AIFS Abroad Policies

Please read the following information carefully. The following policies govern the participation of all participants on AIFS Abroad study abroad and internship programs.

All information pertaining to deadlines (see below) will be listed on the program specific web page.

Application Deadlines
Deposit Deadlines (after acceptance)
Final Payment Deadlines
Scholarship Deadlines
Optional Travel Package or Excursion Deadlines

Conduct

Participants should regard themselves as informal ambassadors of the U.S. during their stay abroad. People from other countries base their opinion of the U.S. on the way American students and visitors behave. The excellent relations AIFS Abroad enjoys with its international partner universities and internship program employer hosts are based on the high regard these partners have based on previous students and interns they’ve hosted. Future participants are expected to live up to this reputation. AIFS Abroad reserves the right to communicate with students’ home institutions and/or parents on matters related to student behavior, health, safety or academic performance.

All participants on AIFS Abroad programs are held to academic and behavioral standards that are outlined in our Terms and Conditions and enrolled students will agree to a Code of Conduct.

Application Information, Deadlines

Maintain the minimum GPA specified in the section describing the program of choice (typically 2.5 with a 2.0 acceptable for Summer / May). Participants with lower grade point averages who are in good academic and social standing may be considered on a case-by-case basis. Additional application materials will be required for further review or consideration.
Meet any and all language pre-requisites listed on the respective program pages.
For Semester Students: Be enrolled full time in an undergraduate degree program in good academic and social standing and have approval to study from their home institution. This status must be maintained from the time of the application through commencement of the program. Some AIFS Abroad programs allow High School Graduates to enroll, so please ask your Enrollment Coordinator or Manager about the program you are interested in.
All applicants must be at least 18 years old by the time their AIFS Abroad Program begins.
Applicants should be aware that AIFS Abroad sends application materials to the overseas host institution or Global Education Center to be considered for admission. It is possible that the overseas institution asks for clarifying information or additional documentation to be supplied for application consideration.
Students who are not currently enrolled in an undergraduate degree program should read under the Recent Graduates / Not-currently enrolled students’ section

Maintain the minimum GPA specified in the section describing the program of choice (typically 2.5 with a 2.0 acceptable for Summer). Participants with lower grade point averages who are in good academic and social standing may be considered on a case-by-case basis. Additional application materials will be required for further review or consideration.
Some AIFS Abroad programs allow High School Graduates to enroll, so please ask your Enrollment Coordinator or Manager about the program you are interested in.

Application Materials

Participants in our study programs must submit the following:

Completed application with a non-refundable application fee of $95.
Preliminary Course Selection Form
Official transcripts from current college. First year students must provide secondary school transcripts.
One academic reference, preferably from a member of the student’s major department (Select programs as indicated on application)
Check program pages for any additional application requirements

Participants in our intern programs must submit the following documents:

Completed application with a non-refundable application fee of $95.
Current Resume
Sample Cover Letter

Applicants are usually notified of an admission decision within two weeks after AIFS Abroad’s receipt of a complete set of application documents.

Participants should contact their home institution’s study abroad office to ensure that they comply with requirements for abroad programs. In order to maintain enrollment status, facilitate academic credit transfer, and to use any applicable financial aid, it is important that students follow their school’s requirements for study abroad.

Holding your spot by Depositing – Study Programs

Enroll as early as possible, as openings on each campus are limited. New enrollments cannot be accepted less than 50 days prior to departure unless the participant agrees to make his/her own flight arrangements. Participants enrolling within the 50-day period will be reviewed on an individual basis depending on availability of campus and air space.

Holding your spot by Depositing – Internship programs

While you are holding your place in the program by depositing, the work of placing interns with employers can only begin after a deposit has been paid. Interns who are enrolled earlier will have their documents reviewed first, will receive their coaching calls, and will be in a position to be sent out to employers earlier.

Full Payment

Full payment is due as specified on each AIFS Abroad program page. Participants who fail to make the final payment will not be permitted to register and start the program. For participants who sign up for the Travel Package: Under no circumstances will a participant be sent their airline e-ticket until final fees have been paid.

Optional Excursions

The deadline for enrollment and payment for optional excursions is specified on each AIFS Abroad program page. Late enrollments may be possible but are not guaranteed.

Application / Enrollment Fees

A non-refundable $95 fee must accompany your application. No application will be processed without it.

A non-refundable $500 deposit is payable upon acceptance and once paid is applied toward tuition fees. Places cannot be held without this deposit.

