Policies

            The following policies are for all students participating on a standard EZC Study Abroad Program as listed at www.ezcstudyabroad.com. As used herein, “EZC” includes EZC Study Abroad, EazyCity USA Holdings LLC, EazyCity, Ltd.(Ireland), EazyCity Go Abroad Ltd, EazyCity Training & Services Ltd, Lyzop Holdings and EazyCity Ltd (UK).

 

            These policies apply to all terms, locations, and program types unless otherwise specified. It is the student’s responsibility to read, understand, and follow the policies and to ask questions if clarification regarding the policies is needed.

 

Application and Program Fee Requirements

A.    Application Requirements and Procedures

            EZC provides clear application deadlines for each program on its website. Students are responsible for completing the Initial Online Application by their chosen program’s deadline. EZC reviews application requests on a rolling basis, and once an Initial Online Application Request is received, EZC will send the student the required additional forms, list of materials, and application fee information that the student applicant must submit in order for the application to be complete.  All initial emails that request additional forms or materials will contain a clear deadline for all items to be submitted to EZC.

 

            EZC will review only complete applications. All program applications require the following: a $100 application fee; individual student applicant information; official academic transcript; an academic letter of recommendation; and signed policy forms. Internship programs also require submission of a cover letter, resume, and skype interview.

 

            Some programs have additional, program-specific requirements, which will be communicated to student applicants via email when his or her Initial Online Application Request is received. Internship programs generally require a minimum grade point average (GPA) of 2.0 on a 4.0 scale, while some study programs may have varying minimum GPA requirements depending on the institution. EZC, in its sole discretion, may consider applications for admission submitted by student applicants who do not meet one of the minimum requirements a case by case basis. EZC may request additional application items from any student, regardless of his or her GPA.

 

            Every student applicant must prove by means of the application materials that he or she is responsible, mature, self-disciplined and has a strong academic determination to succeed on the program.

            Failure to submit all application items (required forms, materials, and application fee) by the prescribed deadline may result in rejection of student applications. EZC may, in its sole discretion, consider applications submitted late dependent upon program availability, among other considerations.  Students wishing to submit a late application should contact EZC to learn if admission based on a late application is workable for their program of choice.  All late submitted applications must include a nonrefundable late application processing fee of $150 in addition to all materials and fees required for a timely application.

            B.        EZC’s Review and Admission Process

            When EZC receives a complete application from a student applicant, EZC will review and process the application and materials. Application processing times may vary depending on the program. EZC strives to provide reasonably prompt notice of acceptance or rejection of an application, in most instances doing so within two weeks of receipt of a complete application. As EZC works with a variety of universities and employers, the time it takes to issue an acceptance decision can vary. If EZC is unable to make an acceptance decision within two weeks, EZC will email the student applicant concerning the status of the application after two weeks, along with any additional instructions.

            Notice of program acceptance will be sent to admitted students via email. Students will receive an emailed message regarding post-acceptance requirements and deadlines, which include additional forms and materials that must be submitted to EZC by a specified deadline to reserve their spot in the program to which they are admitted, including a $300 confirmation deposit, Medical Release Form, Emergency Treatment Form, Transcript Request Form, copy of a signed and current passport and visa if applicable, Payment and Financial Aid Forms, and any program specific forms.

            Students who have been denied admission to their program of choice may, at EZC’s discretion, be given the option to apply to a different program for which they may be qualified. EZC makes no guarantee of acceptance into any program.

            EZC may deny acceptance to any student for any reason. Further, if an accepted student provides untruthful information on the application or omits any necessary information, EZC may rescind any previous acceptance decision.

            If a student applicant’s information submitted in the application packet changes at any time after the application is submitted, it is the student’s responsibility to inform EZC of the updated information. If the new information provided causes any concern for the potential health (including mental health) or safety of the student, other program participants, university staff, internship employer and their staff, or EZC staff, EZC may deny admission, process a withdrawal and/or early return, or dismiss the student from the program. If program withdrawal deadlines or refund deadlines have already passed, the student is fully responsible for any and all fees per the application withdrawal policies. (See Withdrawal, Early Return, and Dismissal Policies for more information.)

            C.        EZC’s Inclusion and Nondiscrimination Policy

            EZC does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, gender expression, national or ethnic origin, age, disability, veteran status, predisposing genetic characteristics, domestic violence victim status, marital status, parental status, ancestry, source of income, or other classes protected by law in provision of educational opportunity or employment opportunities. EZC does not discriminate on the basis of sex or disability in its programs and activities, pursuant to the requirements of Title IX of the Educational Amendments of 1972, and Section 504 of the Rehabilitation Act of 1973, and the American Disabilities Act of 1990 respectively. This policy extends to employment by and admission to EZC.

            No person shall be discriminated against in the terms and conditions of employment or access to and participation in programs, services, and activities with regard to race, sex, color, creed, religion, age, national origin, disability, marital status, familial status, status with regard to public assistance, sexual orientation, gender identity, or gender expression.

            Harassment on the basis of race, sex, color, creed, religion, age, national origin, disability, marital status, status with regard to public assistance, sexual orientation, gender identity, gender expression, or familial status is prohibited. Harassment may occur in a variety of relationships, including faculty and student, supervisor and employee, student and student, staff and student, employee and employee, and other relationships with persons having business at, or visiting the educational or working environment.

