol abuse and drug use by Summer Advantage students)
Attend all class sessions and strive to achieve high standards in class
Behave in a positive way toward all persons in the summer school community
Strive to achieve high standards in class
Cooperate with AIFS staff and university professors
Conduct themselves in a way that is compatible with the interests, harmony, comfort and welfare of the other students on the program

Students are reminded that travel outside the city where your campus is located is permitted only on field trips sponsored by AIFS. No independent travel is permitted. Both students and parents will be required to sign the AIFS Summer Advantage Code of Responsibility before the summer program begins. During orientation, the Resident Director will reconfirm the code of conduct and expected standards. Students who violate the curfew, travel, or drug and alcohol policy may be sent back to the United States immediately at their own expense. They will receive no refund of any kind and they will forfeit all academic credit.