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Our Policies

Fall 2022 – Spring 2023

Deadlines

Applicants to AIFS Study Abroad programs must:

  1. Maintain the minimum GPA specified in the section describing the program of choice (usually 2.5). Students 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.
  2. Have at least two years of successful work in the language if enrolling in an upper division foreign language program. Beginner language students are accepted in Athens, Barcelona, Berlin, Budapest, Buenos Aires, Cannes, Florence, Granada, Grenoble (selected programs only), Limerick, Madrid, Maynooth, Paris, Prague, Rome, Salamanca, Salzburg, San José, Seville, St. Petersburg, Stellenbosch, Valencia and Viña del Mar.
  3. Be enrolled full time in an undergraduate degree program in good academic and social standing and have approval to study abroad from their home institution. This status must be maintained from the time of the application through commencement of the program.
  4. Be at least 18 years old by July 1, 2022 (20 for Stellenbosch Learning for Sustainable Community Engagement program if applying for the fall semester. Be at least 18 years old by December 1, 2022 (20 for Stellenbosch Learning for Sustainable Community Engagement Program) if applying for the spring semester.

Application Materials

Students must submit the following documents:

  1. Completed application with a non-refundable application fee of $95.
  2. Preliminary Course Selection Form
  3. Official transcripts from current college. Freshmen must provide secondary school transcripts.
  4. An essay describing reasons for wishing to study abroad (Cannes, Berlin only)
  5. One academic reference, preferably from a member of the student’s major department (Cannes, DCU and Internship programs only).

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

Students must contact their home institution’s study abroad office to ensure that they comply with requirements for study abroad. 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.

Academic Year, Fall Quarter/Semester

Applications and a non-refundable $95 application fee must be received by:

March 15Berlin
April 15Barcelona, Budapest, Buenos Aires, Grenoble (Business), Madrid, Perth, Prague (Charles University), Viña del Mar, Wellington and Wollongong
April 30Stellensboch Global Service Learning
May 1Florence, London Internship, Madrid, Maynooth, Prague (VSE), Rome, Salzburg, St. Petersburg, and Valencia
May 15Athens, Cannes, Granada, Grenoble, Limerick, London (except Internship), Paris, Salamanca, San José, Seville and Stellenbosch

A non-refundable confirmation deposit of $500 is payable upon acceptance in order to reserve a space. Balance of program fees must be received by:

June 1Barcelona, Berlin, Budapest, Buenos Aires, London and London Internship, Perth, Stellenbosch, Viña del Mar, Wellington and Wollongong
June 15Salzburg
July 1All other programs

Spring Semester

Applications and a non-refundable $95 application fee must be received by:

September 15Grenoble (Business)
October 1Athens, Barcelona, Berlin, Florence, Granada, London Internship, Madrid, Maynooth, Prague, Rome, Salamanca, Seville, Perth, St. Petersburg and Valencia
October 15All other programs

A non-refundable confirmation deposit of $500 is payable upon acceptance in order to reserve a space. Balance of program fees must be received by:

November 1London Internship, Barcelona UAB, Berlin, and Maynooth
November 15All other programs

Due to airline and accommodation cancellation penalties, AIFS cannot reserve space for a student until their confirmation deposit has been paid. Students are urged to apply and deposit early. Deadlines may be subject to change at AIFS’s discretion.

Scholarship applications must be emailed, faxed or postmarked by the following deadlines:

April 15, 2022Academic year, Fall quarter/semester program and scholarship applications
October 1, 2022Spring semester program and scholarship applications

Credits

International universities do not use the credit system employed by US institutions. AIFS students must make special arrangements to transfer credits, but since AIFS courses are given at recognized universities, there usually is no difficulty in arranging transfer credit toward U.S. degrees provided the proper procedure is followed. Transcripts for AIFS Global Education Centers in London, Florence, Rome and Salzburg are issued by Fairfield University. Students can also apply to the American College of Greece program which is accredited by the N.E. Association of Schools and Colleges.

AIFS Program Managers and Advisors are available to assist you in the process. The following procedure is recommended for credit transfer:

  1. Read course descriptions for the selected program and select at least five first choice courses for each semester and at least two second choices.
  2. Obtain approval from your academic or study abroad advisor for the preliminary courses selected. A signature is required on the course selection form. Final approval of credit transfer for completed courses is at the discretion of the Registrar or appropriate official at the home institution. Students must ascertain that courses taken meet their individual academic program requirements. Recommended credits in this catalog are based on 15 classroom hours per semester credit. A program normally carries 12 to 15 credits spread over five courses.

Many of the European institutions that AIFS works with award credits under the European Credit Transfer System (ECTS). ECTS enables cooperating institutions to measure and compare a student’s performance and facilitates the transfer of credits from the European institution to the U.S institution. Every ECTS credit represents a particular amount of workload with, for example, 30 ECTS usually being awarded for a semester. 1 ECTS is equivalent to 25-30 hours of student work with the workload including independent study, research and seminars as well as classroom contact time. Many U.S. institutions use a 2:1 ratio when comparing ECTS and U.S credits with 2 ECTS = 1 credit. Ultimately it is up to the student’s home institution to decide how ECTS credits the student has been awarded should transfer into U.S credits for their degree program. AIFS recommends that students seek advice from their home institution and gain pre-approval for the courses that they wish to take at the European institution in order to ensure that they are taking the appropriate amount of credits and that credits awarded will transfer at the end of the program.

AIFS provides course syllabi from the foreign institution and recommends credits for each course. Recommended U.S. semester credits shown in parentheses next to each course in this catalog are based on 15 contact hours per semester credit and are not a conversion of ECTS credits.

Language levels are defined according to the Common European Framework of Reference for Languages (CEFR) and will be listed on your transcript on completion of the program.

CEFR organizes language proficiency into six levels (A1, A2, B1, B2, C1, C2) which can be regrouped into three broad levels as below and can be further subdivided (e.g. B1.1, B1.2, B2.1, B2.2) according to the needs of the local institution. Your home institution in the U.S. will use these levels as a guide to define the equivalent level in the U.S.

  • Beginner: A1, A2/U.S. Level 100
  • Intermediate: B1, B2/U.S. Level 200-300
  • Advanced: C1, C2/U.S. Level 400

When you complete your program, an official transcript will be sent to your home institution by AIFS or the overseas institution you attended. Transcripts for AIFS Global Education Centers in London, Florence, Rome and Salzburg are issued by Fairfield University and are sent to your home institution after the completion of the program.