            This policy is directed at verbal or physical conduct that constitutes discrimination /harassment under state and federal law and is not directed at the content of speech. However, discrimination and harassment are not within the protections of academic freedom or free speech.

            This policy shall apply to all individuals affiliated with EZC, including but not limited to, its students, employees, applicants and agents, and is intended to protect the rights and privacy of both the complainant and respondent and other involved individuals, as well as to prevent retaliation or reprisal. Individuals who violate this policy shall be subject to disciplinary or other corrective action.

            D.        Sexual Misconduct

            EZC does not tolerate sexual misconduct. Sexual misconduct includes sexual assault, domestic violence, dating violence, stalking, and sexual exploitation. This policy is intended to maintain and promote an environment in EZC programs that is free of sexual misconduct, as well as one that is consistent with other constitutional protections and personal freedoms. Students who engage in sexual misconduct will be dismissed from EZC programs and, if the circumstances warrant, reported to the local law enforcement authority.

Definitions:

(1) Consent: Consent in relationship to sexual activity means words or actions that show a knowing and voluntary agreement to engage in mutually agreed sexual activity. Consent must be ongoing through sexual activity and can be revoked at any time. Mere assent (an affirmative statement or action) shall not constitute consent if it is given by a person who is unable to make a reasonable judgment concerning the nature or harmfulness of the activity because of their intoxication, unconsciousness, youth, mental deficiency or incapacity, or if the assent is the product of threat or coercion. Consent to prior sexual activities does not constitute consent to future acts.

(2) Sexual Assault: Includes any of the following: (a) Any intentional and unconsented touching, or threat or attempt thereof, of: (i) an intimate bodily part of another person, such as a sexual organ, buttocks or breast; (ii) any bodily part of another person with a sexual organ; or (iii) any part of another person’s body with the intent of accomplishing a sexual act; or (b) Disrobing of another person without the other’s consent or purposeful exposure of one’s genitals to another without the other’s consent; or (c) Forcing, or attempting to force, any other person to engage in sexual activity of any kind without the other’s consent.

(3) Domestic Violence: means an act of violence committed by a current or former spouse or intimate partner of the victim, by a person with whom the victim shares a child in common, by a person who is cohabitating with or who has cohabitated with the victim as a spouse, by a person similarly situated to a spouse of the victim, by any other person against an adult or youth victim who is protected from that person’s acts under domestic or family violence laws.

(4) Dating Violence: Means violence committed by a person— (a) who is or has been in a social relationship of a romantic or intimate nature with the victim; and (b) where the existence of such a relationship will be determined based on the victim’s statement and with a consideration of the following factors: (i) The length of the relationship. (ii) The type of relationship. (iii)The frequency of interaction between the persons involved in the relationship. Dating violence includes, but is not limited to, sexual or physical abuse or the threat of such abuse. Dating violence does not include acts that meet the definition of “domestic violence”.

(5) Stalking means engaging in a course of conduct directed at a specific person that would cause a reasonable person to fear for their safety or the safety of others; or suffer severe emotional distress; or as “stalking” is otherwise defined by law. One engages in an impermissible course of conduct if one engages in two or more acts that include, but are not limited to, acts in which the stalker directly, indirectly, or through third parties, by any action, method, device, or means, follows, monitors, observes, surveils, threatens, or communicates about a person in a way prohibited as described above, or interferes with a person’s property.

(6) Sexual Exploitation includes, but is not limited to: non-consensual visual or audio recording of sexual activity; non-consensual display or distribution of photos, images or information of an individual’s sexual activity or intimate body parts; non-consensual voyeurism; prostituting another person; or knowingly transmitting sexually transmitted infections (STI) or sexually transmitted diseases (STD) without disclosing that one is infected with an STI or STD.


 

            D.        Disability Policy

            EZC strives to provide opportunities for all qualified students to study or intern abroad, and desires to provide reasonable accommodations to students when possible and necessary to help all students have a successful experience abroad.  While EZC is committed to accommodating those student needs that it can accommodate reasonably, there are some important things for student applicants to consider when applying for an international experience.

            Because different countries have different laws and standards, EZC cannot guarantee that a particular program will offer the same standards and accommodations to which a student is accustomed in the United States or Canada. It also is important to understand that some medications or medical supplies may not be available in a host country, or that host countries may have different requirements to obtain them. Student applicants are responsible for researching any specific requirements, restrictions or limitations regarding bringing medical supplies or medications into their host country. 

            There also may be situations beyond EZC’s control that may limit the accommodations that can be provided. Although EZC will make reasonable efforts to make reasonable accommodations, it is possible that students receiving accommodation will incur additional costs related to accommodation of a special need, whether in housing, study or internship, or on excursions and cultural activities.

            In order for EZC to provide excellent services and accommodations, it is critical that student applicants disclose information regarding any special individual needs early in the application process. EZC will make reasonable efforts to keep personal and/or protected information confidential as to the general public, but reserves the right to disclose such information to persons abroad who EZC determines, in its sole and unlimited discretion, should be made aware of a student’s special needs  to reasonably accommodate the student. This could include EZC on-site staff, university staff, potential employers, housing owners, tour providers, or anyone who will have a role in providing accommodations. This allows EZC to consider and attempt reasonably to accommodate individual student needs. EZC will not be liable for its disclosure of such information to third-parties as it deems necessary or appropriate. Students agree to indemnify and hold EZC harmless for all harm and/or harmful consequences of EZC’s use or disclosure of information provided by the student as a student applicant.