Students enrolling for a full year (two semesters) at the same campus receive a fee reduction of $1,000 towards their second semester fee as indicated in the program chapter. Students who wish to enroll for a full year at 2 different campuses will receive a reduction of $1,000 on the second semester fee.

Fee Guarantee

Program fees are guaranteed in U.S. dollars. There are no surcharges for currency fluctuations; however, fees for the optional AIFS Abroad Travel Package (round-trip flights and airport transfers) are subject to adjustment resulting from government or airline surcharges (e.g. fuel) and will be confirmed at time of invoicing.

Due to airline and accommodation cancellation penalties, AIFS Abroad cannot reserve space for a participant until their confirmation deposit has been paid. Participants are urged to apply and deposit early. Late applications may be considered if space is available.

Changes and Cancellations

AIFS Abroad reserves the right to make cancellations, changes or substitutions in emergencies, changed conditions or in the interest of each participant group.

Financial Policies

Dates, prices, and program descriptions on the website constitute a part of the contract between AIFS Abroad and the participant. For study students, your final itinerary provided prior to departure constitutes the actual program to be provided by AIFS Abroad.

Fees for study programs include

Housing while on the AIFS Abroad Programs as described in individual program descriptions
Medical and Travel insurance through CISI (non-U.S. and in-person programs only)
Orientation programs and some inclusive cultural activities as described for specific programs
Campus tuition fees, registration fees and examination charges
Some trips, excursions and additional cultural activities as described in individual program descriptions, and membership in libraries / university student clubs as described in individual program descriptions
On-Site staff and 24/7 support
Personal / Professional development through our Career Readiness work
Carbon offsetting in line with the AIFS Abroad commitment to Green Initiatives

Fees for intern programs include:

Housing while on the AIFS Abroad Programs as described in individual program descriptions
Medical and Travel insurance through CISI (non-U.S. and in-person programs only)
Internship Placement
Global Career Readiness work
Orientation programs and some inclusive cultural activities as described for specific programs
Some trips, excursions and additional cultural activities as described in individual program descriptions
On-Site staff and 24/7 support
Carbon offsetting in line with the AIFS Abroad commitment to Green Initiatives

Fees do not include:

Meals unless specifically described on program information pages
Non-refundable application fee ($95)
Housing and meals during semester breaks and spring vacation*
Optional AIFS Abroad Travel Package (round-trip flights and airport transfers)
Textbooks and laboratory/studio fees
Passport and visa fees
Excess baggage charges
Personal spending money
Orientation programs during the second semester for full-year students
Vacation travel or local transportation (unless noted in program description)
Official Transcript (fee added separately)

*Participant housing and homestays may need to be vacated during semester and spring breaks. Please see your program information for more details. Although some campuses allow students to stay at the university, meals are not provided. Most participants take advantage of the breaks to travel for additional enrichment and education.

AIFS Abroad Refund Policy

The right to refund is limited. All withdrawal requests must be in writing by email to the U.S.- Based Program Advisor or Program Manager for the program.

Refunds prior to the start of the program

Using the date the email is received or the postmark of hard copy of a participant’s withdrawal letter as the official withdrawal date (or next business day if this is a weekend), the following applies:

Refund Timelines

If a participant withdraws …	then the participant receives:
More than 60 days before the program start date (using the US departure dates as the program start date)	100% of the program fees, less the non-refundable application fee and deposit.
Between 30 to 60 days before program start date (using the US departure dates as the program start date)	50% of the program fees, less the non-refundable application fee and deposit.
Less than 30 days before the program start date (using the US departure dates as the program start date)	No refund

Participants who have not paid their program fees and do not notify AIFS Abroad in writing of their intent to withdraw before the final payment deadline for their program are also subject to the above refund policy. They will be invoiced accordingly and will be responsible for the balance due.

If a program undergoes major changes and participants elect in writing to withdraw from the program, a refund of monies due except for the non-refundable deposit and application fee totaling $595 will be processed. Major changes mean significant changes in program dates or destination cities for traveling programs. Minor alterations, including reversed itineraries, will not result in refunds.

Should AIFS Abroad cancel a program prior to departure for reasons within its control (including due to lack of enrollment) participants will be notified and a refund (less the application fee) or, at the participant’s request, credit toward another program will be made.

Should AIFS Abroad cancel a program after the final payment deadline (including once the program has started) for reasons beyond its control including but not limited to Acts of God, government actions (including those restricting travel), pandemics, fire, flood, explosion, earthquake, or other natural forces, war, civil unrest, accident, terrorism, any strike or labor disturbance, or any other event similar to those enumerated above (a “Force Majeure” Event) students will receive no refund except for recoverable costs.

