Terms and Conditions

Conditions for applying to Asia Exchange’s programs

The applicant must be at least 18 years of age and have a command of the English language that is sufficient for following lectures given in English.

The programs of Asia Exchange are primarily intended for those studying in an institution of higher education. The applicant must have the educational qualifications required for admission into academic-level studies.

Applications will be processed in order of arrival. The application period for any given program will close as indicated in the respective program description, or at the discretion of Asia Exchange.

As a general rule study places shall be distributed in the order in which applications were received. Asia Exchange reserves the right to distribute places through other criteria judged to be relevant. In the event that maximum student quotas are met, canceled places may or not become available at the discretion of Asia Exchange and the host university.

There is a minimum number of participants for each program at the host universities. If the minimum number is not reached, Asia Exchange reserves the right to cancel the program. In this case, Asia Exchange has the responsibility to reimburse any payments made by its applicants.

Guy in suit typing on their laptop with an invoice on the right of the laptop
The role of Asia Exchange

Asia Exchange arranges and promotes application for study placements at selected universities worldwide. Asia Exchange does not offer any teaching of its own. Asia Exchange’s assignment is to cooperate with its partner organizations and universities in organizing study programs and help applicants with information services.

Asia Exchange does not provide travel agency services. The applicant is responsible for arranging his/her own travels and housing for the duration of the study period. Asia Exchange can provide information on its partners who provide supporting services for students.

Asia Exchange does not arrange accommodation. The students are responsible for finding an apartment on the university campus or from the private market for the duration of the study period.

Asia Exchange does offer the students advice and recommendations pertaining to travel and housing arrangements.

These Terms and Conditions are valid for all Asia Exchange programs and are subject to change with or without notice.

Asia Exchange has taken care that all its information communicated to applicants is accurate at the time of publishing but cannot guarantee that all information is correct as the information provided is subject to change without notice. The information on the Asia Exchange website is intended as a general guide and does not give any guarantees.

“Applicant” refers to a person who has applied to a study abroad program offered by Asia Exchange.

The role of the host university

Host university is fully responsible for all teaching offered to students. This includes any orientation, teaching, and awarding credits for completed courses. Host universities reserve the right to amend the program and change course locations and semester dates. Asia Exchange assumes no responsibility for any changes in courses offered by a host university. Asia Exchange does attempt to inform the students of any changes affecting their studies.

The host university is responsible for issuing a transcript of records after each semester to every student. Asia Exchange is not responsible for the unsuccessful delivery of documents caused by reasons beyond Asia Exchange’s control. In principle, our partner universities prepare only one document per student. Documents older than one year can only be delivered electronically.

Fees and payments

Every applicant who has successfully applied will receive an application fee invoice and tuition fee invoice from Asia Exchange or its invoicing partner Asiabroad Ltd.

The application fee invoice is sent to the applicant after the application has been processed. For each processed application, the applicant gets one application fee invoice. Alternatively, application fee can be paid by credit card or other available means when applying.

Asia Exchange reserves the right to change the sum of the application fee. Application fee and possible additional fees like late application fee are non-refundable.

Up to date program specific tuition fees are announced on Asia Exchange’s website. Tuition fee invoice is sent to applicant normally after application period has ended unless otherwise agreed. Applicants who study and/or live in Europe are invoiced in EUR. Applicants from outside of Europe are invoiced in USD. Asia Exchange and its partner universities reserve the right to modify tuition fees without notification.

Tuition fee does not include airfare, visa costs, insurance, vaccination, accommodation or any other similar costs.

Payment due dates are announced in the invoices.

Applicants are responsible for paying any extra transaction fees required by their own bank.

Additional charges may apply to payments made by credit card, PayPal or similar. Possible additional charges are informed to applicants prior to paying.

Applicants who apply for more than one semester are invoiced all semesters all at once unless agreed otherwise.