            After looking into the combination of any specific needs of a student applicant and the program selected by the student applicant, EZC will send the student applicant a document describing the accommodations available for his or her selected program. Based on this information, a student applicant may decide to continue with their selected program, switch to a different program or withdraw their application.

Alcohol, Drug and Weapon Possession and/or Use

            All students must follow the local laws regarding alcohol consumption and illegal drugs and substances. Students who violate the laws of the host country will be subject to the legal ramifications prescribed in that country. In addition, the student may face consequences at their home institution. If a student violates local laws of the host country, neither EZC nor the United States Embassy or Consulates will be able to intervene on a student’s behalf.  All students must accept responsibility for their own actions.

A.    Alcohol

            Alcohol is not permitted on any EZC sponsored activity, which includes arrival orientation, excursions and activities, classes, seminars, or at the place of a student’s internship. Alcohol that is provided as part of a class or planned cultural excursion, for example a cultural outing to a local brewery, may be consumed provided the student is of local legal age and is only consuming the amount provided as part of the activity or class.

            Students may not participate in any EZC activity while under the influence of alcohol. If an EZC staff member or other authority determines a student to be under the influence of alcohol he/she may require that the student leave the activity. This includes class attendance and attendance at an internship site. No refunds will be given for the student’s early departure from the activity.

            Any behavior deemed inappropriate or against program rules resulting from alcohol consumption may result in disciplinary action, including and up to the immediate dismissal of a student from the program. This could include damage to property, disruptive behavior, participating in behavior that is potentially harmful to the student or others, requiring medical assistance, involvement in traffic accidents, the inability of a student to make necessary decisions, or any other concerning behavior resulting from alcohol consumption.

B.    Drugs and Illegal Substances

            EZC will not tolerate any activity with regards to illegal or regulated drugs, including the abuse of prescription of drugs. Students who buy, sell, manufacture, consume, possess, or promote the use or any illegal or regulated drug or substance according to U.S. or local laws will be subject to EZC’s Disciplinary Procedures, including the immediate dismissal of a student.

            Consumption of illegal drugs or abuse of drugs is strictly prohibited while participating in any EZC program and will result in immediate dismissal from the program with no refund.

C.   Weapons

            Students are prohibited from bringing, possessing, purchasing, selling, obtaining, manufacturing or building, printing, or using any weapons in any way while on an EZC program. This includes weapons of all kinds and is not limited to fire arms. Any violation of this policy will result in disciplinary actions as described in the Disciplinary Procedures. Students must also understand that they may face legal ramifications in addition to EZC’s Disciplinary Procedures.

Discipline and Disciplinary Procedures

            Students are required to follow all policies, procedures, rules, and laws as designated by EZC, by the host institution, by the host employer, and by the host country. Any violation, especially behavior that causes harm or jeopardizes the health and safety of the student, other students, EZC staff, a member of the public, or a vendor providing services as part of the program, may result in the student being placed on Warning, Probation, or being dismissed from the program.

Warning – Incidences may result in a verbal and written warning. A warning letter will clearly state the behavior of concern and the consequences should the behavior continue or if new, unrelated violations occur. The letter will also include suggestions on how to improve behavior so that a similar situation does not occur again, as EZC works to ensure a successful program for every student. EZC reserves the right to notify the student’s home institution and emergency contact provided at the time of application regarding the student’s status and behavior and provide a copy of the warning letter to both entities.

ProbationStudents may progress from warning to probation or may be put directly to probation, depending on the offense. A student on probation will receive a written letter detailing the unacceptable behavior and any revoked privileges for the remainder of the program. EZC reserves the right to notify the student’s home institution and emergency contact as well as provide a copy of the probation letter. The probation letter may list future consequences if the unacceptable behavior continues and/or if new, unrelated violations occur.

DismissalStudents may progress from lesser disciplinary steps to Dismissal, or may be immediately dismissed without prior warning or probation notifications depending on the severity of the offense. If a host university dismisses a student due to its rules and procedures, EZC also will dismiss the student. If a host company dismisses the student from their internship, EZC at its sole discretion may dismiss the student from the program or at its sole discretion place the student in a different host company to complete the remainder of the internship program. A dismissed student will be given up to 8 days to vacate housing and return home. The number of days a student has to vacate housing and leave the program is solely determined by EZC. A dismissed student is solely responsible for all of his or her expenses of leaving the program. No refunds will be given and the student will be unenrolled from the host university and/or dismissed from the internship.

Students are advised that in cases of criminal behavior, EZC may notify and/or cooperate with the police and law enforcement agencies of the host country as EZC deems necessary, appropriate or helpful to the protection of persons or property.   

Non-United States Citizens

            Students who are not United States citizens are welcome to apply to an EZC program if they are currently enrolled full time at a United States college or university. Any student applicant who is not a United States citizen must submit proper identification proving their citizenship, their current legal status in the United States such as a visa and visa sponsorship documents, and institution enrollment. Students who are not United States citizens are responsible for knowing and satisfying all of the immigration requirements for their legal entry and stay in their selected host country. Student applicants must research these requirements, complete any required paperwork, make any necessary embassy or consulate appointments, and obtain any necessary entry documents for entry into the host country. Non-United States citizen applicants must check with the consular office or embassy of their selected host country that has jurisdiction over their place of residence to learn of all entry requirements.

