Withdrawals, Changes, and Refunds Policy
CCSA acknowledges that circumstances may arise that require participants to adjust or cancel their study abroad plans. While we strive to offer flexibility and support, it is essential to have a clear policy in place to manage withdrawals fairly and consistently. Therefore, if a participant withdraws from the program, regardless of the reason, the following policy applies:
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Withdrawal Notification: Participants must notify CCSA in writing, either through the online application system or via email, of their intention to withdraw. This should be done as soon as the decision is made to facilitate a smooth transition and minimize any potential impact on the program’s logistics and planning. It is not sufficient to notify your professor or home school; you must notify CCSA directly.
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Refund Policy: CCSA will assess the participant's eligibility for any refund based on the timing of the withdrawal. The amount refunded will be determined according to the schedule outlined in the table below, which takes into account any non-refundable deposits, administrative fees, and payments made to third-party vendors (such as airlines or host institutions).
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Program Expenses: Some expenses, such as airfare, housing deposits, or activity fees, may be non-refundable depending on when the withdrawal occurs and whether CCSA has already made commitments to external vendors or institutions. These expenses will be deducted from any potential refund.
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Alternative Payment Arrangements: Individuals with alternative payment arrangements, including financial aid, scholarships, or payment plans, are also subject to the withdrawal schedule.
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Eligibility for Future Programs: Participants who withdraw due to extenuating circumstances may be eligible to apply a portion of their initial payment(s) to a future program.
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Involuntary Withdrawal: Participants whose involvement is involuntarily canceled by CCSA or others due to failure to maintain good standing or fulfill required conditions for participation (such as possessing a valid passport or visa) will still be obligated to pay the balance according to the withdrawal schedule outlined below.
Withdrawal Schedule
Deposit | Not refundable. Exceptions made for students who are denied, in which case a $30 processing fee will be retained and the remainder refunded. |
Late Application Fee | Not refundable. |
Withdrawal After First Payment Deadline | Participant is liable for 25% of the program fee; owed even if they did not complete the first payment. |
Withdrawal After Final Payment Deadline | Participant is liable for 50% of the program fee in addition to any non-recoverable payments made on the participant's behalf; owed even if they did not complete the final payment. |
Withdrawal 14 or Fewer Days before Program Start Date | Participant is liable for 100% of the program fee. |
Please be advised that variable program options and changes requested by participants after the first payment deadline may incur fees. While this allows for customization of your experience, additional charges may apply. These may include, but are not limited to, the following:
Item | Change Fee | Withdrawal - Refund |
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Group Flight | $50 fee plus airline change fee; no changes after first payment deadline. | The group flight ticket is 100% non-refundable after the first payment deadline. |
Additional Class Activities | N/A | Calculated according to the schedule above. |
Single Room Supplement | $50 plus cost of the change; no changes after final payment deadline. | Participant is liable for 100% after final payment deadline. |
Optional Excursion Cost | $50 plus cost of the change; no changes after final payment deadline. | Participant is liable for 100% after final payment deadline. |
Program Cancellation
CCSA reserves the right to cancel a program due to war, political unrest, terrorism, natural disasters, low enrollment, unforeseen circumstances, updated CDC guidelines, or a travel advisory issued by the U.S. State Department. If a program is canceled due to circumstances beyond CCSA's control, we will make every effort to refund any recoverable costs. However, applicants should be aware that not all costs may be fully refundable, depending on third-party provider policies.
If CCSA cancels an individual course within a program, the applicant will automatically be transferred to their alternate course choice and will be notified promptly of the change. If both the primary and alternate courses are canceled, and the applicant chooses not to participate in another available course, a full refund of all payments made to date will be provided. This refund will be issued if the student confirms their withdrawal within five business days after receiving notification of the course changes.
The standard withdrawal schedule will apply if the student does not confirm their withdrawal within this five-day window. In such cases, CCSA will refund all fees except the $30 processing fee as outlined in the policy above.