(a) The application deposit of $100 is due upon submission of “Start your WEP Application” online.
(b) The program fee (minus the application deposit of $100 already paid) must be paid in 4 instalments of 25% each at dates set by World Education Program Australia Ltd ACN 098 289 297 (WEP) and prior to departure. Instalment dates are the same for all programs starting at the same period of the year, e.g. January / March, July / September, October / November.
(c) The Instalment 1 of 25% is due once WEP confirms your eligibility to complete your application for the program. Eligibility is based on the outcome of your interview meeting and the assessment of the initial information requested by and provided to WEP. Please note that full acceptance into the program can only be confirmed upon submission of the complete application to WEP and WEP’s overseas partner organisation, and approval from each of them. Full acceptance is confirmed to the student and their parents/guardians in writing.
(d) Further instalment due dates:
|
Program starting |
Instalment 2 |
Instalment 3 |
Instalment 4 |
|
January / March |
June 1st |
August 1st |
October 1st |
|
July / September |
January 1st |
March 1st |
May 1st |
|
October / November |
April 1st |
June 1st |
August 1st |
(e) If your eligibility to complete your application is confirmed after the date set for Instalment 2, Instalment 1 and Instalment 2 must be paid to WEP after that confirmation. E.g., if your eligibility to complete your application for a program starting in January is confirmed in July, Instalment 1 and Instalment 2 must be paid promptly after that confirmation.
(f) Payments are accepted by cash (in person only), cheque (made out to World Education Program Australia Ltd), direct bank transfer or credit card (Visa or Mastercard only). An obligation on ‘you’ under this Agreement binds each party other than WEP, jointly and severally.
(g) If at any time WEP forms the view that payments due to it from you have been unreasonably delayed, WEP may suspend or postpone its provision of services to you until payment has been made.
Provided all fees due up to the date of the cancellation have been paid, a refund will be provided as set out in 3 or 4 below.
You may choose to purchase the WEP Cancellation Guarantee, allowing you to cancel your participation in the student exchange program prior to departure and obtain a refund of certain amounts paid for the program. Please check the terms and conditions of the WEP Cancellation Guarantee here and contact us for more information at info@wep.org.au
(a) If the application is rejected by WEP in its absolute discretion prior to or after being referred to the overseas partner organisation: you are entitled to a full refund of fees paid, including the application deposit of $100.
(b) If WEP cancels a program: WEP may offer you an alternative program, or full refund of fees paid, including the application deposit of $100.
(c) If WEP offers you a conditional acceptance, terms will be advised on a case-by-case basis before full acceptance.
(a) Program cancellation by you will only be accepted if made in writing and will be effective from the date received by WEP.
(b) If you cancel before or after the interview meeting: the application deposit of $100 is non- refundable.
(c) If you cancel after WEP confirming your eligibility to complete the application for the program and Instalment 1 has been paid: you are entitled to a full refund of fees paid less $1,000 (representing compensation for WEP’s costs incurred).
(d) If you cancel after WEP confirms your acceptance into the program:
(1) 180 days or more prior to scheduled departure: 25% of the total program fees paid are forfeited.
(2) 90 day or more prior to scheduled departure: 50% of the total program fees paid are forfeited.
(3) Less than 90 days prior to scheduled departure: 75% of the total program fees paid are forfeited.
(4) Less than 14 days prior to scheduled departure: you are not entitled to any refund.
(a) WEP reserves the right to pass on to you a proportionate share of airline fuel surcharges, increases in airfare taxes and insurance, adverse fluctuations in currency exchange rates and other unavoidable increases in WEP’s costs that occur after this Agreement is signed. WEP may determine your share and invoice accordingly. All such invoices must be paid promptly.
(b) WEP also reserves the right to apply a flight surcharge if airlines charge significantly higher airfares, as compared to airfares charged prior to the global Covid-19 pandemic and travel restrictions.
International return flights are confirmed with specific departure and return dates. Requests for flight changes will incur a $500 administration fee, plus the flight re-booking fee from the travel agent and any additional airline charges for reissue, taxes, re-routing etc. as determined by WEP. WEP may invoice accordingly. All such invoices must be paid promptly. You acknowledge that changes to flights are not always possible and/or feasible.
(a) If a party is prevented in whole or in part from carrying out its obligations under this Agreement (other than an obligation to pay money) as a result of any event outside its reasonable control (including, without limitation, an act of God, labour disturbance, epidemic or pandemic) (a Force Majeure Event), it must promptly notify the other parties. The notice must:
(1) specify the obligations it cannot perform;
(2) fully describe the Force Majeure Event;
(3) estimate the time during which the Force Majeure Event is expected to continue; and
(4) specify the measures proposed to be adopted to remedy or abate the Force Majeure Event.
(b) Following any such notice, and while the Force Majeure Event continues, the obligations which cannot be performed (other than an obligation to pay money) because of the Force Majeure Event, are suspended.
(c) The party that is prevented from carrying out its obligations under this Agreement, as a result of a Force Majeure Event, must remedy the Force Majeure Event to the extent reasonably practicable and resume performance of its obligations as soon as reasonably possible.
(d) The party that is prevented from carrying out its obligations under this Agreement, as a result of a Force Majeure Event, must take all action reasonably practicable to mitigate any loss suffered by any other party as a result of its failure to carry out its obligations under this Agreement.
PROTECTION MEASURES FOR EXCHANGE STUDENTS & STUDY ABROAD STUDENTS
As a registered Overseas Secondary Student Exchange Organisation (OSSEO) with the Regulating Authority in the Australian Capital Territory, New South Wales, Queensland, South Australia, Victoria and Tasmania, World Education Program (WEP) Australia abides by their respective guidelines*.