AIFS Abroad pays the program costs, including but not limited to tuition, housing, social/cultural activities/ excursions, optional flight packages, safety and security and administrative costs before the start of the program and these costs are not typically recoverable. In the event of cancellation AIFS Abroad will endeavor to obtain refunds from suppliers and pass any recovered costs on to the participant.

AIFS Abroad will make arrangements to bring back to the U.S. participants who have purchased the Travel Package, but participants will be responsible for any additional flight fees charged by the airline(s). Participants with the Travel Package that opt to make their own return flight arrangements, rather than have AIFS Abroad do so, will not receive any refund for the unused return flight included in the AIFS Abroad Travel Package. Once a flight has been changed by AIFS Abroad, the participant is responsible for the flight change fees.

Limited assistance is available for participants who are not on the AIFS Abroad Travel Package related to organizing flights. Participants may be able to claim reimbursement for these travel plans through CISI Travel and Medical Insurance.

Different than if a participant withdraws, or AIFS Abroad cancels a program, a college or university may choose to cancel travel through a specific date or restrict travel to specific locations. AIFS Abroad will not refund application fees for any cancellation or withdrawal.

Should the university need to cancel or withdraw approval for an AIFS Abroad program for reasons within its control (including due to lack of enrollment), please confirm cancellation by email to your regional representative as soon as possible. We will work with you and your participants on options for deferring to a future program, enrolling in a virtual program, or a full refund (including deposit and application fee) and determining where refunds will be possible.

If the college / university requires Home School approval, we will be requesting that actions to approve or deny applications in the Advisor Portal be completed by the stated enrollment / payment deadlines on each program page.

Should a college or university cancel a program after the 30 day prior to program start date mark (including once the program has started) for reasons beyond its control including but not limited to Acts of God, government actions (including those restricting travel), pandemics, fire, flood, explosion, earthquake, or other natural forces, war, civil unrest, accident, terrorism, any strike or labor disturbance, or any other event similar to those enumerated above (a “force majeure” event) participants will receive no refund except for recoverable costs.

Recoverable costs may include, but not are not limited to program fees (including tuition), housing, social/cultural activities/excursions, safety and security and administrative cost, or organized flights. Most of these costs are paid before the start of the program and are not typically recoverable. In the event of cancellation AIFS Abroad will endeavor to obtain refunds from suppliers and pass any recovered costs on to the participant.

Participants choosing to leave the program early for personal, medical or other reasons are not entitled to any refund. Completion of academic credit will be determined on a case-by-case basis. Participants dismissed for disciplinary reasons receive no refund of any kind and forfeit all academic credit.

There are no refunds for meals, accommodation, cultural activities/excursions, tuition or transportation missed by participants at any time. In addition, the participant is responsible for any additional flight fees if they have purchased a flight with AIFS Abroad that needs to be changed to an earlier return date.

Once the program has started, participants who withdraw will receive no refund. In the unlikely event of AIFS Abroad cancelling a program while it is underway, participants will receive a pro-rata rebate of recoverable fees paid to AIFS Abroad for the portion of the program. Participants dismissed for disciplinary reasons receive no refunds of any kind and forfeit all academic credit.

There are no refunds for meals, accommodation, cultural activities/excursions, tuition, or transportation missed by participant for any other reasons other than those listed above once the program has started.

AIFS Abroad does not require a damage deposit. Students will be responsible for payment of any damages, campus related charges or other charges incurred in student or family residences while on the program and will be invoiced accordingly.

Students who wish to switch from one campus program to another in the second semester are advised to check the visa regulations with the consulate of the second program’s country before leaving the U.S. Many consulates may not give Americans a student visa unless they apply for the visa at a consulate in the U.S. and are not allowed (by their government) to issue a student visa more than three months before the start of the semester. As a result, some consulates require American students to return to the U.S. between semesters to obtain a student visa for the second semester (therefore, dual campus student may need to spend the December break in the U.S.).

If you would like to stay beyond the time indicated on your original application and study for a second semester, you must send an email to your U.S.-based AIFS Abroad Program Advisor / Manager and the Program Director in writing three months prior to the start of the 2nd semester. As described above, you will receive an automatic fee reduction of at least $1,000 towards the second semester fee.

