Terms and Conditions

Overview

Congratulations and thank you for choosing to apply for a Center for International Studies Australia (CISaustralia) overseas study, internship or volunteer program. We are committed to providing you the best support as you prepare for the experience of a lifetime, which is why we have prepared the following Terms and Conditions to protect your interests and ensure all parties understand their responsibilities.

Participants certify that all information submitted as part of an application and throughout the application process is correct; participants agree to stand by the financial, academic and conduct policies and procedures set forth below by CISaustralia, along with any policies and procedures of partner institutions or program providers. CISaustralia suggests that you carefully read the details of the Terms and Conditions and speak to us if you require any further clarification. Please note there may be additional conditions which apply to specific placements or programs and that by accepting your Program Offer with CISaustralia, you are also accepting the Program Essentials document and all details within for your assigned program.

By participating in a program, volunteer placement, internship or other activity facilitated by CISaustralia, you as the “participant” agree to the following terms and conditions and further agree to the Privacy Policy.

Participants understand that CISaustralia and its affiliated institutions and partners, in arranging these programs, act only as agents. As such, neither CISaustralia nor any of its employees, or persons, parties, organisations or agencies collaborating with them, is or shall be responsible or liable for injury, illness, loss, damage, deviation, delay, curtailment, however caused, or the consequences thereof which may occur during any travel or program. CISaustralia and their partners reserve the right to cancel or alter any program or course for any reason.

Program Confirmation

Participants will not be accepted onto a CISaustralia program until their application has been assessed, required paperwork received and deposit paid. Students should NOT make any travel plans or book any flights until they have received their written Program Confirmation into their designated program and confirmation that the program is scheduled to run. Confirmation is sent in writing via email from CISaustralia. It should be noted that a “Program Offer” is different to a “Program Confirmation”. All programs are subject to change by the overseas host university/institution or on-site program provider. The participant also agrees to the Terms and Conditions of the host university/institution or on-site program provider.

Academics

CISaustralia programs may count as academic credit towards either core or elective courses within a participant’s degree in Australia and CISaustralia will make all reasonable attempts to assist participants in receiving credit where applicable. CISaustralia will, in all cases possible, provide participants with individual course descriptions, detailed syllabi and clear instructions on the academic credit approval process; however, CISaustralia does not make any guarantee with regard to the participant receiving academic credit for any CISaustralia program. Academic credit at an Australian University is at the discretion of the institution and is the participant’s responsibility to arrange and confirm prior to their departure on their overseas program.

Where necessary or required, participants authorise the appropriate officials at overseas host institution(s) to forward official transcripts of the academic work completed while abroad to CISaustralia. CISaustralia will then release this information to the appropriate officials at the relevant Australian University and/or to the participant directly.

Fees and Payments

Program inclusions are a package fee and cannot be divided or broken into segments. If a participant does not attend an on-site excursion or activity, no refund will be provided.

• Final payment for all programs abroad is due 60 days prior to the start date for the program.
• Final payment for Virtual Internship programs is due 30 days prior to the start date for the program.
• Final payment for Australian Domestic Programs is due 31 days prior to program start date.

In order to meet enrolment deadlines, some programs may require fees to be finalised prior to 60 days. Refer to your Offer Letter / Invoice for payment dates.

If payments are not made by the required due date(s) a student may be withdrawn from their program and the refund policy applied. Without exception, all program fees must be finalised in full before program commencement. 

If a participant requires additional funding to satisfy the payment amount, such as OS-HELP, alternate arrangements must be made by the participant if such funding is not available prior to the payment deadline to CISaustralia. Without exception program fees must be paid in full to CISaustralia for a participant to be eligible to take part in a CISaustralia program. Fees are subject to change at any time; this may be due to fluctuations in the exchange rate or other factors.

Program fees include regular postage within Australia for transcripts and supporting visa documents. If you require your documentation to be mailed internationally or via express services, additional fees will apply. It is essential that you provide your full and correct mailing address as CISaustralia will only post documents to you once. For example, if you provide the wrong address or details for postage, and documents need to be resent, you will be required to pay for any and all future mailing costs after the initial send.

