TERMS & CONDITIONS
Please read the Terms & Conditions of Cross-Cultural Solutions (CCS) carefully before enrolling in the program. By clicking on the box beside the words ‘I agree to the Terms & Conditions’ on the online enrollment form, you agree to the following terms and conditions.
The participant agrees to pay the applicable program fee, based on the length of stay and country of travel selected at the time of enrollment for the Cross-Cultural Solutions program.
A non-refundable deposit of $350, payable by check, credit card, or wire transfer, is due at the time of enrollment and is applied toward the total program fee. The deposit assures CCS of the participant’s commitment to participate in the program and allows CCS to make the necessary arrangements, and is therefore not refundable under any circumstance.
The balance of the program fee and the submission of the required volunteer paperwork, including, but not limited to, the Agreement & Release, is due 60 days in advance of the selected program start date. If the participant enrolls between 31 and 70 days prior to the scheduled start date, the participant has 10 days from the date they have enrolled to pay the balance of the program fee, and to complete the required paperwork. When enrolling within 30 days of the selected program start date, the balance of the program fee must be paid in full upon enrollment, and the required paperwork must be promptly completed. All funds must be received at the CCS office by these deadlines.
If the program fee is not paid in full within the deadlines described above, and the volunteer has not been granted an extension by Cross-Cultural Solutions in writing, the participant will be cancelled from that program and the CCS Cancellation and Refund Policy will apply for any funds paid. At no time will monies be transferred from one participant’s account to another.
The participant is responsible for his/her own travel arrangements and personal expense during the program. The participant agrees to take personal responsibility for his/her own effects and CCS will not be held responsible for any loss or damage of personal effects. CCS cannot be held responsible for a country’s decision to refuse entry, exit, or the right of passage. The Cancellation and Refund Policy will take effect for participants denied entry to a country where there is a CCS program site, or who cannot travel on the program for any reason, except for those noted in the Terms & Conditions.
The participant is responsible for informing CCS of any physical or medical condition, including mental health conditions, at least 60 days prior to the start date. CCS reserves the right to require documentation from a medical practitioner verifying that the participant is fit and able to undertake a program, and CCS reserves the right to cancel a participant’s program on the grounds of the medical practitioner’s comments.
Applicable discounts, as described on the Cross-Cultural Solutions website at the time of enrollment, will be applied to the balance of the program fee after enrollment. No discounts can be combined, with the exception of the Alumni Discount and Companion Discount or the 4+ Alumni Discount and Companion Discount. Participants enrolling as a family of 4 or more and who receive special family pricing are not eligible for any discounts. Volunteers participating in the CCS program in Greece are not eligible for discounts. Should the discount no longer apply to your program fee, due to a change in start dates or participants, the participant is responsible for paying the new balance of the program fee within the deadlines provided in the Program Fees section of the Terms & Conditions.
The Child Discount will be applied to children 12 years old and younger at the time of the program start date. A participant traveling with a child who receives the Child Discount will not receive the Companion Discount for that child, due to the fact that the child is already receiving a discount.
The Companion Discount will be applied to the Program Fee of the Main Contact for every companion traveling on the same start date and to the same program site, for up to 4 companions in total. Participants traveling with alumni of the CCS program will not receive a Companion Discount for said alumni traveling. Should a companion cancel from the program at any time, or change the program start date or program site such that they are not traveling with the Main Contact, the Companion Discount will be forfeited and the revised balance will be due.
The Alumni Discount will be applied to any participant who has previously completed a CCS program. The 4+ Alumni Discount will apply to any participant who has successfully completed at least 3 previous CCS programs.
The Multiple Programs Discount will be applied to any participant who enrolls for more than one CCS program and is contingent upon successful completion of the first program. The Multiple Programs Discount will not apply to the first CCS program completed. Should the participant not participate in the first program, the Multiple Programs Discount will be removed, and the remaining balance of the program fee will be due as per the payment deadlines based on the date of withdrawal from the first program.
Participants traveling as part of a group who receive the Group Discount will not be eligible for the above discounts, and will be subject to the Group Terms & Conditions.