Passport and Visa Policies

It is solely the student applicant’s responsibility to apply for and obtain a passport and any necessary visas or entry documents for the host country sufficiently well in advance of the start of the program to allow full participation in the program. While EZC may provide limited information on how to apply on its website, student applicants are responsible for researching, knowing, and obtaining all entry requirements and documentation for the program. EZC requires a student applicant’s passport to be valid for at least six months beyond the official program end date.

            Visa requirements vary significantly by country. Applying for a visa requires an applicant to have their passport in-hand along with other documentation, some of which is provided by EZC Study Abroad and/or their host institution abroad. All students applicants are solely responsible for ensuring that they comply with all visa requirements. This includes submitting the visa application adequately in advance to permit adequate time for processing (typically around 90 days prior to departure). Typically, students cannot start the visa application process until they are accepted in the program. In some cases, a student may be required to travel in-person to a country’s consulate, which may be in a different state, and some consulates require applicants to schedule appointments in advance. Students are fully and solely responsible for all costs incurred in obtaining the visa. While EZC Study Abroad will provide some information on obtaining a visa, student applicants are solely responsible for researching, learning the requirements of, and obtaining their visas prior to the start of their program.

            Student applicants must apply for their visas at the embassy or consulate assigned to his or her state of residence. Consulates and embassies are independently operated, and the requirements for a visa may be different in other consulates of the same country. It is possible that visa requirements will change while a student applicant is applying, so student applicants must always investigate fully the current requirements for their visa application.

            Student applicants who are involved in ongoing legal proceedings or have had past legal involvement may be subjected to questioning on their legal circumstances while applying for a visa, as some issuing countries may require background checks. This can result in the denial of a student’s visa application. If student applicants have current or past legal issues, they are strongly advised to contact their consulate immediately to learn how this may impact their applications. 

            EZC Study Abroad has no authority to intervene with student applicant visa applications or decisions. If a student applicant is denied a visa or only will receive a visa after the start of their program, the student applicant may defer to a program for a future term or switch to a program that does not require a visa. EZC Study Abroad will not reimburse student applicants for any lost expenses for failed or delayed visa applications.  Student applicants who fail to obtain a visa are not entitled to any refund, and the standard Policies apply.

Program Fee Transparency

            The program fee for each program along with a list of what is included in the fee is provided on EZC’s website. Program fees are subject to change as currency exchange values fluctuate, but EZC makes reasonable efforts to mitigate the surprise caused by an unexpected program fee changes. In the unlikely event of a post-application program fee change, all student applicants will be notified. There will be no fee changes made after the issuance of the invoice.

            In addition, the website provides a listing of estimated out of pocket expenses that are not included in the fee that students are responsible to pay. These estimated out of pocket costs are identified by EZC only to help students budget appropriately for their program and are merely estimates that are subject to change and will vary. Student applicants are encouraged to speak with EZC staff during the application process regarding any concerns they have surrounding the program fee or out of pocket expenses.

Application & Confirmation Fees

            All programs require a $100 application fee which must be paid on or before the application deadline for the program. The application fee is fully refundable up until the student receives their official program acceptance via email. After program acceptance, the application fee will not be refunded regardless of whether the student applicant becomes an active participant on the program or decides to stop the application process. The $100 application fee will be applied towards the student’s total program cost.

            All late applications must also be submitted with an additional non-refundable $150 late application processing fee. This is an additional fee, and it is not applied toward the cost of the program.

            Upon acceptance, and to secure students’ place in the program, a $300 non-refundable confirmation deposit will be due within two weeks of the date of official acceptance. The confirmation fee will be applied towards the student’s total program cost.

            Once a student has been accepted, an invoice will be emailed to the student along with the post-acceptance documents that the student must complete.

Program Fee Payment

         A.        Invoices

            Invoices will be sent via email directly to students (or home institutions for Direct Bill affiliates) upon acceptance. Students are encouraged to pay their fees promptly and may make a payment at any time prior to the deadline by using the payment feature on the website.

            B.        Payment Deadlines

            Payment in full for all internship programs is due no later than thirty (30) calendar days prior to the official start date of the program. Payment in full for all study programs is due no later than ninety (90) calendar days prior to the official start date of the program.  Failure to pay the full program fee by the payment deadline may result in withdrawal of the student from the program, and no refund of application and confirmation deposit fees will be given. EZC understands that students who will use Financial Aid to pay for their program may not receive their money until after the EZC payment deadlines.  In this situation, students will be required to complete the Financial Aid Proof of Funds form, which details the money students are expecting and the expected date of disbursement. Upon receiving Financial Aid funding, students must submit full program payment to EZC within ten (10) days of receipt.

            C.        Late Payments

            Any remaining balance after the above mentioned deadlines will be subject to a $50 late fee for every week the payment is delayed. Students who have not satisfied payment requirements timely and in full may be dismissed from the program, and EZC will not be responsible for any purchases or financial commitments made by the student (airline tickets, etc.). EZC may refer any account having an outstanding, unpaid  balance to a collection agency or attorney for collection. This action may affect the student’s credit rating and/or that of the cosigner, and may result in additional collection, legal and administrative fees.

            In the event that the student fails to make payments and EZC must resort to legal process to recover unpaid, overdue sums of money, EZC will hold the delinquent student and cosigner liable for EZC’s costs of collection including attorney’s fees.