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

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.

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.

Expect a delay in the issue of transcripts. Generally, your school should receive your transcript 60 days after completion of the program. If a transcript must be sent to the U.S. by special delivery or express courier mail, the student must pay for this expense.

Insurance

Included in the program fee, AIFS provides a medical and program/tuition refund 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, plus up to one month of independent travel after the program. AIFS 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.

Unlike other plans, the AIFS student plan settles claims abroad, in your host country’s respective currency. This facilitates immediate entry to a hospital for treatment. Treatments must of course be documented and receipts obtained. The Resident Director helps with administrative matters concerning claims. Each campus has access to a doctor to handle minor ailments. The Resident Director arranges for students requiring treatment for more serious illnesses and accidents to receive immediate attention from the recommended university doctor and hospital in the area.

Coverage is underwritten by Crum & Forster Segregated Portfolio Company. All claims are processed on a fast track basis by CISI staff.

The coverage includes the following:

  1. 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).
  2. 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.
  3. 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.
  4. Return Airfare expense
    If you travel on an AIFS Study 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 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.

The AIFS insurance program provides participants with a world-wide 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, 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

Students also have the option of purchasing CFAR (cancel for any reason) and IFAR (interruption for any reason) package called Worldwide Trip Protection Plus. This coverage may be purchased to bolster your existing coverage with CISI as a program participant. There is no pandemic or epidemic exclusion written into this package so this coverage will provide an added layer of protection for COVID-19 or any other similar emergencies in the future. Visit www.mycisi.com for details.

Financial Policies

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

A non-refundable $500 tuition deposit is applied toward tuition fees and is payable upon acceptance. Places cannot be held without this deposit, which is non-refundable under any circumstances once a student has been confirmed.

AIFS fees can be paid online by credit card or electronic check or wire transfer.

See above for all application and final payment deadlines.

AIFS 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. Academic transcripts will be withheld until all fees are paid.

Fees include:

  • Housing while on the AIFS Programs as described in individual program descriptions
  • Comprehensive insurance/assistance package
  • Tuition fees, registration fees and examination charges
  • Orientation programs as described for specific programs
  • Certain trips, excursions and cultural activities as described in individual program descriptions
  • Membership in libraries and university student clubs as described in individual program descriptions
  • Official transcript

Fees do not include:

  • Meals in most locations / programs
  • Non-refundable application fee ($95)
  • Housing and meals during semester breaks and spring vacation*
  • Optional AIFS Flight Package (round-trip flights and airport transfers)
  • Textbooks and laboratory fees
  • Passport and visa fees (except for Russian visas)
  • 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)

*Student 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 students take advantage of the breaks to travel for additional enrichment and education.

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.

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 decide that you would like to stay beyond the time indicated on your original application and study for a second semester, you must notify the AIFS Study Abroad office in the U.S. and the Resident 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 Resident Director and AIFS 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 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 Program Advisor or Program Manager. Once abroad, all plans must be discussed with the Resident 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.

AIFS Study Abroad Refund Policy

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

For the purposes of the Refund Policy, AIFS Abroad defines “Program Start Date” as the Optional Flight departure date listed on the DATES page for each program. Students who have booked their own travel will also use this date as “Program Start Date.”

Refunds prior to the start of the program

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

Academic Year, Semester Programs
If a student withdrawshe/she receives
After final payment deadline and more than 60 days before departureAll payments minus the non-refundable deposit and application fee of $595 and any program and flight cancellation fees incurred by AIFS as a result of the withdrawal
After final payment deadline and 30 to 60 days before departureAll payments minus the non-refundable deposit and application fee of $595, 50% of the program fee and any flight cancellation fees.
After final payment deadline and less than 30 days before departureNo refund

Students who have not paid their program fees and do not notify AIFS 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 responsible for the balance due.

Students will have the option of purchasing additional trip cancellation or interruption insurance which allows them to protect their study abroad program. This policy includes options to cancel for any reason (CFAR) and interrupt for any reason (IFAR). Details of the Worldwide Trip Protector Plans with travel insurance underwritten by the United States Fire Insurance Company, rated A (Excellent) by A.M. Best 2019, are available on the Cultural Insurance Services International (CISI) website – www.culturalinsurance.com. Students may purchase their plan directly through the CISI website.

Should AIFS Study Abroad cancel a program prior to departure for reasons within its control (including due to lack of enrolment) 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 Study 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 Study Abroad pays the program costs, including but not limited to tuition, housing, social/cultural activities/ excursions, 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 Study Abroad will endeavor to obtain refunds from suppliers and pass any recovered costs on to the student.

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

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

If the University requires Home School Approval we will be requesting that advisors approve or deny applications in the Advisor Portal by July 1.

Should a university cancel a program (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.

Students 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. Students 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 the students. In addition, the student is responsible for any additional flight fees if they have purchased a flight with AIFS that needs to be changed to an earlier return date.

Financial Aid

Most forms of federal, state and private financial aid or loans may be applied to AIFS study abroad programs with approval of 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 fees, you should apply early to meet aid application deadlines. Rules of eligibility are determined by federal, state and local authorities. The student 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 student 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 by 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.

NSEP (available for programs in Asia, Africa, the Middle East, Russia, Eastern Europe and Latin America where language is part of the study program – many AIFS programs qualify). Gilman; Pell (federal) grants; SEOG (federal Supplemental Education Opportunity Grants); Federal loans

PLUS; Federal Perkins loans; Federal subsidized Stafford loans; Federal unsubsidized Stafford loans.

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; AIFS and Diversity Scholarships.

Guaranteed Program Fees

The program fees for all programs quoted online are guaranteed and will not increase due to currency fluctuations; however, optional AIFS Flight Package fees are subject to adjustment resulting from government or airline surcharges (e.g. fuel).

Changes and Cancellations

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

Travel

Round-trip airfare from a wide choice of cities is available for AIFS programs. To qualify for optional AIFS flights, students must meet application and payment deadlines.

Full year students choosing the AIFS Flight Package will receive a round-trip ticket returning on the scheduled return date. Full year students 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.

Students 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 students may be required to pay a fare differential.

