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KEI policies & guidelinesKEI policies are intended for students participating in KEI-sponsored semester, quarter, trimester, academic year, intersession and summer study and intern abroad programs. Click on each item below for more information about KEI policies. Students participating in a group arrangement program with a professor from their home institution may be subject to different application, payment and refund policies and should contact their professor for details. It is the student's responsibility to familiarize themselves with KEI policies. Application requirements
KEI reviews applications on a rolling basis. Students are encouraged to apply early to reserve a place in the program and take advantage of the Early Enrollment discount. Applications are assessed as they are completed and programs are filled accordingly. It is the student's responsibility to make sure that the application is completed by the deadline date for the desired term of study. Completed applications take approximately 2 weeks to review. Applicants should read and understand the information published on the KEI website and in KEI program literature before submitting the application.
In general, a complete application consists of:
Visit the Apply Now page to start your application. If you have questions, please email a KEI Program Manager at email@example.com or give us a call at 1.800.831.5095 (USA and Canada) or 1.212.931.9953 (international). Application deadlines
Students are encouraged to complete their application by the designated deadline for their program location and term of study. Application deadlines for all programs can be found at http://www.keiabroad.org/apply.php.
There is no late application deadline. However, applications completed after the application deadline will be reviewed only if space is available in the program. Late applications must include a processing fee of $150 USD, in addition to the regular application fee of $100 USD. Applications will not be reviewed until the late application fee is received by KEI. Late applicants may also incur additional fees to cover any increases in cost of airfare, housing, excursions and other logistic services that may arise as a result of applying after the deadline. Applications completed after the enrollment deadline must also include the nonrefundable $850 enrollment confirmation deposit. Late applicants are encouraged to contact a KEI Program Manager prior to applying to determine if space is still available.
Incomplete applications (i.e. required information is missing, fees not paid, etc.) will be considered pending and held up to 30 days for completion. Pending applications cannot be held after the application deadline date. Applications that can no longer be held will expire and require a $50 USD Reactivation Fee. Reactivation is subject to availability and program pricing at the time of reactivation. Any terms or pricing connected with the original application may be forfeited. Students whose applications are incomplete and submitted with a confirmation deposit are not eligible for any refunds.
Applicants accepted to a KEI program will receive predeparture documents, including an Official Admissions Notice, Student Agreement, Course Approval Form, Medical Review Forms, Supplemental Information Form, Transcript Request Form, and Program Invoice. Depending on the program and student's individual needs, applicants may also receive a Passport Guide, Residence Agreement, Financial Aid Forms and program-specific forms.
To enroll, students must submit the following to KEI by the enrollment deadline date for their program session:
The enrollment deadline depends on the date of admission to a KEI program. Students must submit their enrollment documents and confirmation deposit within 2 weeks of the admissions date or by the Final Enrollment Deadline, whichever comes first. The admissions date and enrollment deadline will be indicated on your KEI Admissions Notice.
Applicants who apply and enroll before the application deadline and make payments on time will have the $100 USD application fee waived. To be eligible:
After enrolling in the program, KEI will send students additional pre-departure materials, which may include a Travel Update, Visa Information, Insurance Confirmation, Academic Materials and an updated Program Invoice. To complete the program registration process students must submit final payment, or make other payment arrangements, by the registration deadline date.
Program registration deadlines depend on the date of acceptance to a KEI program. Students must submit final payment, or make other payment arrangements, within 4 weeks of the admissions date or by Final Registration Deadline listed below, whichever comes first. The admissions date and registration deadline will be indicated on the Admissions Notice.
Students must submit the following payments:
Payment can be made by check, money order and wire/bank transfer. Checks and money orders must be made payable to Knowledge Exchange Institute and mailed to the address below. To make bank wire payment arrangements please contact a KEI advisor. Credit card payments will be charged a 3% processing fee by the credit merchant.
Knowledge Exchange Institute
63 Sickletown Road
West Nyack, New York 10994
United States of America
A $100 USD non-refundable application fee must accompany the KEI Application. Applications will not be processed until the application fee is received by KEI. The application fee will be applied to the program price if the student meets the Early Enrollment requirements. Incomplete applications will be suspended after 30 days of inactivity. A $50 USD Application Reactivation Fee will be charged to reactivate the application.