Under the revised guidelines effective from 1 January 2022, WEP Australia requires the following consent from the Parent(s) / Guardian(s) of students from the above states or territory enrolled in our student exchange programs.
I/We as Parent(s)/Guardian(s) of the Undersigned Student give consent to:
that require World Education Program (WEP) Australia to exercise its responsibilities for the student’s welfare.
*National Guidelines for the Operation of International Secondary Student Exchange Programs in Australia, National Coordinating Committee for International Secondary Student Exchange (NCCISSE); Guidelines for Student Exchange Programs, Victorian Registration & Qualifications Authority (VRQA); Guidelines for the operation of international secondary student exchange programs, Queensland Government.
AGREEMENTS FOR CLASSIC STUDENT EXCHANGE PROGRAMS (INCLUDING WEP+)
AGREEMENT AND ACKNOWLEDGMENT FORM
The term 'placing organisation' used hereunder refers to the sponsor organization that will organize placement and supervise the student in the host country. This can be an organisation member of the WEP network or any other partner cooperating with your 'WEP sending organisation'. The term 'WEP sending organisation' refers to the sending organisation that has recruited the participant. The term 'WEP' refers to both the 'placing organisation' and 'WEP sending organisation'. The name and contact details of the 'placing organisation' will be given to you, prior to departure. The word parent includes the student's legal guardian wherever applicable.
1. Inclusions
2. Exclusions
STUDENT WELFARE AUTHORITY
I/We as Parent(s)/Guardian(s) of the Undersigned Student, grant WEP, the sending and/or the placing organisation, its employees, coordinators, the educational institution where the student is assigned, and the family or families with whom the student may live, at their decision, and if needed, at the cost of the student or his/her parents or legal guardians (in the case of expenses not covered by student's insurance) the power to place the student in a hospital or in any other institution for any type of assistance or medical treatment or, if there is no appropriate institution available, to place the student under the care of a local medical doctor for his/her treatment.
I/We grant WEP, the sending and/or the placing organisation, its employees, coordinators, the educational institution where the student is assigned, and the family or families with whom the student may live, all necessary permissions to act ‘in loco parentis' at the cost of the student, parents or legal guardians in any situation, especially in emergencies whether medical or other including the possibility of permission for surgical operations or any other treatment deemed necessary.
I/We authorize WEP, the sending and/or the placing organisation, its employees, coordinators, the educational institution where the student is assigned, and the family or families with whom the student may live to return the student to the country of origin at the cost of the student, parents or legal guardians, if necessary, to submit to medical treatment, if this is deemed necessary by the above mentioned people, after consultation with medical authorities.
I/We confirm that at the time of signing this document the student enjoys good health, that his/her medical records included in the student application are true and complete, and that the student is fit to engage in any physical and sporting activity.
Any substantial change to the student's physical and psychological health from the application signature dates to the student's departure date must be notified to WEP in writing. Problems resulting from health issues that were not disclosed may result in program dismissal.
I/We grant WEP, the sending and/or the placing organisation, its employees, coordinators, the educational institution where the student is assigned, and the family or families with whom the student may live, permission to act on our behalf in anything pertaining to possible representation before the local authorities. This authorization shall be valid for the complete duration of the program in which the student is participating.
AGREEMENT AND RELEASE
MEDICAL RELEASE
I/We as Parent(s)/Guardian(s) of the Undersigned Student, do hereby authorize WEP, the sending and/or the placing organisation, its employees, coordinators, the educational institution where the student is assigned, and the family or families with whom the student may live as agents of the undersigned parents to consent to any X-ray examinations, anesthetic, medical or surgical diagnosis or treatment or hospital care which is deemed advisable by and is rendered under the general supervision of any licensed physician or surgeon, whether such treatment or diagnosis is rendered at the clinic of said physician or surgeon or at a hospital. It is understood that this authorization is not given in advance of any specific diagnosis, treatment or hospital care being required, but is given to provide authority and power on the part of our aforesaid agents to give specific consent to any and all such diagnoses, treatments or hospital care which the aforementioned physician or surgeon in the exercise of his best judgement may deem advisable. This authorization shall be valid for the entire duration of the program in which the student is participating. Student agrees with the above conditions even if 18 years of age or more before or during the program.
TRAVEL AUTHORIZATION FORM
I/We as Parent/Guardian of the Undersigned Student, do hereby authorize WEP, the sending and/or the placing organisation, its employees, coordinators, the educational institution where the student is assigned, and the family or families with whom the student may live as agents of the undersigned parents to make the determination for student travel for the duration of student's participation in the Student Exchange Program. It is understood that this authorization is given in advance only when the student is travelling and supervised by a Host parent or by a Representative of a school program, or any Tour Operator approved by the placing organization stated hereunder. I/We understand that the student may not travel unsupervised. Student agrees with the above conditions even if 18 years of age or more before or during the program.
PROGRAM DURATION
I/We as Parent(s)/Guardian(s) of the Undersigned Student, understand that the program duration is dependent on the directive of the placing organization, and specific program length cannot be guaranteed. I/We also understand that the Secondary School Program terminates after the closure of the student's program at school. WEP, the sending and/or the placing organization, its employees, coordinators, the educational institution where the student is assigned, and the family or families with whom the student may live, will not be held responsible for the student after this termination date. Students must leave the country within the date set by the placing organization. Student agrees with the above conditions even if 18 years of age or more before or during the program.