If an applicant pays the tuition fee after the payment due date, he/she can be charged a penalty interest, the amount of which is defined by the interest act of the governing law of Finland. If an applicant fails to pay the fees or has not delivered required documentation despite notifications, his/her study place can be cancelled.

If the applicant has changed his/her study program after paying the tuition fee, Asia Exchange reserves the right to invoice any differences in tuition fees from the applicant.

Asia Exchange may charge additional fees e.g. late application fee or Telex fee (for Indonesian visa).

Asia Exchange may offer various different discounts through promotional campaigns and cooperation agreements. These discounts cannot be combined. Applicants can make use of one discount per application.

Application

Asia Exchange programs are open to everyone who meet the minimum eligibility criteria. Applicants must be at least 18 years of age, completed secondary level education by the start of the study abroad semester or started his/her higher education studies, and have a sufficient command of the English language.

Applications are submitted via the online form on Asia Exchange’s website or via application forms of any affiliated partner of Asia Exchange. The applicant must submit all the application documents through the application form or via email, latest by the application deadline.

In normal conditions, the applications are processed within 7 working days from submission and in order of arrival. Application period for any given program will close as indicated in the respective program description, or at the discretion of Asia Exchange. If application is received after the application period has ended, Asia Exchange reserves the right to charge a late application fee from the applicant before processing the application.

The applicant is responsible for submitting up-to-date contact information to Asia Exchange.

Asia Exchange confirms successful study placements by sending the applicant a confirmation email. The contract between the applicant and Asia Exchange becomes binding after Asia Exchange has received the application. If the applicant does not submit all the required application documents with the application, the study place confirmation is conditional until all the required documents have been submitted.

Asia Exchange and the host universities reserve the right to demand additional information or documentation from applicants even after applicants have been accepted into a study program. Host universities have the right to not approve an applicant’s application if applicant sends the required documents too late.

Discounts

Discounts cannot be combined.

Studies

The applicant is responsible for following the rules and instructions of his/her host university. Applicant must complete the minimum number of courses if his/her host university has set any such requirement. The host university reserves the right to terminate the applicant’s participation and invalidate the student visa in case rules and regulations are not followed.

Studies are accredited as local study credits or ECTS. Instructions on the Asia Exchange website for converting local study credits into European or American study credits are only general guidelines. Final accreditation is done by the applicant’s home university. Host university reserves the right not to issue accreditation if the student has not followed the rules and instructions of the host university, if he/she does not meet the course participation requirements in terms of attendance, or if  he/she has failed to pay any required fees.

Holidays

Holidays vary according to the destination country and the host university. No teaching is given during the holidays.

Absences

Absences from teaching or failure to follow the host university’s instructions do not entitle the student to a refund of the tuition fee or to a prolonged study period.

Delayed Arrival

Late arrival may be possible if agreed with Asia Exchange and host university. Generally, Asia Exchange advises students to arrive at destination prior the beginning of the program.

Refund policy

Cancelling participation in a study program is only possible by written notice via email.

The refundable sum depends on the time of the cancellation. If the tuition fee has been paid and the cancellation notice is received by Asia Exchange no later than 30 days (100% refund) or 14 days (50% refund) before the start of the program, the applicant will receive a refund. The refund amounts can be seen in the table below.

Cancelled byRefund
Min. 30 days prior to the start

of the semester

100 %
29-14 days prior to the start

of the semester

50 %
Less than 14 days prior to the start of the semesterNo refund

 

The tuition fee is not refundable if the student has canceled participation after postponing the original semester less than 30 days before the start of the semester. Refund policies apply for the initial application, but not for the postponed semester.

If applicant cancels study program due to a decision made by his/her home university, the above refund policy will apply.

If study program is discontinued after it has started, applicant must send a written notice to Asia Exchange and the host university. The tuition fee will not be refunded.

