Terms and Conditions

Asia Exchange (”AE”) Terms and Conditions

Conditions for applying to AE programs

The applicant must be at least 18 years of age and have a command of the English language that is sufficient for following lectures given in English.

The programs of Asia Exchange (hereafter referred to as AE) are primarily intended for those studying at the academic level. The applicant must have the educational qualifications required for admission into academic-level studies.

Applications will be processed in order of arrival. The application period for any given program will close as indicated in the respective program description, or at the discretion of Asia Exchange. As a general rule study places shall be distributed in the order in which applications were received. Asia Exchange reserves the right to distribute places through other criteria judged to be relevant. In the event that maximum student quotas are met, cancelled places may or not become available at the discretion of Asia Exchange and the host university.

There is a minimum number of participants for each program at the host universities. If the minimum number is not reached, AE reserves the right to cancel the program. In this case, AE has the responsibility to reimburse any payments made by its applicants.

The role of Asia Exchange

Asia Exchange arranges and promotes the application for study placements at selected Asian universities. AE does not offer any teaching of its own. Its assignment is to cooperate with its partner universities in organizing the study period. Lectures in English will be arranged by the partner university of the study abroad program in question.

AE does not provide travel agency services. Therefore, the students are responsible for arranging their own travel to the destination.

AE also does not arrange accommodation. The students are responsible for finding an apartment on the university campus or from the private market for the study period.

AE does offer the students advice and recommendations pertaining to travel and housing arrangements.

The role of the host university

The host university of the study abroad program is fully responsible for all teaching offered to the participants. This includes the initial orientation(s), all teaching and giving credits for completed courses. AE assumes no responsibility for any changes in the courses offered by the host university. AE does attempt to inform the students of any changes affecting their studies.

Registration and payments

Registration is made in the internet at the address www.asiaexchange.org. Each program has a specific application form. The contract between the applicant and AE becomes binding after AE has received the application. Required attachments that are unavailable while filling out the application  should be sent within 30 days of submitting the application or by the application deadline at the very latest. Processing the application takes approximately one week, after which AE sends a preliminary acceptance notification for the study place via e-mail.

AE also sends the applicant one invoice for the registration fee (75€ or 50€/ Udayana University) and another invoice for the program fee. AE reserves the right to change the sum of the registration fee, depending on each specific case.  The program fee must be paid one month before the start of the semester in question, at the latest. Usually, the registration fee is due 10 days after the applicant has been approved for the program, and the program fee is due approximately 30 days before the start of the program in question. Both invoices have separate reference numbers. The applicant should pay attention to using the correct reference number when paying the invoices. The student is responsible for paying any international transaction fees between banks.

The sum of the program fee includes:

  • Tuition fee (which varies depending on the host university)
  • Registration fee for the host university
  • Value added tax (VAT)

The sum does not include:

  • Accommodation costs
  • Airplane tickets
  • Visa costs
  • Insurances
  • Vaccinations or other health care costs
  • Other study-related costs (e.g. course books, unless indicated otherwise in the program description)

If the student pays the program fee after due time, (s)he is charged a late fee of 100 €, which is then added to the program fee. AE reserves the right to charge an additional late interest of 11,5% on fees paid after due time. AE also reserves the right to modify program fees during application periods.

Applications must be submitted before the end of the application period. If a student applies for a study abroad program or submits required documents after the application period has ended, an additional fee of 100 € will be charged. The additional fee and registration fee must be paid immediately after receiving the invoice from AE. Student has to send a receipt/screenshot of the payment to AE by email. After receiving a proof of the payment, AE will proceed with the late application. If the host university doesn’t approve student’s application, the additional fee of 100 EUR will be refunded. If student cancels his/her participation, the additional fee won’t be refunded.

AE and the host university reserve the right to demand additional information or documentation from the student even after the application.

The student is responsible for submitting up-to-date contact information to AE when his/her contact information has changed in order to ensure the reception of documents sent by AE . The student must follow the e-mails received to his/her address that was given to AE. AE is not responsible for an unsuccessful delivery of a document caused by reasons beyond AE’s control. AE does its best to ensure a successful delivery of all documents.

Discounts

Discounts are not combined.

Studies

The student is responsible for following the rules and instructions of the host university. Student must complete the minimum amount of courses during the study abroad period. The host university is authorized to cancel student’s study permit and to invalidate a student visa if the student does not attend classes and accomplish the minimum amount of courses required.

Studies are accredited as local study credits issued by the host university. The instructions on the AE website for converting local study credits into European or American study credits are only general guidelines. Final accreditation is done by the student’s home university. Accreditation may not be given to the student if (s)he has not followed the rules and instructions of the host university, if (s)he has been too frequently absent from lectures or if (s)he has failed to pay required fees.

Holidays

Holidays vary according to the destination country and the host university. No teaching is given on holidays.

