These Xplora International Young Learner (Xplora YL) Division Terms and Conditions are valid for Xplora Study Tours, Xplora Academy, and Xplora International Summer Groups and Individuals.

PAYMENT OF FEES
Payments may be made by bank transfer or credit card and must be received in full 40 days prior to arrival. A $170 USD /  £150 GBP enrolment fee is required for individual students into the UK and North America. A Group Deposit Fee of 25% is required upon confirmation of a group. Payment must include all bank transfer charges (including intermediary bank charges). No individual or group student will be allowed to participate in the program reserved until the appropriate payment has been received.
SERVICES
Xplora International Summer reserves the right to change the particulars of the services, including changes to courses, timetables, locations, accommodation, facilities, and dates of the programs where circumstances beyond Xplora International Summer’s control necessitate such changes or where the number of bookings received does not reach the minimum numbers required to operate a course viably. The sample programs featured in marketing materials are for illustrative purposes and Xplora International Summer reserves the right to change the details without prior notice. Xplora International Summer will not accept any requests for a change to a Group program less than 14 days prior to arrival. Note that the EC year-round schools accommodating Xplora International Summer groups will be shut on public holidays. The public holiday dates can be found on the EC website.
CANCELLATION POLICY
Non-Refundable fees: The following fees are non-refundable where applicable: Deposits, registration fees, insurance fees, courier and accommodation fees and additional pre-paid excursions. Xplora International Summer defines “cancellation” as withdrawal from a program after enrollment confirmation and prior to the start of the study program.
All cancellations must be made in writing to the Admissions team. The following policies apply:

 Refunds before Arrival: Where cancellations are received in writing more than 60 days before the first-course start date 60% of the package price will be refunded, but any individual enrollment or group deposit fee administration or courier fee is non-refundable.

Where cancellations are received in writing more than 90 days before the first-course start date 70% of the package price will be refunded, but any individual enrollment or group deposit fee administration or courier fee is non-refundable.

Where cancellations are received in writing more than 120 days before the first-course start date 80% of the package price will be refunded, but any individual enrollment or group deposit fee administration or courier fee is non-refundable.

WITHDRAWAL POLICY
Xplora International Summer defines withdrawal as termination of a study program on or after the start date. This includes any ‘no-shows’. Withdrawal for all students to Canada, Ireland, Malta, and the UK must be made in writing to our Admissions team.

Ireland, Malta, and the UK: no refunds will be given once the study program has commenced.

