Sol Education Abroad Company Policy

Payment Information

  • A $150 application deposit is required with your application (not a fee, applied to your program price). Your application will not be confirmed until you pay your deposit. The deposit is 100% refundable if you are not accepted into our program.
  • If an application is received after the Application Due Date, and if it is still possible to enroll the student in the program, a $150 late fee will be assessed. You will have 5 business days to make your payment, if not, you will be removed from the program. NOTE: Students using financial aid are the exception.
  • Program payments can be made by credit card, checking account, personal check, cashier's check or money order.
  • Program price is the listed public price on the day you apply.
  • A $35 fee will be assessed for all returned checks.

Refund Policy

  • After acceptance, the $150 application deposit is non-refundable, regardless of the participant's reason for program cancellation or withdrawal.
  • For all withdrawal or refund requests, Sol Education Abroad must receive a request in writing via email or fax. The request must be received by the stated withdrawal and refund deadlines.

Withdrawal Policy

  • After the forms and payment due date but 21-30 days prior to departure, all fees paid are held minus 50% of the program balance.
  • After the forms and payment due date but 1 to 20 days prior to departure, there is no refund issued.
  • There is no refund issued if a participant is expelled from the program due to a violation of Sol Education Abroad's conduct standards.
  • A student who withdraws before the program start date, due to serious illness, will receive a refund minus the application deposit and any fees incurred on the student's behalf. A written document must be provided by a licensed physician stating that the student is unable to participate in the program due to serious illness.
  • Once the program begins there are no refunds. If a student decides to withdraw prior to the end of the program, the student is responsible for all fees and/or changes associated with their return home.

Program Cancellation Policy

  • Sol Education Abroad reserves the right to cancel any of our programs as deemed necessary by the program administration. This may arise from insufficient participation or for other reasons deemed appropriate. Sol Education Abroad will provide participants and their families with as much advanced notice as possible of such a decision. Upon cancellation, accepted applicants are presented with the following choices:
  • Change to a different program offered during a similar time period.
  • Change to a future program that is offered within one year of the original program.
  • A full refund of all fees paid.
  • If a program must be cancelled for safety reasons once students are in the host country, Sol Education Abroad will provide participants with assistance in arranging transportation back to the home country. This will be at the participant’s expense. Sol Education Abroad bears no liability for any loss or claims incurred by participants resulting from the termination of a program once they are in country. If the participant decides to remain in the host country after receiving notice of the program cancellation, the participant bears complete responsibility and liability for their own care and safety.

Program Change Fee

  • Changes are only permitted on a case-by-case basis. For any changes after a student is officially accepted into the program there is a $500 Program Change Fee.
  • Changes are not allowed after the Application Due Date.
  • If approved, students are only permitted to change their program session one time.
  • Change requests must be received over the phone or via email. Sol Education Abroad will acknowledge a change by sending a confirmation email to you for your records.

Application Due Date and Final Payment

Program Sessions Application Opens Application & Program Materials DeadlinePayment Deadline
Costa Rica Summer Programs:
SUM I & II Sept 1 Mar 1 Mar 15
SUM III, IV & V Sept 1 Apr 15 May 1
Spain Summer Programs:
SUM I Sept 1 Mar 1 Mar 15
SUM II & III Sept 1 Apr 15 May 1
Argentina Summer Programs:
SUM I Sept 1 Apr 1 Apr 15
SUM II & III Sept 1 May 1 May 15
Mexico Summer Programs:
SUM I & II Sept 1 Apr 1 Apr 15
SUM III & IV Sept 1 May 1 May 15


For All Programs
Fall Semester Nov 1 Jul 1 * Jul 15
Winter Break Mar 15 Nov 1 Nov 15
Spring Semester Mar 15 Nov 15 * Dec 1
Intensive Month & Spring Break
NA 8 weeks prior 6 weeks prior