If you wish to withdraw at the end of the first semester, you must notify the Location Director and AIFS Abroad in writing no later than four weeks before the first term ends. A revised invoice will reflect actual time spent on campus less non-refundable payments. AIFS Abroad students may not withdraw from a full-year program and arrange independent study at the same institution.

Change in your status on the same campus may be implemented without extra charge up to one month before the program begins. Students requesting a change of status should write to their AIFS Abroad Program Advisor or Program Manager. Once abroad, all plans must be discussed with the Program Director well in advance of an impending change. There is no refund to students who leave one campus early or arrive at the other late because of differences in academic calendars. Students wishing to change campuses should be aware of differences in curricula and are responsible for notifying their home institution of any change. Transportation between campuses is the student’s responsibility.

Travel and Medical Insurance

Included in the program fee for non-U.S. locations, AIFS Abroad provides a medical and travel package to its study abroad students through its insurance division, Cultural Insurance Services International (CISI). CISI is the leader in providing the most comprehensive insurance coverage to the international education sector, currently providing insurance coverage, travel/technical/medical assistance and claim paying services to more than 150,000 international students and cultural exchange participants worldwide. The package covers students for the duration of their program. Please consult with your Program Advisor or insurance brochure document to see if your insurance covers you after your program date. AIFS Abroad regularly reviews and updates the insurance package and the details below are subject to change. Policy documents are available upon enrollment. Students will receive an individual insurance policy describing the coverage in detail. Please check this carefully as some exclusions and limitations apply, including coverage for pre-existing conditions.

The AIFS Abroad participant plan settles claims abroad, in the host country’s respective currency. This facilitates immediate entry to a hospital for treatment. Treatments must be documented and receipts obtained. The team on-site helps with administrative matters concerning claims and can arrange for students requiring treatment for more serious illnesses and accidents to receive immediate attention from the recommended doctor and hospital in the area.

For travel to U.S. locations, AIFS Abroad does not obtain travel insurance for Participants. However, participants are still required to procure all travel insurance necessary to cover Participant for the entire length of the Program. If Participant fails to register, AIFS Abroad assumes no responsibility or liability for any costs or damages incurred as a result of not having the proper insurance, and Participant specifically acknowledges and agrees that AIFS Abroad will not be held responsible for any uninsured losses.

The virtual internship Program Fee does not include travel/medical emergency insurance, as there is no travel involved in the Program.

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

In addition, your plan provides for:

Emergency Medical Evacuation/Repatriation
Return of Mortal Remains or Cremation
Trip Delay Benefit
Security Evacuation
24/7 access to trained security specialists
Medical and Baggage insurance

The coverage includes the following:

Medical expenses while abroad
The insurance covers medical bills up to a maximum of $250,000 for each medically covered illness or accident abroad. Pre-existing conditions are covered up to $500. Among items covered are treatment by a physician or surgeon, nurse fees, x-rays, ambulance, therapeutic services, operations, drugs and medicines prescribed by a physician, hospital room and board (semi-private accommodations).
Mental health coverage
The insurance plan covers mental or nervous disorders up to $2,500 for outpatient treatment or up to $10,000 for inpatient treatment per lifetime.
Baggage insurance
Personal effects are covered up to $3,000. Coverage for electronic equipment such as laptops and computers is provided up to $250. Some exclusions apply.
Return Airfare expense
If you travel on an AIFS Abroad flight, this plan will cover the cost up to a maximum of $1,000 of your return air transportation on a regularly scheduled commercial flight (tourist class) to the original AIFS Abroad point of departure if you are unable to complete the program for any reason outlined under the program cancellation insurance. A certificate of illness from a physician, other than a relative or member of your household, is necessary in making claims.

All participants should read through all airline information and understand the terms of their airfare.

As with all insurance coverage it is vital that participants review the Insurance Brochure in their participant portal for all specific details. This brochure should be shared with all individuals supporting the participant in their program abroad.

Medical cancellation insurance prior to departure is NOT available / included in this policy. Students have the option of purchasing CFAR (cancel for any reason) or an IFAR (interruption for any reason) package called Worldwide Trip Protection Plus Package via Travel Insured International (TII). Information can be found at www.travelinsured.com/agency/. This coverage may be purchased to bolster your existing coverage with CISI as a program participant. This coverage must be purchased within 21 days of paying ANY funds (either to your home university or to AIFS Abroad). Visit www.mycisi.com for details.

Travel

Passports

Passports are required of everyone traveling outside the U.S. on AIFS Abroad programs.

Participants must obtain their own passport and should apply for (or renew) a passport as soon as the decision is made to travel abroad.

