AIFS Abroad considers the health and safety of participants to be our first priority. We take a comprehensive approach to preemptively minimizing risk and preparing participants for their time abroad. We aim to support all participants in their study/intern abroad journey, and invite everyone to engage with the cultures around you while at home and abroad.
We are also fully prepared to respond to any health or safety issue that may arise while they’re there. With almost 60 years of experience, our policies and procedures related to health and safety are extremely effective and our record is excellent. Additionally, we closely monitor what is being discussed in our field, regarding student health and safety, and we remain responsive to the needs of our college and university partners.
Included in a student’s AIFS Abroad tuition, participants will receive a travel and medical insurance policy that additionally covers limited program cancellation/interruption insurance, baggage, and financial security.
We continually look for ways to enhance the level of support and service we provide to participants. We believe that health and safety is shared responsibility between AIFS Abroad and our participants, their parents and their home universities. Our approach begins when a participants applies to an AIFS Abroad program and continues through to the completion of their time abroad. This “peace of mind” commitment has been meaningful to participants who have studied with us over the years, even amidst uncertain times.
We have developed tested systems to help manage a wide range of scenarios in each of our program locations. The information we act upon is based on recommendations from the U.S. Department of State’s travel warnings, local law enforcement in our overseas destinations, NAFSA, NACE and the World Health Organization.
Lastly, we understand that moving to a new city or country is an exciting challenge that takes adaptation to be successful. For this reason, we offer many of our events during the early stages of the program to increase contact with staff, encourage socialization and bonding as a group, and build familiarity with the host city.
AIFS Abroad is also committed to supporting compliance and regulatory requirements related to the Clery, Title IX and VAWA. AIFS Abroad will:
Report on the status of a victim of a crime, regardless of where the incident occurred.
Promptly respond, investigate and (when called for) take action to address unequal treatment on the basis of sex.
Implement measures to protect the health, safety, security and integrity of all parties involved should there be a reporting of threat or harm against a student.
Provide prompt response services to any victims which include access to counseling, medical assistance, resources and the opportunity to report to local law enforcement (as well as the choice not to report).
Have our Program Director staff, based overseas, serve as Campus Security Authorities, and be trained on the responsibility of this role.
Ascertain the crime statistics and safety for our study abroad campuses by obtaining detailed Intelligence Briefings from our Security Assistance Provider. These briefs include up-to-date information on such areas as civil unrest, crime, security services, terrorism, and kidnapping, with a rating scale for each category.
We will notify the home institution in the event of:
Any situation or problem which threatens a participant’s successful completion of the program.
A participant’s death, serious injury or illness, arrest or disappearance.
The physical or sexual assault of a participant.
A participant’s experiencing of unwanted sexual behavior, sexual harassment, relationship violence or stalking.
A student being accused of unwanted sexual behavior, sexual harassment, violence or stalking.
A criminal act committed against a participant.
A participant’s failure to attend required program activities without adequate explanation.
Starting with our Spring 2023 programs AIFS will be strongly recommending participants have COVID-19 vaccinations (including booster doses) but will not be mandating vaccinations.
While AIFS Abroad recommends a COVID vaccination/booster it may be a requirement of your host country or host institution. It is in your best interest to research and be aware of country protocols when you are looking to apply for abroad programs.
As such it is AIFS Policy that should you remain either unvaccinated or un-boosted against COVID-19 at the start of your AIFS program, you are fully and solely responsible for any additional costs.
AIFS Abroad continues to monitor US government and host country government policies regarding international travel and related restrictions to ensure the health and safety of our students abroad. The booster protocols add increased protection from breakthrough cases.
In accordance with our vaccination policy, AIFS will be recommending that students obtain booster doses (based upon timing of your final vaccination) to be considered fully vaccinated. Please work with your Program Manager or Program Advisor directly if you have questions.
Based on regulations that are changing daily, without a booster your movement in your host country may be restricted, your ability to travel independently may be negatively impacted and AIFS Abroad will not be able to deliver the educational program for which you enrolled.
As such it is AIFS Policy that should you remain either unvaccinated or un-boosted against COVID-19 at the start of your AIFS program, you are fully and solely responsible for any additional costs.