Acceptance Process

Prior to departure, Sol Education Abroad sends a list of program participants to all students on his/her program. The student agrees to the release of their name and contact information to their fellow program participants and the study abroad office at their home institution. The student authorizes Sol Education Abroad to send pre-departure and program materials to their parent/guardian or other person at their permanent address and to contact the person the student notes on their application in the case of an emergency. The student has been in contact with their home institution's study abroad office (or the appropriate office on campus, if there is no study abroad office), and they are aware of all relevant policies and procedures concerning credit transfer, financial aid, withdrawal and/or re-admission and required pre-departure or re-entry workshops where applicable. The student has read and understands the Sol Education Abroad Policies for submitting an application, payment, refunds, and program withdrawal. The student has read and understands the application due date and final form and payment due date for their program. In order to proceed with the submission of their application, the student fully and knowledgably agrees to the terms and conditions set forth in the Sol Education Abroad Program Application, including the Sol Education Abroad Policies. The student understands that their application will not be accepted without their consent to the Sol Education Abroad program terms and policies set forth above.

Our Commitment to Privacy

Your privacy is important to us. To better protect your privacy we provide this notice explaining our online information practices and the choices you can make about the way your information is collected and used. To make this notice easy to find, we make it available on our homepage and at every point where personally identifiable information may be requested.

The Information We Collect

This notice applies to all information collected or submitted on the Sol Education Abroad website. On some pages, you can order products, make requests, and register to receive materials. The types of personal information collected at these pages are: Name, Address, Email Address, and Phone number, Credit /Debit Card Information (etc.)

The Way We Use Information

We use the information you provide about yourself in order to provide you a service as a study abroad provider. We do not share this information with outside parties except to the extent necessary to complete that order. We use return email addresses to answer the email we receive. Such addresses are not used for any other purpose and are not shared with outside parties. You can register with our website if you would like to receive our catalogue as well as updates about our study abroad programs. Information you submit on our website will not be used for this purpose unless you fill out the registration form. We use non-identifying and aggregate information to better design our website. Finally, we never use or share the personally identifiable information provided to us online in ways unrelated to the ones described above without also providing you an opportunity to opt-out or otherwise prohibit such unrelated uses.

Our Commitment to Data Security

To prevent unauthorized access, maintain data accuracy, and ensure the correct use of information, we have put in place appropriate physical, electronic, and managerial procedures to safeguard and secure the information we collect online.

Our Commitment to Children's Privacy

Protecting the privacy of the very young is especially important. For that reason, we never collect or maintain information at our website from those we actually know are under 13, and no part of our website is structured to attract anyone under 13.

How You Can Access Or Correct Your Information

You can access all your personally identifiable information that we collect online and maintain]. We use this procedure to better safeguard your information. You can correct factual errors in your personally identifiable information by sending us a request that credibly shows error. To protect your privacy and security, we will also take reasonable steps to verify your identity before granting access or making corrections.

How to Contact Us

Should you have other questions or concerns about these privacy policies, please call us at 512-380-1003 or send us an email at info@soleducation.com

Medical Information & Disclosure

While it may be difficult to share health information, completion of this Medical Background form enables Sol Education Abroad to better prepare students for their program. Mild physical or psychological disorders can become serious under the stresses of life while studying abroad. It is important that we are aware of any medical or emotional problems, past or current, which might affect you abroad. Sol Education Abroad will do its best to assist you, but may not be able to accommodate all individual needs or circumstances. The information you provide WILL NOT preclude you, in any way, from studying abroad. Any information you disclose is confidential and any and all information you provide will be disclosed only as necessary to provide for your health and well-being in the event you become injured or ill. All information will be kept confidential in accordance with HIPAA (Health Insurance Portability Accountability Act of 1996.) Visit www.hhs.gov/policies/#hippa for more information.