Late application fee
Applications completed after the application deadline are subject to a late processing fee of $150 USD in addition to the regular application fee of $100 USD. Late applications will not be reviewed until both, the application fee ($100) and late application fee ($150) are received by KEI. Applications submitted after the enrollment deadline must also be accompanied by the $850 enrollment confirmation deposit. Late applicants may encounter additional fees to cover any increases in cost of housing, excursions and other logistic services that may arise as a result of applying after the deadline.
Enrollment confirmation deposit
An $850 USD enrollment confirmation deposit must be received by KEI not later than the enrollment deadline. The deposit confirms space in the program, reserves housing, guards against damages to the housing and to the mobile phones and, as needed, allows KEI to begin the internship search process. The enrollment confirmation deposit is refundable under conditions outlined in the Refund Policy.
Program Price shall refer to the total cost of the program, including the Program Fee, Customized Options, Promotional Discounts, Deductions for KEI Services, Late Payment Fees and Charges, Change of Status Fees, Application Fee, Late Application Processing Fee and Application Reactivation Fee. The Enrollment Confirmation Deposit is not considered part of the Program Price and shall be treated as a separate fee. The Program Price is variable, and may change at any time depending on individual circumstances (i.e. late payments, early enrollment, etc.).
Students must submit full payment of the Program Price by the registration deadline. Students using financial aid and payment plans may defer partial payment of the Program Price under the conditions outlined in the Deferment of Payment and KEI Payment Plan sections.
KEI's Comprehensive Fees are published on the KEI website and in the KEI Programs Catalogue. The Comprehensive Fee includes the following items and services.
Students need to budget additional funds for items not included in the program fee, including meals, phone calls, local transportation, airport tax (if applicable), school supplies, utilities with some apartment options and personal expenses. An estimate of these expenses is provided in the pre-departure guide.
KEI reserves the right to offer promotional or exclusive program pricing and/or discounts for a limited time. Only those applicants who: 1) submit the required application materials; and 2) meet the stated requirements of the promotion during the specified promotional timeframe will be entitled to the promotion or discount. Applicants who complete an application prior to or after the timeframe of the promotion, will not be granted any price adjustment or refund. Students participating in group, faculty-led or custom arrangements are not eligible for additional discounts of any kind.
Depending on student preferences the final program price may also include costs associated with early program arrival, late program departure, extended internship and/or other costs resulting from customized options for the program. Payment of costs associated with any and all customized options must be received by KEI not later than the registration deadline for the first term of study unless other arrangements have been approved by KEI in writing.
Deductions for KEI services & program components
Students who decide not to participate in KEI-arranged housing, excursions and certain program components (KEI provided medical/travel insurance, mobile phone, etc.) may request a deduction for these services/items. Requests must be indicated on the Supplemental Information Form and received by KEI before the enrollment deadline for the first term of study. Requests will be considered if the student demonstrates that arrangements have been made for similar components (housing, insurance, mobile phone, etc.) to the satisfaction of KEI. KEI reserves the right to deny all requests.
The amount of each deduction depends on the program and term of study. All deductions will be applied towards the program price. Students participating in multiple term programs will have the deductions applied towards the last session of study. KEI reserves the right to deny any and all requested deductions. KEI will not grant partial refunds for housing and excursions before or during the program.
Multiple term and multiple location programs
Multiple term programs consist of two or more consecutive sessions at the same host institution. Academic year programs are multiple term programs that include fall semester and spring semester. At some host institutions, where the quarter system is implemented, academic year programs span consecutive fall, winter and spring quarters. Multiple location programs apply to any combination of programs that include study at two or more host institutions during consecutive sessions.
KEI provides discounts for most multiple term and multiple location programs. The discount is applied to the last term of study. The amount of the discount depends on the program location(s), terms of study and student preferences.
Students applying for multiple term programs, academic year programs and multiple location programs must adhere to the payment procedures and policies specified in this section (in addition to the general payment procedures outlined in this document).
Change of status refers to any modifications made to the program location(s) and/or term(s) of study as specified on the student's Application Form. Accepted students who want to change the status of their program must submit a request in writing (letter or fax with signature) to KEI by the enrollment deadline. Requests received after the enrollment deadline are subject to a $300 USD fee. The Onsite Director must also be notified if the student is already abroad. KEI staff will work with the host institution(s) to facilitate approved changes, and notify the student's home university and guardian(s), if applicable. KEI reserves the right to deny any and all change of status requests.
