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Policies & Procedures

Updated August 09, 2022

Table of Contents

A. TERMINOLOGY

ABROADER: a third-party provider that develops and is responsible for the internship program in Vietnam.

The intern: An individual or group of individuals seeking for the services or advice of the Internship program with ABROADER.

Host Organization or Host Company: The Host Organization or Host Company refers to any legal entity in which the intern undertakes his/her internship. The Host Organization could be a company, a Non-Governmental Organization (NGO) or any organization with a legal status authorized to host the intern.

Internship: The Internship refers to a practical learning experience in which both, the Host Organization and the intern take part. The internship is not represented by a labor contract
but by an Internship Agreement signed by ABROADER and the intern.

Internship Duration: The standard program key dates are (unless otherwise specified):
• Arrival date: Thursday (Program starts, check-in accommodation, Vietnam visa starts)
• Internship start date: Monday (after the arrival Thursday)
• Internship last date: Friday (before the departure Sunday)
• Departure date: Sunday (Program end, check-out accommodation)

Informational Interview: An informational interview is an interview between ABROADER staff and an intern candidate. Its purpose is for ABROADER to assess the candidate’s skills, background, and interests and their suitability to an ABROADER’s internship program.

Conditional Letter Offer refers to the conditional offer from ABROADER to accept the intern in ABROADER’s internship program.

Internship Agreement: refers to the Agreement between ABROADER and the intern, specifying the program’s terms that both parties agree to abide by.

Internship Offer Letter: refers to the description of the Internship position at a Host Company. It includes the description of the tasks; the description of the position as well as the skills and qualifications required by the Host Company to fit the position.

Placement Package: The Internship Package refers to the different services provided by ABROADER and/or its Partner to place the intern for an Internship at a Host Company. Notably, it includes:
• The review and correction of the intern’s CV- the sending of the intern’s application to Host Companies looking for interns,
• The scheduling of interviews with the Host Companies interested in the intern’s profile (provided that the first payment of deposit has been paid by the intern)
• When appropriate, the provision of advice about how to prepare a professional interview to maximize the chances of the intern to get an internship

Accommodation Package: refers to the different services provided by ABROADER and/or its Partners to find accommodation for the intern. Notably, it includes:
• The search for accommodation that is as described in ABROADER’s accommodation services and as requested by the intern.
• The coordination and arrangement with the person in charge of the serviced apartment (Landlord, Head tenant, Accommodation Company or Host Family) before the intern’s stay at the accommodation.

Serviced apartment: refers to a furnished apartment, providing standard amenities such as bed sets, wardrobe, room service, Wi-Fi, tap water, and kitchen. The electricity bill is excluded.

Homestay: refers to a private room in a Host Family with shared facilities, common rooms with Wi-Fi; also including a dinner provided by the Host Family.

Landlord:  refers to a natural or legal person who owns and/ or operates a property in which the intern is accommodated.

Host Family: refers to a family who owns or rent a property in which the intern stays with for the period of the program.

B. GENERAL POLICIES AND PROCEDURE

1. Program Procedure

1.1. Application package

It is required to submit the documents below by the intern:
a) Current Curriculum Vitae (CV) / Resume
b) Letter of Intent (Why do you choose to take an internship in Vietnam? – What do you expect from this internship program?)
c) Unofficial Academic Transcript (courses and grades)
d) Passport information page (scanned version)
e) ABROADER application form

*Additional requirements: Interns in the fields of Architecture, Graphic Design and Journalism & Media might need to submit a sample/portfolio of their work.

1.2. Conditional Offer Letter

After reviewing the internship application, ABROADER will have an Information Interview with the intern. After that, a Conditional Offer Letter will be sent to notify the intern of the admissions decision. To confirm your acceptance of the offer, the intern must further submit:
• Completed, signed, and dated Conditional Offer Letter – agreeing on the Terms and Conditions (e-signature is acceptable)
• Evidence of payment of US$ 500 program deposit.

Note: Intern’s enrollment in ABROADER’s program becomes official only after the intern returns a signed copy of this Internship Agreement and pays the deposit.

1.3. Internship Placement

Based on the first interview record, ABROADER matches the intern with potential Host Companies. Another interview might be required by the potential host companies. The Internship Offer Letter will be sent to the intern by ABROADER when the internship position is confirmed from both sides (the intern and the Host Organization).
To formally accept the offer, the intern must submit a signed and dated Internship Offer Letter – agreeing to all the information mentioned in the Internship Offer Letter.

1.4. Passport and Visa

After the Internship Offer Letter is confirmed formally. The application will be moved forward to a logistic arrangement.

1.4.1. Passport

For all countries, an up-to-date passport is required. If you do not have a passport, you should begin the application process right away as it may take up to six weeks. If you already have a passport, please make sure that it has not expired and will be valid for at least six months after the end of your program.

