Sol Abroad Company Policies

Acceptance Terms and Policies

Payment Information

  • A $150 application deposit, which is applied towards the program price, must be submitted in order for the application to be processed.
  • If an application is received after the stated application due date, a $150 late fee will be assessed. Students may apply no later than 2 weeks prior to the program start date.
  • Program payments can be made online by check or credit card via our website at www.solabroad.com/payonline If you prefer, you can also mail us a personal check, cashier?s check, or money order. All checks should be made payable to ?Sol Abroad?.
  • A $35 fee will be assessed for each returned check.

Refund Policy

  • After acceptance, the $150 application deposit is non-refundable, regardless of the participant's reason for program cancellation or withdrawal, regardless of the participant?s reason for program cancellation or withdrawal.
  • For all withdrawal or refund requests, Sol Abroad must receive a request in writing via email or fax. The request must be received by the stated withdrawal and refund deadline.

Withdrawal Policy

  • After the forms and payment due date, but 21 to 30 days prior to departure, all fees paid are retained by Sol Study Abroad minus 50% of the program price which may be refunded.
  • After the forms and payment due date but 1 to 20 days prior to departure, NO refund will be issued.
  • No refund will be issued if a participant is expelled from the program due to a violation of Sol Abroad?s Conduct and Behavior standards.
  • If a student decides to withdraw after their program start date and prior to the end of the program, the student is responsible for all fees and charges associated with their return home. No portion of the program costs will be refunded and the student is fully responsible for any issues this causes with any financial aid agreement they may have with their school.

Program Cancellation Policy

Sol Abroad reserves the right to cancel or makes changes to any of our programs as deemed necessary by the program administration. This may arise from insufficient participation or for other reasons deemed appropriate. Sol Abroad will provide participants and their families with as much advanced notice as possible of such a decision. Upon cancellation, accepted applicants are presented with the following choices:

  • Change to a different program offered during a similar time period.
  • Change to a future program that is offered within one year of the original program.
  • A full refund of all fees paid if cancellation is prior to the start date.

In the event that a program is canceled while in progress, students will be provided with refund information based on how much of the program has passed and with proof of what expenditures are committed without ability to refund (such as tuition).

  • Additionally, if a program must be cancelled once students are in the host country, the Sol Abroad will provide participants with administrative assistance in arranging transportation back to the home country. This will be at the participant?s expense. The Program bears no liability for any loss or claims incurred by participants resulting from the termination of a program once they are in country. If the participant decides to remain in the host country after receiving notice of the program cancellation, the participant bears complete responsibility and liability for their own care and safety.

Program Change Fee

You may change to a different program location or to a different set of dates prior to the application deadline. After the application deadline a program change fee of $100 may be assessed.

Application Due Date and Final Payment

Program Sessions Application Due Date Forms & Payment Due Date
Summer I April 10 April 25
Summer II,III,IV May 10 May 25
Spring Semester Dec 1 Dec 15
Fall Semester Jul 15 Jul 30
Winter Break / Intensive Month / Spring Break Sessions 6 weeks before start date 4 weeks before start date

Acceptance Process

Prior to departure, Sol Abroad sends a list of program participants to all students on his/her program. I agree to the release of my name and contact information to my fellow program participants. I authorize Sol Abroad to send pre-departure and program materials to my parent/guardian or other person at my permanent address and to contact the person I note on my application in the case of an emergency.

Academic Standing

I understand that I am required to attend classes daily while abroad and will be expected to abide by requirements for students at the academic host institution.

Changes to Itineraries

Sol Abroad and its employees, agents, and representatives reserve the right to make changes to the Program schedule and itinerary as needed. Participants will be informed of changes and are expected to abide by decisions with regard to these changes.

Privacy Policy

Our Commitment to Privacy:

Your privacy is important to us. To better protect your privacy we provide this notice explaining our online information practices and the choices you can make about the way your information is collected and used. To make this notice easy to find, we make it available on our homepage and at every point where personally identifiable information may be requested.

The Information We Collect:

This notice applies to all information collected or submitted on the Sol Abroad website. On some pages, you can order products, make requests, and register to receive materials. The types of personal information collected at these pages are: Name, Address, Email Address, and Phone number, Credit /Debit Card Information (etc.)