On a case-by-case basis, students may be considered eligible for a payment plan. Students must formally request a payment plan in writing supported by a detailed rationale. The request for a payment plan will be assessed by CISaustralia. Students who qualify for a payment plan will be required to sign a Statutory Declaration outlining the required payment dates and amounts. The Statutory Declaration must be signed prior to the start of the payment plan commencement. The assessment of any payment plan will be determined at the sole discretion of CISaustralia and as such the decision by CISaustralia will be final.

CISaustralia has a formal partnership with Flight Centre. Flight Centre is the largest and most experienced travel agency in Australia. It was founded in 1982 and is headquartered in Brisbane. Specific student details (name, date of birth, email address, phone number, home university in Australia, program and program dates) are shared with Flight Centre only upon program confirmation and enrolment to help assist students (if they choose) with travel arrangements, including travel insurance. If participants choose to accept a Flight Centre proposed itinerary and related services, CISaustralia may be eligible for a modest referral processing fee from Flight Centre per participant booking – which will assist in supporting CISaustralia travel, familiarisation visits and risk management assessment.

Program Fee Changes

CISaustralia reserves the right to vary program fees in the event of changes in exchange rates or price rises made by partners or other suppliers. If the cost of any service increases due to exchange rate fluctuations, price increases, tax changes or any other reason, participants are required to pay the increase when notified or may cancel a program which may result in cancellation fees, per the CISaustralia Refund Policy.

Program Cancellations

CISaustralia reserves the right to cancel any program if there are insufficient registrants (in the rare case that minimum numbers may apply) or if CISaustralia determines it is in the best interest of the applicant’s safety and quality of programming to cancel the program. CISaustralia is not responsible for other costs incurred by applicants preparing for a program. Should a program be cancelled for any reason, applicants will, where possible, be offered the option of positions in other CISaustralia programs or a full refund on all fees paid.

Unforeseen Circumstances

Students must understand that due to the international aspect of programs, events beyond the control of CISaustralia and program partners may occur including the outbreak of war, civil unrest, natural disasters and situations where a participant’s safety is compromised due to different customs, standards, health regulations, laws and risks than what may be accustomed to in Australia, and that these may require a modification or termination of participation in a program or the modification or termination of the program itself. Students agree to abide by the directions given by their home University and CISaustralia in such circumstances as it relates to the health and safety of participants.

Release of Liability and Assumption of Risks

In organising and managing study, volunteer and internship programs for participants on both individual and group programs, CISaustralia, its partners, agents, employees and staff give notice that they act solely on behalf of and for the benefit of the student participants, on the express agreement that CISaustralia shall not be liable, financially or otherwise, for non-performance or unsatisfactory service; for the injury to persons including death; for loss of or damage to property; for accident or delay; and/or for expenses arising from strikes, weather, quarantine, sickness, pandemic and epidemic, government regulation (including border closure), civil unrest or war; or from any act or omission of CISaustralia agents or employees and/or airline, mail services, rail, bus company, vehicle rental entity, hotel, restaurant or other supplier of service. By agreeing to these Terms and Conditions, participants assume all of these risks and agree to indemnify CISaustralia, its officers, directors, partners, program providers and employees harmless for any and all liability that may arise in connection with participation in a CISaustralia program.

For all CISaustralia programs, participants accept that they may be subjected to various physical and emotional demands and accept that the standard of living, including food, hygiene, safety and accommodation in the relevant country they agree to visit, may be different and below the general standards of their own country. The participant also understands that certain risks may arise, including, but not limited to, hazards of travelling in remote areas; travel by automobile, van, bus, plane, boat, train or any other means of conveyance; the forces of nature; civil disturbances; national or international conflicts; terrorism; arbitrary itinerary changes made by foreign governments or vendors; pandemics and epidemics, dive related accidents; boat accidents; interacting with dangerous wildlife; personal injury or illness from the local environment; exposure to potential harmful/hazardous materials; limited access to safety equipment; accident or illness in remote locations without immediate evacuation or medical facilities; or negligent acts of third parties. Participants also understand and accept that the location or destination that they will visit may have different customs, standards, laws and risks to which they may not be accustomed. The participant asserts that they know, understand and appreciate these and all other risks inherent in the program, agrees that participation is completely voluntary and assumes all associated risk.