Travel Precautions, Immunizations and Vaccinations

While there are unavoidable risks in study and travel, there are also precautions that can be taken. Sol Education Abroad follows the guidelines set by the US Department of State, which posts travel alerts and warnings online at travel.state.gov. While there are likely no immunizations and vaccinations required for your study abroad experience, we recommend that you are current with vaccinations for Tetanus, Meningitis, Measles, Mumps and Rubella. For more information on required immunizations and vaccinations, please visit the Center for Disease Control at www.cdc.gov or the World Health Organization at www.who.int

Confirmation of Accuracy of Information, Release of Medical Information and Declaration

As a student, you will certify that the medical information you provide in the Medical Background Form is complete and accurate and agree that if any substantial changes should occur in medical and/or emotional health prior to and during the program, the student will inform Sol Education Abroad in writing immediately. By completing our Medical Background form, you will authorize Sol Education Abroad and its duly authorized representatives to release, in accordance to HIPAA standards, during the student’s participation in our program, personal information concerning physical and/or emotional health to parent(s) or legal guardian(s), and to individuals assisting with medical communications for Sol Education Abroad. Sol Education Abroad will do its best to accommodate your needs, although not all accommodations may be possible. Any pertinent medical information that is not disclosed before the program starts (or that arises during the program), or any false or inaccurate information will affect the student’s program participation INCLUDING expulsion from the program.

International Medical Insurance Verification

If a student’s insurance provider provides coverage internationally, students must use their own insurance policy. Please note that you can only use one policy. You cannot use our policy and your own policy. Our policy CANNOT be used as a secondary policy. To verify your coverage, simply call your US insurance provider and tell them that you will be overseas and your US insurance provider will let you know whether or not you are covered internationally and the amount of coverage. Provide your insurance company the exact dates of the program in which you are enrolled. Get the details from your US insurance provider in the event you need to go to the doctor while abroad. If the student’s medical insurance does not provide coverage internationally, Sol Education Abroad will provide international medical insurance coverage as part of the program (no extra charge). Sol Education Abroad’s insurance policy will cover necessary medical expenses internationally up to USD $50,000 with MultiNational Underwriters, subject to the terms and conditions of the policy. For students enrolled in our policy, the policy and claims information is sent via email before the program session begins. To review the policy information at any time please visit the following link: www.soleducation.com/insurancepolicy . By completing our Insurance Verification Form, students certify they have carefully read and fully understand our policy and indicate whether they need international medical insurance with Sol Education Abroad. By checking “Yes”, students hereby represent they DO NOT have international medical insurance and request to be added to Sol Education Abroad’s insurance policy. By checking “No” above, students hereby represent that they DO have international medical insurance coverage, and request to not be added to Sol Education Abroad’s insurance policy, and that will look to their international medical insurance coverage for any and all necessary medical services, should such be needed in my travels abroad.

Onsite Directors & Staff

Sol Education Abroad recognizes the importance of knowledgeable, friendly, and well trained onsite staff. Our onsite directors and staff are available 24 hours a day and 7 days a week to assist you with any needs. Our goal is to ensure you are as comfortable as possible while abroad.

Excursions

Travel outings are fundamental and included in all programs. We carefully choose weekend excursions that allow you to discover more about the country in which you are studying. We select trips based on cultural and educational importance or sites of natural beauty. All entrance and transportation fees are always included.

Cultural Activities

Cultural activities are also an integral part of the Sol Education Abroad experience, providing you further exposure to the language and cultural facets of the country. Several cultural activities are planned each week; examples include cooking and dance classes, city tours, hiking and horseback rides, and much more!

Homestay

Each of our programs involves homestay with a local host family. Living and sharing your experience abroad with a host family is one of the important highlights of studying overseas. In fact, this can be the most enriching and lasting aspect of studying in a foreign country. Many students often maintain relationships with their host families well beyond the conclusion of the program. Our host families make up an important part of our team. They are carefully selected and interviewed, and have extensive prior experience.

Meals

Three meals a day are provided and these are a great way to spend time with your family and experience the local cuisine. We can accommodate any dietary requirement, such as kosher, vegan, and vegetarian. While traveling on weekend excursions, your host family will prepare you a snack or lunch. Your onsite director will inform you which meals will be included during your excursions.

Community Service & Volunteer Opportunities

We offer several unique volunteer opportunities at each site, such as assisting at nutrition centers, teaching English, or any other local service-oriented program. Community service is one of the best ways to give back to the community.

