Participation Conditions 2012 print Enrollment and Payment A 300 euro deposit is required for all programs before full payment is made .The deposit will be returned if enrollment is unsuccessful. Given the limited number of places available, applications will be accepted in order of submission. Applications will not be processed until the deposit has been made. Please be aware that the academic year course has specific participation conditions. Enrollment cannot be transferred to another person. The program must be paid for in full 40 days prior to the departure. STEP reserves the right to cancel the enrollment if payment is not received before the 40 day deadline. The remaining amount can be paid for in cash, by bank transfer or cheque made payable to STEP Language Services. Students cannot travel unless full payment for the program has been made. Price review:- All prices remain subject to change due to modifications of transportation costs or fluctuations in the exchange rate prior to departure. Prices have been calculated based on the official exchange rate with non-Euro zone countries on 28.01.11 Cancelation, non-attendance and/or abandonment of the program Written notice must be given to STEP if a participant decides to cancel the program. Participants have the right to a refund but must pay for the following costs incurred by STEP:- (the said conditions to not apply to the cancellation of the academic course, see participation conditions).a) Full cancellation results in the loss of management costs and other expenses incurred by STEP. b) Participants will pay for plane tickets and other transport costs if purchased by STEP for the student prior to the cancellation of the program. c) To summarise section a) and b) above and clarify for STEP customers the cancelation costs are as followed: All cancellations: 180€. Between 30 and 15 days before departure: 35% of total cost. Between14 days and 24 hours before departure: 60% of total cost. Cancellation within less than 24 hours of departure would result in 100% payment of the program cost. If the participant does not appear at the departure or leaves during the program for any reason, no refund will be made. When cancellation is due to unforeseen circumstances beyond the participant’s control, for example illness or accident, STEP, in good faith will endeavour to refund the largest possible amount to the student. Changes to the program STEP promises to provide students with the program purchased, honouring the agreed conditions and characteristics of the course. The following considerations however should be taken into account: a) Should STEP be forced to make changes to any essential part of the program before the course starts, it will immediately contact the participant. The participant then has the right to cancel the program without incurring any cost or, accept the modification to the program. In the latter, STEP will specify the changes that have been introduced and their repercussions on the program price. b.) The participant should inform STEP of their decision as soon as possible, within 3 days at the most. If the participant does not respond within this period, it will be assumed that they accept the new terms of the program. c) Should STEP be forced to cancel a program due to causes which cannot be attributed to the participant or, if the student chooses to cancel the program due to reasons outlined in a) o b), STEP will offer the participant an alternative program of the same or a higher value, or will refund the full program cost within a maximum of 14 working days. d) Should STEP cancel a program for any reason, with the exception of those beyond its control, participants have to right to compensation for damages in accordance with those limits outlined in section 2 of the general conditions. e) STEP is not obliged to provide compensation in the following cases: \n When a program is cancelled due to force majoreure or another justifiable causes. This includes circumstances which are unrelated to the involved parties and whose consequences are unavoidable despite acting appropriately. When the cancellation of a program is due to a lack of participants, students will be informed a minimum of 10 days before the start of the course. The minimum number of participants in a program is 20.f) Complaints about the program should be communicated with the organization in charge of the program with the aim of finding a satisfactory and immediate solution. Should the solution be unacceptable to the participant, there is a 30 day period following the completion of the program to present STEP with a written claim. After obtaining the appropriate documentation, STEP has 30 days to respond to the participant. The 30 day period will start the day after the written claim is received by STEP.g) If a claim is made, STEP will endevour to act in good faith and find a satisfactory solution for the participant. In case of disagreements, a decision will be reached in a tribunal by judges of Bilbao. Insurance Policy As indicated, all programs include comprehensive insurance cover. The terms and conditions of the insurance policy state that participants can take out additional insurance without affecting its coverage. A copy of the insurance policy is given to participants along with other documents relating to the program. STEP acts as a mere intermediary between the insurance company and participants. Any claim should be made directly to the insurance company. Should an accident not be covered or it exceeds the insurance cover, costs will be paid by participants and/or their legal guardians. Participants are responsible for their money and personal property. Medical or surgical treatment Should a minor need medical treatment and/or is admitted to hospital for surgical intervention and the legal guardian cannot be reached, STEP is authorised to take an appropriate decision acting in the best interest of the participant´s health. Participants Any disorder, physical or psychological incident and previous and current treatment should be given in writing to STEP after enrollment in addition to a translated version for the host country. STEP should receive in writing information about any circumstance that could affect successful and full participation in the program. STEP reserves the right to cancel the enrollment. Foreign customs and program rules Participants should adapt to the lifestyles and customs of the country where they will study. The behaviour code, customs, food, timetables and lifestyles of the countries maybe very different from what we are used to and it is important to adapt. The participant agrees to respect the laws of the country in addition to the rules (including those of discipline) of the different organizations, colleges, centres, universities, schools, families etc. that collaborate with STEP. STEP will provide participants with a copy of the rules which apply to each program. Failure to comply with these rules will result in expulsion and payment of the return journey (flight, companion, transfers etc.) in addition to compensation or damages to a third party and a refund to STEP for costs arising as a consequence of the participant’s behaviour. The characteristics of the host families vary depending on the country but often they do not comply with the image of a tradition family with a couple and children. The schools try to place one Spanish speaking student in each family. STEP reserves the right to place more than one Spanish speaker in the same house under exception circumstances beyond its control. Sometimes participants will stay with more than one family during the duration of the program Schools do not have classes on official festival days. These are non-refundable. The initial level test and orientation session are given during class time. Passports, visas and documentation All participants, irrespective age, should have the necessary personal documentation (Passport, DNI) outlined by the laws of the country where the program will take place. When required, obtaining a visa is the responsibility of the participant. Travel arrangements Travel arrangements to the selected destination are organised by CICMA 958. Individual companies are responsible for their own actions ( possible date changes, delays, alternations, accidents or loss of baggage during both outward and inward journeys). STEP only acts as an intermediary between the participant and the travel agency. If the participant would like, they can be informed of the name, telephone number and address of the travel agency. Participants are responsible for the payment of excess luggage at airports. Arrival and departure dates are provisional and can vary by a couple of days from those stated in the brochure. Permission for trips during the course of the program Parents or legal tutors give permission for the participant to use private and public transport. Images of participants Permission is given to STEP to use photographs of participants in promotional material and publicity in the future provided that no opposition is previously expressed by the participant. The unspoken authorisation is revocable at any moment by the participant but they will be required to pay compensation for dangers and damages caused to STEP. Personal data For business and operational reasons, participants fill in an application form providing personal information. Accepting these general conditions implies consenting to this usage. Participants have the right to access or change information or cancel the application. If this is the case, participants should contact STEP located at Calle Rodríguez Arias, 23–5º– 5 48011 Bilbao in accordance with Law 15/1999 December 13th Data Protection Law. Accepting the rules and general conditions Accepting the rules, conditions and general characteristics of enrollment implies having read and accepted the rules, conditions and general characteristics of the program outlined in our brochure and enrolment forms.