LIABILITY
I/We as Parent(s)/Guardian(s) of the Undersigned Student do hereby authorize the Undersigned Student to participate in any sports except sports stated in section 'program rules', and agree to hold harmless WEP, the sending and/or the placing organization, its employees, coordinators, the educational institution where the student is assigned, and the family or families with whom the student may live. I/We understand that the student may not be able to graduate or obtain a diploma, this is subject to Federal, State, Community and/or School regulations. I/We also understand that acceptance of the Undersigned Student in a sporting team of the school and/or the community is subject to Federal, State, Community and/or School regulations. I/We, as Parent(s)/Guardian(s) of the Undersigned Student and the Undersigned Student, have read the rules of the program and agree to abide by them. I/We agree that WEP, the sending and/or the placing organization, its employees, coordinators, the educational institution where the student is assigned, and the family or families with whom the student may live cannot be held responsible if any incident occurs as a result of failure to follow program rules or advice. All the material provided for the purpose of the program (application form, student handbook, profile, interview report, etc.) and photographs and other documentation supplied by the student while on or returned from program remain the property of WEP, the Sending and/or Placing Organization. WEP, the Sending and/or Placing Organization and/or their employees and agents may use pictures or any media support, in which student and/or parents appear, for promotional purposes through any media or any other promotional support available. Student agrees with the above conditions even if 18 years of age or more before or during the program.
PROGRAM RULES
Below are the rules of the Placing Organization and WEP. Additional rules set by the placing organization may apply. These rules concern all students participating in the program. Please read carefully and sign your name after you fully understand and agree to comply with these rules.
Very important: The student's immediate dismissal from the program, and repatriation to their home country will result where:
Secondary Student Exchange is a very challenging program and it is essential for the student to be physically fit and mentally sound, in order to successfully complete their program.
Any infraction of the above rules/points will result in immediate dismissal from the program and termination of student's visa.
Failure to abide by any of the above rules may result in dismissal from the program and termination of student's visa.
Student and parents/guardians understand that not following the above rules may have negative effects on student's integration in the host country, community, school or host family.
Student and parents/guardians understand that not following the program rules may affect the success of student's homestay and/or may have negative consequences on student's future.
Student also agrees to the above rules even if 18 years of age or older before or during the program.
UNDERSTANDING THE PROGRAM
Program concept
The exchange student lives with a volunteer host family as a family member, while attending a local secondary school for the duration of the visit.
Program purpose
To learn about host country culture by actively participating in family, school and community life. To help students improve their written and oral knowledge of the host country language. This results in better understanding and tolerance among people throughout the world.
Expectations
Adapting to a new family, school, friends, language and culture is very challenging, and often difficult, but always rewarding, with benefits of a lifetime for the student.
Important aspects of the host country, life & culture
The socio-economic standing of families varies greatly and may be very different from that of the student. Hosts live in various areas and regions and are likely to live in suburbs, small towns, villages, rural or semi-rural locations. Placement in urban or suburban areas is not guaranteed in any way. Host families come in all shapes and sizes. They represent a complete cross- section of each host community and the richness of family diversity in today's world. Families can be 'nuclear' (mum, dad plus children), 'empty-nesters' (older couples or singles who now have grown children), couples (de facto or married) of any age with or without children, blended families, LGBTQ+ couples/families with or without children, single parents with children, single adults and more. Families can sometimes host several students at the same time. Students may be placed with more than one family for the duration of their program. Foreign or exchange students may have to share a room. Most importantly, families are volunteers, eager to host students and are carefully interviewed and screened to ensure they are an appropriate host family. Most host parents supervise the activities of their children, some quite firmly. Teenagers usually ask permission to go places, go only where they have been permitted to go and must return by the agreed hour, or phone if they will be late because of emergency. The rules for all activities away from the family, especially evening activities, will be set by the host parents and must be honored by the student. Host parents expect their children to share the burden of household tasks. All students are to accept their share of this work as a member of the family. Students must not smoke (including electronic cigarettes) or be in possession of cigarettes (including electronic cigarettes) while on the program. Students must not drink, buy or possess alcohol.
You should also know that
Host families are non-paid volunteers who have offered to take you into their family as a member, not as a guest. Their offer to you, the student, is from the heart. Students normally have one family for the duration of the program. However, program conditions and circumstances or conditions and circumstances within the host family may change and may require a host family change, as determined solely by the placing organization. Student's graduation from a secondary school in the host country is rarely possible. This varies from school to school, district to district and state to state. WEP and the placing organization have no power in such matters. This is determined solely by the school/district/state. Student's year level and subject choices will be determined by the school and school reports cannot be guaranteed. Students provide all their own spending money. We advise the equivalent of approximately AUD 500 in local currency each month to cover personal expenses such as social and other optional activities, means of communication, and medical/pharmaceutical costs, etc. Student placement is at the discretion of the placing organization. No guarantees are made as to geographic area, socio-economic level or composition of the host family, size or type of school.
The key to a highly successful experience
An exchange program makes available to the student an exciting, maturing experience with benefits lasting a lifetime. The greatest benefits are available to those students who treat all others with respect and consideration; are willing to reach out to others for friendship; can adjust to a new family, friends, language and culture; and settle into new school routines among new friends without major disruption. The rewards of the program are great, indeed, for the student who shares with the new family, friends and school.
Social networking
Another key component to a successful program is the desire and ability to communicate effectively and spend time with the host family. Students who allocate excessive time to social networking sites run the risk of alienating their host family and experiencing increased levels of homesickness, resulting in disappointment for all concerned and sometimes program failure. Students must ensure they effectively balance 'living in the host country' versus 'living online.'
AGREEMENTS FOR STUDY ABROAD PROGRAMS
DISCLAIMER
Study Abroad Programs are not registered and supervised by our Regulating Authorities in Australia, as they do not meet the requirement of a volunteer host family and a volunteer host school applying to Student Exchange Programs.
WEP has a regulatory and moral responsibility to ensure that appropriate Duty of Care procedures are in place for all students participating in its Study Abroad Programs. There is an expectaction that all staff administering and implementing this program, has a duty of care to act in the best interests of the young people they work with and to take reasonable steps to prevent harm or injury to them. This duty extends to all areas of their work, including program planning and delivery, supervision, communication, and decision-making.
