Terms & Conditions

Terms & Conditions of Enrollment

Updated March 1, 2024
 

Participant Agreement

I am/My child is enthusiastic about participating in this course. I/We understand EPI programs are academic in nature and require participation in research, course curriculum, and service projects. I/We understand that an enjoyable and fulfilling experience with EPI depends on my/my child’s positive attitude, on my/my child’s willingness to contribute to the whole group, and on my/my child’s willingness to participate enthusiastically in the program activities. I/We understand that disruptive behavior, use or possession of any form of tobacco, any alcoholic product, or any illegal drug will result in my/my child’s immediate return home at my own expense and without refund. I/We have read, understand, and agree to abide by the application guidelines, payment schedule, late fees, and cancellation policy. I also give EPI permission to use the participant's first name, age at time of program, country, and image in promotional materials and press releases.

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Unplugged Policy

We ask students to completely unplug from electronic devices so that they can immerse themselves in their course experiences and connect at a deeper level without screens. For these reasons, students are not allowed to have electronic devices other than approved medical devices, travel alarm clocks, and digital cameras (phone or tablet cameras not allowed). If a participant brings an electronic device to course for use on the plane, instructors will collect and store the device until the end of the course.

 

Cancellation Policy

For participants traveling in 2024:

• Any cancellation within 24 hours of enrollment is entitled to a full refund.

• Cancellation up to five months (150 days) prior to the course start date is entitled to a full refund minus a $100 fee.*

• Cancellation between five months (149 days) and two months (60 days) prior to the course start date is entitled to a full refund minus a $500 fee.*

• Cancellation within 59 days (two months) of the course start date receives no refund.

*Does not include any non-refundable airfare costs.

 

For an unexpected cancellation of an entire course due to airline-related delays or cancellations, civil unrest, weather, pandemics, and other unforeseen circumstances, EPI will work to recover funds as possible (to be issued as tuition vouchers or airline vouchers) and reduce additional expenses associated with rescheduling. Recoverable funds will vary based on the proximity of the canceled course's scheduled start date.

 

For Participants Traveling in 2025:

If a participant withdraws and cancels their participation from a course, the following refund terms apply:

• Cancellation within 24 hours: full refund of payment

• Cancellation up to 240 days (eight months) prior to course start date: full refund minus $150 fee*

• Cancellation between 239 days (eight months) and 180 days (six months) prior to course start date: full refund minus $250 fee*

• Cancellation between 179 days (six months) and 60 days (two months) prior to course state date: full refund minus $750 fee*

• Cancellation within 59 days (two months) of course start date: No refund

*Does not include any non-refundable airfare costs. Airline vouchers or refunds may be provided if possible.

For an unexpected cancellation of an entire course due to airline related delays or cancellations, civil unrest, weather, pandemics, and other unforeseen circumstances, EPI will work to recover funds as possible (to be issued as tuition vouchers or airline vouchers) and reduce additional expenses associated with rescheduling. Recoverable funds will vary based on the proximity of the canceled course's scheduled start date.

 

Tuition Includes

Tuition includes EPI instructors, activities, stated accommodations, meals, water, tips, and on-program transportation. For visiting programs, unless otherwise noted, EPI tuition includes a budgeted amount for airfare. In some circumstances if airfare exceeds the budgeted amount, surcharges may be added. Among items not included in tuition are meals in airports during transit to and from course, baggage fees, costs incurred due to travel delays, clinical visits/treatments in case of illness or injury, early departure costs, travel insurance, passport costs, international visas, and personal spending money.

 

Enrollment and Payment Guidelines

Fill out the online enrollment form and pay your enrollment deposit online or mail a check. This deposit is applied toward the full program cost, is subject to the cancellation policy, and is non-transferable. If the course you enroll in is full, this deposit will be returned to you. The deposit amount to enroll in a course depends on the date your application is received.

1. Enrollment received more than 6 months before course start date: $350.

2. Enrollment received between 2-6 months before course start date: $1,350.

3. Enrollment received less than 2 months before course start date: Full tuition.

If you enroll less than 6 months before the course start date, the total tuition cost is subject to change due to airfare costs.

 

Payment Schedule

• $1,350 is due by the tuition deposit deadline.

  • A $350 deposit is due immediately upon enrollment to secure the participant’s spot-on course.

  • Another $1,000 deposit must be paid before the tuition deposit deadline.

• The remaining balance is due by the course’s final payment deadline (2 months before course).

• All payments must be received by the due date unless otherwise outlined by EPI or group organizer. EPI reserves the right to drop from the course without refund any participant missing payments within four weeks of the course start date. 

 

Fees

• A $50 late fee will be added to your account if $1,350 in payment is not received before the tuition deposit deadline and/or if the tuition balance is not paid in full prior to the final payment deadline.

  • EPI does not purchase airfare for participants missing the tuition deposit (first $1,350 in payments). An additional airfare surcharge equal to the added expense will be added if the participant’s airfare cost increases due to a delay in payment.