Cancellation and Refund Policy
|Cancellation Date||Portion of Program Fees|
|More than 60 days before program start date||Program fee, not including the deposit|
|Between 31 and 60 days prior to the start date||50% of the full program fee, not including the deposit|
|Between 1 and 30 days prior to the start date||25% of the full program fee, not including the deposit|
|On or after start date||No refund will be provided|
The following calculation will be used to determine refund amounts due, if any. Please note that, in the case of cancellations within 60 days of the start date, a refund will not be issued unless the participant has contributed enough funds in order to receive a refund. No contributions made by anyone other than the participant themselves, which includes sponsors, are refundable under any circumstance. If a participant is not eligible for a refund, all funds will be automatically placed on file for use up to one year from the original start date.
Refund Amount = [Amount You Directly Paid In Addition To The Deposit] - [[(Total Program Fee) – (Deposit Paid)] * (Percent of Remaining Fee Eligible for Refund)]
Should the amount calculated exceed the amount that the volunteer directly paid, separate from the deposit, the refund will be adjusted to be only the amount that the volunteer directly paid. The deposit is not considered for those funds paid directly by the volunteer.
In the case of a switch in your program, or a cancellation and re-enrollment, your refund amount will be calculated based on the switch or cancellation that occurred closest to the program start date. For example, if you switched from your original program start date to a new program start date, and the switch was effective 45 days before the original program start date, and then you cancelled from your new program start date 75 days before the start date, your eligible refund amount will be based on a cancellation 45 days before the start date.
Switch fees are not refundable, and are not included in the full program fee.
If funds are received on or after the start date, from either the participant or from a sponsor, those funds will remain on file to be applied toward another CCS program by the participant for one year after the original start date. These funds are not eligible for a refund.
Cross-Cultural Solutions reserves the right to refuse to offer the CCS program to anyone for any reason, to cancel a participant’s participation in the program, or to cancel the start date or program in which the participant is scheduled to participate. If the participant is cancelled from the program, space may not be available on the selected start date should the participant try to re-enroll.
In the event that your program is cancelled by Cross-Cultural Solutions for non-payment of the full program fee by the due date, or for non-submission of paperwork by the required due date, the CCS Refund Policy will take effect as of the effective date of the cancellation, which may be after the due date. Please note that this includes not submitting the Health & Emergency Information Form with the correct health details required, or corresponding paperwork required as a result of any medical conditions disclosed.
When a participant is enrolled for more than one program site, each program site will be treated individually in the case of a cancellation, as long as separate program fees were paid for each program.
Other than such refunds as stated above, CCS will not be responsible to the participant for any other refund, costs, interest, liability, or damages of any kind. The participant is solely responsible for any airfare or other travel fees, charges, expenses, or penalties that may result from any cancellation or change in the participant’s program, whether the participant cancels the program or it is cancelled or altered by CCS.
It is very important that a participant understands the cancellation policy. If it is not clear, the participant should ask for clarification. CCS cannot make exceptions to this cancellation policy for any reason, including medical emergencies. CCS strongly urges the participant to purchase trip cancellation insurance.
No refunds will be given for unused portions of the program due to cancellations or terminations that become effective on or after the start date, whether initiated by CCS or the participant, or because of the participant’s failure or inability to complete the CCS program.
Changes to Program Start Date or Program Site
Cross-Cultural Solutions allows participants to change their program start date, program location, or length of stay, dependent on program availability. In addition, participants can use their program deposit or funds on file, as per the Cancellation & Refund Policy, to enroll in a future CCS program, should these funds be available to the participant.
The program deposit of $350 can be used a maximum of three times, which includes any changes to the program site and program start date. This deposit must be used within one year of the original start date. After the third use of the deposit, that deposit amount is forfeited, and the participant must place a new deposit to enroll in a future CCS program.
All changes to a CCS program must be received in writing by the CCS office in New Rochelle, New York.
Changes to the program start date within the same program site and for the same length of stay can be made without penalty, if made more than 60 days in advance of the original start date.
If the participant changes their program site or length of stay in the program, the participant will be responsible for the difference in the program fee between the original program selected and the program fee for the newly-selected program, using the rates published on the website as of the date the switch became effective. Any additional funds owed to CCS must be received as per the CCS program fee deadlines as of the date of the switch.