If applicant’s demeanor is deemed inadmissible during the application process, or if student behaves in a threatening or inappropriate manner or breaks the law of the host country or the regulations of the university, Asia Exchange and the host university reserve the right to cancel or terminate his/her study program without refunding any payments.

Possible transfer fees for refunded tuition fees will be paid by applicant.

Cancellation of the program

If the host university cancels the program and is not offering an online program, or withholds the applicant’s right to participate in the study abroad program for reasons independent of Asia Exchange or the applicant, Asia Exchange is not liable to refund tuition fees, and has no responsibility to refund any other costs related to travelling, visa, accommodations or other arrangements involved in the study abroad program at students home country or abroad.

In the case Asia Exchange gets the information about a study program being cancelled by a host university minimum of 30 days prior the start of the semester, Asia Exchange informs students about the situation and recommends postponing, other Asia Exchange programs, or cancellation with a full refund issued.

In case Asia Exchange is informed of a study program being cancelled by a host university less than 30 days prior the start of the semester, Asia Exchange informs students about the situation and recommends postponing, other Asia Exchange programs, or cancellation. If postponing or changing to another Asia Exchange program are not acceptable for the student, Asia Exchange can refund 50% of the paid tuition fee and issue a 50% discount voucher, which can amount to a maximum of 50% of the refund) to be used in another Asia Exchange study program in the future.

Some host universities have a requirement for a minimum number of students in their study programs. If the minimum number is not reached, Asia Exchange and the host university reserve the right to cancel the program. In case a program is cancelled by Asia Exchange, Asia Exchange has the responsibility to refund tuition fee payments made by its applicants. In case the program is cancelled by the host university less than one month (30 days) before the start of the semester, Asia Exchange does not have a liability to refund tuition fees to applicants. In case the program is canceled due to reasons independent from Asia Exchange or the host university, neither Asia Exchange nor the host university are responsible to refund any payments.

In case a maximum number of students is reached at one of our host universities, Asia Exchange is not liable to arrange more seats. Students will be offered another destination, postponing or cancellation.

In case the host university arranges online studies and on-campus studies are not possible, whether the student is studying from home or an Exchange Hub organized by Asia Exchange, the student is entitled to a 10% discount on the tuition fee and a 20% discount voucher for a future semester. This includes all host universities except Shanghai University.

Asia Exchange is not liable to change the value of discount vouchers in case prices are increased. Discount voucher value is always calculated from the tuition fee amount payable at the time of the original application.

Passport and visa

The applicant is responsible for acquiring a passport and a visa and covering all the related costs. The applicant is responsible for obtaining the needed information for the visa process from their nearest embassy. The applicant must inform Asia Exchange immediately if they are required to provide extra documentation that is not usually demanded when applying for a visa.

 

Asia Exchange is not responsible for any damage incurred by the applicant if their travel is delayed or canceled because of insufficient documentation. Asia Exchange assumes no responsibility to compensate for any costs incurred by the applicant if documentation from the host university that is required for the visa is not available for reasons independent of Asia Exchange.

 

While staying at the destination, the applicant has the responsibility to update his/her visa status according to the instructions and rules of the host university and the local authorities. It is the applicant’s responsibility to make sure that visa rules are being followed and that the visa is renewed in due course. If an applicant cancels the program while at the destination, his/her visa status must be updated according to the purpose of their remaining time at the destination. The host university is authorized to invalidate the visa in the event of a visa overstay.

Insurances

Every applicant is required to have a valid insurance covering accidents and health-related issues for the duration of his/her study program. Acquiring insurances is the applicant’s responsibility.  Applicants are responsible for acquiring insurance prior to departure. Insurance must cover a possible treatment onsite and the travel back home in case of illness or physical injury. We recommend using an insurance provider that covers the semester payments in case you must cancel your participation due to medical reasons as we do not refund the tuition fee in such cases. Upon request, the student is obligated to provide proof of his insurances to Asia Exchange or the host university.