Customized Program Add-On Fees

            EZC offers students opportunities to customize their programs by adding different components to their program. The fees for these add-ons are due concurrently with the full program fee deadline, no later than thirty (30) days prior to the official program start date for internships or ninety (90) days  prior to the official program start date for study programs.

Deductions for EZC programs and services

            On rare occasion, EZC may allow a student applicant to request in writing to opt out of certain provided services that are included in the program fee. For example, a student may wish to find his or her own housing instead of staying in program housing. All requests to alter the services provided within the set program fee must be received in writing at the time of application. EZC may decide to grant or deny all such requests, and to determine the amount of any such deduction allowed, in EZC’s sole discretion. EZC may require student applicants seeking to opt out of certain services to sign waivers of liability as a condition of any decision by EZC to permit a student to opt out of a service.

How to Make a Payment

            All payment must be made in US dollars. Payments may be made by credit or debit card on the EZC website or by bank wire transfer. For instructions on how to complete a bank ACH payment or wire transfer of funds, contact EZC. Payments by certified check, bank check or money order may be possible. Contact EZC for more information.

Refund Policy

A.    Withdrawal

            If a student decides to withdraw from the program prior to departure, the student must submit a withdrawal request in writing directly to EZC. All withdrawal notices should be sent via email to EZC. A withdrawal notification is effective the day it is received.

Intern Abroad Programs: Students who withdraw from their internship abroad program sixty (60) calendar days or more prior to the official arrival date will not be billed for the remaining program fee, but all application and confirmation fees already paid, due, or past due remain non-refundable. Any balance owed will be due within fifteen (15) days of withdrawal. No refund will be provided for withdrawals received less than sixty (60) calendar days prior to the official arrival date.

Study Abroad Programs: Students who cancel their study abroad program ninety (90) calendar days or more for semester and academic year programs and fifty (50) calendar days or more for summer programs will not be billed for any remaining program fees. However, all previously paid, due, or past due application and confirmation fees are non-refundable. Any balance owed will be due within fifteen (15) days of withdrawal. No refund will be provided for withdrawals received less than (90) days (semester and academic year programs) or fifty (50) days (summer programs).

            If a student withdraws due to a death in his or her immediate family or for medical reasons, EZC may, in its sole discretion, consider a partial refund of any owed, due, or past due program fees. Students in this situation who seek a partial refund may be required to submit documentation to prove the reason for the withdrawal. Whether to refund any portion of the fees and, if so, the amount refunded, if any, is within the sole and unlimited discretion of EZC. Partial refunds are not guaranteed.

B.    Early Return

            Students who decide to return home early or leave the program for any reason after arrival will not receive any refund of the program fee. Any past due fees must be paid within fifteen (15) days of leaving the program. Students who decide to leave the program early must submit their request in writing via email to the on-site EZC Staff, and in addition are strongly advised to speak in person with the EZC on-site program director. If a student decides to end his or her participation in a program before the official departure date, the student will be required to vacate housing and cease participation on all program activities, internships and/or classes. The student will be solely responsible for the cost of travel to leave the program site and return to the United States or other country of origin.

C.   Dismissal

            EZC may, in its sole and unlimited discretion, dismiss any student due to behavioral or academic misconduct, or outstanding unpaid account balances. In addition, EZC reserves the right to dismiss a student if it becomes evident that the student lied about or omitted important, relevant information regarding his or her application. A student who is dismissed from the program is solely responsible for the cost of travel to leave the program site and return to the United States or other country of origin. No refunds will be given if a student is dismissed from the program for any reason. For more information, see Discipline Procedures below.

Program Deferment, Changes, and Suspension

A.    Program Deferment

            A student applicant who has started the application process or has been accepted to an EZC program may decide to defer participation in their program for no more than three terms (one year) without being required to submit a new application. For example, a student accepted for Fall 2019 may defer to a program beginning in Fall 2020, but no later. All deferred applications will require some updated application materials, which may include Discipline Clearances, Academic References, Medical Clearances, or any other information deemed necessary by EZC. The application and confirmation fees paid will roll over to the deferred term. A student may only defer one time. Any student who then withdraws from the deferred term is subject to the regular Withdrawal, Early Return, and Dismissal policies.

B.    Switching Programs and Changes to Selected Programs.

            EZC may attempt to accommodate students’ change requests to their selected program, but EZC’s ability and willingness to do so may be constrained by, among other circumstances, program start dates, internship placement agreed dates and housing availability. A request to switch to a different program or make changes to a selected program must be received by EZC in writing, via email, no later than sixty (60) days before the program start date to avoid a change fee. Requests received within sixty (60) days of the program start date will incur a change fee of $200 plus any additional fees resulting from the change. Requests to make changes to a selected program or switch to a new program are not guaranteed at any time.

            EZC may make changes to advertised program components when necessary or useful, whether before or during the program. In such circumstances, EZC will make  reasonable efforts to offer comparable and/or suitable substitute services. In cases where alternative arrangements are necessary, no refund or reduction of fees will be given so long as EZC provides comparable, alternative arrangements and students are able to complete the program. Examples of necessary alterations that may arise include adjustments to housing, excursions, arrival and departure dates, academics, on-site staff, or other services offered by EZC.