Some countries require passports to be valid for six months or a year beyond the end of the program. Please consult the following website for more detailed information: www.travel.state.gov/passport.

Passports should be valid at the time of application deadline if possible.

Visas

Visa requirements and deadlines vary depending on the location and length of stay. Please contact the AIFS Abroad Program Advisor or Program Manager upon acceptance to the program for more information.

A passport number and expiration date are needed for each visa application, so it is essential participants have valid passports with at least six months left before expiration and two blank pages well in advance and meet enrollment deadlines.

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

It is the participant’s responsibility to research and obtain any necessary travel documentation for the program, including visas (if applicable).

Non-U.S. citizens may be required to obtain visas to enter certain countries. Non-U.S. citizens are responsible securing visas and any other required travel documentation needed to participate in AIFS Abroad programs (and re-enter the United States) and must allow several weeks—or months—for this process.

If you are enrolled in an AIFS Abroad program and hold/are travelling with a non-U.S. passport, please ensure that you have 1) contacted your home university’s study abroad office to register your program participation, 2) have researched and submitted all relevant documentation for your entry into your host country if needed and 3) have researched processes and ensured all documentation is in line for your re-entry into the United States. Participants who are concerned that they cannot accomplish any of the above or who have concerns about re-entry into the U.S. should reach out to their study abroad office or international student services office. AIFS Abroad has limited ability to assist with entry issues into our host countries and no ability to assist on re-entry issues into the United States. AIFS Abroad is closely monitoring ongoing events and potential updates to travel. Our priority is to provide clarity where possible and offer as much support as possible when answers remain uncertain.

Optional Excursions

For those who prefer a prearranged itinerary during independent travel time, AIFS Abroad organizes inexpensive optional excursions. Some campuses also offer optional weekend excursions. The cost of these optional excursions is not included in the program fees. The payment deadline for optional excursions varies by program. If you apply late and are on a wait list, you will not be able to enroll in optional excursions unless AIFS Abroad can confirm availability. If you want to ensure participation on an optional excursion, be sure to sign up by the enrollment deadline. Limited spaces may be available following the deadline; please consult your AIFS Abroad program advisor/manager to confirm availability.

These excursions allow free time for individual sightseeing and organized visits to points of interest by bus, train, or air. A multilingual tour manager accompanies each group. Excursions are organized by AIFS Abroad staff of travel experts. Optional excursions are subject to a minimum enrollment of 10 unless otherwise stated. If numbers are not achieved, AIFS Abroad reserves the right to cancel the tour. Once paid for in the U.S. the fee for optional excursions is non-refundable except in the event of cancellation.

For those not participating in optional weekend excursions that operate during the academic program, participants may remain in their accommodation.

Optional Travel Package

Round-trip airfare from a wide choice of cities is available for AIFS Abroad programs through our optional Travel Package. Participants must meet application and payment deadlines. Due to airline and accommodation cancellation penalties, AIFS Abroad cannot reserve space for a participant until their confirmation deposit has been paid. Participants are urged to apply and deposit early. Deadlines may be subject to change at AIFS Abroad’s discretion.

Participants failing to request flights upon application and/or meet deadlines will be required to pay a late transportation fee of $250 with any subsequent written flight request or make their own travel arrangements at their expense. Subsequent flight changes are subject to applicable fees. Availability of seats on flights is not guaranteed by the late fee, and participants may be required to pay a fare differential.

Due to TSA regulations, participants wishing to travel on a flight booked by AIFS Abroad must be sure to provide their full name EXACTLY AS IT APPEARS ON their passport by the application deadline. If participants give an incomplete or incorrect name, they will be responsible for any financial penalties incurred or flight tickets cancelled.

AIFS Abroad participants who opt into the AIFS Abroad Travel Package may request a return date change once overseas, subject to cost and airline availability, and for a fee. Travel Package flights are round-trip and booked exclusively to arrive and depart on the program start and end dates ONLY. The standard flight change fee is $200, and payment is due at the time of submission. Changes that exceed $200 will require participants’ approval and additional payment to AIFS Abroad to confirm the flight change. Participants who wish to request a return date change may do so in the ‘My AIFS Flights’ tab of their AIFS Abroad account once overseas.

Conditions: Participants must select at the time of application whether they wish to opt into the AIFS Abroad Travel Package. Only return flight date changes are permitted on the AIFS Abroad Travel Package. Return flight requests must be made at least two weeks prior to the original return flight date. This policy may be subject to additional airline conditions at the time of request and may not be available for all programs where AIFS Abroad flights are offered. It is the participants’ responsibility to check expiration dates of any visa and/or foreign country entry and exit stamps prior to requesting a return date change.