Vaccinations

The student is responsible for making sure he/she has received all the vaccinations required by the destination country and that the vaccinations are valid. The student is advised to ask their local healthcare providers for more information about the required vaccinations.

Asia Exchange’s partners

Asia Exchange has partners that provide travel arrangements and accommodation. By sending an application to Asia Exchange, the applicant gives rights for partners of Asia Exchange to contact them concerning travel arrangements, accommodation or other services involved in the study abroad program. Asia Exchange takes all reasonable precautions to ensure the security of the student’s contact details.

Exchange reports, feedback queries, and photo/video material

Participants of Asia Exchange’s programs allow Asia Exchange to selectively use their exchange reports on e.g. the Asia Exchange webpage. The students are also requested to answer feedback queries. By participating in the program, the student approves of Asia Exchange’s right to use commercially any photographic or video material recorded by Asia Exchange staff without separate notification.

The student is obliged to fill in an online feedback questionnaire sent by Asia Exchange after the study abroad semester. The official transcript of records issued by the university will be sent to the student after leaving feedback.

Changes

Asia Exchange reserves the right to make changes in programs and fees after a contract has been formed between Asia Exchange and the customer, if the changes are caused by reasons beyond Asia Exchange’s control, such as changes in public fees, taxes or currency rates.

Asia Exchange is not liable for typographical errors. Asia Exchange reserves the right to change contract conditions and information relating to universities. Asia Exchange attempts to inform its customers of changes as soon as possible.

Asia Exchange assumes no liability for failure to fulfil its duties in cases of force majeure, strikes, or other situations beyond Asia Exchange’s control. Asia Exchange reserves the right to changes.

Force Majeure

Asia Exchange assumes no liability for failure to fulfil its duties in cases of force majeure such as strikes, natural disasters or other situations beyond Asia Exchange’s control.

Legislation

Exchange students are responsible for abiding the laws of the host country. In many Asian countries, legislation pertaining to e.g. narcotics is considerably more severe than in Europe.

Postponing and changing destination

Postponing participation or changing the destination is possible up to 14 days before the semester starts. In case of changing the semester, application deadlines for the new destination must be considered. The general cancellation policies do not apply for studies that have been postponed. For more information, see Cancellation and Refund chapter.

Liability

Asia Exchange assumes no liability for any damage to health, safety, or property, or for financial loss. Asia Exchange is not liable for failure to fulfill its duties or to refund payments in cases of force majeure, strikes or other situations beyond the control of Asia Exchange. In the case of cancellation, Asia Exchange will refund the applicant as described in the Cancellation chapter.

 

Asia Exchange assumes no liability if an applicant’s application does not successfully register in Asia Exchange’s database due to a technical problem on the applicant’s end.

 

Asia Exchange is not liable for typographical errors. Asia Exchange reserves the right to change contract conditions and information related to universities.

Asia Exchange always shares information regarding each study program as fast as possible and to the best of its knowledge. However, it is the responsibility of the applicant to gather any information about his/her study program. Inconveniences arising from false or late information shall not be a valid reason to reconsider the terms and conditions mentioned here.

Governing Law

Any arising issues shall be governed by the laws of Finland.

Exchange students are responsible for abiding by the laws of their study destination.

Photo material and Feedback reports

By participating in Asia Exchange’s study programs, the applicant approves of Asia Exchange’s right to use any photographic or video material recorded by Asia Exchange staff without separate notification. Student is obliged to fill in a feedback questionnaire sent by Asia Exchange. Asia Exchange is allowed to use student feedback in its communication unless otherwise agreed.

Privacy Policy

The applicant is asked for the consent of personal data processing when submitting an application to Asia Exchange. The data will be processed by Asia Exchange to complete the application or booking and providing applicant service. Asia Exchange may share the applicant’s contact information with their corporate affiliates or other business partners. Asia Exchange takes all reasonable precautions to ensure the security of the submitted information. The applicant has the right to withdraw his/her consent at any time.