The Way We Use Information:

We use the information you provide about yourself in order to provide you a service as a study abroad provider. We do not share this information with outside parties except to the extent necessary to complete that order. We use return email addresses to answer the email we receive. Such addresses are not used for any other purpose and are not shared with outside parties. You can register with our website if you would like to receive our catalogue as well as updates about our study abroad programs. Information you submit on our website will not be used for this purpose unless you fill out the registration form. We use non-identifying and aggregate information to better design our website. Finally, we never use or share the personally identifiable information provided to us online in ways unrelated to the ones described above without also providing you an opportunity to opt-out or otherwise prohibit such unrelated uses.

Our Commitment to Data Security:

To prevent unauthorized access, maintain data accuracy, and ensure the correct use of information, we have put in place appropriate physical, electronic, and managerial procedures to safeguard and secure the information we collect online.

Our Commitment to Children's Privacy:

Protecting the privacy of the very young is especially important. For that reason, we never collect or maintain information at our website from those we actually know are under 13, and no part of our website is structured to attract anyone under 13.

How You Can Access Or Correct Your Information:

You can access all your personally identifiable information that we collect online and maintain]. We use this procedure to better safeguard your information. You can correct factual errors in your personally identifiable information by sending us a request that credibly shows error. To protect your privacy and security, we will also take reasonable steps to verify your identity before granting access or making corrections.

How to Contact Us:

Should you have other questions or concerns about these privacy policies, please call us at 512-380-1003 or send us an email at info@solabroad.com

Medical Information & Disclosure

While it may be difficult to share health information, completion of our Medical Background form enables us to better prepare for your participation in your Sol Abroad program. Mild physical or psychological disorders can become serious under the stresses of life while studying abroad. It is important that we are aware of any medical or emotional problems, past or current, which might affect you abroad. We require that you disclose all medical information that is pertinent to your condition and to your study abroad. Sol Abroad will do its best to assist you, but may not be able to accommodate all individual needs or circumstances. The Medical Background form is a confidential document and any and all information you provide will be disclosed only as necessary to provide for your health and well-being in the event you become injured or ill. All information will be kept confidential in accordance with HIPAA (Health Insurance Portability Accountability Act of 1996.) Visit www.hhs.gov/policies/#hippa for more information.

Travel Precautions, Immunizations and Vaccinations:

While there are unavoidable risks in study and travel, there are also precautions that can be taken. Sol Abroad follows the guidelines set by the US Department of State, which posts travel alerts and warnings online at http://travel.state.gov. While there are likely no immunizations and vaccinations required for your study abroad experience, we recommend that you are current with vaccinations for Tetanus, Meningitis, Measles, Mumps and Rubella. For more information on required immunizations and vaccinations, please visit the Center for Disease Control at www.cdc.gov or the World Health Organization at www.who.int

Confirmation of Accuracy of Information, Release of Medical Information and Declaration:

As a student, you will certify that the medical information you provide in the Medical Background Form is complete and accurate and agree that if any substantial changes should occur in medical and/or emotional health prior to and during the program, you will inform Sol Abroad in writing immediately. By completing our Medical Background form, you will authorize Sol Abroad and its duly authorized representatives to release, in accordance to HIPAA standards, during your participation in our program, personal information concerning physical and/or emotional health to parent(s) or legal guardian(s), and to individuals assisting with medical communications for Sol Abroad. Sol Abroad will do its best to accommodate your needs, although not all accommodations may be possible. Any pertinent medical information that is not disclosed before the program starts (or that arises during the program), or any false or inaccurate information will affect your program participation including expulsion from the program.

International Medical Insurance Verification

If a student?s insurance provider provides coverage internationally, students must use their own insurance policy. Please note, you can only use one policy. You cannot use our policy and your own policy. Our policy cannot be used as a secondary policy (insurance companies do not allow individuals to have two policies). To verify your student?s coverage, simply call your US insurance provider and tell them that your child will be out of the country for a study abroad program, and your US insurance provider will let you know whether or not they are covered internationally and the amount of coverage. Provide your insurance company the exact dates of the program in which your student is enrolled. Get the details from your US insurance provider in the event they need to go to the doctor while abroad. If your medical insurance does not provide coverage internationally, Sol Abroad will provide international medical insurance coverage free of charge. Sol Abroad?s insurance policy will cover necessary medical expenses internationally up to USD $50,000 with MultiNational Underwriters, subject to the terms and conditions of the policy. For those enrolled in Sol Abroad?s policy, the policy and claims information is sent via email before the program session begins. To review the policy information at anytime please visit the following link: www.solabroad.com/insurancepolicy. By completing our Insurance Verification Form students and parents certify that they have carefully read, fully understand and accept the provisions within this document. By checking ?Yes? on the form the student and parent represent that the student does not have international medical insurance and is requesting to be added to Sol Abroad?s insurance policy. By checking ?No?, the student and parent represent that the student does have international medical insurance coverage and is requesting not to be added to Sol Abroad?s insurance policy, and that they will look to their international medical insurance coverage for all necessary medical services while abroad.

