Terms and Conditions

With effect of 1st March 2017 your international programme will be delivered by Lancaster University directly. Previously the programmes were delivered by Lancaster University Students’ Union as the agent for Lancaster University. The Students’ Union and University still work collaboratively in the promotion and development of activity. The use of ‘LUSU’ to title programmes is gradually being withdrawn as new promotional materials are produced.

‘Programme’ or ‘the programme’ refers to LUSU Overseas Programme (heron titled Overseas Programme), and ‘Your Global Exploration’.

‘You’ refers to the individual participant in the Overseas Programme and/or Your Global Exploration’.

‘Participant’ refers to all those taking part in the programme.

1. Nature of the LUSU Overseas Programme

1.1 Lancaster University (“LU”) accepts You as a Participant on the Overseas Programme on the basis that You fully appreciate the inherent risks and in particular the risk of personal accident, disease and medical complications in a foreign environment. Subject to Clause 7 LU provides You with Travel Insurance but does not provide any medical services (such as doctors, nurses or any other medically qualified staff) and the Participant accordingly undertakes to take all reasonable care of him/herself and all others with whom he/she reasonably foresees he/she may come into contact on the programme. For specific programme activity please refer to the most up to date schedule.

1.2 You are accepted on the understanding that general flexibility is a necessary prerequisite for this type of experiential programme. Whilst the Overseas Programme is advertised in good faith, participants acknowledge that local events, the attendance of specific guest speakers, the weather and availability of excursions are at times outside the control of LU and that LU gives no warranty that You will observe any particular event, weather condition or guest speaker while participating on the programme.

1.3 LU shall not be liable to a Participant for any claim from discomfort or disappointment suffered from participation on the programme.

1.5 Participants should ensure that they have sufficient funds to cover activity in which they wish to participate that is not in the scheduled plan e.g. your social activities and shopping. For some of our programmes participants will be responsible for purchasing their own meals, and should ensure that they have sufficient funds to cover this. You will be advised if this situation applies to your trip in your confirmation email.

2. Booking terms and conditions

2.1 You secure your participation on the programme once LU makes You an offer of a place. You have 7 days to decline this offer of a place after which your deposit paid becomes non-refundable.

2.2 You will be provided with an estimate of the total cost of the programme to You and a payment schedule. The total cost presented will be inclusive of any fee discount offered to You based upon your individual circumstances.

2.3 You must pay the balance in accordance with Clause 3.

3. Payment

3.1 For participants traveling in August or September 2017: After paying the deposit, participants must pay 50% of the outstanding balance by Week 10 of the Lent term (Friday 24 March 2017) and then the final balance must be paid by Friday Week 8 of the Summer Term (Friday 16 June 2017).

For participants traveling in March or April 2017: After paying the deposit, the final balance must be paid by Friday Week 1 of the Lent Term (Friday 20 January 2017).

3.2 Should participants fail to meet 3.1 LU shall be entitled to treat your application as withdrawn and to offer your place elsewhere if any amount becomes overdue.

3.3 If applicable, LU will refund You any contingency sum paid by You but not used once the final taxes are paid in advance of your flight departure.

4. Refund and Transfer Policy

4.1 Refund requests will be considered on a case by case basis. Should You want to discuss a refund please contact the Global Opportunities Manager at the earliest opportunity. In any case,

4.1.1 Refunds offered will not exceed the payment made by You to LU.

4.1.2 Refunds will not be granted when expenditure or commitments made by LU on your behalf cannot be reversed.

4.1.2 Once You have accepted a place, the initial deposit paid by You is non-refundable.


5. Alteration and Cancellation

5.1 LU reserves the right to cancel the programme and offer You a full refund of any monies paid to LU.

5.2 LU will use all reasonable endeavours to ensure that the content of the Programme You participate in is that described in the Programme Schedule. However, as the Programme arrangements are made some months in advance LU may occasionally have to make changes and reserves the right to do so at any time:

  • If a major change to your Programme is made, You will be informed as soon as reasonably possible. You will have the choice of; accepting the change in Programme arrangements, accepting an offer of an alternative Programme, or cancelling your participation in the Programme and receiving a full refund of all monies paid by You to LU.

5.2.2    Clause 5.2.1 does not apply for minor changes. Examples of minor changes include alteration of your outward/return flights by less than 24 hours, changes to Programme speakers/excursions where a similar replacement is offered, change of accommodation to another of the same or higher standard, and changes of carriers.

6. Force Majeure

6.1 LU shall have no liability to any participant to make any refund or in respect of any other loss or damage suffered by a participant as a result of the curtailment, suspension, alteration or cancellation of a programme caused by and/or any other consequences of any event of force majeure occurring.

6.2 For the purposes of clause 6.1 “force majeure” shall mean fire, lightning, explosion, earthquake, storm, tempest, hurricane, flood, landslide, outbreak of infectious disease, imposition of quarantine, government or other official intervention, the threat or outbreak of war, riot, civil commotion, the threat or an act of terrorism, loss, theft or damage to strategic equipment, hijacking, nuclear disaster or other event or circumstance arising which is beyond the control of LU.