Program Orientation

When you arrive at your study abroad destination, our onsite staff will provide you with a welcome orientation. This will cover important topics such as health, safety, academics, host families, and cultural awareness, and end with a tour of your host city. We will help you exchange money and get a phone card as well.

International Medical Insurance

Full medical insurance is included in your program fee.

Pre-departure Advising

Sol Education Abroad is always available to answer your questions and you will receive a country handbook to prepare you for your study abroad adventure! All members of our staff are bilingual and can provide information based on their own experiences abroad.

Airport Transfers

Ground transportation to and from your program city is included on the established travel dates.

Reception & Farewell Event

We welcome you to your host city with a reception meet other participants and your directors. And, of course, a farewell event is provided as a chance to say goodbye to friends and celebrate your new experience.

Language Exchange

Interaction with locals is an important aspect of our language program. We strive to create cultural and language exchange opportunities at each of our sites.

Tutoring

To provide the best academic assistance possible to our students, onsite tutoring is available. We want to ensure that you maximize your academic experience while abroad.

Transcript

You will receive a university transcript upon the completion of your program. Sol Education Abroad maintains an original document in our offices in the event that you need a copy in the future.

Language Assessment Exam

Your language level is evaluated upon arrival at all program locations. We measure your ability by a written placement exam or an oral exam with local professors. The language assessment is intended to ensure you get the best Spanish training possible while attending our program. For some sites, a written placement exam may be given prior to your departure overseas.

Student Visas

Summer programs do not require visas. For semester programs, we will assist you in obtaining a student visa.

General Waiver and Release

The student understands that, although Sol Education Abroad has made reasonable efforts to provide for your safety while participating in the Sol Education Abroad program (the Program), there are unavoidable risks in foreign travel, and the student may be subject to dangers over which neither Sol Education Abroad, its employees nor the academic host institution have any control. These dangers might include, without limitation, airline or motor vehicle accidents, criminal behavior or negligence by others, terrorist activity, natural disaster, exposure to contaminated food, normal health problems, etc. Students also understand that in the event they are injured or become ill, the student may not be able to expect the same level of medical treatment in a foreign country as may be possible in the US. In full appreciation of these dangers and risks, the student releases and forever discharges Sol Education Abroad and its insurers and employees (its "agents"), from all actions, claims, demands, damages and liability whatever that might arise from the Program and the student’s participation in it, except for liability caused by willful misconduct of Sol Education Abroad or its agents. The student agrees to release Sol Education Abroad and its agents from liability for damage to or loss of possessions, or for injury, illness or death resulting from crimes or from political unrest. Students will not hold Sol Education Abroad responsible for the actions of independent contractors, external companies or personnel hired by either the academic institution (university or institute) or Sol Education Abroad.

Indemnity

Students release, hold harmless and agree to indemnify Sol Education Abroad and its agents with regard to any financial obligations or liabilities that students personally incur, or any damage or injury to the person or property of others that students may cause or be accused of causing, while participating in the Program.

Advance of Money

In the event Sol Education Abroad or its agents advance any monies to the student or incur special expenses on the students behalf while abroad or in relation to the Program abroad, students agree to make immediate repayment.

Personal Safety

Students understand that they are responsible for their welfare while abroad and understand that neither Sol Education Abroad, nor its employees nor any of its agents serve as guardians or insurers of their safety. Students agree to comply with the rules, standards and instructions for the student’s behavior as stated by Sol Education Abroad, the academic host institution and the Program. Sol Education Abroad and its agents have the right to enforce appropriate standards of conduct and may at any time terminate the students participation in the Program for failure to maintain these standards or for any conduct which Sol Education Abroad or its agents consider to be incompatible with the interest, harmony, comfort and welfare of other students or the academic host institution. If a student is expelled from the program, they agree to be sent home at their expense and acknowledge that there will be no refunds.