• A $50 late fee will be added to your account for paperwork received after the paperwork deadline.

• All credit card payments incur a 3.5% convenience fee.

• Returned checks incur a $35 returned check fee.

 

Tuition Voucher Policy

• Tuition vouchers are non-refundable.

• Tuition vouchers can be used toward any one available EPI course prior to the voucher's expiration date.

 

Paperwork

You are expected to submit all required course paperwork. Paperwork can be accessed from your  Participant Login page. EPI reserves the right to drop from the course without refund any participant missing paperwork within four weeks of the course start date. 

 

EPI requires the following paperwork to be completed for participation:

1. Online Medical Form: Medical insurance that is valid in the program location is required. If you do not have medical coverage, temporary medical insurance may be obtained from various travel insurance companies.

2. Physician Form: This form requires a physician’s signature. Please schedule an appointment early to complete this form by the paperwork deadline.

3. Minor International Travel Letter (for minors traveling internationally): The form must be signed by two parents or guardians (separate forms are allowed) and be notarized. Supplemental documents are required when two signatures are not present. Families will share a copy with EPI and the participant will travel with the original letter.

4. Passport valid for travel to host country (if traveling internationally): Submit a color scan or photo of the first two pages of the traveler's passport.

5. Consent Forms: EPI’s agreements, waivers, and releases.

6. Course Activity Forms: EPI’s partners’ and vendors’ waivers and releases.

 

Name and Travel IDs

• If traveling internationally, you must have a passport that is valid for travel to the host country. EPI recommends, and some countries require, your passport be valid for at least 6 months after your arrival in the destination country. It is your responsibility to apply for or renew your passport in a timely manner.

• US Citizens do not need to apply for visas to visit countries where EPI runs programming. If the participant is not a US Citizen, it is the responsibility of the participant to research and secure travel visas if needed.

• If traveling domestically, you may need an ID valid for air travel. Please check the current TSA and airline policies.

• EPI books accommodations in the participant’s name. Errors in spelling may result in complications or added expenses. At the time of enrollment, the participant’s birthdate and full name must be provided as they appear on legal documents (passport, birth certificate, etc.).

 

Student Behavior and Discipline
EPI operates under a Big 5 policy that prohibits:

• The use and/or possession of cigarettes or tobacco products of any kind while on course

• The use and/or possession of alcohol

• The use and/or possession of illegal drugs

• Engaging in sexual behavior or coupling (exclusive behavior)

• Disruptive behavior (behavior that is unsafe or disrupts or distracts from the educational mission of their course)

 

We reserve the right to expel any participant who breaks one of our Big 5. If a participant is expelled, there will be no refund and the return home will be at the expense of the participant and/or their family.

Equal Opportunity
EPI does not discriminate on the basis of race, color, religion, creed, sexual orientation, national origin, age, or disability in the administration of its admission or employment policies. If EPI reasonably determines that a disability could lead to an inappropriate level of danger to the student or others, based upon a particular activity, then that person may be ineligible for that particular course or assignment but would not be excluded from other opportunities offered by EPI.

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Changes to Terms & Conditions

We reserve the right, at our sole discretion, to modify or replace these Terms at any time. 

 

If you have any questions, please contact us via email.

 

General Website Terms & Conditions

​Updated August 23, 2023

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Please read these Terms and Conditions ("Terms", "Terms and Conditions") carefully before using the Ecology Project International (EPI) website (www.ecologyproject.org) and the EPI mobile site (“Website,” “Site”). Your access to and use of this Website is conditioned on your acceptance of and compliance with these Terms. These Terms apply to all visitors, users, and others who access or use the Site. By accessing or using the Website you agree to be bound by these Terms. If you disagree with any part of the terms, then you may not access the Site.

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Purchases

If you wish to purchase any product or service made available through the Website ("Purchase"), you may be asked to supply certain information relevant to your Purchase including, without limitation, your name, address, email address, and billing information.

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Enrollment

If you wish to enroll in an EPI course through the Website (“Course”), you may be asked to supply certain information relevant to your Course including, without limitation, your name, address, email address, and billing information.

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Donation

If you wish to donate to EPI through the Website (“Donate,” “Donation”), you may be asked to supply certain information relevant to your Donation including, without limitation, your name, address, email address, and billing information.

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Links to Other Sites

Our Site may contain links to third-party websites that are not owned or controlled by EPI. EPI has no control over and assumes no liability for the content, privacy policies, or practices of any third-party websites or services. You further acknowledge and agree that EPI shall not be responsible or liable, directly, or indirectly, for any damage or loss caused or alleged to be caused by or in connection with use of or reliance on any such content, goods, or services available on or through any such websites or services.

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Changes to Terms & Conditions

We reserve the right, at our sole discretion, to modify or replace these Terms at any time. You may find the updated Terms here.

 

If you have any questions, please contact us via email.