Participants who miss a flight due to illness or due to a delay in receiving a participant visa are responsible for any related flight change and ticketing fees.

Dual Campus Participants are responsible for their own travel arrangements from the first to the second campus. These participants can purchase a round-trip flight with AIFS Abroad arriving at the first campus and departing from the second. Additional alternate return city/date fees apply.

Full Year Participants choosing the AIFS Abroad Travel Package will receive a round-trip ticket returning on the scheduled return date. Full year participants wishing to use their return ticket at the end of the first semester may purchase an additional round-trip flight to return to campus for the second semester through AIFS Abroad.

Transfers to and from housing are included for participants on the AIFS Abroad Travel Package, but only on the scheduled arrival/departure dates and from the local airport as listed on the program’s webpage. Airport transfers can include, but are not limited to private car services, taxis, public transit with an AIFS Abroad staff member, etc.

Participants missing a flight: Transfer from the arrival airport to housing is not included for participants who miss their AIFS Abroad organized flight on the scheduled departure date and arrive at a different airport and/or on a date other than the scheduled arrival date and arrival city (including rescheduled flights booked through AIFS Abroad). Participants who miss their flight must arrange their own transportation from the arrival airport to campus and incur all consequent costs. This includes, but is not limited to, participants who miss an AIFS Abroad flight due to illness or a delay in receiving a student visa.
Participants on a cancelled / delayed flight: Participants who are scheduled to depart the U.S. on an AIFS Abroad organized flight that is cancelled or delayed due to inclement weather or airline-mechanical reasons will be met abroad and transferred to housing or will work with the AIFS Abroad Staff to arrange alternate transportation with reimbursement options. Airport transfers are not included for participants who make their own travel arrangements.

While return travel dates may be changed, tickets are good only for the airline issuing tickets. Passengers who miss a flight may take the next available one on the same airline, subject to airline approval. “No shows” do not receive a refund. Neither AIFS Abroad nor the airline will accept responsibility for missed connections from/to flights not booked by AIFS Abroad.

Passengers may not combine these tickets with other promotional fares or offerings of any type. Fares are subject to change without notice. However, once confirmed and fully paid, program prices are guaranteed.

Tickets are subject to availability and are not transferable or endorsable to another airline. There are no refunds for any unused portion of a ticket. All tickets are subject to prevailing airline and government rules. Participants choosing a flight requiring an overnight connection assume consequent extra costs, if incurred.

Study Abroad participants will receive preliminary itineraries after acceptance. Final itineraries and e-ticket information will be sent approximately two weeks prior to departure to participants who have met all requirements.

On certain dates, especially holidays, some attractions or activities may be closed. AIFS Abroad reserves the right to substitute attractions, excursions or activities.

AIFS Abroad reserves the right to make alternate program arrangements, as described above, without offering a refund, and to make changes in program and flight itineraries as may be required.

Except for program changes made by AIFS Abroad in accordance with the preceding paragraphs, changes in departure or return cities, departure or return dates, hotels and program fees shall constitute “major changes.” In the event of a major change occurring before departure, participants will be given the choice, within 14 days of accepting such a change or canceling and receiving refunds due.

For major changes occurring during the program, participants will be given the choice of accepting or rejecting the changes and receiving a partial refund within 14 days of the return of the program. Participants must request refunds by writing to AIFS Abroad within seven days of notification of the major change.

For international travel, liability for passenger baggage varies by airline. Passengers should request complete terms governing airline liability limitation from each airline of their journey upon receipt of final itinerary and/or at check-in. These allowances and policies are subject to change without notice. It is the responsibility of the passenger to file claims for lost/damaged baggage directly with the airline(s). Equipment, routing and itinerary may be modified by the direct air carrier or AIFS Abroad. Alternative aircraft of any carrier may be substituted at any time, and aircraft may make additional stops. Such changes will not constitute a right to cancellation or refund. Single plane service is not guaranteed. Please note that we are unable to take requests for specific flights, upgrades, or specific seats.

If you wish to change your return date, please note the following: All requests are subject to airline availability, and any additional fees assessed by the airline will be passed on to you. Date changes only are permitted; routing changes (change to departure and/or arrival city) are prohibited by the airlines. Additional fees/penalties may be assessed by the airline, and those will be passed along to you. Please visit your AIFS Abroad portal for further instructions after arrival on campus.

