Fee Payments, Refunds & Cancellation Policies
Participants in Education Abroad programs may be subject to program fees in the case of Field Schools, and Tuition fees related to corresponding academic courses.
Please review the payment procedures and refund/cancellation policies at the time of applying and contact us if you have any questions.
Field School Program Fees
Field School Program Fees
Field School fees vary by program, and may include such things as group-arranged international flights, local transfers in the host country, shared accommodations, group admission to attractions and activity fees. See the program website or contact the faculty leader for details on what is included.
Field School fees are in addition to any tuition fees that may apply for any corresponding academic course (which may be required as part of the design of the field school or optional).
Process to Pay Field School Fees
Field School fee charges are applied to the VIU Student Record. Payments can be made through online banking or in person at the Cashiers office in Building 200. Note that VIU does not accept credit card payments for Field School fees. Students can be withdrawn from a program for failure to complete their advance payment by the deadline, and a refund may not apply.
How can I pay?
- Telephone/Internet Banking: Through your banking institution, set up "Vancouver Island University" as a payee. Use your 9 digit student number as your account number. Please allow at least 24-48 business hours for the payment to be processed into your account.
- Credit Card: Credit Card Payments are not accepted for Field School Fees.
- Mail in Cheque, Money Order or Bank Draft: If you mail in your payment, please ensure that your Student Number is written on the front of the payment. Please allow a minimum of 5 business days for the payment to be received and processed.
- In Person: You may pay by cash, cheque, money order, bank draft or debit card. Payments are accepted at the Central Cashiers Office in Building 200 at the Nanaimo campus 8:30am-3:30pm, and at the Duncan, Parksville and Powell River campus registration centres. Cheques can be placed in the drop-boxes in building 200 at the Nanaimo campus.
For any Education Abroad program that is for-credit (Exchange, Internship, Practica, select Field Schools & select Summer programs), participants will be registered in the corresponding academic course, and the applicable VIU Tuition fees will be applied to the Student’s Record. As enrolment in Education Abroad programs typically occurs at a different time than normal course registration, special payment deadlines will apply and these will be posted in the Student Record. Tuition fees for Education Abroad programs are the same as the VIU Tuition Schedule (or International Tuition Fee Schedule), however Student Activity Fees do not apply as students are off-campus. VIU Registration policies apply.
In some cases, students may have their Education Abroad program fees and/or related tuition fees or a portion of their fees paid by a sponsor organization or agency, such as a government ministry, First Nations Band Council, insurance company or other agency. In these instances, please contact Education Abroad upon acceptance to the program to request an invoice for you to provide to your sponsor.
It is the students’ responsibility to provide the invoice to the Sponsor and ensure their fees are paid by the applicable deadlines, or to notify Education Abroad if there will be a delay.
Withdrawals, Cancellations & Refund Policies for Education Abroad Programs
1. Student Withdrawals from Education Abroad Programs
Sometimes things come up. Students may elect to withdraw from a program or may be withdrawn from an Education Abroad program for a variety of reasons. Depending on the circumstances, students may not be eligible for a refund of program fees (see refund section below).
Field School fees that are paid to VIU for an Education Abroad program should be considered non-refundable. If a student has not maintained the necessary grade point average, academic conduct, student conduct requirements or is unable or elects not to attend the program or fulfill the pre-departure requirements, then the student will not receive a refund of any Field School fees paid to VIU. Exceptions may be made in the case of serious illness, death in the immediate family, or equally severe circumstances. Tuition refund policies apply for withdrawal from any for-credit program.
Academic Courses & Tuition: Course withdrawal processes/deadlines & tuition refund policies apply for early withdrawal from any for-credit Education Abroad Program.
Process to Withdraw: Any student who withdraws from an Education Abroad program must notify the EA Office in writing (email@example.com). Notifying a faculty supervisor alone will not constitute withdrawal from the program. Depending on the circumstances, students may not be eligible for a refund of any applicable Field School fees (see refund section below).
2. Cancellations of Education Abroad Programs by VIU
Education Abroad will make every effort to ensure programs go according to plan, and to inform participants of any unforeseen changes as promptly as possible.
Vancouver Island University (VIU) reserves the right to make changes to Education Abroad (EA) programs (overseas field school/trip, practicum, internship or exchange). VIU also reserves the right to cancel an Education Abroad program if:
- Global Affairs Canada issues a directive for Canadians not to travel to the destination country or to leave the destination country immediately; or
- VIU determines for any reason that it is not feasible to continue the Education Abroad program.
EA programs often involve the use of services and facilities provided by third parties. While we will make every effort to ensure programs go according to plan, it is possible that EA Programs could be impacted by situations that are beyond the control of VIU.
3. Refund Policy for Education Abroad Programs
a) Program Withdrawal by the Student
VIU Tuition & Student Fees: EA Programs which are for-credit are subject to the applicable VIU Tuition & Student Fee Refund Policies.
b) EA Program Cancellation by VIU
If the VIU Education Abroad program is cancelled by VIU prior to the start of the program, the student will receive a refund of any fees paid directly to VIU, including Field School program fees and the associated Tuition and Student Fees (where applicable in the case of for-credit programs).
NOTE: VIU is not responsible for airline tickets and other services purchased directly by the student. These are the property of the student. We strongly recommend purchasing trip interruption & cancellation insurance.
c) Refund of fees paid to VIU once the student is abroad
If Global Affairs Canada issues a warning for Canadians to leave the destination country immediately while the student is abroad, VIU will work with the necessary service providers to assist the student to return home as quickly as possible. Such situations are beyond the control of VIU and the student should not expect a refund of any EA Field School fees paid to VIU or any other costs incurred by the student.
Other Financial Considerations
If a student has received an Education Abroad Stipend from VIU and that student does not attend the Education Abroad program, he/she will be required to return the Stipend to the Faculty of International Education.
Every effort will be made to make arrangements for the student to complete their course work if the program is cancelled by VIU. If this is not possible, the Education Abroad office will be required to report the change in the student’s enrolment status to the Financial Aid office. If the student has received funding through BC Student Aid Program, he/she is also required to contact the Financial Aid office and revert back to the original study end date. Failure to do so may result in penalties or future funding restrictions.