Deferment of payment
Students using financial aid may defer payment of the program price until after the registration deadline without incurring late payment fees. Payment may be deferred subject to the following rules and regulations:
KEI provides a Program Budget for Financial Aid Recipients, which is intended for use by the Financial Aid office at the student's home university, for the purposes of calculating eligibility for financial aid. This document is not intended for calculating actual program costs, and, therefore, should not be used as a basis for calculation of refunds. KEI does not provide an itemized breakdown of program costs.
KEI payment plan
KEI Payment Plans allow students to pay a portion of program price in monthly installments without incurring late fees and interest. Students must complete the KEI Payment Plan Agreement and the Financial Information Form. To be considered, both documents must be signed by the student and a cosigner (parent/legal guardian or credible individual), and returned to KEI not later than the registration deadline.
The maximum allowed amount for the payment plan is $2,000 USD per term of study. In general, payment is divided into five monthly installments of $400 USD, which must be received by KEI not later than the installment due date. Late payments are subject to additional fees and charges, as described in the Late Payments Fees & Charges section of this document and in the Payment Plan Agreement.
Late payment fees & charges
Students who have not paid in full or made alternate payment arrangements 30 days prior to the program start date may be prohibited from participating. Students maintaining an outstanding balance during the program, including failure to make timely payments according to the Deferment Agreement and/or KEI Payment Agreement may be dismissed from the program. The student will also forfeit the enrollment confirmation deposit, any and all KEI grants, scholarships and promotional discounts, and will incur additional late fees of $10 USD dollars (or the maximum amount allowed by law) for each day that the payment is not received following the payment deadline. In addition, transcripts will not be released until the outstanding balance is paid in full.
KEI reserves the right to transfer any outstanding balance to an attorney or collection agency authorized for collection by KEI. Such action may affect the credit rating of the student and cosigner and may result in additional of administrative, collection and legal fees to the program price.
The KEI refund policy is based on the premise that students have thoroughly researched their options and given careful consideration to choosing a program abroad prior to applying, enrolling and registering in a particular program(s). Furthermore, KEI expects students to read and understand KEI services, policies and procedures before enrolling in a program. KEI makes financial commitments on behalf of the students starting with the date of acceptance. Under no circumstance will KEI refund portions of the program price that have been used to pay program expenses on behalf of the student. All refunds are under the sole discretion of KEI.
Enrollment confirmation deposit
Students are entitled to a partial refund of the $850 enrollment confirmation deposit, provided they meet the following requirements:
Cancellation, withdrawal & dismissal
The refund policy described in this section applies to cancellation, withdrawal and dismissal from the KEI program, including single term, multiple terms, academic year and multiple location options. Cancellation is a decision by the student to remove him/herself from the program for any reason prior to the program start date. Withdrawal is a decision by the student to remove him/herself from the program for any reason once the program has started. Dismissal is a decision by KEI to remove the student from the program at any time due to behavioral or academic misconduct, or late payments.
Students may defer enrollment and registration for up to three terms following the original term of study, as indicated in the student's Application Form, under the following conditions.
KEI reserves the right to suspend any program due to low enrollment or safety concerns. If KEI suspends the program due to low enrollment, students will have the option of: (1) deferring enrollment to a different term; (2) enrolling in a different program location; or (3) receiving a full refund less the application fee. If the U.S. Department of State issues a Travel Warning advising U.S. citizens not to travel to the host country, or if U.S. citizens are in the host country and are asked to leave, KEI may (at its discretion): (1) suspend the program if it has not already started and refund the full program price less the application fees and enrollment confirmation deposit. In this case, students will be allowed to enroll in any other KEI-sponsored program. Or, (2) suspend the program and arrange travel to the student's home country if the program is already in operation. In this case students receive a pro rata refund for any portion of the program price that has not already been used during the operation of the program. In such cases, KEI will work with the host institution, the home institutions, and the students to assist with credit completion whenever possible.
KEI reserves the right to make program changes before and during the course of the program. While we make all efforts to run the program as described in our literature, it may become necessary to make modifications to arrival and departure dates, housing, academics, on-site visits and other KEI services. In such cases, no refund or reduction in fees will be granted as long as KEI makes alternate arrangements similar to the original and students can complete the program. Determinations of similarity are under the sole discretion of KEI.