CREDIT / ACADEMIC POLICIES

Applicants must submit transcripts for every community college, college or university they have attended pending the requirements stated on their program application.

Upon Enrollment in study programs:

Study students must identify courses and back up courses (except study+travel/programs with one course)
Study students need to understand that preliminary course selection and enrollment does not guarantee that the course will run on-location. Should a course be cancelled, students will be notified and will work with their AIFS Abroad Program Advisor to select / enroll in a substitute course.

To remain in good standing on an AIFS Abroad study program, students must

Take the full-time course load as stated on their programs. This ensures continued enrollment in an AIFS Abroad program and ensures compliance with home institution financial aid requirements.
Uphold the academic policies of their program and/or host university as stated in academic handbooks and/or class syllabi.

Credits for study abroad programs

AIFS Abroad study programs are either run through our Global Education Centers or through partnerships with overseas institutions. For host university programs, AIFS Abroad is not responsible for teaching, grading, or transcripts issued by these universities.

It is helpful for participants to know that overseas institutions do not always use the credit system employed by U.S. institutions, so students on our study programs must make special arrangements to transfer credits. Due to the partnership between AIFS Abroad and our overseas institutions, there are usually few roadblocks for students to bring their grades into their home school system provided the proper procedure is followed.

Transcripts for courses offered at the AIFS Abroad Global Education Centers in London, Florence, Rome, Salzburg and AIFS Abroad internships are issued by Fairfield University in the United States and are easily transferred to most colleges and universities in the United States. The American College of Greece is accredited by the New England Association of Schools and Colleges so their transcripts are in a U.S. recognized format.

Credit assessment methods in international universities may not be comparable to those in a U.S. university. Grading may involve exams, papers, individual projects, class discussion, or some combination of these. Although academic institutions abroad may grade on a variety of scales, admissions counselors and registrars at U.S. institutions are familiar with international grading systems and can convert grades. AIFS Abroad Program Managers and Advisors are available to assist you in the process.

The following procedure is recommended for credit transfer for study programs:

Read course descriptions for the selected program and for study programs select at least five first choice courses for each semester and at least two second choices. Internship participants should read the syllabi for the virtual courses or in Rome / Florence the mandatory internship courses.
Obtain approval from academic or study abroad advisors for the preliminary courses selected. For study students, a signature is required on the course selection form. Final approval of credit transfer for completed courses is at the discretion of your home institution or an appropriate official at the home institution. All participants must ascertain that courses taken meet their individual academic program requirements. Recommended courses are based on 15 classroom hours per semester credit. A study program normally carries 12 to 15 credits spread over five courses.

At the completion of your study program, the overseas institution will release your official transcript to AIFS Abroad who will process it and send it to your home institution. For Global Education Centers final transcripts will be sent to your home institution by Fairfield University.

Credit for internship programs

Starting in the summer of 2026, all AIFS Abroad interns will have a three credit (AIFS 296/297) course included in their program fees with the exception of Rome and Florence interns. Credit for those internships comes from enrollment in GEC internship courses. Confirmation of enrollment into the course will be mandatory through the participant portal.

The following procedure is recommended for credit transfer for internship programs:

Identify and Read course descriptions for the virtual courses. Internship participants in Rome / Florence should read the descriptions for only the mandatory internship courses as virtual courses are not an option.
Obtain approval from academic or study abroad advisors for any courses selected. Final approval of credit transfer for completed courses is at the discretion of your home institution or an appropriate official at the home institution. All participants must ascertain that courses taken meet their individual academic program requirements. Recommended courses are based on 15 classroom hours per semester credit.

At the completion of your internship program, AIFS Abroad will issue grades to Fairfield University who will issue the official transcript your home institution. All participants will receive letter grades. Pass/Fail is NOT an option on an AIFS Abroad program.

While interns can opt out of this included course, no refund will be provided.

Participants who are not currently enrolled in a U.S. College or university may want to consider the AIFS Abroad Global Education Center programs (London, Salzburg, Florence or Rome) as the transcripts are issued by Fairfield University. The American College of Greece is also U.S. accredited making the credit transfer process easier. The Cannes Semester programs will be transcripted by Chapman University in the U.S.

Transcripts

AIFS Abroad charges a $75 additional transcription fee on all credit-bearing programs. This fee will be automatically billed.