If you wish to travel on an AIFS flight you must be sure to give your full name EXACTLY AS IT APPEARS ON YOUR PASSPORT by the application deadline. If you give an incomplete or incorrect name, you will be responsible for any financial penalties incurred or flight tickets cancelled. This is due to TSA security regulations.

Students who miss an AIFS flight due to illness or due to a delay in receiving a student visa are responsible for any related flight change and ticketing fees.

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

Transfers to and from campus are included for students on the AIFS Flight Package, but only on the scheduled arrival/departure dates and from the local airport as indicated in the program-specific catalog chapters. Transfer from the arrival airport to campus is not included for students who miss their AIFS 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). Students 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, students who miss an AIFS flight due to illness or a delay in receiving a student visa.

Students who are scheduled to depart the U.S. on an AIFS organized flight that is cancelled or delayed due to inclement weather or airline-mechanical reasons will be met abroad and transferred to campus or will work with the AIFS Staff to arrange alternate transportation with reimbursement options. Airport transfers are not included for students who make their own travel arrangements.

Students will receive preliminary itineraries after acceptance. Final itineraries and e-ticket information will be sent approximately closer to departure to participants who have met all requirements. Students failing to meet deadlines will be required to pay a late transportation fee of $250 or make their own flight arrangements at their expense. Availability of seats organized by AIFS is not guaranteed by the late fee, and students may be required to pay a fare differential.

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 nor the airline will accept responsibility for missed connections from/to flights not booked by AIFS.

Passengers may not combine these tickets with other promotional fares or offerings of any type. Fares are subject to change without notice.

Dates, prices and program descriptions in this catalog constitute a part of the contract between AIFS and the participant. Your final itinerary provided prior to departure constitutes the actual program to be provided by AIFS Study Abroad.

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. 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 we are unable to take requests for specific flights, upgrades or specific seats.

You must obtain your own passport. You should apply for (or renew) your passport as soon as you decide to study abroad. Some countries require passports to be valid for six months or a year beyond the end of the program (18 months for Russia).

Please consult the following website for more detailed information: www.travel.state.gov/passport.

Non-U.S. citizens: It is your responsibility to research and obtain any necessary travel documentation for your program, including visas (if applicable).

You should have your valid passport by the application deadlines for your program.

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

Students 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 enjoys with its associated universities are based on the high regard the universities have for AIFS students who have studied with them previously. Future students are expected to live up to this reputation. AIFS 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.

January 2023

Administration

Students on campus are assisted by a Resident Director who works closely with the host university and its professors on behalf of AIFS students. The Resident Director and staff are always available to help. Each large January Term program also has a staff of campus coordinators responsible for organizing excursions and arranging a social and cultural program that introduces students to the local community.

Air Transportation

Round trip transportation and airport-to-campus or site transfers are included in program fees for students who elect to purchase the Optional AIFS Flight Package. Students flying one-way or leaving the U.S. on an unscheduled departure date must take the “own transportation” option. Changing to the own transportation option must be done at least 75 days before departure. Students opting for their own arrangements must make transfer arrangements between airports and campuses. Students 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 students may be required to pay a fare differential.

If you wish to make a change to your return flight after tickets are issued, 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. There will be a $100 administrative fee for this transaction, plus fees assessed by the airline.

Housing

Students live in residence halls, apartments or with host families depending on the program location. Single rooms are sometimes available for a supplement. During the organized travel portions of each program, tourist class hotels as well as student residences are usually used.

Responsibility

AIFS is responsible for making all program arrangements including housing. AIFS is also responsible for making flight arrangements for students who select this option. A program begins with the departure of the international flight and ends upon completion of the return flight to the U.S.

AIFS 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 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 itinerary may be reversed or vary slightly from those in this brochure. The final itinerary sent constitutes the program to be provided by the Institute. The agreement with AIFS cannot be modified or interpreted except in writing by the AIFS Stamford office. No verbal modification or interpretation shall have any validity.

Conduct

Students 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 enjoys with its associated universities are based on the high regard the universities have for AIFS students who have studied with them previously. Future students are expected to live up to this reputation. AIFS 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.

Deadlines

Applicants to AIFS Study Abroad programs must:

  1. Maintain a minimum GPA of 2.5 (unless otherwise stated on the program pages).
  2. Students with slightly lower GPAs may be considered on a case by case basis.
  3. Be in good social standing at their home institution.

Students must complete the application and submit it, together with a non-refundable $95 application fee and a copy of their transcript. A $500 deposit will be charged upon program acceptance. Although students complete a preliminary course selection on the application, final registration takes place on campus. Students should obtain approval for transfer credit from their home college or university before applying. All applicants must be at least 18 years old by the time their AIFS January Term program begins.

Confirmation of acceptance, pre-departure handbooks, program and flight itineraries will be available online at www.aifsabroad.com/login. Participants are sent a final itinerary approximately closer to departure.

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

When to Enroll

Enroll as early as possible, as openings on each campus are limited. Apply before October 1 (September 15 for Berlin, European Art & Culture, and Galápagos) to ensure your best chance of acceptance. 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.

Many of our programs fill quickly. In order to ensure you save your spot on the program of your choice, apply early and apply online.

September 15Applications and a $95 application fee must be received for Berlin, European Art and Culture, and the Galápagos Islands. Subsequent $500 deposit due upon program acceptance.
October 1Applications and a $95 application fee must be received for all other programs. Subsequent $500 deposit due upon program acceptance.

Scholarship deadlines for all programs.
October 15Final payment due for Berlin, European Art and Culture and Galápagos
November 15Final payment due for all other programs
* Due to airline and accommodation cancellation penalties, AIFS cannot reserve space for a student until their confirmation deposit has been paid. Students are urged to apply and deposit early. Late applications may be considered if space is available.

Applications

An initial non-refundable application fee of $95 is required with the application.

Payment

Full payment is due November 15 (October 15 for Berlin, European Art & Culture, and Galápagos programs). Students who fail to make the final payment will not be permitted to register and start the program. Under no circumstances will a student be sent his/her airline ticket until final fees have been paid.

Optional Excursions

The deadline for payment for optional excursions is November 15 (October 15 for Berlin and Galápagos programs.)

Fee Guarantee

Program fees are guaranteed in U.S. dollars. There are no surcharges for currency fluctuations; however, fees for the optional transportation 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.

Credits

Most U.S. universities and colleges recognize AIFS programs for academic credit. Since foreign universities do not use the same credit system as U.S. schools, there are certain procedures all AIFS participants should follow.