For USA enrollments (excluding California), Xplora International Summer may retain all tuition charges for up to 4 weeks, actual housing costs incurred and a maximum of $250 for non-refundable fees including any enrollment or deposit fees, courier fees, and travel insurance. In California, students may withdraw from the program by speaking with an Xplora International Summer staff member at any time and receive a pro-rata refund provided they have completed 60% or less of the scheduled days of the program. The refund will be less the enrollment and administration fee not to exceed $250. If the student has completed more than 60% of the period of attendance for which the student was charged there is no refund.
GENERAL REFUND POLICY
Xplora International Summer will consider a partial week the same as if a whole week were completed and will refund just for full unused weeks. All refunds will be sent to the account of the Xplora International Summer Agent to whom the fees were originally paid, or to the individual from whom Xplora International Summer has received the original direct payment. In the unlikely event that the school is unable to deliver a study program in full, the student will be offered a monetary refund that will be paid within 60 days unless otherwise stated by local legislation, of the day on which the study program ceased to be provided or a credit voucher which can be used for up to 12 months against any other Xplora International Summer product. The student may be offered enrollment in an alternative study program at no extra cost. The student has the right to choose whether they would prefer a full refund of fees paid or to accept a place on another study program. Students participating in a program in California must sign a California State Enrollment & Refund Agreement form. Refunds will be processed according to these terms and conditions.
ARRIVAL AND DEPARTURE DAY AND TRAVEL DETAILS
All Xplora International Summer centers are Sunday or Monday arrival and departure dependent on location. Packages include accommodation for 7 nights. Extra nights need approval and there will be an extra charge. If a mid-week arrival (groups only) is approved, the group will be integrated into international lessons either the next day or the following Monday, depending on availability and booking dates. The arrival and departure days for Xplora Study Tour groups are specified on your agreement. Travel details, including arrival and departure times and dates, flight numbers, and airline must be sent to the Admissions team at least 14 days prior to the scheduled arrival date. If notice is not received, EC may not be able to provide a transfer and will not be held liable for any issues arising as a result. If a transfer is booked, the transfer confirmation document will be released once travel information and full payment have been received. Group transfers fees apply to the total number of students within a group arriving and departing together on the same flight. Students within the group arriving or departing on a different flight will be charged an individual transfer rate. If no transfer service is required by either individual or group students, a Transfer Not Required form will need to be completed and sent to Admissions at least 14 days prior to arrival. This will detail the group or student’s arrival and departure plans. All transfer prices include a one-hour waiting time. Any students or groups exceeding the one-hour waiting time may be liable for additional charges.
VISAS
Some students require a student visa or a tourist visa. Students should contact their local embassy, consulate, or High Commission for additional information and entry requirements to their country of choice. Arranging the correct visa is the sole responsibility of the student or students’ parent/guardian. Visa support documentation will be provided when we are in receipt of the 25% Group Deposit Fee (group students) or a Visa Deposit Fee of 250 CAD / EUR / GBP / USD (individual students). If the program needs to be deferred due to visa processing delays, Xplora International Summer cannot guarantee that the original allocations will apply and change of dates may incur an additional fee. Cancellations due to visa refusal will require a copy of visa refusal documentation and will incur the following costs: documents received 7 days or more prior to arrival a full refund less any courier and enrollment fees, documents received 6 days or less prior to arrival will incur any courier, enrollment fee, 25% Group Deposit Fee or Visa Deposit Fee. Please ensure you allow enough time for visa processing to help minimize cancellation charges that result from visa refusal. Xplora International Summer cannot be held responsible for decisions taken by embassies or immigration police, regarding entry visas or visa extensions.
ACCIDENT, MEDICAL AND TRAVEL INSURANCE
Xplora International Summer will not cover the costs of insurable risks such as (but not limited to) flight delays, changes, and cancellation and any associated costs borne of such incidents. Any medical costs (including transportation and prescription medication) are the responsibility of the individual. It is a condition of making a booking with Xplora International Summer that all students have appropriate accident, medical, and travel insurance including COVID cover where applicable. Each student may be required to provide proof of suitable medical insurance (in English) prior to or upon arrival at the center. In the USA and Canada, this is obligatory. All group and individual students should be adequately insured and will be required to provide evidence of this on arrival. Guard Me does not cover students booked on Horse Riding or Scuba Diving for Personal or Accident Liability. Individual and Group students can opt to take our own Guard Me insurance except for Montreal where it is included in the program price. Coverage under the Guard Me insurance policy commences when appropriate payment has been received. The Guard Me insurance fee is non-refundable. Student Insurance is available from Xplora: US, Canada: Health insurance only. For detailed information on the insurance policies above, please refer to your Xplora contact or the Xplora Partners Site.
SAFEGUARDING
Full details on Xplora International Summer Safeguarding Policy are available on the website. Xplora International Summer reserves the right to terminate the study program of a student if it judges it cannot provide safe and effective care or if the student’s participation represents a risk to their, other students’ or staff members’ health and safety, or if, notwithstanding reasonable accommodations, in the opinion of Xplora International Summer, the student's physical or mental conditions make the student unable to successfully complete their program.
DATA PROTECTION
Any information provided to Xplora International Summer may be held on computer and shall be used in accordance with its data protection registration and the national data protection laws applicable. With your consent or where there is a legitimate need or legal obligation to do so, Xplora International Summer may disclose appropriate personal data, including sensitive personal data of a medical nature, to relevant Xplora International Summer staff and third parties. We will not share sensitive information about students with any third party without their consent unless there are exceptional circumstances, such as when the health and safety of students and others are at risk or where the law requires us to do so. Our Privacy Notice is available on the Xplora website.
GROUP LEADER AND ADDITIONAL ADULTS
The minimum age for the lead group leader of Xplora International Summer groups is 21 years. We are obliged to obtain confirmation that all adults accompanying students hold evidence of their suitability to work with children. A signed letter of good conduct is required for every group leader prior to arrival and before admittance is permitted to the center. For full details on the level of care provided, please visit our website.
PARENTAL CONSENT, HEALTH DECLARATION AND ACTIVITY FORMS
A Parental Consent and Health Declaration form are required for all YL students who are minors. A signed and completed Activity Form is required for certain activities. Forms should be signed, completed, and returned, via your agent at least 21 days prior to the start date. Students will only be able to participate in activities if we have parental or guardian consent. Any student arriving with a condition not previously reported, or which requires regular staff supervision, may be sent home. Any costs incurred through repatriation will be borne by the student.
UNACCOMPANIED MINORS
The Xplora International Summer Unaccompanied Minor Fee applies if a student is traveling as an Unaccompanied Minor with their airline. Airline policy varies so it is advisable to check before booking a flight. The fee for this service is noted in the Fees and Facts section of the price list. Please advise at the time of booking if the student is traveling as an unaccompanied minor. Information regarding the Transfer representative that will meet the Unaccompanied Minor will be available at least 7 days prior to arrival The Canadian Custodianship fee applies to all individual students if they require Xplora International Summer to act as their custodian. All minors must either come with their parent or legal guardian or have a custodian in Canada.
STUDENT DISCIPLINE AND CURFEW TIMES
Failure to follow center rules and curfew times or applicable local laws will result in disciplinary action. Xplora International Summer disciplinary procedure is detailed on the website.
EXPULSION
Students who have been issued with a written warning and continue to display poor behavior and break the rules will be expelled from the center. Xplora International Summer also reserves the right to immediately terminate the program of any person or group whose behavior is likely to cause distress, damage, or danger to other participants, Xplora International Summer employees, or other stakeholders. Xplora International Summer also reserves the right to immediately terminate the program of any person or group whose behavior is sufficiently serious or contrary to applicable local laws. This behavior includes but is not limited to under-age purchase or consumption of alcohol, possession of illegal substances, any damage to property and threatening, violent or abusive behavior with students and/or staff. Xplora International Summer will not be liable for any costs incurred in this process and the cost of repatriation will be at the parent or legal guardian's expense. In Canada, Ireland, Malta, and the UK, no refunds will be made for any program elements missed as a result of such termination. For US students, typical refund policies apply to all expelled students.