CISaustralia shall have no responsibility for any activities undertaken by the participant outside the scope of those directly relating to the program, including activities which may have been recommended by CISaustralia staff or its partners.

CISaustralia reserves the right to refuse any applicant admission to any program if they are deemed ill-suited for the program. Important program information will be sent to the email address provided on the application.

Photographs, videos and/or statements provided by participants may be used in various marketing materials to promote CISaustralia. CISaustralia publishes program photos regularly on the CISaustralia website and social media sites. These photos and videos are available for current and future participants, friends, family and interested individuals to download, email or print for personal use. By accepting your offer to CISaustralia, you also authorise CISaustralia to use any associated images, video or statements provided to CISaustralia in their associated marketing materials. Students who do not wish to have any of their images, video or statements shared on marketing materials should not provide these to CISaustralia.

Participants understand and accept the risks associated with travelling to/from and participating in any CISaustralia program, which may include but are not limited to physical or psychological injury, pain, suffering, illness, disfigurement, temporary or permanent disability (including paralysis), economic or emotional loss, and/or death. Participants understand that these injuries or outcomes may arise from their own or other’s actions, inaction or negligence; conditions related to travel; or the condition of the program location(s). Participants understand they may be arrested or imprisoned if they do not conform to local laws, that there is crime in other countries and that they may be a victim of a crime.

Participants understand and accept that they are not relying on any representations or warranties made by CISaustralia regarding safety, customs, perils or other risks associated with travel to a foreign country and they have made their own independent assessment of such safety, customs or other risks as they have deemed appropriate. Participants understand and accept that CISaustralia and/or the sponsoring academic institution and/or local program partner (on the ground and/or in-country) may cancel or alter any program or course due to insufficient enrolment, safety or otherwise, and may make changes or substitutions with respect to the program at any time without prior notice. CISaustralia reserves the right to increase fees should any unforeseen circumstances make these actions advisable or necessary. All such fee amendments will be communicated to students as soon as reasonably possible.

Participants understand and accept that CISaustralia will not be responsible for any medical costs associated with any injury or illness sustained during a program. Participants also understand and accept that it is the participant’s responsibility to obtain adequate medical, travel and/or accident insurance for the duration of their program and any independent travel they choose to undertake before and/or after their scheduled program. If insurance is included in the CISaustralia program fee, it is the responsibility of the participant to ensure that the coverage provided is adequate for their personal circumstances, and, if not, to obtain any other insurance needed to supplement what they deem inadequate for their personal circumstance.

Participants understand and accept they will hold CISaustralia harmless from any and all claims including any legal costs, lawyer fees, fines or other expenses associated with any legal proceeding they may be involved in as a result of their participation in a CISaustralia program, including travel to, from and during the program, whether they are civil or criminal in nature. Participants also understand and accept that CISaustralia will not be responsible for obtaining or locating legal counsel or representation for participants and that participants will have to make any such arrangements themselves. If CISaustralia incurs any of these related types of expenses for a participant, the participant agree to reimburse CISaustralia for associated expenses.

Participants understand and accept that any legal or insurance proceeding, occurrence, claim, order or judgement that might be pursued against CISaustralia in relation to a breach of professional duties will occur within an Australian Court and the Australian legal system, or any other country in the world, EXCLUDING the United States of America.

Participants understand and accept they will comply with CISaustralia and with any housing, academic partner institution, or host volunteer and/or internship site rules, standards and instructions for participant behaviour. Participants understand and accept that failure to do so may result in a participant’s expulsion from the program. Participants fully understand and accept that they are solely responsible for any and all costs arising out of voluntary or involuntary withdrawal from their program.