Each U.S. college or university has its own policy on the acceptance of transfer credits. AIFS does not grant credit itself, nor do foreign universities evaluate students’ progress by the awarding of academic credit, the system used by U.S. colleges and universities. Many European universities use the European Credit Transfer System (ECTS) with 6 ECTS credits typically being equivalent to 3 U.S. credits. AIFS serves in an advisory capacity to U.S. institutions about the foreign equivalences and the amount of credit to award for academic work completed abroad. Transcripts are issued by the host institution, not AIFS.

To obtain credit for January Term work, arrangements must be made with the home institution before departure abroad to determine whether credit will be granted for courses offered, and to learn which documents are required from the foreign university to ensure credit. Students should meet with their faculty advisor to discuss courses and placement in foreign language programs. The advisor may suggest further meetings with the appropriate official.

To evaluate a foreign study program, U.S. college administrators require a transcript giving details such as dates of enrollment, courses taken, number of hours per week in each course, etc. All AIFS students are given transcripts for their work issued by the host university abroad. If you have outstanding charges, your transcripts will be withheld until accounts are settled.

Only the U.S. institution can evaluate work overseas, and in all cases, only the U.S. institution can decide to award transfer credit. Most U.S. institutions grant credit for study abroad provided students contact them before departure and successfully complete the necessary examinations at the foreign university and obtain a proper transcript.

How to apply for transfer credit: Programs Taught by Foreign Universities

Students currently enrolled in a U.S. college may be granted transfer credit by their own college or university if they apply for approval from the proper authorities at their academic institution before the start of the program. Students should speak with the appropriate officials at their college or university.

Graduating high school seniors should check with the universities they plan to attend to determine whether credits will transfer. All students receive a transcript directly from the foreign university.

Insurance

Included in the program fee, AIFS provides a medical and limited program/tuition package to its study abroad students through our insurance provider Cultural Insurance Services Int’l (CISI). CISI is the leader in providing 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. It covers you for the duration of your program. Students will receive an individual insurance policy describing the coverage in detail. Please check this carefully as some exclusions and limitations apply – for example pre-existing medical conditions are covered up to $500.

Unlike other plans, the AIFS student plan settles claims abroad, in your host country’s respective currency. This facilitates immediate access to treatment. Treatments must of course be documented and receipts obtained. The Resident Director helps with administrative matters concerning claims. The Resident Director arranges for students requiring treatment for more serious illnesses and accidents to receive immediate attention from the recommended university doctor and hospital in the area.

The coverage includes the following:

  1. Medical expenses while abroad: The insurance covers medical bills up to a maximum of $250,000 for each medically covered illness or accident abroad. Insured participants have no more than 52 weeks from the date or such illness or injury to incur costs and to submit a claim. Pre-existing complaints are covered up to a maximum of $500 only. 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).
  2. 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. See Plan of Insurance brochure for further details.
  3. Baggage insurance: Personal property is covered up to $3,000 with a $0 deductible. Electronic equipment to include laptops are covered up to $250. Some exclusions apply. Please see the Plan of Insurance for further details.

In addition your plan provides for:

  1. Emergency Medical Evacuation/Repatriation
  2. Repatriation of Mortal Remains or Cremation
  3. Trip Delay Benefit
  4. Security Evacuation Benefit

The AIFS insurance program provides participants with a world-wide 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, 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.

To view the policy details and download a brochure go to www.culturalinsurance.com/cisi_forms.asp.

Financial Policies

Dates, prices and program descriptions in this brochure constitute a part of the contract between AIFS and the participant. Your final itinerary provided prior to departure constitutes the actual program to be provided by AIFS.

For international travel, airline liability for passenger baggage is usually limited. Passengers should request complete terms governing airline liability limitations for their journey upon receipt of final itinerary and/or check-in. 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 by AIFS. Single plane service is not guaranteed. Alternative aircraft of any carrier may be substituted at any time, and aircraft may make additional stops. Such changes will not create a right to cancellation or refund.

Comprehensive insurance/assistance package; specified travel as shown in the detailed itinerary; tuition fees and housing as specified in the itinerary; meals ONLY when specified in the program description; sightseeing and entertainment as specified; services of AIFS Resident Directors and tips.

Optional transportation package, $95 nonrefundable application fee, passport fees or certain visa fees; transfers and travel in connection with independent travel; should you choose not to join the optional excursion(s), your independent travel obligations are not included in the program fee: (i) accommodations and meals during any independent travel period, including (ii) overnight accommodations and (iii) transfer to the airport prior to departure when a period of independent travel precedes the return flight; meals not listed in the program description; special beverages with meals; laundry; excess baggage charges (check with each airline for rules); textbooks; overnight and weekend optional excursions while at the university; overnight accommodations, meals and additional domestic transportation expenses in the U.S. due to rescheduled or delayed flights (sometimes paid by the airline); transportation from student’s home to point of international departure and back.

Upon application, participants must send a payment of $95 by check or credit card (American Express, Visa or MasterCard) payable to the American Institute For Foreign Study. AIFS fees can be paid online by credit card. Visit www.aifsabroad.com for details. The $95 fee is non-refundable. Upon acceptance, you will be billed for a $500 deposit and then the balance of the program fee due November 15 (October 15 for Berlin, Dublin, and Galápagos programs). The optional excursions are due by the final payment deadline of each program. Any participant whose check is returned for any reason will be assessed a charge of $35.

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. Academic transcripts will be withheld until all fees are paid.

AIFS reserves the right to make changes to departure dates and cities as may be required and to reverse an itinerary route.

Departures are contingent upon adequate enrollment and are assigned on a first-come, first-served basis. AIFS reserves the right to reassign participants to alternate departure cities listed on program pages. AIFS will notify participants whether a requested original departure is available no later than 30 days before departure. Destination cities may be changed as long as the change affects only the order of cities visited.

Housing

Participants will be notified of their residence upon arrival on campus. Residences may be changed during the program as required.

Itineraries

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

AIFS 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 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 of 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 within seven days of notification of the major change. AIFS will inform participants of a major change within seven days of learning such a change, and in any case at least 10 days before scheduled departure (or as soon as possible if the change occurs within 10 days before departure).

AIFS Study Abroad Refund Policy

January Term 2023 Program Update

Prior to your program’s departure date, should your program be canceled by AIFS, or you decide studying abroad is no longer an option this January, AIFS wants to ensure you can still have the experience of a lifetime or have the option to receive a refund on your deposit.