AGREEMENT AND ACKNOWLEDGMENT FORM
The term 'placing organisation' used hereunder refers to the sponsor organization that will organize placement and supervise the student in the host country. This can be an organisation member of the WEP network or any other partner cooperating with your 'WEP sending organisation'. The term 'WEP sending organisation' refers to the sending organisation that has recruited the participant. The term 'WEP' refers to both the 'placing organisation’ and 'WEP sending organisation’. The name and contact details of the 'placing organisation’ will be given to you, prior to departure. The word parent includes the student's legal guardian wherever applicable.
1. Inclusions
2. Exclusions
STUDENT WELFARE AUTHORITY
I/We as Parent(s)/Guardian(s) of the Undersigned Student, grant WEP, the sending and/or the placing organisation, its employees, coordinators, the educational institution where the student is assigned, and the family or families with whom the student may live, at their decision, and if needed, at the cost of the student or his/her parents or legal guardians (in the case of expenses not covered by student's insurance) the power to place the student in a hospital or in any other institution for any type of assistance or medical treatment or, if there is no appropriate institution available, to place the student under the care of a local medical doctor for his/her treatment.
I/We grant WEP, the sending and/or the placing organisation, its employees, coordinators, the educational institution where the student is assigned, and the family or families with whom the student may live, all necessary permissions to act ‘in loco parentis' at the cost of the student, parents or legal guardians in any situation, especially in emergencies whether medical or other including the possibility of permission for surgical operations or any other treatment deemed necessary.
I/We authorize WEP, the sending and/or the placing organisation, its employees, coordinators, the educational institution where the student is assigned, and the family or families with whom the student may live to return the student to the country of origin at the cost of the student, parents or legal guardians, if necessary, to submit to medical treatment, if this is deemed necessary by the above mentioned people, after consultation with medical authorities.
I/We confirm that at the time of signing this document the student enjoys good health, that his/her medical records included in the student application are true and complete, and that the student is fit to engage in any physical and sporting activity.
Any substantial change to the student's physical and psychological health from the application signature dates to the student's departure date must be notified to WEP in writing. Problems resulting from health issues that were not disclosed may result in program dismissal.
I/We grant WEP, the sending and/or the placing organisation, its employees, coordinators, the educational institution where the student is assigned, and the family or families with whom the student may live, permission to act on our behalf in anything pertaining to possible representation before the local authorities. This authorization shall be valid for the complete duration of the program in which the student is participating.
AGREEMENT AND RELEASE
MEDICAL RELEASE
I/We as Parent(s)/Guardian(s) of the Undersigned Student, do hereby authorize WEP, the sending and/or the placing organisation, its employees, coordinators, the educational institution where the student is assigned, and the family or families with whom the student may live as agents of the undersigned parents to consent to any X-ray examinations, anesthetic, medical or surgical diagnosis or treatment or hospital care which is deemed advisable by and is rendered under the general supervision of any licensed physician or surgeon, whether such treatment or diagnosis is rendered at the clinic of said physician or surgeon or at a hospital. It is understood that this authorization is not given in advance of any specific diagnosis, treatment or hospital care being required, but is given to provide authority and power on the part of our aforesaid agents to give specific consent to any and all such diagnoses, treatments or hospital care which the aforementioned physician or surgeon in the exercise of his best judgement may deem advisable. This authorization shall be valid for the entire duration of the program in which the student is participating. Student agrees with the above conditions even if 18 years of age or more before or during the program.
TRAVEL AUTHORIZATION FORM
I/We as Parent/Guardian of the Undersigned Student, do hereby authorize WEP, the sending and/or the placing organisation, its employees, coordinators, the educational institution where the student is assigned, and the family or families with whom the student may live as agents of the undersigned parents to make the determination for student travel for the duration of student's participation in the Study Abroad Program. It is understood that this authorization is given in advance only when the student is travelling and supervised by a Homestay parent or by a Representative of a school program, or any Tour Operator approved by the placing organisation stated hereunder. I/We understand that the student may not travel unsupervised. Student agrees with the above conditions even if 18 years of age or more before or during the program.
PROGRAM DURATION
I/We as Parent(s)/Guardian(s) of the Undersigned Student, understand that the program duration is dependent on the directive of the placing organisation, and specific program length cannot be guaranteed (unless offered by the selected Study Abroad program). I/We also understand that the Study Abroad Program terminates after the closure of the student's program at school. WEP, the sending and/or the placing organisation, its employees, coordinators, the educational institution where the student is assigned, and the family or families with whom the student may live, will not be held responsible for the student after this termination date. Students must leave the country within the date set by the placing organisation. Student agrees with the above conditions even if 18 years of age or more before or during the program.
LIABILITY
I/We as Parent(s)/Guardian(s) of the Undersigned Student do hereby authorize the Undersigned Student to participate in any sports except sports stated in section 'program rules', and agree to hold harmless WEP, the sending and/or the placing organisation, its employees, coordinators, the educational institution where the student is assigned, and the family or families with whom the student may live. I/We understand that the student may not be able to graduate or obtain a diploma (unless offered by the selected Study Abroad program), this is subject to Federal, State, Community and/or School regulations. I/We also understand that acceptance of the Undersigned Student in a sporting team of the school and/or the community is subject to Federal, State, Community and/or School regulations. I/We, as Parent(s)/Guardian(s) of the Undersigned Student and the Undersigned Student, have read the rules of the program and agree to abide by them. I/We agree that WEP, the sending and/or the placing organisation, its employees, coordinators, the educational institution where the student is assigned, and the family or families with whom the student may live cannot be held responsible if any incident occurs as a result of failure to follow program rules or advice. All the material provided for the purpose of the program (application form, student handbook, profile, interview report, etc.) and photographs and other documentation supplied by the student while on or returned from program remain the property of WEP, the Sending and/or Placing Organisation. WEP, the Sending and/or Placing Organisation and/or their employees and agents may use pictures or any media support, in which student and/or parents appear, for promotional purposes through any media or any other promotional support available. Student agrees with the above conditions even if 18 years of age or more before or during the program.