Personal Conduct

Students understand that they are expected to adhere to the laws of the host country and are responsible to learn the laws of the host country. The student acknowledges that, should they face legal problems while abroad, the Program will not be responsible for their financially or for legal representation. The student understands that if they violate a law of the host country, they place themselves in legal jeopardy and US standards of due process may not apply. While the Program will do its best to assist the student, the Program cannot guarantee what assistance can be provided under such circumstances. Violations of local law in the host country will be handled by the appropriate law enforcement authorities.

Personal Property: Damage/Theft Policy

Sol Education Abroad does not assume any liability for lost, stolen, or damaged personal property while on a Sol Education Abroad program. Sol Education Abroad will not honor any personal claim for property loss while on the program. If the student would like insurance coverage for your personal belongings while abroad, the student should obtain your own personal travel coverage.

Medical

Students understand that it is their responsibility to have a medical examination to assure that they are physically fit and capable of participating in this program/contract, and assume all risks for failing to do so. Students understand Sol Education Abroad reserves the right to select candidates for study abroad. Students have considered carefully and take responsibility for any physical or personal limitations that might interfere with achieving a successful and safe experience abroad. Students hereby release and forever discharge Sol Education Abroad from any claim whatsoever which arises or may hereafter arise on account of any first-aid treatment or other medical services rendered to the student or to companions in connection with an emergency or health problem during the student’s participation in the Program. Students agree to disclose to Sol Education Abroad all medical conditions and limitations that they may have including, but not limited to, mental illness, heart conditions, back conditions, diabetes and allergies. Students grant Sol Education Abroad and its employees full authority to take whatever actions they may consider to be warranted regarding the student’s health and safety, and they release them from any liability for such actions. Students authorize Sol Education Abroad and its agents to contact their parents or guardian, as indicated on the Medical Background Form, in connection with their general welfare abroad. They authorize Sol Education Abroad and its employees, at their discretion, to place the student for medical treatment at their expense, including anesthesia and surgery.

Assumption of Risk

In consideration of being allowed to participate in the Program, students hereby personally fully assume all risks in connection with said Program, and they further release and hold harmless Sol Education Abroad for any harm, injury or damage which may befall to them, including all risks connected therewith, whether foreseeable or not. Further, students understand and agree that neither Sol Education Abroad, nor agents thereof, may be held liable by the student or their family, estate, heirs, or assigns, in any way for any negligence in connection with the Program which may result in their injury, death, or other damages. Students further state that they understand the terms herein are contractual and not a mere recital; and that they have signed our Consent of Release Form and knowingly assume the risks inherent in this Program. The terms of this the Consent of Release form shall serve as a release and assumption of risk for the student, their heirs, executor and administrators and for all members of the student’s family.

Photo and Video Release

Students consent to the use of photographs or video footage that they are in and their comments about the Program to be used by Sol Education Abroad for publicity purposes and to the distribution of information about the Program to the student’s parents or guardians whom they have specified in their Sol Education Abroad paperwork.

Use of Motor Vehicles

Sol Education Abroad strongly discourages students from operating vehicles while participating in its Programs. Traffic congestion and different traffic laws and regulations, civil and criminal, can make driving motor vehicles abroad extremely hazardous. Insurance requirements and other financial responsibilities vary from country to country. If, however, they students is of legal age to do so and they decide to operate a motor vehicle while abroad, Sol Education Abroad assumes no financial responsibility for legal aid or for their care should they be involved in a violation or an accident. They hereby expressly and specifically assume the risk of injury, illness, death, monetary loss or property damage resulting from such circumstances during the student’s participation with the Program, whether suffered by me personally or by any of their accompanying dependents or companions.

Other

Unless the student notifies Sol Education Abroad in writing, the student consents to the distribution of their name and email address to potential and current Sol Education Abroad students. The student has fully informed themselves of the contents of Sol Education Abroad’s Consent of Release form, by reading it before they signed it. The student acknowledged that this Consent of Release must be completed, signed and submitted before departure and understand that if they are under 18 years of age their parents or legal guardian must sign the agreement. Furthermore, they agree that in the event that any clause or provision of this Consent of Release shall be held to be invalid by any court of competent jurisdiction, the invalidity of such clause or provision shall not otherwise affect the remaining provisions of this Consent of Release which shall continue to be enforceable.