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 options include options of:

Should AIFS Abroad cancel a program (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 are not typically recoverable. In the event of cancellation AIFS Abroad will endeavor to obtain refunds from suppliers and pass any recovered costs on the participant.

Students choosing to leave the program early for personal or other reasons are not entitled to any refund. Completion of academic credit will be determined on a case by case basis. Students 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 students for any other reasons other than those listed above once the program has started.

AIFS Study Abroad Refund Policy

The right to refunds is limited. All withdrawals must be in writing and sent to your Program Manager/Program Advisor. You must receive a confirmation from your Program Manager/Program Advisor for the email to be considered valid.

For the purposes of the Refund Policy, AIFS Abroad defines “Program Start Date” as the Optional Flight departure date listed on the DATES page for each program. Students who have booked their own travel will also use this date as “Program Start Date.”

Refunds prior to the start of the program

Using the postmark of a student’s withdrawal letter as the official withdrawal date, the following applies:

January Term

If a student withdrawshe/she receives
After final payment deadline and more than 60 days before departureAll payments minus the nonrefundable deposit and application fee totaling $595 and $1,000 and any flight cancellation charges
After final payment deadline and 30 to 60 days before departureAll payments, minus the nonrefundable deposit and application fee totaling $595 and 50% of the program fee and any flight cancellation charges
After final payment deadline and less than 30 days before departureNo refund

Students who do not notify AIFS in writing of their intent to withdraw before the payment deadline are responsible for all program fees.

In addition:

Once the program has started, students who withdraw will receive no refund. In the unlikely event of AIFS cancelling a program while it is underway, students would receive a pro-rata rebate of fees paid to AIFS for the portion of the program. Students 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 students for any other reasons other than those listed above once the program has started.

Different than if a student withdraws, or AIFS Abroad cancels a program, a university may choose to cancel travel through a specific date or restrict travel to specific locations.

For January Term Programs

Should the university cancel or withdraw approval for study abroad prior to November 1 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 students on options for deferring to a future program, enrolling in a virtual program, or a refund (including deposit and application fee.)

Should the university cancel or withdraw approval for study abroad after November 1 for reasons within its control (including due to lack of enrollment), please confirm cancellation by email to your regional representative as soon as possible. Students will have the options to deferring to a future program, enrolling in a virtual program. Deposits and application fees will not be refunded.

AIFS will not refund application fees for any cancellation or withdrawal.

If the University requires Home School Approval we will be requesting that advisors approve or deny applications in the Advisor Portal November 1.

Please note for the following January Term programs the date by which decisions must be submitted in writing is October 1.

Should a university cancel a program (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.

Sources of Financial Aid

The Department of Education Stafford Student Loan Program offers funds to students whose families show financial need. Details about this and other aid awards are available from your home institution’s Financial Aid Office.

Your college or university may agree to apply aid to your AIFS study program. If you plan to use your financial aid award to pay for all or part of your AIFS fees, you must: (1) Apply early at the Financial Aid Office on your campus. This will enable you to receive notification of your award and determine before the final AIFS payment deadline whether you will be financially able to participate; (2) Arrange to have documentation sent from the Financial Aid Office or lending institution to AIFS stating the amount of the award and date it will be disbursed. The AIFS Financial Aid Information Form, available from AIFS, must be completed by the financial aid officer at your institution or lending agency and returned to AIFS January Term Programs office in Stamford, CT, prior to the November 15 final payment deadline.

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

AIFS programs may be eligible for V.A. tuition grants.

Students may also charge all or a part of the program cost to American Express, MasterCard, or Visa.

Travel

Students must indicate on the application their intention either to take an AIFS flight or to provide their own transportation to and from the program. Students changing from an AIFS flight to their own transportation prior to 75 days before departure pay a $100 change fee; less than 75 days prior to departure students are subject to a $250 penalty. Students who initially intended to provide their own transportation to and from the program may apply for a seat on AIFS flights subject to the following terms: 1) prior to 75 days before departure provided space is available; a $100 change fee is charged and 2) within 75 days before departure provided space is available; subject to a $250 penalty. Students changing from one departure city to another prior to 75 days before departure pay a $100 change fee for each change; within 75 days of departure students are subject to a $250 penalty in addition to any application fare differential provided space is available.

Students are sent their final itinerary close to departure.

Due to TSA regulations students wishing to travel on an AIFS flight must be sure to give their full name exactly as it appears on their passport. If students give an incomplete or incorrect name on their application, they will be responsible for any financial penalties incurred or flight tickets canceled.

If you have selected the Optional AIFS Flight Package, where permitted by the airline, you will be issued with an electronic ticket. Once confirmed, details of your flight information will be available to you at www.aifsabroad.com/login. You can check here at any time to get your flight information but should make a final check just prior to your departure.

Housing on campus is not provided outside the actual program dates and students opting to travel independently before or after the program must make their own accommodation arrangements during these periods. However, housing is provided on campus for those not participating in optional weekend excursions that operate during the academic program. AIFS residences/offices do not have storage facilities for luggage during independent travel times

For those who prefer a prearranged itinerary during independent travel time, AIFS organizes inexpensive study excursions. Some campuses also offer optional weekend excursions. The cost of these excursions is not included in January Term school fees. The deadline for optional excursion enrollment is October 15, regardless of the date of application. If you apply late and are on a wait list, you will not be able to enroll in optional excursions after October 15 unless AIFS can confirm availability.

AIFS 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. Optional excursions are subject to a minimum enrollment of 10 unless otherwise stated in the program chapter. If not achieved, AIFS reserves the right to cancel the tour. Once paid for in the U.S. the fee for optional excursions is non-refundable unless AIFS cancels the excursion.

You must obtain your own passport. We urge you to apply for (or renew) your passport as soon as you have decided to take part in the program. Some countries require passports be valid for six to seven months beyond the end of the program.

Please consult the following website for more detailed information: http://travel.state.gov/content/passports/english/passports/apply.html

Travelers 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.

Passports are required of everyone traveling outside the U.S. on AIFS programs. Non-U.S. citizens may be required to obtain visas to enter certain countries. For more information, check with the Washington, DC embassy for each country you will visit. Non-U.S. citizens are responsible for securing visas needed and must allow several weeks—or months—for this process.