C.   Program Suspension

            EZC reserves the right to suspend a program for safety concerns. If the United States Department of State places the program host country at a Level 4: Do Not Travel according to their Travel Advisories and Alerts system or advises all United States citizens to leave the country, the program may be immediately suspended. Depending on the circumstances causing such a suspension, EZC may decide whether to offer partial refunds, and if so, the amount of refund offered, in EZC’s sole and unlimited discretion. Countries placed on a Level 3: Reconsider Travel alert after the start of the program will be considered on a case by case basis.

            It is important to note that the United States often issues alerts for specific areas of each country which may be different than the country’s overall alert level. If the host region within the country comes under a Level 3 or Level 4 alert but the country as a whole remains a Level 1 or Level 2, EZC will consider available options to reasonably accommodate students, which may include, among other options, the option to return home, transfer to another program site, or continue the program. In every situation, EZC’s main priority and concern is the health and safety of each student.

Force Majeure

            EZC has no liability for any lack of performance, unavailability or failure of the services or its website, or for any failure of EZC to comply with these Terms and Conditions, where the same arises from any cause reasonably beyond the control of EZC.

Academics

Students who will be attending a university abroad are responsible for knowing and complying with the rules, standards and expectations of the host institution.

A.    Attendance

            All students are expected to attend all classes and participate in all planned classes, activities, homework, lectures or tutorials. Excessive absences, as determined by the host institution and EZC, may result in lower grades, failed or incomplete classes, and/or dismissal from the host institution and the program. Students are responsible for knowing and complying with the attendance requirements of their host institution and classes.

B.    Grade Appeals

EZC has no authority to change a student’s grade(s), and will not do so. Each host institution has its own rules, processes, procedures, and timelines. Should a student believe a grade received is incorrect, unfair, or missing, and wish to challenge the grade, the student must follow the procedures of the host institution to do so.

 

C.  Class Registration, Credits and Credit Transfer

            EZC strongly recommends all students obtain pre-approval of courses to be taken abroad prior to departure to the host institution. In addition, students are strongly advised to have multiple alternative course options pre-approved. Students typically register officially only upon arrival, meaning all students must be flexible with regard to the courses they take abroad. EZC cannot guarantee a student once enrolled will be able to take a specific course. Permission to take courses is within the sole discretion of the host institution.

            EZC has no authority over the transfer of credits from the study abroad program to the home institution, and it is the student’s responsibility to ensure the credits earned abroad transfer to the home institution.

            EZC does not award any credit for internships.  Students may contact the home institution to learn of any possibilities for receiving credit through my home institution. 

            EZC understands students may be unfamiliar with the new credit system their host institution uses, so the following information is provided as a guide. Students will receive additional information during the arrival orientation. The European Credit Transfer System (ECTS) is the common credit system used in Europe, and there are a few things students should know up front:

       One United States credit hour typically corresponds to approximately two ECTS credits, but this can vary by university. Students are responsible for discussing with their home institution academic advisor how the credits will transfer back from their program abroad.

 

       The European educational systems typically involve a lot more independent work and less lecture/class time. This means that while a student might only attend one hour of class each week, the student is expected to be doing much more independent study and work outside of class.

 

       Many classes (or modules, as they are typically called in Europe), may have one to two major assignments or exams and no homework that is done for a grade. Sometimes, the entire final grade is based only on those one or two exams. For this reason, it is imperative that students are responsible and organized in their class work, making time to study independently and complete all assignments (even ones that will not be graded), read all material, and ask questions if they feel they are falling behind.

It takes approximately ninety (90) days after the conclusion of the program to confirm all financial clearances and process and mail the transcript. The transcript will only be released after the student has satisfied all financial requirements of the program and completed the Alumni survey.

Cell Phone Policy

            EZC requires that all students have a working local cell phone throughout the duration of the program. Students should carry their phone with them (but must follow cell phone rules provided by the university or employer during school or work times). All students are required to ensure that EZC has their current, working phone number so that EZC can reach students in case of an emergency. Students may use their current phone and obtain a local sim card upon arrival or purchase a local phone when they arrive. EZC will provide more information on obtaining a local phone or sim card at the arrival orientation.

Housing

            EZC provides appropriate, furnished housing to all students included within the total program fee. All students are strongly encouraged to stay in the provided housing, which is managed by EZC. All students are expected to follow the rules of their specific housing. EZC does not accept responsibility or liability for any loss or damage of personal property while in the housing, nor does EZC accept any responsibility or liability for any injury of the student or injury of any guests while staying in EZC housing.

A.    Preferences and Availability

            All student applicants can express their housing preferences by completing the Housing Application Form as part of the application process. EZC makes reasonable efforts to satisfy stated preferences, but does not guarantee that student requests will be honored.  Housing is reserved only after the student has paid the confirmation deposit.

B.    Roommates and Housemates

            All student housing is shared, and students may live with other EZC students, international students, or Irish students. Housemates are those who live in the same house as a student; roommates share the same room. In Europe, it is common that housemates are co-ed, though an EZC student will never have a roommate of the opposite sex. As a student’s housemates may have different program dates, attend a different university or have a different employer, it is possible that housemates may change.

C.   Changes to Housing Assignments and Roommate Concerns

            Students are assigned to their housing for the duration of the program. Changes to a student’s housing assignment are not made after the start of the program unless extenuating circumstances require a change. Any student who changes housing after arrival must pay to EZC an Early Move Out Fee of $350.

