Terms and Conditions

Application and payment schedule

Application deadline for the upcoming VT Spring program is October 15. If there is still space available ESAC will accept application on rolling bases until the program is full.

There is an application deposit of US$1,000 (which will be applied to the program cost) due with the completed on-line application form to secure the candidate’s space. This fee is non-refundable once accepted to the program. Applicants will be notified within 5 days of their acceptance into the ESAC program.

Second payment will be due on October 15 or 10 days after the application is accepted if applying after this date.

Balance due will be determined based on the total number of participants by December 1 and is due by January 10.

ESAC accepts checks, money orders, cashier’s checks, bank transfers and credit cards through PayPal (additional 3.6% PayPal processing fee applies). Please ensure the correct amounts are included. Make checks payable to European Study Abroad Center. If you require alternative payment plans please contact us at esac@goesac.com

Refund Policy and Schedule

The refund policy as outlined below will be strictly adhered to in order to ensure consistency and fairness.

  • If you decide to withdraw from a program, you must notify ESAC immediately in writing (esac@goesac.com).
  • $1,000 application deposit is NON-REFUNDABLE if you are accepted to the program and counts towards the program cost.
  • The application deposit of $1,000 will be refunded only if a candidate is not accepted to the program by ESAC.
  • If you withdraw before October 31, ESAC will refund all but the $1,000 application deposit.
  • If you withdraw between November 1 – January 10, ESAC will refund all but $6,000.
  • If you withdraw after January 10, none of the program fee will be refunded.

ESAC recommends that all study abroad students consider trip cancellation insurance to cover items such as program fees, airline tickets, and travel-related costs in the unlikely event of a withdrawal from a program. Many travel insurance companies exist and each one has their own terms and exclusions. Some offer “cancel for any reason” supplements and might be of particular interest. (Please be aware that this type of coverage often requires that you purchase the coverage within 15 days of the initial deposit.) Even though ESAC does not endorse or recommend any insurance carrier, we have become aware of the following carriers that you might want to research for yourself.

Health Insurance

Virginia Tech has contracted with Cultural Insurance Services International (CISI), a leading provider of insurance for study abroad, to offer emergency medical and security assistance insurance coverage that meets the university’s minimum requirements at very reasonable rates (approx. $9.74/week or $37.10/month, regardless of age or destination). CISI insurance is mandatory and is NOT included in the program fee. It is required of all faculty, staff, and students on university-supported international travel.

CISI is not trip interruption or cancellation insurance, nor are there provisions for loss of personal belongings. As you make preparations to study abroad, it’s strongly encouraged that you also look into trip cancellation/interruption insurance. Vendor options can be found by conducting a Google search for “trip cancellation insurance.”

Travel insurance

All students are strongly encouraged to purchase travel insurance for the Program dates to be covered for personal property theft, personal liability or identity theft while participating in the Program. ESAC is not liable for any theft. Example of such insurance is CISI Personal Property and Liability insurance.

Flight disclaimer

ESAC reserves the right to change program dates or cancel sessions due to unforeseen circumstances. Participants should not purchase their airline tickets until 45 days out from the starting date of the program. In the event a program date will be changed or canceled, ESAC will notify all candidates immediately. ESAC will not be liable for unused tickets from a canceled program.

Transcript fee

Upon the successful completion of the program the first transcript is issued and mailed for free. All subsequent transcripts are issued for $30 fee. Please contact ESAC to request additional transcripts.

Visas

All non-US and non-EU passport holders are responsible to check their visa requirements and restrictions. You are responsible to ensure that you have legal permission to stay in Schengen countries for the duration of your intended stay. If a student needs a visa to travel to Prague, ESAC will issue required visa support documents (Invitation letter, Proof of accommodation) only after student is accepted to the program and has paid at least 50% of the program fee. If the visa is denied ESAC will work with the student individually to determine the amount of the refund.

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