PROGRAM RULES
Below are the rules of the Placing Organization and WEP. Additional rules set by the placing organization may apply. These rules concern all students participating in the program. Please read carefully and sign your name after you fully understand and agree to comply with these rules.
Very important: The student's immediate dismissal from the program, and repatriation to their home country will result where:
Secondary Study Abroad is a very challenging program and it is essential for the student to be physically fit and mentally sound, in order to successfully complete their program.
Any infraction of the above rules/points will result in immediate dismissal from the program and termination of student's visa.
Failure to abide by any of the above rules may result in dismissal from the program and termination of student's visa.
Student and parents/guardians understand that not following the above rules may have negative effects on student's integration in the host country, community, school or host family.
Student and parents/guardians understand that not following the program rules may affect the success of student's homestay and/or may have negative consequences on student's future.
Student also agrees to the above rules even if 18 years of age or older before or during the program.
UNDERSTANDING THE PROGRAM
Program concept
The Study Abroad student lives with a homestay family (compensation paid to the family by the placing organisation), while attending a local secondary school for the duration of the visit.
Program purpose
To learn about host country culture by actively participating in family, school and community life. To help students improve their written and oral knowledge of the host country language. This results in better understanding and tolerance among people throughout the world.
Expectations
Adapting to a new family, school, friends, language and culture is very challenging, and often difficult, but always rewarding, with benefits of a lifetime for the student.
Important aspects of the host country, life & culture
The socio-economic standing of families varies greatly and may be very different from that of the student. Hosts live in various areas and regions and are likely to live in suburbs, small towns, villages, rural or semi-rural locations. Placement in urban or suburban areas is not guaranteed in any way (unless offered under the selected Study Abroad program). Homestay families come in all shapes and sizes. They represent a complete cross-section of each host community and the richness of family diversity in today's world. Families can be 'nuclear' (mum, dad plus children), 'empty-nesters' (older couples or singles who now have grown children), couples (de facto or married) of any age with or without children, blended families, LGBTQ+ couples/families with or without children, single parents with children, single adults and more. Families can sometimes host several students at the same time. Students may be placed with more than one family for the duration of their program. Foreign or exchange students may have to share a room. Most importantly, families are eager to host students and are carefully interviewed and screened to ensure they are an appropriate host family. Most homestay parents supervise the activities of their children, some quite firmly. Teenagers usually ask permission to go places, go only where they have been permitted to go and must return by the agreed hour, or phone if they will be late because of emergency. The rules for all activities away from the family, especially evening activities, will be set by the homestay parents and must be honored by the student. Homestay parents expect their children to share the burden of household tasks. All students are to accept their share of this work as a member of the family. Students must not smoke (including electronic cigarettes) or be in possession of cigarettes (including electronic cigarettes) while on the program. Students must not drink, buy or possess alcohol.
You should also know that
Students normally have one family for the duration of the program. However, program conditions and circumstances or conditions and circumstances within the host family may change and may require a homestay family change, as determined solely by the placing organization. Student's graduation from a secondary school in the host country is rarely possible (unless offered under the selected Study Abroad program). This varies from school to school, district to district and state to state. WEP and the placing organization have no power in such matters. This is determined solely by the school/district/state. Student's year level and subject choices will be determined by the school and school reports cannot be guaranteed. Students provide all their own spending money. We advise the equivalent of approximately AUD 500 in local currency each month to cover personal expenses such as social and other optional activities, means of communication, and medical/pharmaceutical costs, etc. Student placement is at the discretion of the placing organisation. No guarantees are made as to geographic area, socio- economic level or composition of the homestay family, size or type of school (unless offered under the selected Study Abroad program).
The key to a highly successful experience
A Study Abroad program makes available to the student an exciting, maturing experience with benefits lasting a lifetime. The greatest benefits are available to those students who treat all others with respect and consideration; are willing to reach out to others for friendship; can adjust to a new family, friends, language and culture; and settle into new school routines among new friends without major disruption. The rewards of the program are great, indeed, for the student who shares with the new family, friends and school.
Social networking
Another key component to a successful program is the desire and ability to communicate effectively and spend time with the host family. Students who allocate excessive time to social networking sites run the risk of alienating their homestay family and experiencing increased levels of homesickness, resulting in disappointment for all concerned and sometimes program failure. Students must ensure they effectively balance 'living in the host country' versus 'living online.'
Us/we/our - means W.E.P. Aust Pty Ltd (trading as WEP Australia and referred to as WEP).
You/your - means the person completing the booking, intended as the program participant or their legal representative.
Booking - means the online booking form, available on the WEP website, through which participants can begin the application process.
Overseas Partner - means the overseas partner organisation/school/institution that provides the language course.
Program - means your chosen WEP Language Study program, selected at the time of booking, intended in its totality and including the selected services/inclusions (e.g. course type, accommodation type, meal arrangements, transfers, etc.).
Language Study Programs are not registered and supervised by our Regulating Authorities in Australia, as they do not meet the requirement of a volunteer host family and a volunteer host school applying to Student Exchange Programs.
WEP has a regulatory and moral responsibility to ensure that appropriate Duty of Care procedures are in place for all students participating in its Language Study Programs. There is an expectation that all staff administering and implementing this program, has a duty of care to act in the best interests of the young people they work with and to take reasonable steps to prevent harm or injury to them. This duty extends to all areas of their work, including program planning and delivery, supervision, communication, and decision-making.