            EZC understands that the experience of living with housemates can present unique opportunities and challenges, and students are encouraged to have open communication and to speak respectfully with housemates regarding any concerns they may have. However, if a student does not feel comfortable in addressing concerns personally with a housemate or if a student feels that his or her efforts to communicate with other housemates generally have not been successful, a student can contact EZC for assistance in resolving or finding a solution to most concerns. Housing in Europe is typically much smaller than housing in the United States, and students must be prepared for less personal space than they may be accustomed to in the United States or Canada. EZC will not move a student to different housing without first making reasonable efforts to help a concerned student find suitable solutions to his or her voiced concerns.

D.   Housing Rules and Expectations

            While each house will have its own rules due to its unique features or location, all houses have the following general rules:

       Quiet Hours are in place at all housing, and in some cases, quiet hours are enforced via local laws as well.

 

       Smoking is not permitted on any EZC owned or managed property. For every incidence of smoking, a student will be fined fifty (50) Euros.

 

       Pets are not permitted inside housing at any time and students may not keep a pet outside.

 

       Overnight guests are not permitted at any time. This includes family who may be visiting. If students are expecting guests, they are encouraged to let EZC know, and EZC may offer hotel or other housing recommendations at an additional cost.

 

       Students may not change rooms within their housing without the express, advance permission of EZC.

 

       The outside door of the housing must be locked at all times, and it is strongly recommended students keep their personal bedroom door locked at all times.

 

       All keys must be returned to the EZC office at the end of the program. Students are responsible for the costs of any missing or lost keys.

 

       Cleaning and care of the housing is the responsibility of each student. Students are individually responsible for keeping their individual room clean and students share the cleaning responsibilities for all shared living spaces. A shared cleaning schedule is provided in each house in order to maintain the home and keep a comfortable living space, and all students will rotate in cleaning all shared common areas.

 

       Utilities are included in all students’ program costs. However, any excessive use of utilities will be billed to the student. Specific information regarding what is considered excessive limits for a student’s particular housing assignment will be provided upon arrival.

 

       All students should contact EZC as soon as an issue of concern is noticed in the housing. EZC maintains a 24 hour emergency housing emergency line for students to utilize to report after hours concerns.

 

 

E.    Condition of Housing and Deposits

            All students must pay a housing deposit upon arrival to the housing provider. The deposit amount is listed on the program description on EZC Study Abroad’s website. Upon arrival, students will complete a check list confirming the condition of the housing and the items inside the housing. At the end of the program, students will check-out of the housing according to the on-site check out instructions given to students by EZC Staff.  A housing inspection will occur after the student has moved out. Any damage (whether intentional or unintentional) will be taken out of the housing deposit or billed if in excess to the deposit to the student responsible. If it is unclear who is responsible for the damage, all students in the housing will share responsibility for the damages. While every effort is made to inform students of potential damage expenses prior to their departure, EZC reserves the right to fully inspect the housing and assess damage fees after a student’s departure.

Insurance and Health Information

A.    Insurance

            All EZC students must hold valid and current international health insurance which covers them in their host country and all countries they will travel to independently while on the program. EZC automatically enrolls its students in insurance coverage with CISI. This coverage is mandatory for all students participating in an EZC program. Coverage includes:

– Accident and Illness: minimum of $100,000 per accident or illness

– A deductible not to exceed $100

– Repatriation of remains: minimum of $50,000

– Medical Evacuation: minimum of $100,000

– Accidental death and dismemberment: minimum of $10,000

 

*Important – students need to be aware that international trip or travel insurance is not the same as international health insurance, even if the trip insurance includes emergency medical care.

            The student alone is responsible for knowing and understanding the medical coverage provided in the policy, including the limitations of the policy. Students can purchase additional coverage depending on their needs prior to the start of the program.

B.    Medical and Health Requirements

            All accepted students must have a medical professional certify in writing  that they are healthy enough to undertake their program abroad. Having an ongoing medical condition usually does not impact a student’s admission decision. However, the health and safety of EZC students is of utmost importance, and being prepared and aware of any known serious health concern before it presents itself may better prepare EZC staff to help direct students to appropriate resources abroad. Students with any serious and/or potentially life threatening medical condition are advised to discuss their condition with their family and medical care providers in order to be sure that they are aware of and accept the different and/or additional risks that may be encountered while living and travelling abroad. Medical costs, standards, treatments, medications and procedures may be different abroad than in the United States and Canada.  Some medications that are legal and available in the United States and Canada may not be legal abroad, just as some medications that are available over-the-counter in the United States and Canada may be prescription only abroad, and vice versa. Students must consider their individual medical needs before traveling to a new country.  All students must submit the Medical Release Form signed by a qualified medical professional along with the Emergency Treatment Form, which gives EZC permission to seek and provide medical treatment for a student in the event that a student is in need of medical assistance and is unable to give consent for necessary treatment.

            EZC may take any action that it, in its discretion, considers necessary, helpful or appropriate to obtain treatment or return transportation to the United States and Canada if a student becomes ill or injured while a student on the program. The student releases EZC, and agrees to indemnify and hold EZC harmless from all claims and from any liability in relation to medical care provided and/or any decision by EZC to provide or not to provide medical care. All students understand and agree that they will be solely responsible for all medical costs, fees and expenses of their medical examination, assessment, care, treatment and/or transportation.

            EZC cannot file insurance claims on a student’s behalf; students are fully responsible for submitting all claims per their insurance policy.

            Each student is completely responsible for his or her individual well-being and health while on the program, and this includes all actions taken and decisions made by the student.