Cultural Resources
At AIFS Abroad, we aim to support all participants in their study/intern abroad journey. We invite everyone to engage with the cultures around you while at home and abroad. Everyone is complex, and the uniqueness of who we are is important when deciding on a program and location. Exploring who we are as individuals and learning about the uniqueness of others is an important part of this journey. Thus, we invite participants to take the time to learn about the cultures they embody and the cultures of others on their program as well as the cultures that are a part of their host country.
We encourage participants to use the information below to review their options prior to selecting the program and location that best fits their interests and needs. It is a great resource to learn more about oneself and others. We also encourage participants to revisit these resources throughout their study/ intern abroad journey. Please also be sure to visit your own university’s study abroad website and office, as they might have additional information and resources related to cultural engagement while studying abroad.
While abroad, if a participant experiences challenges related to cultural adjustments and may want to talk to someone, we encourage them to connect with their Program Director or Location Coordinator in-country. They will be able to provide guidance and support as well as point them toward resources in the host country to assist.
AIFS Abroad is committed to maintaining a positive and safe environment. Each participant, staff member, and individual helping to deliver the program (faculty, homestay families, host company employees, our guides, etc.) plays a role in fostering this environment. We must be aware that what we say, do, think, allow to happen, or fail to stop has the power to harm or to help our participants, their families and support network, our colleagues, and ultimately ourselves. Remarks and actions that negatively impact members of our community are not acceptable.
Every program participant signs the AIFS Abroad Code of Conduct stating that they understand if they participate in discrimination or harassment toward participants and/or members of staff, they are in violation of the AIFS Abroad Code of Conduct, and this action is grounds for dismissal from the program.
Discrimination and harassment include, but are not limited to, derogatory comments or actions based on race, color, ethnicity, religion, sex (including gender identity, gender presentation, and pregnancy), national origin, age, disability, sexual orientation, veteran status, or parental status; unwanted advances, disorderly conduct, physical abuse, verbal abuse, microaggressions, threats, verbal or nonverbal intimidation, intentional or unintentional bullying, bias, stalking, exclusion, or coercion. See the list of definitions below for more information.
Any participant found to have engaged in discrimination or harassment (virtually or in-person) will be subject to AIFS Abroad-imposed discipline and/or legal action. Consequences imposed on any participant found to have engaged in discrimination or harassment may include, but are not limited to, a written or verbal apology, facilitated conversations, counseling, disciplinary probation, and/or dismissal from the program. If a participant is dismissed from the program, there will be no refund of program fees.
Any participant who has experienced or witnessed harassment or discrimination as defined above is encouraged to report the incident to AIFS Abroad staff on-site either in-person or through email, phone call, text or WhatsApp message. If a participant does not feel comfortable reporting to staff on-site – or if the incident involves on-site staff – they should email reporting@aifs.com. The email should describe the misconduct and identify the individual(s) involved in the incident.
AIFS Abroad welcomes all reports of identity-based discrimination or harassment and does not limit the time frame for reporting. AIFS Abroad encourages prompt reporting where possible, because it increases our ability to respond to the reported behavior and to provide support to affected participants. Reporting parties should be mindful that delays in reporting may affect options for response, particularly when an accused individual is no longer a student, faculty, staff, or otherwise affiliated with AIFS Abroad.
At AIFS Abroad, the individual who files a report is the complainant and the person a claim is filed against is the respondent.
In situations where a reported incident of discrimination or harassment involves an AIFS Abroad staff member and/or individual helping to deliver the program (faculty, homestays families, host company employees, our guides, etc.) the process will be adjusted to include AIFS Abroad Human Resources staff and/or to follow host university/internship employer protocol.
The procedure for AIFS Abroad program participants is as follows:
Reporting: Complainant reports incident of harassment or discrimination to AIFS Abroad. Staff will provide resources, including access to counseling, to support the reporting student. If the incident breaks the law in the country in question, AIFS Abroad staff will encourage and support the complainant reporting the incident to the police.
Acknowledgement of Report: All incident reports made will be acknowledged and reviewed by members of AIFS Abroad Staff and Leadership Team within one week of the incident report being filed. AIFS Abroad is committed to respecting privacy in responding to reported concerns of identity-based discrimination or harassment. Information related to a report of discrimination or harassment will be shared with only those individuals who “need-to-know” the information for AIFS Abroad to properly assess and resolve the matter.