What Sol Abroad Programs Include:

Onsite Directors & Staff

Sol Abroad recognizes the importance of knowledgeable, friendly, and well trained onsite staff. Our onsite directors and staff are available 24 hours a day and 7 days a week to assist you with any needs. Our goal is to ensure you are as comfortable as possible while abroad.

Excursions

Travel outings are fundamental and included in all programs. We carefully choose weekend excursions that allow you to discover more about the country in which you are studying. We select trips based on cultural and educational importance or sites of natural beauty. All entrance and transportation fees are always included.

Cultural Activities

Cultural activities are also an integral part of the Sol Abroad experience, providing you further exposure to the language and cultural facets of the country. Several cultural activities are planned each week; examples include cooking and dance classes, city tours, hiking and horseback rides, and much more!

Homestay

Each of our programs involves homestay with a local host family. Living and sharing your experience abroad with a host family is one of the important highlights of studying overseas. In fact, this can be the most enriching and lasting aspect of studying in a foreign country. Many students often maintain relationships with their host families well beyond the conclusion of the program. Our host families make up an important part of our team. They are carefully selected and interviewed, and have extensive prior experience.

Meals

Three meals a day are provided and these are a great way to spend time with your family and experience the local cuisine. We can accommodate any dietary requirement, such as kosher, vegan, and vegetarian. While traveling on weekend excursions, your host family will prepare you a snack or lunch. Your onsite director will inform you which meals will be included during your excursions.

Community Service and Volunteer Opportunities

We offer several unique volunteer opportunities at each site, such as assisting at nutrition centers, teaching English, or any other local service-oriented program. Community service is one of the best ways to give back to the community.

Program Orientation

When you arrive at your study abroad destination, our onsite staff will provide you with a welcome orientation. This will cover important topics such as health, safety, academics, host families, and cultural awareness, and end with a tour of your host city. We will help you exchange money and get a phone card as well.

International Medical Insurance

Full medical insurance is included in your program fee should you need it.

Pre-departure Advising

Sol Abroad is always available to answer your questions and you will receive a country handbook to prepare you for your study abroad adventure! All members of our staff are bilingual and can provide information based on their own experiences abroad.

Airport Transfers

Ground transportation to and from your program city is included on the established travel dates.

Reception and Farewell Activity

We welcome you to your host city with a reception to meet other participants and your directors. And, of course, a farewell activity is provided as a chance to say goodbye to friends and celebrate your new experience.

Language Exchange

Interaction with locals is an important aspect of our language program. We strive to create cultural and language exchange opportunities at each of our sites.

Tutoring

To provide the best academic assistance possible to our students, onsite tutoring is available. We want to ensure that you maximize your academic experience while abroad iwith us.

Transcript or Certificate

You will receive a university transcript or certificate upon the completion of your program. Sol Abroad maintains an original document in our offices in the event that you need a copy in the future.

Language Assessment Exam

Your language level is evaluated upon arrival at all program locations. Your ability is measured by a written placement exam or an oral exam with local professors. The language assessment is intended to ensure you get the best Spanish training possible while attending our program. For some sites, a placement exam may be given prior to your departure overseas.

Student Visas

Summer programs do not require visas. For semester programs, we will assist you in obtaining a student visa if one is required.

Consent of Release and Hold Harmless Agreement:

General Waiver and Release

Although Sol Abroad makes reasonable efforts to provide for the student?s safety while participating in the Sol Abroad program (the Program), there are unavoidable risks in foreign travel, and students may subject themselves to dangers over which neither Sol Abroad, its employees nor the academic host institution have any control. These dangers might include, without limitation: airline or motor vehicle accidents; criminal behavior or negligence by others; terrorist activity; natural disaster; exposure to contaminated food; and normal health problems. Students and parents must understand that in the event a students is injured or becomes ill, they may not be able to expect the same level of medical treatment in a foreign country as at home. In full appreciation of these dangers and risks, the student and parent release and forever discharge Sol Abroad and its insurers and employees (its "agents"), from all actions, claims, demands, damages and liability whatever that might arise from the Program and their participation in it. The student and parents agree to release Sol Abroad and its agents from liability for damage to or loss of possessions, or for injury, illness or death resulting from crimes or from political unrest. The student and parent will not hold Sol Abroad responsible for the actions of independent contractors, host families, other students, external companies or personnel hired by either the academic institution (university or institute) or Sol Abroad.