1.4.2. Visa

• ABROADER will apply for a 1 to 3-month multiple business on-arrival visa.
• ABROADER will send the Visa Approval Letter from the Immigration Office and guidance on how to get the on-arrival visa at the airport.
• For those who take more than a 12-week internship, ABROADER will apply 2 times for a 3-month multiple business visa. For the second visa, the intern needs to go out and enter Vietnam to get a visa on arrival at the airport.
• The visa processing fee is included in the program fee. In case the intern holds a citizenship of a country other than the U.S./ E.U./ Australia/Singapore and falls into the category of difficult countries to get a Vietnam visa, the visa cost is subject to a certain amount of surcharge based on the duration and citizenship of the passport.
• Visa application processing fee is included in ABROADER’s program fee (unless otherwise specified). This fee represents a fee payable by the intern to ABROADER to cover the costs incurred in conjunction with an application to the Department of
Immigration. This fee is needed to grant the Vietnam Visa Approval Letter. This fee is non-refundable by The Department of Immigration.
• Therefore, in no event, will the visa application processing fee be repayable by ABROADER to the intern.
• Visa stamping fee: This fee is different from the processing fee and not included in ABROADER’s services. Interns will be paying this fee directly to the Immigration outlet at Vietnam international airport on arrival. The standard stamping fee for a single entry (both for 1 month & 3 months) is 25 USD while it is 50 USD for multiple entries (both for 1 month & 3 months).
• Visa Denial: If the Visa is denied by the Department of Immigration, and the intern already pays for the visa processing fee (included in the program fee), ABROADER will not reimburse the intern for the amount it has received from the intern in respect of the visa application processing fee.

1.5. Accommodation

After having confirmation of placement from the intern, ABROADER shall use reasonable endeavors to arrange the accommodation in respect of the internship. The Accommodation Description will be sent to the intern before the departure to Vietnam.

There are two options on housing for interns: serviced apartments or homestay.

1.5.1. Type
FacilitiesHomestayServiced Apartment
Private roomYesSubject to package
Air conditionerSubject to host familyYes
FanYesYes
FridgeShare with familyYes
Kitchen with utensilsShare with familyYes
WardrobeYesYes
Wi-FiYesYes
Tap WaterYesYes
Water HeaterYesYes
DeskYesYes
ChairYesYes
BathroomPrivate/ Share with
family
Yes
Bed set (Pillow, Blanket, Bed linen)YesYes
Laundry serviceNoYes (Additional Fee)
Cleaning serviceNoYes
 
1.5.2. Accommodation’s Standard

For standard package
A single studio apartment or a single room in a multi-bedroom shared serviced apartment (one bed per room) or homestay.
Electricity
• Standard Package: on student’s own, 100 – 150 USD/month counted based on
electricity meter.
• Standard Package, electricity included: included in program fee

For twin-sharing package
A 2-bed studio apartment or a 2-bed single room in a multi-bedroom shared serviced apartment (two beds per room). Subject to arrangement, 2 beds can be replaced by 1 bunk bed.

For economy package
• A shared room with bunk beds. It could be 4 or 6 or 8 people per room depending on the room’s size and availability of beds.
• The roommate could be intern(s) from ABROADER or other clients of the housing provider.
• Different from the above 2 packages, electricity bill is included in the housing fee for the economy package.

1.5.3. Accommodation Location

ABROADER should use the best endeavors to procure that the accommodation is located less than one hour (by car) to the Host Organization.
In the event of more than one-hour travel to the Host Organization due to the limitation of resources and safety reasons, the intern will be informed in advance and Provided with clear guidance on how to commute to work.

1.5.4. Accommodation’s Policies

By participating in the program, the intern agrees to the policies, rules, and regulations of the accommodation provided by ABROADER and the landlord.
The intern is responsible for his/her room when staying either with local families or in a serviced apartment, including the appliances and property and shared space. When the intern takes their housemates, neighbors seriously and regards them with respect, this attitude is usually returned in kind and makes the area a more pleasant place to live for everyone.

In general, the intern is required to comply with:
• If taking homestay: Comply with the family’s curfew time. If you need to stay out late, always tell the host family beforehand. If you need to stay out very late and feel it necessary, you might want to stay at another accommodation overnight.
• If taking homestay: Do not take a friend home without asking for permission from the host family
• Do not share the house/room key with anyone except for the landlord (if staying in an apartment) and other family members (if taking homestay)
• Be respectful of other housemates and neighbors at all times, including avoiding making noise after 10 PM, not having party without consent from the apartment manager or your homestay family
• Take good care of properties, as well as appliances and furniture in accommodation
• Keep your place tidy, take out the rubbish and put them at designated places
• Charges may occur if an intern is found to be responsible for damages or loss of housing property.

1.5.5. Change of Accommodation & Procedure

The intern can only request to change accommodation or move out when what ABROADER committed in Apartment Description is different from the real one, including heavy damaged facilities which can’t be fixable. For any other reasons, please consult with ABROADER.