Student conduct & responsibilities
Health & safety
The primary focus of KEI conduct policy is the health and safety of students while abroad. Above all, KEI students are expected to behave in a responsible manner and to exercise caution and common sense at all times to avoid injuries and harm to themselves and other participants in the program. Furthermore, students are expected to obey the rules and laws of the host institution and host country, and be aware of differences in culture and norms of behavior. KEI participants are often seen as "student ambassadors" by their host institution and community, and should conduct themselves accordingly.
The information and advice provided by KEI Program Managers and KEI publications should serve as a guide in preparing students for their program abroad. However, KEI literature and staff should not be the only source of information. It is the student's responsibility to seek other sources of information, and to research and understand issues related to their host location, including safety, health, political, cultural and religious conditions.
While KEI provides on-site support and guidance, it is not possible to monitor student behavior at all times. Therefore, it is the student's responsibility to behave in a sensible and cautious manner during the term of study. Each KEI student must be an informed, aware and cautious participant when making everyday choices and decisions. Actions that jeopardize safety of the student and/or safety of other students will not be tolerated and will be addressed immediately. Reckless behavior may result in probation and dismissal from the program, according to the terms outlined below.
Medical & travel insurance
Medical and travel insurance is mandatory for all KEI participants. KEI will arrange medical and travel insurance for the duration of the program. It is the student's responsibility to familiarize him/herself with the medical and travel insurance policy arranged by KEI, including the limitations of this policy. Students who want to purchase additional coverage should do so prior to departure for the program.
Students who do not want to participate in the insurance policy organized by KEI must inform KEI in writing (fax or mail) before the enrollment deadline and send proof of alternate medical and travel insurance during their program abroad.
KEI is not responsible for obtaining medical care for students, nor is KEI responsible for dealing with insurance claims after medical service has been provided. Students are expected to prepare for their trip and make necessary arrangements for medical care, services and treatment.
Drugs & alcohol
Alcohol and drug consumption is subject to the laws of the host country. Students are required to accept responsibility for their own actions. If a student violates the laws of the host country, KEI cannot and will not intercede on the student's behalf. In most cases the US Consulate will also refrain from helping students that violate laws on illegal drug use and possession. In addition, KEI may place students on probation or dismiss students from the program for excessive consumption of alcohol and use or possession of illegal drugs, as determined by KEI staff.
Students are expected to attend classes and participate in planned group meetings with the KEI On-Site Coordinator. In general, excessive unexcused absences, as determined by KEI staff and the host institution, may result in failing grades and/or dismissal from the program. Each host institution establishes attendance policies, and it is the student's responsibility to become familiar with and adhere to the attendance policy of the host institution.
All grade disputes are the sole responsibility of the student. KEI will assist students in contacting the host institution and faculty, but has no authority to change grades without written consent of the host institution. All grade disputes must be resolved before transcript documentation is issued by the host institution to avoid additional mail and transcript charges.
Housing & meals
Students must conform to the housing rules and regulations. Failure to abide by the housing rules and/or inappropriate conduct may result in disciplinary action on the part of the host institution, family, landlord and/or KEI. Students asked to leave the assigned housing by their host due to misconduct, but allowed to remain in the program at the discretion of KEI, will have to vacate the assigned housing and find other housing for the duration of the program. In such an event, the security deposit will not be refunded and the student will be responsible for any additional costs incurred by KEI as a result of the housing change.
Full and partial meal plans are included with some, but not all, programs and housing options. Refer to individual program information for specifics about meals. Students with special diets should inform KEI in writing before the enrollment process. KEI will use this information to provide advice on local cuisine, restaurants and shops so that students can better prepare for their trip. KEI is not responsible for providing specialty foods. Students with special diets are expected to make necessary arrangements on their own.
KEI will cover all reasonable utility expenses during the program so that students do not have to deal with local utility companies. Reasonable expenses are based on the average utility usage of a local resident, rather than what American students may be accustomed to. However, students who incur utility charges above and beyond what is deemed reasonable by KEI will be responsible for paying the excess charges. These costs will be deducted from the student's security deposit. If the deposit does not cover all charges, the student will be billed accordingly. KEI reserves the right to hold the security deposit until all utility bills have been reviewed and settled.