7. Insurance

7.1 So long as You adhere to guidance and the reasonable instruction of LU You will be covered by the Lancaster University travel insurance policy, a summary of which is available online or by request from LU. Participants are recommended to read this policy and consider any additional insurance they may see fit.

7.2 Lancaster University travel cover excludes claims where You travel against medical advice and/or for the purpose of obtaining medical treatment. Therefore if You have a pre-existing medical condition You must seek confirmation from your doctor that You are fit to travel. You should do this at least 8 weeks prior to travel. You are obliged to follow any medical advice and course of treatment prescribed by your doctor. LU will offer any assistance it reasonably can to support You in such circumstances. We may require evidence that You have complied with this clause, failure to provide such evidence may, in exceptional circumstances, mean cancellation of your participation on the programme.

8. Rules and Requirements

8.1 You must be in possession of a passport valid for at least 6 months after your scheduled return date. In additional, at your expense, You are responsible for securing any required visa(s) and vaccination certificates required to enable your participation in the programme. You should consult your health professional to obtain, at your expense, vaccinations and medications which are necessary or desirable. Specific assistance and advice will be given by LU in good faith but it is the Participant’s responsibility to ensure that the correct documentation is obtained and completed and that the correct advice is obtained.

8.2 Participants acknowledge they are subject to the laws of the host country, to the regulations of the host university and accommodation provider.  Participants also acknowledge that Lancaster University reserves the right to consider actions under Lancaster’s regulations, but will warrant not to employ double jeopardy.  Students must indemnify Lancaster University for the consequences of any failure to comply with either the laws of the host country or the regulations of the partner university.The Participant agrees diligently and expeditiously to discharge all reasonable instructions and duties from time to time given to him/her by LU and LU’s field staff.

8.3 The Participant acknowledges that LU shall be entitled to withdraw a Participant’s place on a programme without any compensation where they have breached any of the provisions of clause 8.2. In all but the most serious of cases, Participants will receive a final written warning, advising of corrective actions, before being withdrawn from the Programme. If You are asked to leave the programme the costs of any alternative repatriation arrangements will be borne by You.

8.4 Each Participant shall provide complete and accurate information in the Medical Form in so much as it is relevant to their participation in the programme. The Participant shall inform LU of any change or inaccuracy therein as soon as it arises or comes to their attention.

9. Equipment, Food and Accommodation

9.1 LU shall provide, and the programme contribution shall cover, staff support, food (unless otherwise stated), accommodation and the use of general facilities for the period of the programme. Where food is provided, Participants are asked to inform LU of any dietary requirement; every effort will be made to accommodate these but this cannot be guaranteed.

9.2 It is the duty of the Participant to provide all equipment of a personal nature which may be required specific to his/her personal needs.

9.3 Baggage allowance is normally limited to 20 kg (44lbs) plus an entitlement to a further 5kg (11lbs) cabin/hand baggage but may vary from programme to programme and in line with airline rules. LU accepts no liability for excess baggage charges that may be levied.

10. Copyright

LU retains all copyright in, and editorial control over, works, including literary, film and photographic works, which the participant may create or contribute to during their participation on LU’s programme or thereafter, in respect thereof.

11. Liability

LU accepts no liability for any claim for damages in respect of injury, illness or loss, including consequential and/or financial loss, which a participant may sustain during or by virtue of his/her participation on a programme save for any claim caused by LU’s negligence or that of any of its employees.

12. Complaints

Please contact the Global Opportunities Manager to discuss any concerns You may have as these are often best resolved informally. Formal complaints can be raised via the University procedure at:  http://www.lancaster.ac.uk/complaints-procedure/.

13. Privacy policy

LU undertakes to maintain personal data in secure conditions and to process and disclose data only within the terms of its Data Protection notification policy. The full policy is available at: https://gap.lancs.ac.uk/DATAPROTECTION/Pages/default.aspx.

In order to facilitate your participation on the Programme, You will be asked to express consent to your details being shared under the following circumstances:

  • Accessing your data held by LU as is reasonably required to facilitate your participation on the Programme, including; assessment of your application for financial assistance (if applicable), and the evaluation of the Programme in achieving its aims.
  • Sharing with LU travel providers and/or overseas partners aspects of your data for the purposes of facilitating the Programme e.g. booking accommodation, booking flights, facilitating security checks to venues You will visit and booking scheduled activities. This may include basic personal details, passport details, scanned copies of your passport and information about your course of study at Lancaster. Your information will not be used for marketing purposes by these parties.
  • If You are in receipt of grant support from Santander Bank your name, email address, date of birth and information about your course of study at Lancaster will be shared with them. They may be in touch with You regarding any feedback or PR opportunities in relation to your grant from them.