Obeying US & Foreign Laws

Students must adhere to the laws of the country where they are studying and must be sensitive to the host culture and agree to behave appropriately.

Prohibited Behavior and Personal Safety

Students must not engage in any behavior that may be harmful to their health and safety nor engage in any behavior that may be detrimental to other students on the program. Any such behavior may result in expulsion from the program. Your health & safety is our number one priority. You must help us help you. You MUST take a taxi home after sundown. Your host family will inform our directors immediately if you are not doing this. This can result in immediate expulsion from the program.

Alcohol and Drug Policy

Students must obey all US laws, state laws, and laws of the country where they are studying regarding the possession, use, transfer or consumption of drugs as well as any other illegal behavior. By signing this form you are verifying that you will not be involved in any illegal activity during your study abroad program, including the possession, use, transfer or consumption of illegal drugs. If you do become involved in such activity, it may result in immediate expulsion from the program. As a Sol Abroad participant, you are subject to the rules and requirements of the program. Alcohol is not allowed in hotel rooms or on any transportation used by the program during program excursions or activities. Students may be denied participation in the activity without a refund if they arrive to the excursion intoxicated. They may also be dismissed from the program for a violation of this policy.

Incident Report

If it is suspected that the student has violated the Conduct and Behavior Standards, the on-site staff will discuss this with the student. The on-site staff will write a formal incident report to document the alleged violation.

Dismissal

Violating any of the Conduct and Behavior Standards may result in immediate expulsion and dismissal from the Sol Education Abroad program, without prior warnings. If the student must return to the US due to program expulsion, it will be at their expense. The decision for expulsion is made by the Sol Education Abroad executive directors and is in their sole discretion. Once a decision is made for expulsion, the staff will assist the student in making travel arrangements. Any expenses incurred for return transportation will be the student’s responsibility.

Refusal & Discontinuation Of Included Host Family Housing

Sol Education Abroad provides housing with a local host family as part of our program contract and standard service offering. If you decide that you no longer want use of our host family services then you will have to complete our legal form "Refusal & Discontinuation of Included Host Family Housing". For different and personal reasons students sometimes decide to stay with a host family for just a short time or not at all. It is not uncommon for Academic Year students to not use a host family for the second semester of their program. Whatever the reason may be, if you decide to cease your stay with your provided host family it is with the understanding that it is your decision and by signing the "Refusal & Discontinuation of Included Host Family Housing" form, you are in full knowledge that Sol Education Abroad is no longer responsible for your housing and meals. It is your responsibility as an adult to inform your family of any host family cancellation decisions. We give you this flexibility but with these conditions. If you decide to no longer use our housing while the program is in session we must inform your parents of this decision before we allow the move or calculate any housing reimbursement. Depending on when you decide to no longer use our housing, either a housing reimbursement is given (if you are already onsite) or a direct discount from your program price (if you make this choice before the program begins). A housing reimbursement is determined case-by–case. You may receive a housing reimbursement based on when you leave the host family. Housing reimbursements end at the end of the official program end dates. Many factors affect the housing reimbursement such as our contract with the host family. These families are promised a student for specific dates and must be compensated and treated fairly for your decision to leave early and thus break the housing contract. If you move into an apartment and a deposit is required for the apartment it is your responsibility to pay the deposit. If you are entitled to receiving that deposit back when you leave the apartment this is your responsibility. Our on-site program directors are under no obligation to assist you with your independent housing decision and discontinuation of Sol housing, but as a courtesy to our students they are available for advice and consultation. Please understand that you must review any foreign lease or legal contract you sign if you move into an apartment or other living situation. Sol Education Abroad cannot be responsible for the legality of these leases or contracts as our specialty (what we promise as a program in our program contract) is managing host families and providing the student with the best possible host family. Past that we are unable to provide further services such as apartment locating, etc.