Standards of conduct help to ensure satisfaction with the program. Because AIFS programs depend on the good will of host universities, you are required to observe campus regulations and customs relating to students at the university of your choice. AIFS, its Resident Directors and coordinators are in charge of the welfare and behavior of students. Students are expected to cooperate with staff and accept responsibility for adult standards of behavior. Students must obey the laws of the host country.

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.

Summer 2023

Administration

Students on campus are assisted by a Resident Director who works closely with the host university and its professors on behalf of AIFS students. The Resident Director and staff are always available to help. Each large summer program also has a staff of campus coordinators responsible for organizing excursions, and arranging a social and cultural program that introduces students to the local community.

Air transportation

Round trip transportation and airport-to-campus or site transfers are included for students who elect to purchase the Optional AIFS Flight Package.

Host universities

Programs are under the academic jurisdiction of the host university. AIFS is not responsible for teaching, grading or transcripts issued by the university concerned.

Housing

Students are generally in double or triple rooms in university residence halls, homestays or apartments depending on site facilities. Single rooms are sometimes available for a supplement. During the organized travel portions of each program, tourist class hotels as well as student residences are usually used. Unmarried couples may not live together in AIFS accommodations. In addition, some families and residences will not accept married couples. Married couples should plan to provide their own accommodations. They will receive a fee reduction.

International student body

Most of the courses are given at universities which attract summer school students from all over the world. This makes campus social life exciting and varied, and gives language students an incentive to speak the local language outside of class.

Deadlines

Applicants to AIFS Study Abroad Summer programs must:

  1. Maintain a minimum GPA of 2.0 unless otherwise specified in the section describing the program of choice. For programs with higher GPA requirements, students with slightly lower GPAs may be considered on a case-by-case basis. Additional application materials will be required.
  2. Be enrolled full-time in an undergraduate degree program and in good academic and social standing and have been approved to Study Abroad. This status must be maintained from the time of the application through commencement of the program.

    Students must complete the application and submit it, together with a nonrefundable application fee of $95 and a copy of their official transcript. Once accepted into the program, a nonrefundable deposit of $500 will be due. No refund will be considered if you fail to complete the application process or withdraw your application before or after an admissions decision is made. Although students pre-register for courses on the application, final registration takes place sometime after acceptance or on campus (except for Russia where registration for electives must be confirmed within one month before departure and cannot be changed). Students should obtain approval for transfer credit from their home college or university before applying. All applicants must be at least 18 years old by the time their AIFS summer program begins.

    Confirmation of acceptance, pre-departure handbooks, program and flight itineraries will be available online at www.aifsabroad.com/login. Participants are sent a final itinerary closer to departure.

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

When to Enroll

Enroll as early as possible, as openings on each campus are limited. We recommend that you apply before March 1 to ensure your best chance of acceptance. 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.

St. Petersburg students must enroll at least 60 days prior to the departure date to facilitate the visa application. Students who enroll in this program after April 1 cannot be assured that visas will be processed in time for departure.

Applications and a $595 application fee/deposit must be received by:

Program(s)Application/DepositBalance of Fees
Berlin InternshipJanuary 15, 2022January 31, 2022
All other programs: Early SummerMarch 1, 2022April 1, 2022
All other programs: Late SummerApril 1, 2022May 1, 2022
* Due to airline and accommodation cancellation penalties, AIFS cannot reserve space for a student until their confirmation deposit has been paid. Students are urged to apply and deposit early. Late applications may be considered if space is available.

Applications

Applications and a non-refundable $95 application fee must be received by: March 1. A non-refundable confirmation deposit of $500 is payable upon acceptance in order to confirm a space on the program.

Full Payment

Full payment is due April 1 or two weeks after acceptance, whichever comes later (January 31 for Berlin Internship and March 15 for Barcelona session 1). Students who fail to make the final payment will not be permitted to register and start the program. Under no circumstances will a student be sent his/her airline e-ticket until final fees have been paid.

Optional Excursions

The deadline for enrollment and payment for optional excursions is April 1.

Fee Guarantee

Program fees are guaranteed in U.S. dollars. There are no surcharges for currency fluctuations; however, fees for the optional transportation package (round-trip flights and airport transfers) are subject to adjustment resulting from government or airline surcharges (e.g. fuel) imposed subsequent to catalog publication (September 2021) and will be confirmed at time of invoicing.
March 1st, 2023: Completed scholarship and program applications must be postmarked by this date for all summer programs.

Credit Transfer

Foreign universities do not use the credit system employed by American institutions. Degrees are usually awarded on the basis of a final examination under government-issued charters. AIFS students must make special arrangements to transfer credits, but since AIFS courses are given at recognized universities, there usually is no difficulty in arranging transfer credit toward U.S. degrees provided the proper procedure is followed. Transcripts for courses offered at AIFS Global Centers are issued by Fairfield University and can be easily transferred to most colleges and universities in U.S. Students can also apply to the American College of Greece program which is accredited by the N.E. Association of Schools and Colleges.

AIFS Program Advisors are available to assist you in the process. The following procedure is recommended for credit transfer:

  1. Read course descriptions for the selected program and select courses.
  2. Obtain approval from your academic or study abroad advisor for the preliminary courses selected. Final approval of credit transfer for completed courses is at the discretion of the Registrar or appropriate official at the home institution. Students must ascertain that courses taken meet their individual academic program requirements. Recommended credits in this catalog are based on 15 classroom hours per semester credit.

Many of the European institutions that AIFS works with award credits under the European Credit Transfer System (ECTS). ECTS enables cooperating institutions to measure and compare a student’s performance and facilitates the transfer of credits from the European institution to the U.S institution. Every ECTS credit represents a particular amount of workload with, for example, 30 ECTS usually being awarded for a semester. 1 ECTS is equivalent to 25-30 hours of student work with the workload including independent study, research and seminars as well as classroom contact time. Many U.S. institutions use a 2:1 ratio when comparing ECTS and U.S credits with 2 ECTS = 1 credit. Ultimately it is up to the student’s home institution to decide how ECTS credits the student has been awarded should transfer into U.S credits for their degree program. AIFS recommends that students seek advice from their home institution and gain pre-approval for the courses that they wish to take at the European institution in order to ensure that they are taking the appropriate amount of credits and that credits awarded will transfer at the end of the program.

