FOSCOD Internship & Volunteer Refund and Cancellation Policy
Effective for 2026 Cohort Year and Beyond
This policy outlines the procedures for application deposits, program fees, cancellations, deferrals, and refunds for the FOSCOD Internship and Volunteer Program. By confirming your place and making a payment, you agree to the terms outlined in this document.
Key Points at a Glance
USD 300 application deposit is required to secure your place in the program.
The deposit is non-refundable and non-transferable in all circumstances.
Refund eligibility depends on how far in advance you cancel before the program start date.
Visa delays, emergencies, and force majeure events are treated under special conditions.
Approved refunds are processed within 30 days, less applicable bank or transfer fees.
1. Application Deposit (Non-Refundable)
- A USD 300 application deposit is required to secure admission into the program.
- The deposit is strictly non-refundable under all circumstances, including:
- Withdrawal or change of plans
- Visa denial or immigration delays
- Deferral to a future cohort
- Inability to participate for any reason
- The deposit is credited toward your total program fee but cannot be refunded or transferred to another person or program.
Important: The USD 300 deposit is non-refundable in ALL cases, regardless of cancellation reason or timing.
2. Standard Cancellation and Refund Policy
Refunds are based on the date FOSCOD receives your written cancellation request, counting back from the official program start date.
3. Deferrals
- You may request one free deferral to the next available cohort if your written request is received at least 30 days before the program start date.
- Deferral requests made within 30 days of the start date will be considered on a case-by-case basis, depending on costs already committed (host family, coordination, logistics, etc.).
- The USD 300 deposit remains non-refundable and non-transferable even when a deferral is approved.
4. Visa Delays or Immigration Barriers
If you cannot travel due to documented visa delays or immigration restrictions beyond your control, you may choose:
- A free deferral to the next available cohort, or
- A 50% refund of the program fee (excluding the USD 300 deposit).
Requirements:
- You must provide official documentation showing visa processing delays or government restrictions.
- FOSCOD must receive your request before the program start date.
- The USD 300 deposit remains non-refundable in all cases.
5. Emergency Exceptions
In the event of a documented personal or family emergency (e.g., severe illness, hospitalization, or bereavement of an immediate family member), FOSCOD may approve a refund of up to 25% of the program fee, depending on costs already committed.
- The USD 300 deposit remains non-refundable.
- You must notify FOSCOD as soon as reasonably possible and provide supporting documentation (medical certificates, death certificates, etc.).
6. Force Majeure
Force majeure events include, but are not limited to, pandemics, natural disasters, political instability, or government-imposed travel restrictions that prevent the program from running as planned.
In such situations, FOSCOD may offer:
- A free deferral to a future cohort, or
- A partial refund based on expenses already incurred.
In all force majeure cases, the USD 300 deposit remains non-refundable.
7. Refund Processing
- Approved refunds will be processed within 30 days from the date of written approval by FOSCOD.
- Refunds are made via international bank transfer or, where possible, the original payment method.
- Bank, transfer, or intermediary charges will be deducted from the refund amount.
8. Summary Refund Table
This table provides a quick overview of our refund policy based on different cancellation scenarios:
| Cancellation Timing / Scenario | Participant Pays | Refund Issued | USD 300 Deposit |
|---|---|---|---|
| More than 45 days before start | Deposit only | 100% of remaining program fee | Non-refundable |
| 31–45 days before start | 50% of program fee + deposit | 50% of program fee (minus deposit) | Non-refundable |
| 15–30 days before start | 75% of program fee + deposit | 25% of program fee (minus deposit) | Non-refundable |
| Within 14 days before start | 100% of program fee + deposit | No refund | Non-refundable |
| After program begins | 100% of program fee + deposit | No refund | Non-refundable |
| Visa delay (documented) | — | 50% refund of program fee or free deferral | Non-refundable |
| Emergency exception (documented) | — | Up to 25% refund of program fee | Non-refundable |
| Force majeure | — | Deferral or partial refund | Non-refundable |
9. How to Request a Cancellation, Refund, or Deferral
All cancellation, refund, and deferral requests must be submitted in writing to:
foscodmargaret@gmail.com
foscod.rodgers@gmail.com
Please include in your email:
- Your full name
- Program dates and cohort
- A brief explanation for your request
- Supporting documentation (for visa-related issues, emergencies, and force majeure cases)