Communication
Program information will be sent to you via email, occasionally by phone. Please check your emails on a regular basis and respond to requests for information as quickly as possible. If your contact email or phone number change, please advise WEP by email immediately of any new information, both prior to departure and during your program.
Booking Process
After generating a quote for your chosen program, you will be able to proceed with your booking by clicking on the green “Book this program” button. Complete the Contact Information form in all its required fields and proceed to payment. A non-refundable deposit of $800 must accompany your booking. This amount will be deducted from your total program fee and will allow us to process your booking request and to verify availability for your chosen program with our overseas partner.
Booking Deadlines
Booking deadlines vary depending on the chosen program and the selected services/pricing inclusions. Whilst WEP will consider last-minute bookings, please note that your ability to participate in a program is always conditional to holding the necessary expatriation documents (see paragraph ‘Expatriation Documents’). Timeframes to obtain such documents can be extensive and are outside our control, so we strongly recommend that you begin the process as early as possible.
Program availability may also be limited for last-minute bookings. Please note that the cost of airfares (at your expense) will be higher than average, when flights are booked last-minute.
Program Dates and Duration
The start dates and duration of each program are specified for each program. Programs usually begin on a Sunday (arrival date) and end on a Saturday, unless specified otherwise. Exact dates will be communicated to you when we confirm your booking.
If any national holidays in your host country fall on a day when you would normally have class, the overseas partner reserves the right not to offer make up classes.
Group classes are only guaranteed if a minimum of 5 students is present; if minimum numbers are not reached, the overseas partner reserves the right to modify the type of course, and the number and duration of classes. Early termination of the Program and/or early returns to Australia do not entitle program participants to any refunds or reimbursements.
Expatriation Documents
If you are in Australia on a temporary visa, it is your responsibility to make sure that your visa validity and associated conditions will allow you to re-enter Australia at the end of your Program.
You will need a valid passport to be able to leave and re-enter Australia; your passport should be valid for at least six months after your scheduled return to Australia. If you do not have a passport, it is your responsibility to obtain one prior to your scheduled departure date.
Depending on your chosen Program, you may need to obtain a visa/ETA/study permit, in which case WEP will provide you with information on how to obtain your visa/ETA/study permit. However, it will be your responsibility to obtain the necessary documents from the relevant authorities.
Timeframes to the necessary expatriation documents are outside WEP’s control. WEP cannot be held responsible for the participant’s inability to participate in the program due to failure to obtain the necessary expatriation documents.
Accommodation
Information about your accommodation may become available at any time before departure. Timeframes for the release of accommodation information are dependent on factors such as administrative processes, government regulations, school/summer holiday periods, cultural differences and delays due to high-season periods. Once you receive your booking confirmation, please be patient and rest assured you will be provided with accommodation as stipulated in your booking confirmation.
Host Family Accommodation
Homestay families providing accommodation for Language Study Program participants come in all shapes and sizes. They represent a complete cross-section of each host community and the richness of family diversity in today's world. They can be 'nuclear' (mum, dad plus children), 'empty-nesters' (older couples or singles who now have grown children), couples (de facto or married) of any age with or without children, blended families, LGBTQ+ families, single parents with children, single adults and more. Host families must include, at minimum, one adult person.
The socio-economic standing of families varies greatly and may be very different from that of the participant.
Host families usually live in suburban areas outside of the city centre and in some cases may be located up to 60 minutes (for European destinations) or 90 minutes (for non-European destinations) from the school. Especially in large metropolitan areas, traffic must be factored in, as this could further extend travelling times.
Families may host more than one international student simultaneously.
Families are screened and selected by the overseas partner and placements cannot be rejected by participants unless there are serious concerns, which will be assessed on a case-by-case basis.
Insurance
All participants are required to have adequate travel insurance covering medical expenses, repatriation and medical liability. WEP offers the possibility of booking insurance through ‘Protections’ (Basic or Extended Policy), which can be done at the time of booking or at a later stage. Please email WEP for more information and to receive a copy of the relevant Product Disclosure Statement (PDS) to decide if our insurance is right for you. Alternatively, you can book your own travel insurance and send a copy of the relevant documentation to WEP prior to departure.
Force Majeure
If a party is prevented in whole or in part from carrying out its obligations under this Agreement (other than an obligation to pay money) as a result of a Force Majeure Event, it must promptly notify the other party. The notice must:
Following this notice, and while Force Majeure Event continues, the obligations which cannot be performed (other than an obligation to pay money) because of the Force Majeure Event, are suspended.
The party that is prevented from carrying out its obligations under this Agreement, as a result of a Force Majeure Event, must remedy the Force Majeure Event to the extent reasonably practicable and resume performance of its obligations as soon as reasonably possible. The party that is prevented from carrying out its obligations under this Agreement, as a result of Force Majeure Event, must take all action reasonably practicable to mitigate any loss suffered by a party as a result of its failure to carry out its obligations under this Agreement.
Governing Law and Jurisdiction
This Agreement is governed by the laws of Victoria, Australia. The parties select the courts of that state, district, region or province as the forum for settlement of any dispute that arises under this agreement.
Organisation Responsibilities
WEP Language Study programs are administered by overseas partners. Program participants will be provided with the contact details of the overseas partner prior to departure.
No promises are made as to the actual program content, insurance and itineraries, which are subject to change. WEP cannot be held responsible for an inability to provide contractual benefits due to the failure of our overseas partners, of the airline, or the insurance company as a result of a conflict, disorder or any other event beyond our or their control, including pandemics or natural disasters. WEP reserves the right to modify, alter and limit any aspects of the program as it deems necessary. This includes ensuring its proper conduct and compliance with visa regulations.