Probation & dismissal
Students are expected to comply with regulations, policies, procedures and laws established by the Knowledge Exchange Institute, the host institution and the host country. Failure to comply with these policies may result in a warning, probation and/or dismissal of the student from the program. Reckless behavior, especially any actions that jeopardize the safety and health of the student and/or other students, and any actions that jeopardize relations with the host institution and community, may also lead to a warning, probation and/or dismissal from the program. The final decision to take disciplinary action is entirely under the discretion of KEI, its staff, the host institution and the authorities of the host country.
In most cases requiring disciplinary action, students will be given a verbal and written warning and asked to sign an "agreement of understanding." Repeated offenses may result in more severe disciplinary action such as probation or dismissal from the program. KEI may also choose to notify the student's home university, emergency contact (as specified on the Application Form), and person or organization paying the program price (if other than the student). In some cases, especially in situations where the safety or health of others is grossly jeopardized, the student may be placed on probation or dismissed from the program without warning.
Students placed on probation will have limited privileges. The length of the probation period and the restrictions placed on the student depend on the severity of the situation and will be determined by KEI with the assistance of on-site staff and host institution, if applicable. The student's home university, emergency contact (as specified on the Application Form) and person or organization paying the program price (if other than the student) may be notified of the probation.
Program dismissal is the most severe form of disciplinary action. The student will be removed from the program, withdrawn from all courses at the host institution, and forfeit all rights pertaining to KEI participants. Students will be given 10 days to make arrangements to return home. Arranging transportation home (and paying for any additional fees incurred) is the sole responsibility of the student. Housing and housing privileges will be revoked after the 10-day period. The student's home institution, emergency contact (as specified on the Application Form) and person or organization paying the program price (if other than the student) will be notified of the dismissal. Refunds are not granted to any student who is dismissed for academic or behavioral reasons from a KEI program. Academic credit will also be forfeited.
Travel documents & arrangements
Passport & visa
Students need a passport to participate in a program abroad. The expiration date indicated on the passport must be valid for at least 6 months after the program end date. Students who do not have a current passport must apply for one as soon as possible. In general, it takes 6 to 8 weeks to process requests for new passports, and 2 to 4 weeks to process requests for passport renewal. Students must mail, fax or email a photocopy of their passport (pages containing the photograph and personal information) to KEI before the enrollment deadline.
In addition to a passport, a visa is required to enter most countries. KEI will provide instructions on obtaining an entry visa for US citizens. Non-US citizens must contact the Consulate of the host country near their place of residence to determine if special documents are required. Students are responsible for educating themselves on any specific visa requirements for their selected destination.
It is the student's responsibility to obtain the passport and entry visa. KEI cannot and will not intercede for those who choose not to obtain the appropriate documentation. Failure to obtain appropriate passport and visas is not grounds for refunds.
All Consulates/Embassies require original passports and letters of invitation/admission from the host institution abroad to process visa applications. Some Consulates/Embassies also require in-person appointments. Letters of invitation/admission often arrive just a week or two prior to the departure date. As such, students should NOT schedule any travel prior to program departure date.
KEI will advise students about the scheduled airport, arrival date and time frame for their program. Students must inform KEI of their travel arrangements, including arrival and departure itinerary no later than two weeks before the start of the program. Except for students under the "Comprehensive PLUS Fee" schedule, KEI does not make travel arrangements for students.
A KEI representative will greet students on arrival and arrange transportation to the housing or university under the following conditions:
Students whose scheduled flight has been delayed must contact the KEI On-Site Director (the mobile number will be provided to you before your departure). KEI will make every effort to greet delayed students, but sometimes this is not possible. For this reason, students should have sufficient funds in the local currency to cover transportation expenses (such as a taxi) from the airport to the housing or the host university campus. KEI is not responsible for these expenses due to the unpredictable nature of international air travel.
Students who do not meet the requirements for airport welcome must arrange their own transportation from the airport to the assigned housing. Students must coordinate their arrival with KEI to gain access to the housing. Students will have access to housing during regular working hours. Students arriving on the weekend or after working-hours are responsible for securing and paying for their own accommodation until KEI housing is available. Students cannot move into KEI housing prior to the scheduled arrival date, unless alternate arrangements have been made with KEI.
Transportation at the conclusion of the program is not included in the KEI program price. Students are responsible for their own transportation to their departure airport.
Phone: 1.212.931.9953 | Toll Free: 1.800.831.5095 | Fax: 1.212.528.2095
48 Broadway, Suite 2, Haverstraw, New York, 10927 USA
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