Participants understand and accept they will conduct themselves in a professional and respectful manner while undertaking a CISaustralia program (be it in Australia or overseas), as a representative of the participant’s home university in Australia, CISaustralia, their family and their country. This means being on time to classes, meetings, scheduled activities, internship and volunteer project tasks and/or any other CISaustralia event. Participants understand and accept they will inform appropriate on-site staff if a participant will miss, or be late to, any class, meeting, scheduled activities, internship and volunteer project tasks and/or any other CISaustralia event. Participants understand and accept they will inform CISaustralia and/or local on-site partner of any issues with housing / accommodation, courses, volunteer project or internship, or any health and safety related situation as quickly as possible. Participants understand and accept that if they attend an internship or volunteer program, they agree to communicate any problems they may have to the on-site supervisor and/or on-site staff and/or CISaustralia and disclose these problems as quickly as possible. Participants understand and accept that CISaustralia cannot help with, or fix, a problem if they do not know about it and agree to work in close collaboration, using open communication with CISaustralia to solve any such issues or problems.

COVID-19 Release of Liability and Assumption of Risks

In addition to the policies outlined in the standard Release of Liability and Assumption of Risks (above) and the CISaustralia Code of Conduct and Behaviour Policy, there will be special policies, different expectations and new rules in place on each participant’s program and in the host environment as a result of COVID-19. As such, all participants attending a CISaustralia program fully understand and accept the following:

Due to the rapidly changing and unpredictable global and local (Australian) response to COVID-19, CISaustralia’s policies and procedures, the Australian Government’s and associated overseas governments’ rules and regulations, both local and national, as well as specific program offerings, are subject to change at any time.

Participants will be asked to review all current CISaustralia policies and expectations for participant behaviour upon application, acceptance of offer and prior to departure. CISaustralia will provide a comprehensive Program Guide to participants. CISaustralia cannot take any responsibility for late changes made by external parties, such as the Australian or overseas governments, that might impact the program. CISaustralia may not always be made aware of the most recent updates in the local host environment; however, CISaustralia will make every effort to stay informed and to keep participants informed. CISaustralia will notify participants of any changes to policy or changes to expectations of student behaviour as those changes are made. Participants attending CISaustralia programs agree to stay up to date and aware of associated Australian and overseas government regulations regarding COVID-19 via official government websites, such as smartraveller.gov.au, and take full responsibility for acting in accordance with those rules and regulations.

In agreeing to participate in a CISaustralia program, participants understand and accept they will comply with and abide by all applicable COVID-19 related policy and behavioural expectations or requirements.

Some likely policy and behavioural expectations or requirements that participants may encounter and be prepared for are listed below; however, there may be new and different expectations, policies, laws, procedures or rules that may arise in the future that are not yet known. All participants attending a CISaustralia program fully understand and accept the following:

• Participants understand that it is entirely their decision and responsibility to travel overseas on a CISaustralia program during the COVID-19 pandemic and/or after that period, and that participants take full responsibility for their actions in regards to this.
• Participants understand that there are inherent risks involved in undertaking travel during the COVID-19 pandemic.
• Participants understand that it is their responsibility to continually check latest travel information regarding the COVID-19 pandemic and are fully aware of all current Australian and their overseas destination country governments’ travel warnings, travel restrictions, laws and rules.
• Participants accept that neither CISaustralia or related overseas partners will be responsible for any travel restrictions, illness, cancellations, financial loss, quarantine rules or measures put in place at airports or overseas destinations that may affect the participant.
• Participants understand that the trajectory of the COVID-19 (or similar) virus at the local, national and international levels is unpredictable.
• Participants understand they may be subjected to potential risks, illnesses, injuries and even death as a result of either contracting COVID-19 or the actions or omissions of governments, private entities or other parties with respect to COVID-19.
• Participants understand that additional screening procedures and restrictions may be in place at airports and in public areas.
• Participants understand that borders between Australia and any overseas destination country may close without notice and this may result in interruptions to or delays in the program start date and/or in returning to Australia.
• Participants understand that CISaustralia is not responsible for assisting with any travel or accommodation bookings or expenses that are incurred due to COVID-19 or its related impacts.
• Participants understand that it is their responsibility to comprehensively read and understand all elements of their specific overseas travel and/or health insurance PDS (Product Disclosure Statement), what is and is not included in their travel or health insurance policy, and specifically what the policy covers the participant for as related to COVID-19 medical related incidents. Participants understand they take full responsibility for their own travel and health insurance and understand insurance coverage as related to COVID-19 cancellation and/or quarantine related expenses.
• Participants understand they must have adequate financial resources to cover the duration of their CISaustralia program. This includes the financial capacity to cover any expenses as a result of interruptions or delays caused by COVID-19, including quarantine expenses, funds to cover delayed or cancelled flights and living expenses for an extended period of time in the event the borders between Australia and the participant’s overseas host country are closed by either government.
• Participants agree to abide by all local, regional and national laws, rules and regulations currently in place, at the time of travel, to contain the spread of COVID-19.
• Participants may be required to wear a mask.
• Participants may be asked to actively participate in social distancing measures.
• Participants may be required to have their temperature checked at regular or irregular intervals, and/or may be asked to check their own temperature regularly.
• Participants may be required to move out of their housing with little notice, and/or may be asked to move into alternate housing for the duration of their program.
• Participants may not be allowed to have any visitors in their housing at any time.
• Parties, social engagements and group outings may be limited or prohibited.
• Housing maintenance requests may take longer than normal to fulfill, or may be impossible to fulfill.
• Participants’ ability to travel during free time may be limited.
• Engaging in certain activities or attending certain events, especially those with large crowds, may be limited or not be allowed.
• Using certain forms of transport may be limited or prohibited.
• Participants may be required to quarantine or self-isolate.
• Participants may be required to stay in their accommodations if feeling ill for an indefinite period of time.
• Participants may be asked to pay for quarantine or self-isolation on arrival, during their program or on return from a program.
• Participants may be required to have, and show proof of, a COVID-19 (or related) vaccine in order to travel to/from their host program location or country.
• Participants may find that their host community is suddenly in lockdown and that participants are not permitted to leave their housing.
• Participants may find that classes, events and/or projects are suspended or moved to an online format with little notice.
• Participants may be asked to participate in contact tracing.
• Participants may be required to travel with certain documentation.
• Participants may not be able to leave on the scheduled departure date.
• Participants may be required to quarantine upon arrival back into their home city, state and/or country at the end of the program.
• Participants may need to have COVID-19 tests or antibody tests.
• Participants need to consider budgeting for any unplanned additional out of pocket expenses associated with COVID-19 that may occur, which may or may not have been indicated above.
• Participants understand that activities and/or excursions that are cancelled as a result of COVID-19 may not be refunded. CISaustralia will attempt to recover any associated funds, but participants understand this may not be possible.
• At times, on-site staff may not be able to assist participants in person.
• If a participant has been in contact with people travelling from high-risk areas of the world, the participant may not be allowed to join in program activities, including in-person academics, scheduled events and/or projects for a period of time.

Failing to abide by any of the CISaustralia rules, expectations and policies that are in place when on a CISaustralia program will be grounds for dismissal. No refund would be available if a participant is dismissed from a program for not following the CISaustralia Code of Conduct and Behaviour Policy. Failure of a participant to abide by local regulations may result in fines, arrest, deportation or a combination of these.

If a participant is unable to meet any of the potential requirements listed above, CISaustralia suggests that students do not proceed with participation in their program of interest.

Travel and living abroad at this time poses new and different challenges. CISaustralia recommends that only students who are fully prepared to remain aware of the changing situation in their host environment, and who agree to take responsibility to ensure that they are acting in accordance with the rules, regulations, laws, policies and recommendations of CISaustralia, their host communities and the Australian and associated overseas governments, participate in programs at this time.

Travel Documents & Insurance

PASSPORT: All participants must possess a valid passport for their program, with at least six months validity past their expected return date.