AIFS provides course syllabi from the foreign institution and recommends credits for each course. Recommended U.S. semester credits shown in parentheses next to each course are based on 15 contact hours per semester credit and are not a conversion of ECTS credits.

When you complete your program, an official transcript is sent to your home institution directly from the foreign university you attended. Another official transcript is sent to AIFS in Stamford. AIFS Global Center transcripts issued by Fairfield University and Limerick are exceptions and retain transcripts in their Registrar’s office.

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

Students not currently enrolled at a U.S. college or university who cannot obtain advance approval for credit transfer are advised to enroll in a program at the AIFS Global Center in London, Salzburg, Florence or Rome, since Fairfield University is a U.S.-accredited university whose credits are usually accepted by other U.S. colleges and universities. They can also enroll in the American College of Greece Program.

Credit assessment methods in foreign 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 foreign grading systems and can convert grades.

Expect a delay in the issue of transcripts. Generally, you should receive your transcript 60 to 90 days after completion of the program. If a transcript must be sent to the U.S. by special delivery or express courier mail, the student must pay for this expense.

Insurance

Included in the program fee, AIFS provides a medical and limited program/tuition package to its study abroad students through our insurance provider Cultural Insurance Services Int’l (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, plus up to one month of independent travel after the program. AIFS regularly reviews and updates the insurance package and the details below are subject to change. Please see the AIFS website for the latest information. Students will receive an individual insurance policy describing the coverage in detail. Please check this carefully as some exclusions and limitations apply—for example pre-existing medical conditions are covered only up to $500.

Unlike other plans, the AIFS student plan settles claims abroad, in your host country’s respective currency. This facilitates immediate entry to a hospital for treatment. Treatments must of course be documented. The Resident Director helps with administrative matters concerning claims. Each campus has access to a doctor to handle minor ailments. The Resident Director arranges for students requiring treatment for more serious illnesses and accidents to receive immediate attention from the recommended university doctor and hospital in the area.

Coverage is provided by the ACE American Insurance Company, a member of the Chubb Group of Companies. All claims are processed on a fast track basis by CISI staff.

The coverage includes the following:

  1. Medical expenses while abroad: The insurance covers medical bills up to a maximum of $250,000 for each medically covered illness or accident abroad.. Preexisting 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).
  2. 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. See Plan of Insurance brochure for further details.
  3. 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. Please see the insurance policy for further details.
  4. Medical cancellation insurance prior to departure: If after any scheduled payment has been made, but before departure, you are prevented from embarking on your trip because of either 1) covered accidental bodily injuries, disease or covered sickness for which you are under the care of a legally qualified physician or surgeon or 2) quarantine at the place of residence or epidemic in the area of travel, the plan will reimburse the insured a portion of payments in excess of the non-refundable deposit and application fee of $595 and any flight, tuition and housing cancellation fees.
  5. Return Airfare expense: If you travel on an AIFS Study 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 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.

Students also have the option of purchasing CFAR (cancel for any reason) and IFAR (interruption for any reason) package called Worldwide Trip Protection Plus. This coverage may be purchased to bolster your existing coverage with CISI as a program participant. There is no pandemic or epidemic exclusion written into this package so this coverage will provide an added layer of protection for COVID-19 or any other similar emergencies in the future. Visit www.mycisi.com for details.

The AIFS insurance program provides participants with a world-wide 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, 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:

  1. Emergency Medical Evacuation/Repatriation
  2. Return of Mortal Remains or Cremation
  3. Trip Delay Benefit
  4. Security Evacuation

Visas

AIFS handles arrangements for group visas as required for Russia. Information on visa requirements for other program sites will be detailed in pre-departure information and can be found on-line.

A passport number and expiration date is needed for each visa application, so it is essential students have valid passports well in advance and meet enrollment deadlines.

Travelers 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.

Passports are required of everyone traveling outside the U.S. on AIFS programs. Non-U.S. citizens may be required to obtain visas to enter certain countries. For more information, check with the Washington, DC embassy for each country you will visit. Non-U.S. citizens are responsible for securing visas needed and must allow several weeks—or months—for this process.

Financial Policies

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

A non-refundable $500 tuition deposit is applied toward tuition fees and is payable upon student application. Places cannot be held without this deposit, which is non-refundable under any circumstances once a student has been confirmed.

AIFS fees can be paid online by credit card or electronic check.

Balance of fees are due April 1st for all programs. (January 31 for Berlin Internship, and March 15 for Barcelona session 1)

AIFS 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. Academic transcripts will be withheld until all fees are paid.

Fees include:

  • Housing while on the AIFS Programs as described in individual program descriptions
  • Comprehensive insurance/assistance package
  • Tuition fees, registration fees and examination charges
  • Orientation programs as described for specific program
  • Certain field trips, excursions and cultural activities
  • Membership in libraries and university student clubs as described for specific programs
  • Official transcript

Fees do not include:

  • Non-refundable application fee ($95)
  • Meals unless specifically described for specific programs
  • Optional AIFS Flight Package (round-trip flights and airport transfers) as described for specific programs
  • Textbooks and laboratory fees
  • Passport and visa fees (except for Russian visas)
  • Excess baggage charges
  • Personal spending money
  • Vacation travel or local transportation (unless noted in program description)

Extension of Stay

If you decide that you would like to stay beyond the time indicated on your original application and study for another session, you must notify the AIFS Abroad office in the U.S. and the Resident Director in writing.

AIFS Abroad Refund Policy

The right to refund is limited. All withdrawal requests must be in writing by email or mail to the Program Advisor for the program at AIFS Abroad.

For the purposes of the Refund Policy, AIFS Abroad defines “Program Start Date” as the Optional Flight departure date listed on the DATES page for each program. Students who have booked their own travel will also use this date as “Program Start Date.”

Refunds prior to the start of the program

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

If a student withdrawshe/she receives
After final payment deadline and more than 60 days before departureAll payments minus the non-refundable deposit and application fee of $595 and any program and flight cancellation fees incurred by AIFS as a result of the withdrawal
After final payment deadline and 30 to 60 days before departureAll payments minus the non-refundable deposit and application fee of $595, 50% of the program fee and any flight cancellation fees.
After final payment deadline and less than 30 days before departureNo refund

Students who have not paid their programs fees and do not notify AIFS 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 responsible for the balance due.