If your selected program does not issue official transcripts in English and your U.S. school requires an English transcript for evaluation (provided by AIFS Abroad staff), you will be charged a $45 transcript translation fee. This is in addition to the mandatory transcription fee. If you need to request additional transcripts, please go to our Alumni page.

If you have outstanding bills or campus related charges, your transcript will be withheld until accounts are settled.

Generally, your school should receive your transcript 8 – 12 weeks after completion of the program. If a transcript must be sent to the U.S. by special delivery or express courier mail, the participant must pay for this expense.

Requests for expedited transcripts can be sent to your U.S. Program Advisor, On-location student services team if you are still abroad, or by email to transcripts@aifs.com. Expedited requests are typically for graduate level applications, or for seniors needing the credits for graduation purposes. AIFS Abroad cannot guarantee any specific timeframe; however, students and interns should be clear with their transcript delivery deadlines.

Administration

Staff on the ground

Participants on programs are assisted by local staff on location who work closely with the host university and its professors on behalf of AIFS Abroad participants and are always available to help. They are also responsible for organizing excursions, arranging a social and cultural program that introduces participants to the local community, assisting with housing or cultural adjustment and for helping participants with any health and safety issues that arise.

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

The actual program itinerary may be reversed or vary slightly. The final itinerary sent constitutes the program to be provided by AIFS Abroad. The agreement with AIFS Abroad cannot be modified or interpreted except in writing by the AIFS Abroad Program Advisor / Program Manager. No verbal modification or interpretation shall have any validity.

Housing

Housing options vary by program location. AIFS Abroad participants are generally housed in double or triple rooms in residence halls, homestays, or apartments depending on site facilities.
Participants will be advised of their housing prior to departing for their program in most locations where possible with specifics being available upon arrival. AIFS Abroad may change the housing during the program should it be required. Participants cannot make changes to their housing.
Single rooms or other housing upgrades are sometimes available and incur a supplemental fee.
During the organized travel portions of each program, tourist-class hotels and student residences are usually used.
Unmarried couples may not live together in AIFS Abroad accommodations. In addition, some host families and residences will not accept married couples. Married couples should plan to provide their own accommodation. They will receive a fee reduction.
Please see the specific program page for more information on housing.

Funding for your program abroad

AIFS Abroad Scholarships, Grants and Financial Aid Processes

Scholarships listed on the AIFS Abroad website are available to AIFS Abroad study abroad and/or internship participants and are to be allocated for AIFS Abroad opportunities unless otherwise noted. Spring break programs and virtual internship programs are not eligible. If you are studying on a customized, faculty-led program through your home institution, AIFS Abroad scholarships are not applicable to your program.

Most forms of federal, state and private financial aid or loans may be applied to AIFS Abroad programs with approval from your home institution. Details are available from your campus financial aid officer or study abroad advisor. If you plan to use your financial aid award to pay AIFS Abroad fees, you should apply early to meet aid application deadlines. Rules of eligibility are determined by federal, state, and local authorities. The participant must pay, by the final payment deadline, the program fee less approved financial aid or loans that will be disbursed after the payment deadline. The participant must also pay by the payment deadline, the deposit, the optional flight package if selected, optional excursions, and any extra fees regardless of the amount of financial aid accepted. The student is responsible for ensuring that any outstanding balance is paid in a timely fashion after the aid disbursement date. The student is responsible for full payment of fees regardless of any change to expected financial aid and or loan amounts.

Participants who plan to use financial aid to pay their AIFS Abroad program costs should arrange to have documentation sent from the Financial Aid Office or lending institution to AIFS Abroad clearly stating the amount of the award and date it will be disbursed. The AIFS Abroad Financial Aid Information Form, available from AIFS Abroad, must be completed by the financial aid officer at the participant’s home institution or lending agency and returned to AIFS Abroad prior to the final payment deadline.

Participants who have their financial aid package modified or denied after the AIFS Abroad program begins are responsible for full payment. Failure to make immediate payment to AIFS Abroad will result in being administratively withdrawn from the AIFS Abroad program. In this case, no refund or academic credit will be granted.

Applicants for an AIFS Abroad Scholarship

Scholarship applications must be submitted through the application / portal system by the following deadlines. These deadlines may change so participants are encouraged to verify this on the AIFS Abroad scholarship page.

Other sources may include State aid (varies from state to state); Merit awards/scholarships from your institution; Merit awards/scholarships from community-based organizations; ROTC scholarships; Rehabilitation educational assistance; aid through AIFS Abroad. AIFS Abroad has a funding brochure on our scholarships page that lists some options, otherwise individual research may be required.