Indemnity

The student and parent release, hold harmless and agree to indemnify Sol Abroad and its agents with regard to any financial obligations or liabilities that the student personally incurs, or any damage or injury to the person or property of others that the student may cause or be accused of causing, while participating in the Program.

Advance of Money

In the event Sol Abroad or its agents advance any monies to the student or incurs special expenses on their behalf while abroad or in relation to the Program abroad, the student and parents agree to make immediate repayment upon receipt or notice of the debt.

Personal Safety

The student and parent understands that the student is responsible for their welfare while abroad. They understand that neither Sol Abroad, nor its employees nor any of its agents serve as guardians or insurers of their safety. The student and parents agree to comply with the rules, standards and instructions for the student?s behavior as stated by Sol Abroad, the academic host institution and the Program. Sol Abroad and its agents have the right to enforce appropriate standards of conduct and may at any time terminate the student?s participation in the Program for failure to maintain these standards or for any conduct which Sol Abroad or its agents consider to be incompatible with the interest, harmony, comfort and welfare of other students or the academic host institution. If the student is expelled from the Program, the student and parent agree to have them sent home at their expense and acknowledge that there will be no refund of the program costs or any other costs they incur to return themselves or their belongings to their home country.

Personal Conduct

The student and parents understand that the student is expected to adhere to the laws of the host country and that they are responsible to learn the laws of the host country. They acknowledge that, should the student face legal problems while abroad, the Program will not be responsible for them financially or for legal representation. The student and parent understand that if the student violates a law of the host country, they place themselves in legal jeopardy and U.S. standards of due process may not apply. While the Program will do its best to assist the student, the Program cannot guarantee what assistance can be provided under such circumstances. Violations of local law in the host country will be handled by the appropriate law enforcement authorities.

Personal Property: Damage/Theft Policy

Sol Abroad does not assume any liability for lost, stolen, or damaged personal property while on a Sol Abroad program. Sol Abroad will not honor any personal claim for property loss while on the program. If the student would like insurance coverage for their personal belongings while abroad, they should obtain their own personal travel coverage.

Medical

The student and parent understand that it is their responsibility for the student to have a medical examination to assure that they are physically fit and capable of participating in this program/contract, and that they assume all risks for failing to do so. The student and parent understand Sol Abroad reserves the right to select candidates for study abroad. They must acknowledge that they have considered carefully and take responsibility for any physical or personal limitations that might interfere with the student achieving a successful and safe experience abroad. The student and parent release and forever discharge Sol Abroad from any claim whatsoever which arises or may hereafter arise on account of any first-aid treatment or other medical services rendered to the student or to my companions in connection with an emergency or health problem during their participation in the Program. The student and parent agree to disclose to Sol Abroad all medical conditions and limitations that they may have including, but not limited to, chronic or recurring issues, pregnancy, mental illness, heart conditions, back conditions, diabetes and allergies. The student and parent understand that if they do not disclose something, they cannot expect Sol Abroad to make any accommodations and that they are fully responsible for the student?s health and well being regardless of what they disclose. The student and parent grant Sol Abroad and its employees full authority to take whatever actions they may consider to be warranted regarding their health and safety, and release them from any liability for such actions. The student and parent authorize Sol Abroad and its agents to contact the student?s parents or guardian, as indicated on the Medical Background Form, in connection with the student?s general welfare abroad. The student and parents authorize Sol Abroad and its employees, at their discretion, to place the student for medical treatment at their expense, including anesthesia and surgery.

Assumption of Risk

In consideration of being allowed to participate in the Program, the student and parents personally fully assume all risks in connection with said Program, and further release and hold harmless Sol Abroad for any harm, injury or damage which may befall the student, including all risks connected therewith, whether foreseeable or not. Further, the student and parent understand and agree that neither Sol Abroad, nor agents thereof, may be held liable by the student or their family, estate, heirs, or assigns, in any way for any negligence in connection with the Program which may result in their injury, death, or other damages. Likewise, the student and parent assume the risk of any medical issues the student has whether known, pre-existing, disclosed, etc. They must further state that they understand the terms herein are contractual and not a mere recital; and that they sign the Sol Abroad Consent of Release Form knowingly assume the risks inherent in this Program. The terms of the document shall serve as a release and assumption of risk for the student, their heirs, executor and administrators and for all members of their family.

Photo and Video Release

The student and parents consent to the use of photographs or video footage that the students is in and their comments about the Program to be used by Sol Abroad for publicity purposes and to the distribution of information about the Program to the student?s parents or guardians whom they have specified in their Sol Abroad paperwork. This release is in perpetuity and includes any and all intellectual property claims.