Notification: The respondent will be notified verbally, and in writing, by an AIFS Abroad staff member of any alleged violation(s) of the AIFS Abroad Code of Conduct brought against them. The respondent will have an opportunity to provide a statement in response to the charged violation(s). AIFS Abroad may place the respondent on probation while a final decision is being made. The probation may require the participant to find alternative housing at their own expense. AIFS Abroad, at its discretion, may notify the complainant and respondent’s home university of any serious misconduct or for the sake of a health and/or safety issue. The participant’s home university may, at its discretion, take further disciplinary actions against a participant sanctioned by AIFS Abroad, including, but not limited to, suspension or dismissal.
Information Gathering: AIFS Abroad staff, with assistance from the complainant, will collect witness statements, physical evidence, and/or supporting documentation. These items will be used in the formal review process.
Formal Review: The AIFS Abroad local staff and Leadership Team, based on the available information, will determine the consequences, including disciplinary actions, for violation of the Code of Conduct, if any. Both the complainant and respondent will be notified in writing, as soon as possible, of AIFS Abroad’s decision.
Disciplinary Actions: Disciplinary actions can take a variety of forms, and combinations of actions can be issued depending on the violations in question. AIFS Abroad at its sole discretion will determine what action, if any, to take for violation of the Code of Conduct. AIFS Abroad participants will not receive a refund or credit for missed activities or events as a result of any disciplinary actions. Such actions include but are not limited to the following:
Written or verbal apology: Respondents might be asked to provide an apology to the complainant for the Code of Conduct violation.
Facilitated conversations or counseling: Depending on the situation, respondents might be asked to work with a counselor or engage in facilitated conversations.
Restitution: Payment of the cost to repair or replace any damage of personal property because of damage or theft.
Suspension or Loss of Privileges: Respondent’s privileges to use facilities or to participate in activities or events may be restricted for a designated period or completely withdrawn.
Housing Termination: Respondent may be required to leave the AIFS Abroad-arranged housing and obtain housing accommodations on their own and at their own expense.
Disciplinary Probation: Respondent will be provided written notification of the terms and condition of the probationary restrictions imposed for violating the Code of Conduct. Failure to comply with such restrictions or further violations during the remainder of the Respondent’s AIFS Abroad Program may result in immediate dismissal from the program. During this probationary period, the AIFS Abroad participant could be prohibited from participating in all AIFS Abroad group activities, attending classes, entering AIFS Abroad facilities (including offices, classrooms, and study centers), and internship employment with the Sponsor.
Dismissal: Permanent removal of the respondent from the AIFS Abroad Program. Dismissal from the AIFS Abroad program shall not diminish or otherwise affect the respondent’s obligation to make any and all payments to AIFS Abroad.
Bias: Prejudice in favor of or against one thing, person, or group compared with another, usually in a way considered to be unfair.
Coercion: The practice of persuading someone to do something by using force or threats.
Complainant: Individual who files a formal complaint of discrimination or harassment
Discrimination: Discrimination is the unfair or prejudicial treatment of people and groups based on characteristics such as race, gender, age, disability, or sexual orientation.
Exclusion: Socially or physically excluding or disregarding a person in program-related activities.
Gesture Bullying: Nonverbal threatening gestures or glances that convey threatening messages.
Harassment: Harassment based on any protected characteristic is strictly prohibited. Under our policy, harassment is verbal, written or physical conduct that denigrates or shows hostility or aversion toward an individual because of their race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, marital status, citizenship, genetic information, or any other characteristic protected by law, and that has the purpose or effect of creating an intimidating, hostile or offensive environment, and / or otherwise adversely affects or unreasonably interferes with an individual’s experience abroad. Harassing conduct includes epithets, slurs or negative stereotyping; threatening, intimidating or hostile acts; denigrating jokes; and written or graphic material that denigrates or shows hostility or aversion toward an individual or group that is circulated by e-mail, phone (including voice messages), text messages, social networking sites or other means.
Microaggressions: A statement, action, or incident regarded as an instance of indirect, subtle, unconscious, or unintentional discrimination against members of a marginalized group. Author Dr. Derald W. Sue defines them as “The everyday slights, indignities, put downs and insults that people of color, women, LGBT populations or those who are marginalized experiences in their day-to-day interactions with people.”
