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General and COIVD-10 special arrangements FAQ

Q: What is EP fee and project fee?

A: EP fee is collected by AIESEC in Hong Kong as an administrative fee. Project fee is collected by the hosting entity (overseas AIESEC entity).

Q: Apart from COVID-19, is there any condition for me to reject the exchange offer or return back to Hong kong?

A: If you have legitimate reasons, you are welcome to request for cancellation or return to Hong Kong. However, not every situation allows full refund of EP fee. 

 

We will provide a full refund if the conditions are stated in the Exchange Product Policy (XPP).

For declining the exchange offer, you can get a full refund if:

 

  1. You are not receiving all visa documents and information within 2 weeks after approval, which has resulted in you not being able to go on the exchange; OR you are not informed of the timeline of provision for any required documents.

  2. You have an emergency in your family. A proof is required to be submitted to AIESEC in Hong Kong and the hosting entity.

  3. You have become ill and the situation can be dangerous for your health. A proof is required to be submitted to AIESEC in Hong Kong and the hosting entity.

  4. You may be put in danger due to the area of your work being formally declared in emergency due to war, natural disasters, people revolution, terrorism attacks and others.

  5. Your visa was rejected due to mistakes of the hosting entity/ opportunity provider. 

  6. Your visa was rejected by the embassy/ third party.

  7. The organization you volunteer for abroad is not under the National Laws for labour of the hosting entity.

  8. There is a request for change of your job description and the changed job description does not match with at least 50% (fifty) of the initial job description. 

  9. There is a change in salary provision and it was not previously approved by you.

 

For returning to Hong Kong mid-way through your exchange, you can get a full refund if…

 

  1. You have an emergency in your family. A proof is required to be submitted to AIESEC in Hong Kong and the hosting entity.

  2. You have become ill and the situation can be dangerous for your health. A proof is required to be submitted to AIESEC in Hong Kong and the hosting entity.

  3. You may be put in danger due to the area of your work being formally declared in emergency due to war, natural disasters, people revolution, terrorism attacks and others.

  4. You do not have an official working/ living permit in the country of exchange upon arrival unless other legal options have been agreed upon.

  5. The organization is not under the labour laws of the hosting entity.

  6. There is a request for change of your job description and the changed job description does not match with at least 50% (fifty) of the initial job description. 

  7. There is a change in salary provision and it was not previously approved by you. (You are expected to try to resolve the issue first with the hosting entity and opportunity provider.)

  8. You are discriminated against because of your race, colour, gender, sexual orientation, creed, religion, national, ethnic or social origin, or age at your workplace.

  9. You are harassed at your workplace or by AIESEC members.

  10. The organization does not provide the basic work conditions or the main benefits promised to you and you did not previously agree to the changes/ abolition. 

  11. The Opportunity Provider does not pay the corresponding salary to you for two consecutive months.

 

Part I: Before you are on exchange

 

  1. If I have paid the program fee and the deposit for my exchange opportunity, but then a Red or Black Outbound Travel Alert on the Country/Territory of Exchange became effective due to COVID-19, will I be refunded if I decide not to go?

 

Yes! There are in fact two refund options available to you:

  1. The program fee and the deposit may be fully refunded.

  2. The program fee and the deposit may be fully retained as a cash voucher, allowing you to re-apply to any of our projects within 2 years. (Once you chose cash voucher, you could not later pick cash refund)

 

  1. If I have paid the program fee and the deposit for my exchange opportunity, but then a Red or Black Outbound Travel Alert on the Country/Territory of Exchange became effective due to COVID-19, could I still go if I intend to?

 

You are strongly advised to not go and remain in the Home Country and you can also get back full refund in two options explained in FAQ #1 above. However, if you still intend to continue with the project, you are required to sign an indemnity form. Once you did, you would not get any refund if you later decided to withdraw from the project.

 

  1. If a Red or Black Outbound Travel Alert on the Country/Territory of Exchange was NOT effective but there was at least one new COVID-19 case in the Country/Territory of Exchange one month before the earliest start date of the chosen project, could I get refund if I decide not to go?

 

If you decide to withdraw anytime before the earliest start date of the chosen project, your program fee and deposit may be fully retained as a voucher.

 

What if you don’t want the voucher but cash refund? In this case, it depends on when you request for cancellation of the project. 

 

  1. If you decide to withdraw 15-30 days before the earliest start date of the chosen project, an administration fee of $250 will be deducted. The remainder will be refunded.

  2. If you decide to withdraw on or 1-14 days before the earliest start date of the chosen project, an administration fee of $250 will be deducted and the deposit will be forfeited. The remainder will be refunded.

 

Part II: When you are on exchange 

 

  1. If there is a Red or Black OTA on the Country/Territory of Exchange due to COVID-19, will I get refunded if I decide to withdraw? 

 

Yes. The program fee will be fully refunded but the deposit will be forfeited. It is strongly recommended that the EP, upon breaking of the realization, should return to the Home Country as soon as possible. 

 

  1. If there is a Red or Black OTA on the Country/Territory of Exchange due to COVID-19, will I get refunded if I decide to continue with my experience? 

 

You are strongly advised to return to the Home Country, and you can also get program refund explained in the FAQ #4. However, if you still intend to continue with the project, you are required to sign an indemnity form. Once you did, you would not get any refund if you later decided to withdraw from the project.

 

  1. If a Red or Black Outbound Travel Alert on the Country/Territory of Exchange was NOT effective but there was at least one new COVID-19 case in the Country/Territory of Exchange since my experience began, could I get refund if I decide not to go?

 

Yes. The programme fee will be fully refunded after deducting an administration fee of $250, while the deposit will be forfeited.

 

Part III: Miscellaneous

 

  1. If there is NO effective Red or Black OTA on the Country/Territory of Exchange before departure, and there is NO increase of COVID-19 case within the one month before earliest start date of project; and the EP is or will be subject to mandatory quarantine as required by the Government of the Country/Territory of Exchange before during the project, will there be refund if I decide to withdraw from the project?

 

Scenario I: If you decide to withdraw before you depart for exchange, there are two refund options are available to you:

  1. The program fee and the deposit may be fully retained as a voucher; or

  2. The programme fee may be fully refunded after deducting an administration fee of $500, while the deposit will be forfeited.

 

Scenario II: If you decide to withdraw during your exchange, the programme fee will be fully refunded after deducting an administration fee of $750, while the deposit will be forfeited.

 

  1. What if my project gets cancelled before or during exchange from the Hosting AIESEC Entity, can I get a refund?

 

Yes. There are two refund options:

  1. The program fee and the deposit may be fully retained as a voucher; or

  2. The program fee and the deposit may be fully refunded.

 

  1. What if the Government of the Country/Territory of Exchange bans any entry from Hong Kong before my departure to that Country/Territory, can I get a refund? 

 

Yes. There are two refund options:

  1. The program fee and the deposit may be fully retained as a voucher; or

  2. The program fee and the deposit may be fully refunded.

 

  1. What if the Hong Kong Government bans any departure from Hong Kong before my departure to that Country/Territory, can I get a refund?

 

Yes. There are two refund options:

  1. The program fee and the deposit may be fully retained as a voucher; or

  2. The program fee and the deposit may be fully refunded.