All materials provided to WEP by the participant for the purpose of the program (application, profile, photographs etc) during or after program completion, remain the property of WEP and its overseas partner. WEP and its overseas partner may use pictures and/or any media, in which the program participant appear, for promotional purposes through any media or any other promotional materials. The participant authorises WEP and its overseas partner to use, edit, copy, publish or exhibit any photographs/media in any publications, promotional materials or for any lawful purpose.
The fee for your chosen program will be clearly indicated on our website at the time of booking. Our website is updated periodically to reflect floating exchange currencies. When finalising your online booking, you will secure the program fee displayed on our website. If your program is modified at a later stage (e.g. requesting a longer or shorter program, requesting different accommodation arrangements, etc.) and after we have issued your booking confirmation, the total fee will be calculated again based on the exchange currencies valid at the time the program is modified.
Unless otherwise specified, the Program fee does not include:
Payment Terms
1. A booking deposit of $800 is due upon submission of your online booking form.
2. A first instalment of 30% of the program balance (which is the total program fee minus $800 booking deposit you have already paid) is due within seven days of WEP issuing your booking confirmation.
3. The second instalment (final program balance) is due 45 days prior to the program start date.
Program fees are used to pay overseas partners for the services provided. The provision of quality programs requires timely payments.
Note: Should you book a program within 21 days of its scheduled start date, the full program fee will be due upon booking your program.
Cancellation and Refunds
Provided all fees due up to the date of the cancellation have been paid, a refund will be provided as set out below:
1. CANCELLATION BY WEP AUSTRALIA
a. If your booking is not confirmed by WEP Australia in its absolute discretion, prior to or after being referred to our overseas partner: we may offer you an alternative program, or full refund of fees paid, including the booking deposit of $800.
b. If WEP Australia cancels a program after booking confirmation: we may offer you an alternative program, or full refund of fees paid, including the booking deposit of $800.
2. CANCELLATION BY PARTICIPANT
Cancellations must be communicated in writing to WEP Australia and will be effective from the date received by us. In the event of cancellation by the participant, a conventional and irreducible lump-sum indemnity is payable to WEP as specified below:
a. If a cancellation is received more than 6 months prior to the program start date, we will retain 25% of the total program fee.
b. If a cancellation is received between 6 and 3 months prior to the program start date, we will retain 50% of the total program fee.
c. If a cancellation is received between 3 months and 15 days prior to the program start date, we will retain 75% of the total program fee.
d. If a cancellation is received within 15 days of the program start date, we will retain 100% of the total program fee.
No refund will be provided after departure from Australia and in the following scenarios:
e. Participant fails to depart on scheduled flight or fails to arrive at the accommodation/school by the program start date.
f. Participant voluntarily leaves program.
In any event, WEP is authorised to offset these indemnities against the sums collected from the participant, which have an indemnity character in themselves.
You may choose to purchase the WEP Cancellation Guarantee, allowing you to cancel your participation in the Program prior to departure and obtain a refund of certain amounts paid for the program. Please check the terms and conditions of the WEP Cancellation Guarantee here and contact us for more information at info@wep.org.au.
Us/we/our - means W.E.P. Aust Pty Ltd (trading as WEP Australia and referred to as WEP).
You/your - means the person completing the booking, intended as the program participant or their legal representative.
Overseas Partner - means the overseas partner organisation/school/institution that facilitates the Program.
Program - means your chosen WEP Volunteering & Internships program, selected at the time of booking.
Booking - means the online booking form, available on the WEP website, through which participants can begin the application process.
Application - means the suite of documents that WEP will send to you for completion after your booking is received.
Communication
Program information will be sent to you via email, occasionally by phone. Please check your emails on a regular basis and respond to requests for information as quickly as possible. If your contact email or phone number change, please advise WEP by email immediately of any new information, both prior to departure and during your program.
Booking and Application Process
After generating a quote for your chosen program, you will be able to proceed with your booking by clicking on the green “Book this program” button. Complete the Contact Information form in all its required fields and proceed to payment. A non-refundable deposit of $500 must accompany your booking. This amount will be deducted from your total program fee and will allow us to proceed with the following steps, including:
Application Deadlines and Program Dates
Application deadlines vary from program to program and must be received by us at least 4 months prior to your intended departure from Australia. Please consult with WEP if you are not sure when your application is due.
Program start and end dates vary and are dictated by multiple factors, including school calendars in different countries/regions. Program dates are subject to change and WEP reserves the right to change your program dates by one or several days, if required by the overseas partner.
Participants are expected to commit to set program dates and fulfil all program requirements.
Expatriation Documents
If you are in Australia on a temporary visa, it is your responsibility to make sure that your visa validity and associated conditions will allow you to re-enter Australia at the end of your program.
You will need a valid passport to be able to leave and re-enter Australia; your passport should be valid for at least six months after your scheduled return to Australia. If you do not have a passport, it is your responsibility to obtain one prior to your scheduled departure date.
Depending on your chosen program, you may need to obtain a visa/ETA/study permit, in which case WEP will provide you with relevant information on how to obtain the relevant expatriation documents. However, it will be your responsibility to complete the necessary procedures with the relevant authorities.
Timeframes to obtain expatriation documents are outside WEP’s control. WEP cannot be held responsible for the participant’s inability to participate in the program due to failure to obtain the necessary expatriation documents.
Language and Culture
It is your responsibility to learn as much about the host country as you can before you depart from Australia.
To ensure a ‘soft-landing’, start your own research about the host country culture now:
Placement Information
Information about your placement may become available at any time after official acceptance onto the program and before departure. Timeframes for the release of placement information are dependent on factors such as administrative processes, government regulations, school/summer holiday periods and cultural differences. Once you are officially accepted, please be patient and rest assured our overseas partner is working as fast as possible to confirm your placement.