VISAS: CISaustralia provides general information on visas and visa processes. Information is given as a guide only and does not constitute CISaustralia providing advice on such topics. All participants should seek independent advice with regard to visa regulations and status. CISaustralia is not authorised to apply for visas on behalf of students.

TRAVEL DOCUMENTS: Participants are responsible for any costs associated with visas, airport taxes, obtaining the proper travel documents for their trip and changes to flight itineraries. CISaustralia is not authorised to make travel arrangements for participants. Travel arrangements are facilitated only with bookings and confirmations provided by authorised entities.

INSURANCE: It is a requirement of CISaustralia that all program participants purchase and show proof of medical and/or health insurance prior to their departure from Australia. CISaustralia strongly recommends that students also arrange comprehensive travel insurance for the entire duration of their program, including any pre- or post-program travel. It is the individual participant’s responsibility to ensure the levels of cover for medical insurance meet the CISaustralia minimum requirements and that any pre-existing illnesses have been disclosed. It is required for all participants to read the CISaustralia – Insurance Guide for Travel prior to program departure.

In many cases a student’s home university will provide overseas medical/health insurance to students; if this is the case please check coverage dates, obtain policy details and 24-hour emergency contact details from the health insurance provider; this is to be provided to CISaustralia. Please also note that medical/health insurance provided by a student’s home university may not include ‘travel’ insurance, e.g.: lost luggage. All participants should review their medical and travel insurance, be aware of excess payments related to claims, understand exclusions and ensure a policy meets their own requirements. For further information and advice from the Australian Government in regards to travel/health insurance, please refer to the Smartraveller website and associated guide.

CISaustralia is not authorised to provide travel insurance for participants. Travel insurance arrangements are facilitated only with bookings and confirmations provided by authorised entities.

PUBLIC AND PERSONAL LIABILITY INSURANCE: CISaustralia does not cover students for Public and/or Personal Liability Insurance while undertaking a CISaustralia program. Public and/or Personal Liability Insurance is not mandatory on CISaustralia programs. CISaustralia encourages students to consider Public and/or Personal Liability Insurance with their home University in Australia (insurance policy) and/or as part of their alternative (external) travel insurance policy.

SMARTRAVELLER: All participants are required to subscribe to Smartraveller prior to their program departure. Smartraveller is a free service by the Australian Government that provides the latest information and overseas travel advice.

IMMUNISATIONS: Students should consult with their General Practitioner or Travel Doctor at least 8 weeks prior to departure to discuss which immunisations are recommended for their program and any additional travel they may elect to undertake. Immunisations are a personal decision and must be discussed with a qualified medical practitioner. Entry into some countries will depend on participants having obtained the relevant vaccinations (e.g.: yellow fever for Uganda). This also extends to travellers who arrive in their country of destination via a country with risk of yellow fever. Students must obtain professional advice from an Australian-based doctor on immunisations and act on that advice accordingly. CISaustralia takes no responsibility for participants who disregard this advice from CISaustralia, to seek professional medical advice and not act on that advice, and will not be responsible for related outcomes or bare any related costs.

Disclaimer

While all care is taken, CISaustralia does not guarantee or warrant the accuracy, reliability, completeness, currency or usefulness of information supplied or made available to participants and is not responsible for or liable in respect of any loss, damage, cost or expense suffered as a result of reliance on that information by any person. CISaustralia reserves the right to change information or material at any time without notice, including but not limited to details relating to programs, courses, admissions, fees and services.

Please note: CISaustralia may discontinue, vary or make unavailable programs and courses contained in the CISaustralia website at any time without notice. It is the participant’s responsibility to consult directly with CISaustralia to confirm the accuracy, currency and completeness of information found on the website, particularly before acting in reliance upon such information, such as booking flights.

CISaustralia is dedicated to providing university students with innovative, high quality, short-term overseas study, intern and volunteer experiences for academic credit, while promoting global awareness, inspiring personal growth, and developing engaged world citizens.

Please contact CISaustralia if you have any questions about the terms and conditions:
Phone: 07 5571 7887
Email: info@cisaustralia.com.au