Optional Trip Interruption or Cancellation Insurance

Students will have the option of purchasing additional trip cancellation or interruption insurance which allows them to protect their study abroad program. This policy includes options to cancel for any reason (CFAR) and interrupt for any reason (IFAR). Details of the Worldwide Trip Protector Plans with travel insurance underwritten by the United States Fire Insurance Company, rated A (Excellent) by A.M. Best 2019, are available on the Cultural Insurance Services International (CISI) website – www.culturalinsurance.com. Students may purchase their plan directly through the CISI website.

If AIFS Abroad cancels a program

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 full refund 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, 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 student.

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

If a University cancels a program

Different than if a student withdraws, or AIFS Abroad cancels a program, a university may choose to cancel travel through a specific date or restrict travel to specific locations.

Should the university cancel or withdraw approval for study abroad prior to April 1 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 students on options for deferring to a future program, enrolling in a virtual program, or a full refund (including deposit and application fee.)

If the University requires Home School Approval, we will be requesting that advisors approve or deny applications in the Advisor Portal by April 1.

Should a university cancel a program (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.

If a student chooses to leave the program early

Students 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. Students dismissed of 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 the students. In addition, the student is responsible for any additional flight fees if they have purchased a flight with AIFS that needs to be changed to an earlier return date.

Financial Aid

Most forms of federal, state and private financial aid or loans may be applied to AIFS study abroad programs with approval of 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 fees, you should apply early to meet aid application deadlines. Rules of eligibility are determined by federal, state and local authorities. The student 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 student 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 by 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.

Learn more

NSEP (available for programs in Asia, Africa, the Middle East, Russia, Eastern Europe and Latin America where language is part of the study program – many AIFS programs qualify). Gilman; Pell (federal) grants; SEOG (federal Supplemental Education Opportunity Grants); Federal loans—PLUS; Federal Perkins loans; Federal subsidized Stafford loans; Federal unsubsidized Stafford loans.

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; AIFS and Diversity Scholarships.

Guaranteed program fees

The program fees for all programs quoted are guaranteed for the Summer 2023 and will not increase due to currency fluctuations; however, optional AIFS Flight Package fees are subject to adjustment resulting from government or airline surcharges (e.g. fuel). Please visit www.aifsabroad.com for updated information on current fees including optional AIFS Flight Package. The AIFS website includes a comprehensive “full price” listing of all costs including tuition and fees and AIFS Flight Package.

Changes and cancellations

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

Travel

Round-trip airfare from a wide choice of cities is available for AIFS programs. To qualify for optional AIFS flights, students must meet application and payment deadlines.

Students 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 students may be required to pay a fare differential.

Due to TSA regulations students wishing to travel on a flight booked by AIFS must be sure to give their full name exactly as it appears on their passport by the application deadline. If students give an incomplete or incorrect name, they will be responsible for any financial penalties incurred or flight tickets cancelled.

Students who miss a flight booked by AIFS to illness or due to a delay in receiving a student visa are responsible for any related flight change and ticketing fees.

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

Transfers to and from campus are included for students on the AIFS Flight Package, but only on the scheduled arrival/departure dates and from the local airport as indicated in the program-specific catalog chapters. Transfer from the arrival airport to campus is not included for students who miss their AIFS 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). Students 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, students who miss a flight booked by AIFS due to illness or a delay in receiving a student visa.

Students who are scheduled to depart the U.S. on an AIFS flight that is cancelled or delayed due to inclement weather or airline-mechanical reasons will be met abroad and transferred to campus. Airport transfers are not included for students who make their own travel arrangements.

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 assessed by the airline and those will be passed along to you. Please visit your AIFS portal for further instructions after arrival on campus.

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. Students choosing a flight requiring an overnight connection assume consequent extra costs, if incurred.

Students 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. Students failing to meet deadlines will be required to pay a late transportation fee of $250 or make their own flight arrangements at their expense. Availability of seats on the AIFS flights is not guaranteed by the late fee, and students may be required to pay a fare differential.

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 nor the airline will accept responsibility for missed connections from/to flights not booked by AIFS.

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.

Dates, prices and program descriptions in this catalog constitute a part of the contract between AIFS and the participant. Your final itinerary provided prior to departure constitutes the actual program to be provided by AIFS Study Abroad.

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. 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 we are unable to take requests for specific flights, upgrades or specific seats.

Housing on campus is not provided outside the actual program dates and students opting to travel independently before or after the program must make their own accommodation arrangements during these periods. However, housing is provided on campus for those not participating in optional weekend excursions that operate during the academic program. AIFS residences/offices do not have storage facilities for luggage during independent travel times. Your AIFS Protection Plus insurance plan covers you for up to one month during your period of independent travel after the program.

For those who prefer a prearranged itinerary during independent travel time, AIFS organizes inexpensive study excursions. Some campuses also offer optional weekend excursions. The cost of these excursions is not included in summer school fees. The deadline for optional excursion enrollment is April 1, regardless of the date of application. If you apply late and are on a wait list, you will not be able to enroll in optional excursions after April 1 unless AIFS can confirm availability.

AIFS 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. Details for optional study excursions appear in each chapter. Excursions are organized by AIFS Study Abroad staff of travel experts. Optional excursions are subject to a minimum enrollment of 10 unless otherwise stated in the program chapter. If not achieved, AIFS reserves the right to cancel the tour. Additional outings may be organized during the program and students who wish to participate in such activities should budget an extra $150-$250. Once paid for in the U.S. the fee for optional excursions is non-refundable except in the event of cancellation.

AIFS handles arrangements for group visas as required for Russia. Information on visa requirements for other program sites will be detailed in pre-departure information and can be found on-line.

A passport number and expiration date is needed for each visa application, so it is essential students have valid passports well in advance and meet enrollment deadlines.
Travelers 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.

Passports are required of everyone traveling outside the U.S. on AIFS programs. Non-U.S. citizens may be required to obtain visas to enter certain countries. For more information, check with the Washington, DC embassy for each country you will visit. Non-U.S. citizens are responsible for securing visas needed and must allow several weeks—or months—for this process.

Students should contact their doctor or Board of Health and the CDC Traveller’s Health to see if immunizations are needed. In an effort to keep our participants, staff, and host communities safe.

Conduct

Students 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 enjoys with its associated universities are based on the high regard the universities have for AIFS students who have studied with them previously. Future students are expected to live up to this reputation. AIFS reserves the right to communicate with students’ home institution 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.