Independent Travel

Students and parents understand that if the student has a weekday, weekend, or holiday, when there is no Sol Abroad excursion planned the student is free to travel on their own or with friends. The student and parent understand that Sol Abroad, however, cannot be responsible for their health and safety during these times. Sol Abroad onsite staff will be available to assist in any way possible should something go wrong. It is the student?s responsibility to let their resident director know their independent travel plans anytime they decide to leave the program city and travel on their own.

Use of Motor Vehicles

Students are not allowed to operate motor vehicles while participating in a Sol Abroad program. Sol Abroad encourages students to take additional caution when biking, walking or utilizing public transportation. Traffic congestion and different traffic laws and regulations, civil and criminal, can make driving motor vehicles abroad extremely hazardous. Insurance requirements and other financial responsibilities vary from country to country. If, however, the student is of legal age to do so and decides to operate a motor vehicle while abroad, Sol Abroad assumes no financial responsibility for legal aid or for their care should they be involved in a violation or an accident. The student expressly and specifically assume the risk of injury, illness, death, monetary loss or property damage resulting from such circumstances during their participation with the Program, whether suffered by them personally or by any of their accompanying dependents or companions.

Other

Unless the student or parent notifies Sol Abroad in writing, they consent to the distribution of their name and E-mail address to potential and current Sol Abroad students. The student and parent must fully informed themselves of the contents of this affirmation and Consent of Release by reading it before signing it. The student and parent acknowledge that the Consent of Release form must be completed, signed and submitted before departure. The student and parent understand that if the student is under 18 years of age their parent or legal guardian must sign this agreement. Furthermore, they agree that in the event that any clause or provision of the Consent of Release shall be held to be invalid by any court of competent jurisdiction, the invalidity of such clause or provision shall not otherwise affect the remaining provisions of the Consent of Release which shall continue to be enforceable.

Conduct and Behavior Standards:

Obeying US & Foreign Laws

Students must adhere to the laws of the country where they are studying. Students must be sensitive to the host culture and agree to behave appropriately and as directed by our on-site staff. By signing the Conduct and Behavior Standards form the student and parents verify that the student will not be involved in any illegal behavior.

Prohibited Behavior and Personal Safety

Students must not engage in any behavior that may be harmful to their health and safety nor engage in any behavior that may be detrimental to other students on the program. Any such behavior may result in expulsion from the program. Students will be respectful of the rules and regulations of the school and their classes. Any aggressive or disrespectful behavior towards teachers will be dealt with appropriately. In extreme cases a student will have their classes cancelled or be sent home without a refund. Students will be respectful of all Sol Abroad staff. Students will be respectful of each other. For their own safety, students are encouraged to avoid walking around after dark, even in groups.

Alcohol and Drug Policy

Sol Abroad has a zero tolerance policy in regards to drugs and alcohol. Students must obey all US laws, state laws, and laws of the country where they are studying regarding the possession, use, transfer or consumption of drugs and alcohol. By signing this Conduct and Behavior form the student and parents are verifying that the student will not be involved in any illegal activity during their study abroad program, including the possession, use, transfer or consumption of illegal drugs. If the student does become involved in such activity, it will result in immediate expulsion from the program. As a Sol Abroad participant, students are subject to the rules and requirements of the program. Alcohol is not allowed in hotel rooms or on any transportation used by the program during program excursions or activities. Students may be denied participation in the activity without a refund if they arrive to the excursion intoxicated. They may also be dismissed from the program for a violation of this policy. If a student is arrested for alcohol or drug use while overseas it is not the legal responsibility of Sol Abroad.

Tobacco Policy

Students may not consume tobacco products on the program. Even if a student is 18 years of age they must abide by the program rule. Violations of this policy will result in an incident report and intervention by the Sol Abroad staff.

Incident Report

If it is suspected that the student has violated the Conduct and Behavior Standards the on-site staff will discuss this with them and call their legal guardian. The on-site staff will write a formal incident report to document the alleged violation.

Dismissal

Violating any of the Conduct and Behavior Standards may result in immediate expulsion and dismissal from the Sol Abroad program, without prior warnings. If the student must return to the US due to program expulsion, it will be at their expense and no refund will be issued. The decision for expulsion is made by the Sol Abroad executive directors and is in their sole discretion. Once a decision is made for expulsion, the staff will assist the student and their parents in making travel arrangements. Any expenses incurred for return transportation will be their responsibility.