Absences

Absences from teaching or failure to follow the host university’s instructions do not entitle the student to a refund of the program fee or to a prolonged study period.

A delayed start of studies

If the student arrives late to the destination, (s)he must notify AE of the delay. Students who arrive late may still be accepted to the program, depending on the specifics of each case. As a general rule, AE advises exchange students to arrive to the destination one week before the beginning of the program.

Canceling participation

Canceling participation in a study program is only possible by written notice (letter or e-mail). Canceling is free of charge if made before the program fee has come due or before it has been paid. If the student cancels his/her participation after the program fee has come due, but no later than 14 days before the beginning of the semester, (s)he will be refunded 50% of the program fee. The program fee will not be refunded if the notice of cancellation is received later than 14 days before the beginning of the semester. If the cancellation notice has not been sent by letter or e-mail, the student will be charged the program fee. The application fee is non-refundable irrespective of the time of cancellation.

If the student cancels his/her participation, (s)he must send the official letter of approval given by the host university to AE.

If the participation is terminated after the studies have started, notice must be sent to AE and the host university by letter or e-mail. The program fee will not be refunded.

If the student behaves in a threatening or inappropriate manner or breaks the law of the host country, AE reserves the right to terminate his/her participation without refunding any payments.

Cancellation of the program

If host university cancels the program or withholds the student’s right to participate in the study abroad program for reasons independent of AE or the student, AE has no responsibility to refund any costs related to air travel, accommodations or other arrangements involved in the study abroad program.

Passport and visa

The student is responsible for acquiring a passport and a visa as well as paying for the costs. The student must ascertain the documentation that is required for the visa at the host country’s embassy. The student must inform AE immediately if (s)he is required to produce extra documentation that is not usually demanded when applying for a visa.

AE is not responsible for any damage incurred by the student if his/her travel is delayed or canceled because of insufficient documentation. AE assumes no responsibility to compensate for any costs incurred by the student if documentation from the host university that is required for the visa is not available for reasons independent of AE.

While staying at the destination, the student has the responsibility to update his/her visa status according to the instructions and rules of the host university and the local authorities. It is the student’s responsibility to make sure that visa rules are being followed. If the student cancels the program while at the destination, his/her visa status must be updated according to the purpose of his/her remaining time at the destination.

Insurances

Every student participating in AE programs is required to have a valid accident and health insurance. Travel insurance for the whole duration of the program is also mandatory. The student is responsible for acquiring insurance prior to departure. The insurance must cover the travel back home in case of illness or physical injury. Acquiring insurances is the applicant’s responsibility. The student must inform AE and the host university of the customer number and other specifics of his/her insurance upon request.

Vaccinations

The student is responsible for making sure he/she has received all the vaccinations required by the destination country and that the vaccinations are valid. The student is advised to ask his/her local health care providers for more information about the required vaccinations.

AE partners

AE has partners that provide travel arrangements and accommodation. By sending an application to AE, the student allows the partners of AE to contact him/her concerning travel arrangements, accommodations or other services involved in the study abroad program.

Exchange reports, feedback queries and photo/video material

Participants of AE programs allow AE to selectively use their change reports on e.g. the AE webpage. The students are also requested to answer feedback queries. By participating in the program, the student approves of AE’s right to use commercially any photographic or video material recorded by AE staff without separate notification.

Student is obliged to fill in an online feedback questionnaire sent by AE after the study abroad semester. The official transcript of records issued by the university will only be sent to the student after leaving feedback.

Changes

AE reserves the right to changes in programs and fees after a contract has been signed between AE and the customer, if the changes are caused by reasons beyond AE’s control, such as changes in public fees, taxes or currency rates.

AE is not liable for typographical errors. AE reserves the right to change contract conditions and information relating to universities. AE attempts to inform its customers of changes as soon as possible.

AE assumes no liability for failure to fulfill its duties in cases of force majeure, strikes, or other situations beyond AE’s control. AE reserves the right to changes.

Internship conditions

In addition to arranging study placements, Asia Exchange also plans and promotes the acquisition of internships in Asia. AE does not arrange all internships, but it assists students in finding them in cooperation with selected partner organizations. Internship will be arranged by the organization in question.

In addition to the terms and conditions specified above, special conditions of the internship provider and of a possible AE partner apply and must be met.

If an internship is cancelled or discontinued, notice must be given immediately by letter or e-mail to the organization offering the internship as well as to AE.

AE reserves the right to changes pertaining to internships.

Liability and refunds

AE assumes no liability for any damage to health, safety or property, or for financial loss. AE is not liable for failure to fulfill its duties or to refund payments in cases of force majeure, strikes or other situations beyond the control of AE.

Legislation

Exchange students are responsible for abiding the laws of the host country. In many Asian countries, legislation pertaining to e.g. narcotics is considerably more severe than in Europe.

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