Host Family Accommodation
Host families providing accommodation to participants in WEP Volunteering & Internships programs come in all shapes and sizes. They represent a complete cross-section of each host community and the richness of family diversity in today's world. They can be 'nuclear' (mum, dad plus children), 'empty-nesters' (older couples or singles who now have grown children), couples (de facto or married) of any age with or without children, blended families, LGBTQ+ families, single parents with children, single adults and more. Host families must include, at minimum, one adult person. The socio-economic standing of families varies greatly and may be very different from that of the participant.
Host families are screened and selected by the overseas partner and/or its representatives, and placements cannot be rejected by participants unless there are serious concerns, which will be assessed on a case-by-case basis.
Insurance
All participants are required to have adequate travel insurance covering medical expenses, repatriation and medical liability. WEP Australia offers the possibility of booking insurance through ‘Protections’ (Basic or Extended Policy), which can be done at the time of booking or at a later stage. Please email WEP for more information and to receive a copy of the relevant Product Disclosure Statement (PDS) to decide if our insurance is right for you. Alternatively, you can book your own travel insurance and send a copy of the relevant documentation to WEP prior to departure.
Force Majeure
If a party is prevented in whole or in part from carrying out its obligations under this Agreement (other than an obligation to pay money) as a result of a Force Majeure Event, it must promptly notify the other party. The notice must:
Following this notice, and while Force Majeure Event continues, the obligations which cannot be performed (other than an obligation to pay money) because of the Force Majeure Event, are suspended.
The party that is prevented from carrying out its obligations under this Agreement, as a result of a Force Majeure Event, must remedy the Force Majeure Event to the extent reasonably practicable and resume performance of its obligations as soon as reasonably possible. The party that is prevented from carrying out its obligations under this Agreement, as a result of Force Majeure Event, must take all action reasonably practicable to mitigate any loss suffered by a party as a result of its failure to carry out its obligations under this Agreement.
Governing Law and Jurisdiction
This Agreement is governed by the laws of Victoria, Australia. The parties select the courts of that state, district, region or province as the forum for settlement of any dispute that arises under this agreement.
Organisation Responsibilities
WEP Volunteering & Internships programs are administered by overseas partners. Program participants will be provided with the contact details of the overseas partner prior to departure.
No promises are made as to the actual program content, insurance and itineraries, which are subject to change. WEP cannot be held responsible for an inability to provide contractual benefits due to the failure of our overseas partners, of the airline, or the insurance company as a result of a conflict, disorder or any other event beyond our or their control, including pandemics or natural disasters. WEP reserves the right to modify, alter and limit any aspects of the program as it deems necessary. This includes ensuring its proper conduct and compliance with visa regulations.
All materials provided to WEP by the participant for the purpose of the program (application, profile, photographs etc) during or after program completion, remain the property of WEP and its overseas partner. WEP and its overseas partner may use pictures and/or any media, in which the program participant appear, for promotional purposes through any media or any other promotional materials. The participant authorises WEP and its overseas partner to use, edit, copy, publish or exhibit any photographs/media in any publications, promotional materials or for any lawful purpose.
The fee for your chosen program will be clearly indicated on our website at the time of booking. Our website is updated periodically to reflect floating exchange currencies. When finalising your online booking, you will secure the program fee displayed on the website. If your program is modified at a later stage (e.g. requesting a longer or shorter program) and after we have issued your booking confirmation, the total fee will be calculated again based on the exchange currencies valid at the time the program is modified.
Unless otherwise specified, the program fee does not include:
Payment Terms
1. A booking deposit of $500 is due upon submission of your online booking form.
2. A first instalment of 50% of the program balance (which is the total program fee minus the $500 booking deposit you have already paid) is due within seven days of official acceptance in the program, sent to you in writing by WEP.
3. A second instalment (final program balance) is due 45 days prior to the program start date.
Program fees are used to pay overseas partners for the services provided. The provision of quality programs requires timely payments.
Cancellations and Refunds
Provided all fees due up to the date of the cancellation have been paid, a refund will be provided as set out below:
1. CANCELLATION BY WEP AUSTRALIA
a. If your booking is not confirmed by WEP Australia in its absolute discretion: we may offer you an alternative program, or full refund of fees paid, including the $500 booking deposit.
b. If WEP Australia cancels a program after placement confirmation: we may offer you an alternative program, or full refund of fees paid, including the $500 booking deposit
2. CANCELLATION BY PARTICIPANT
Cancellations must be communicated in writing to WEP Australia and will be effective from the date received by us. Provided all fees due up to the date of the cancellation have been paid, refunds will be provided as outlined below:
a. Cancellations received prior to official acceptance in the program (including conditional acceptance): full refund less AUD$500.
b. Cancellations received after official acceptance in the program (including conditional acceptance) but more than 45 days prior to program start date: full refund less 50% of the total program fee.
c. Cancellation received between 45 and 15 days prior to program start date: full refund less 80% of the total program fee.
d. Cancellations received less than 15 days prior to program start date: no refund.
No refund will be provided after departure from Australia and in the following scenarios:
e. Participant dismissed from a program prior to departure or after program start date due to breach of program rules (e.g. reports or evidence of inappropriate behaviour, undisclosed medical information inhibiting them to perform their duties in the program, etc.).
f. Participant fails to depart on scheduled flight or fails to arrive in host community by program start date.
g. Participant voluntarily leaves program.
You may choose to purchase the WEP Cancellation Guarantee, allowing you to cancel your participation in the Program prior to departure and obtain a refund of certain amounts paid for the program. Please check the terms and conditions of the WEP Cancellation Guarantee and contact us for more information at info@wep.org.au.