C.   Dietary Restrictions and Allergies

            EZC strongly recommends student applicants disclose all dietary needs, allergies and restrictions on their application. While EZC may share this information with any providers or suppliers of food and drink for organized program activities, each student is ultimately responsible for avoiding any problematic foods.  Students are solely responsible for communicating their dietary needs or concerns to restaurants or hosts while on the program.

Travel

            Each student is solely responsible for arranging and paying for his or her own travel to and from the program destination. It is the student’s responsibility to carry correct personal travel documentation such as a valid passport and visa if necessary. EZC may provide information to the student regarding travel but it is solely the student’s responsibility to ensure that he/she has all of the necessary travel documents and that these are dated correctly and valid for travel. Students must arrange their travel so that they arrive on the specified official arrival date and depart the housing on the official departure date. The student is solely responsible for leaving the program country within the timeframe legally allowed for by their visa or other documents and host country laws. A copy of each student’s passport and visa document, if applicable, will be provided to EZC as part of the post-acceptance paperwork in addition to student’s flight itinerary.

Arrival

            Airport pick-up will be provided to all program students provided that:

       The student completes and submits the Arrival Information Form no later than two weeks prior to the official arrival date.

 

       The student’s flight arrives into the specified airport for the program during the specified time frame and on the official arrival date.

            Students who will not be staying in program housing are not eligible for airport pick up and will be responsible for their own transportation and settling into their housing. Only EZC students are eligible for airport pick-up; any non-EZC persons arriving with the EZC student will not be accommodated.

            Any student who originally qualifies for airport pickup but instead will arrive outside the pick-up window due to a flight delay or cancellation must contact EZC with the new flight information to remain eligible. Based on the new expected arrival time, EZC will either provide pick-up or reimburse the student for their transportation to the housing or orientation site.

Departure

            Transportation to the airport is not provided on departure day, and all students are responsible for making their own arrangements. Students must check out of their housing by the time listed on their individual housing rules on the official departure date.

Independent travel

            Students who wish to travel independently outside the host city must complete the Travel Information Form no later than 48 hours prior to leaving the host city. When students leave the host city, they are leaving the program and as such are solely responsible for their needs, including but not limited to housing, transportation, food, etc. Students are strongly encouraged to discuss their travel ideas with EZC Staff prior to booking travel. While students are expected to contact EZC in case of any emergency during independent travel, students acknowledge that the EZC’s capacity to respond to emergencies, including any health or safety concerns, outside of the program location may be limited or non-existent, and or may take more time.

Mandatory Program Orientation

            EZC provides a mandatory pre-departure orientation and a mandatory arrival orientation to all students, which will provide valuable information on preventing personal risk as well as cover important information regarding safety, emergency preparedness, and response. Students who do not complete both orientations will not be permitted to continue on the program, and no refund will be given. Students who miss the arrival orientation due to a flight issue must make up their orientation within two days of arrival.

Assumption of Personal Risk

            The student knowingly and intentionally acknowledges and accepts the responsibilities and risks associated with their choice to travel to, temporarily reside in, and receive student services in a foreign country. Risks may vary widely from country to country and conditions may be significantly different than student’s home country. Risks may include but are not limited to acts of God, illness, injury, accidents, theft, arrest, terrorism, and death. EZC provides a non-comprehensive listing of certain of the risks and responsibilities for students on the Participant Agreement Form, which each student agrees to read and sign as part of the post-acceptance documents. Each student knowingly, intentionally accepts each and every risk of harm arising from, concerning and/or directly or indirectly relating to his or her participation in any EZC program.

Indemnity

            The student agrees to defend, indemnify and hold harmless EZC, its employees, agents, and local on-site staff along with any third party vendors utilized as part of the program’s services from any and all claims of harm, loss, damage and/or liability arising directly or indirectly from, concerning or in relation to the student’s travel, temporary residence in their chosen destination, matriculation at any host university, occupation and/or tenancy in EZC program housing and the undertaking of the program or tourism activities.

Privacy Policy

            EZC and the student agree to the conditions laid out in the Privacy Policy.

General

            EZC reserves the right to dismiss a student from the program at any time without refund, in the event that these Policies are not adhered to.

            EZC reserves the right to notify the emergency contact appointed by the student and the home institution in the event that the student is dismissed from the program and in other circumstances deemed appropriate by EZC.

            To the full extent permissible at law, all representations, terms, warranties, guarantees, or conditions whether implied by statute, common law or custom of the trade or otherwise, including, but not limited to, implied warranties and guarantees, are excluded.

            Notwithstanding anything else contained in any agreement, the liability of EZC to the student shall not in aggregate exceed the amount of the program fee paid by the student.

            This website is presented solely for the purpose of promoting EZC services.

            EZC reserves the right to change these Policies or the services it offers from time to time.

            The student certifies that all information provided to EZC relating to their personal background, qualifications, experience, medical history, and current state of health is accurate and truthful, and that no information relating to the aforementioned areas is withheld. EZC and the on-site staff  reserve the right to remove a student from the program, without refund or compensation, if it becomes apparent that untruthful or inaccurate information is submitted in their application form or provided through communications with EZC staff, or if relevant information is withheld, or for any other reason by giving notice to the student.

Governing Law

            These Terms and Conditions and the service provided pursuant to these Terms and conditions will be governed by the laws of the State of Florida and the United States of America, and the parties submit to the exclusive jurisdiction of federal and state courts of the United States.