Physical Bullying: Pushing, shoving, kicking, poking, tripping, assault, or threat of physical assault; damage to a person’s work area or property.
Respondent: Person who is the subject of a formal complaint of discrimination or harassment
Sexual harassment: Sexual harassment constitutes discrimination and is not permitted on AIFS Abroad programs. Sexual harassment may include a range of subtle and not-so-subtle behaviors and may involve individuals of the same or different gender. Depending on the circumstances, these behaviors may include unwanted sexual advances or requests for sexual favors; sexual jokes and innuendo; verbal abuse of a sexual nature; commentary about an individual’s body, sexual prowess or sexual deficiencies; leering, whistling or touching; insulting or obscene comments or gestures; display of sexually suggestive objects or pictures; and other physical, verbal or visual conduct of a sexual nature.
Verbal Bullying: Slandering, ridiculing, or maligning a person or his/her family; persistent name calling that is hurtful, insulting or humiliating; using a person as the butt of jokes; abusive and offensive remarks.
AIFS Housing Policy
AIFS is recognized as a leading provider of study abroad programs. Since 1964, over 1.6 million students have travelled abroad with AIFS. With more than 60 years of experience, we have the resources and experience to provide what our participants want and need in a study abroad program and to safeguard their welfare around the globe. AIFS Abroad offers a wide range of unique programs in Asia, Australia, Europe, South Africa, and the Americas.
AIFS Abroad is committed to providing safe and suitable accommodation, wherever a participant chooses to study or intern abroad. With an extensive range of programs, we aim to meet individual needs in each location wherever possible. This policy applies to all staff members with housing responsibilities and all enrolled participants who are housed in accommodation organized by AIFS Abroad. We work with a broad range of carefully selected accommodation providers.
AIFS Abroad is dedicated to providing safe and supportive living environments for all participants. We are committed to being transparent about the level of housing accommodations available in each location and surplus costs if applicable. Resources and accessibility will vary from site to site and participants play a vital role in shaping their study abroad experience by disclosing any specific accommodations required with advance notice using the disclosure forms in the “Mobility, & Disability Abroad” section on the AIFS Abroad Cultural Resources page. This will enable AIFS Abroad staff to fully support individual needs to the best of their ability.
We encourage participants to fully disclose specific needs on the provided self-disclosure forms and to speak with their pre-departure staff and on-site staff prior to arrival on site. We have discretionary funds available to support students with accommodation requests and will work with individuals and their home institution’s education abroad and support service offices (when applicable/permitted) to review the distribution of associated costs for accommodation requests.
Safety Compliance
All participants who are over the age of 18 are legally responsible for their own behavior while abroad. We regard the opportunity to live in a new city as a privilege that also comes with the responsibility of being a good representative of your home country, your university and yourself.
To ensure the personal safety of all participants on our programs, AIFS Abroad has set forth standards of behavior that we expect students to uphold while participating in our programs. Failure to adhere to these standards may result in expulsion. These standards can be found in our terms and conditions which all participants sign as part of their application.
Safety Resources
Each student is provided with a handbook that includes comprehensive information about their program, providing extensive details and advice to help prepare them for their time abroad. The handbook also addresses the student role in helping to ensure their health and safety while abroad.
All participants are required to participate in a formal orientation upon arrival. The orientations are designed to help participants begin the process of adjusting to a new culture, and a key component of the orientation stresses health and safety and participants conduct. Program Directors and on-site staff conduct the orientation.
During this orientation, on-site team members will begin encouraging participants to travel in pairs or groups and to familiarize themselves with a variety of ways to travel around their new city, including public transport, taxis and Uber. Participants will learn about well traveled routes.
Participants will be advised to make a copy of their passport and keep it on their person while leaving their hard copy passport in a safe place in their accommodation. They should also keep medical insurance information with them.
We recognize that participant choices regarding the use of alcohol or other potentially risky behaviors are often at the root of health and safety issues and incidents. Throughout the duration of the study abroad program, our on-site staff observe participant activities and actions. If concerns arise, they consult with senior staff in our Stamford and London Offices. Our approach is always to intervene early to encourage participants to change their behavior before an incident occurs.
Safety Contacts
Each participant is required have an emergency contact listed on their application whom AIFS Abroad can notify in case of emergencies. It is equally as important that each participant keep their contact information updated and have the on-site Emergency contact information on-hand.