Should the change to the program site or duration of stay result in a reduced program fee for the participant, the CCS Cancellation and Refund Policy will apply for the difference between the original and new program fee.
In addition to the changes in your program fee above, if the change requested to the program site or program start date is received:
- Between 31 and 60 days before the program start date, a $66 switch fee will be assessed
- Between 30 and 1 days(s) before the program start date, a $210 switch fee will be assessed
Please note that a switch fee does not apply to a change in your length of stay.
For members of a group, the $66 switch fee will apply to changes in the program site or program start date for any changes made than 30 days before the program start date. If the change is made between 30 and 1 day(s) before the program start date, the $210 switch fee will be assessed. The switch fee applies individually to each member of the group that has made the switch.
The switch fee will also apply if a volunteer cancels their program within 60 days of the original start date and re-enrolls using funds or a deposit on file. The switch fee is non-refundable and non-transferrable to any other programs. The switch fee is assessed at the time of re-enrollment or at the time the switch is made, and is charged to the participant before the remainder of the program fee is paid.
Single or Double Occupancy Rooms
Cross-Cultural Solutions offers participants the option of guaranteeing a room with single or double occupancy in select program sites and for select start dates, as available. Cross-Cultural Solutions will assign another Participant to share a double-occupancy room with the participant of the same gender.
A $50 fee per Participant, per week will be charged to each participant who chooses a double-occupancy room and a $75 fee per Participant per week will be charged to each participant who chooses a single-occupancy room. Participants are required to pay this fee in full at the time the Program Fee is due. If the single- or double-occupancy room fee is not paid in full by the Program Fee due date, a single or double occupancy room will no longer be guaranteed to that Participant.
Single or Double-Occupancy Rooms are typically guaranteed 120 days before the start date, and must be confirmed in writing by Cross-Cultural Solutions to be effective.
If a participant is fundraising, the due date for the program fee will be changed to 30 days before the program start date once a fundraising payment has been received by the CCS office in New Rochelle, New York. The participant is responsible for notifying CCS, in writing, if a sponsor payment has been made and the due date for the program fee has not been changed. Otherwise, the participant may be subject to cancellation for non-payment of the program fee should the full payment not be received at least 60 days in advance of the start date.
Participants are responsible for accurately representing the CCS international volunteer program on any external fundraising sites or on any fundraising communications. CCS is not responsible for misrepresentations made by volunteers to sponsors regarding the CCS program. CCS has the right to reject donations made to a Program Fee if the participant claims that the contributions will be used for any other purpose than fundraising for the Program Fee or donating to a CCS fund. The participant is responsible for ensuring that their name is provided to CCS in conjunction with any third-party fundraising site.
If a participant is using a third-party fundraising site (e.g. Network for Good), it is their responsibility to review the Terms & Conditions of that site, including any processing fees and timelines for payment of fees to CCS, to ensure the Program Fee is paid by the due date. Typically, the full payment must be received no later than 90 days before the program fee due date to ensure that funds are received by Cross-Cultural Solutions. Cross-Cultural Solutions cannot issue tax receipts to sponsors who make contributions through third-party fundraising sites.
No contributions made by anyone other than the participant themselves, which includes sponsors, are refundable under any circumstance.
If a participant receives a matching gift, neither the original payment nor the amount matched is refundable to the participant or the company who provided the matching gift. The participant is responsible for applying for matching gifts with enough time for the funds to be received by Cross-Cultural Solutions by the Program Fee due date, which is typically more than 90 days prior to the start date.
Terms and Conditions Agreement
If you are traveling with a minor under the age of 18, and are acting as the chaperone, or are the parent or legal guardian of that child, you are entering into this agreement on the child’s behalf by agreeing to these Terms & Conditions.
These Terms & Conditions are agreed to between Cross-Cultural Solutions, the participant whose name is reflected on the enrollment form, and the cardholder whose name is reflected in the payment details. This agreement is made on the day of the enrollment and becomes legally binding upon submission of the enrollment form.