PROCEDURE:

In aforementioned events, it is a responsibility of the intern to follow procedure below (before moving to another accommodation that either re-arranged by ABROADER or selfsourced):

Step 1: Contact ABORADER’s Program Coordinator to clearly indicate the situation
Step 2:
• After receiving a request from an intern, ABROADER will officially respond within 03 working days.
• In the case of moving, upon confirmation, ABROADER will inform the intern the date to change the accommodation or to move out.
• The duration to move to another accommodation is within 04 weeks from the confirmation date. ABROADER shall use reasonable endeavors to deal with landlords in order to support the intern to move at the earliest time possible.
Step 3: Before moving to another accommodation, the intern will be responsible for complying with all his/her rental obligations to the existing accommodation’s landlord.

IMPORTANT:
• Failing to follow the procedure, the intern will be responsible for 1-month rental fee as a penalty.
• For interns having internship duration less than 8 weeks, the intern will forego all rentals or monies paid for the internship duration.

1.5.6. Additional Fees

The intern is directly responsible to pay to the landlord for any services and fees that are not included in ABROADER’s accommodation package. These additional fees include laundry service (around 1USD/kg), electricity bills (USD50-150/month per room), drinking water, cleaning, linen or other additional items and services. The intern will be directly liable to the landlord for any damage to the accommodation arising from any act or omission of the intern.

1.5.7. Liability of ABROADER

ABROADER must use reasonable endeavors to support, however, in no event is ABROADER liable to the intern arising from the termination of the accommodation, or as a result of any death, injury or loss incurred in relation to the accommodation by any reason or cause.

1.6. Pre-departure guide

ABROADER will hold a session of online pre-departure with the intern, to make sure that the intern understands issues related to safety, health, politics, culture and religion in Vietnam, and anything needed to prepare before the departure to Vietnam.

In this session, ABROADER also will:
• Reconfirm with Intern the detailed information regarding internship placement and other arrangements for Intern’s internship in Vietnam
• Provide Intern with their internship schedule information, pre-departure guideline and appropriate orientation
• Assign a Program Coordinator to provide support for Intern during the internship
• Remind about the arrangement of airport services: If the time and date of Intern’s arrival in Vietnam are to be between 8:00 am and 8:00 pm from Monday to Friday (local time), ABROADER will arrange a staff to pick up Intern at the airport. If the time of Intern’s arrival in Vietnam is different from the above-mentioned time frame, ABROADER will arrange car services for the Intern to travel from the airport to the accommodation.

Before departing for Vietnam, the intern should provide ABROADER specific diet or medical requirements (if any), final travel itinerary to Vietnam, including flight information, prearrival checklist and participate in the online pre-departure orientation session with ABROADER.

ABROADER’s pre-departure guide is only one component of the intern’s preparation. It is the intern’s own responsibility to do their own research to understand issues related to safety, health, political, cultural, and religious conditions in Vietnam.

1.7. Arrival: Welcome and on-site support

The intern will be provided:

• Airport pick-up service on the arrival date.
• Orientation before the internship starts
• Welcome meal
• SOS card, volunteered local buddy, SIM card
• Company induction
• City tour – cultural excursion
• Social and cultural immersion activities (varied by program, either cooking,
Vietnamese lesson, volunteer)
• 24/7 onsite support from ABROADER staff

1.8. Internship on-going assessment and final evaluation

ABROADER will take care and follow the intern’s feedback as well as keep track with the Host Organization for the assessment during the internship and end-of-internship.

At the end-of-internship, the intern will receive a Certificate of Completion for successful internship performance.

1.9. Departure from Vietnam

Airport drop-off: ABROADER only arranges cars on the end date of the internship program, only one time per intern. If the intern plans to depart Vietnam at a different date from the program’s designated end date, the intern will arrange the transportation to the airport by themselves.

1.10. 24/7 support in Vietnam

ABROADER provides 24/7 support service during the intern’s stay in Vietnam, and in the duration of the program. If there are any incidents/accidents that happen in another country or out of the program duration, it is the intern’s own responsibility, including selfarranged travel in Vietnam during the program.

2. Program Fee

2.1. Program deposit

Intern must pay to ABROADER a US$500 deposit in order to activate application.

2.2. Program fee payment

• Intern will receive an invoice for the remaining balance of the fees (excluding the program deposit) once you are accepted to an ABROADER program – means after Internship Offer Letter accepted and signed. This invoice will be sent along with an Internship Agreement via email to the intern.
• This program fee is expected, unless an alternative schedule for payment is arranged with and approved by an ABROADER staff in writing, be fully paid to ABROADER no less than 06 weeks prior to the start of the program.
• Specific payment terms and due dates are specified in Invoice for Program Fee.

2.3. Late payment

The intern must pay at least the Minimum Amount Due reflected on the Payment Invoice/ Schedule to avoid late payment penalties. After the due date, Late Payments will incur a penalty of 5% of the due payment per month. Waiver for late payment will be considered on a case by case basis.

2.4. Bank fee

The intern shall bear the cost of any bank fees or charges in relation to any payments. If any of these charges are levied on ABROADER, ABROADER will invoice the intern for these amounts.

2.5. Program Fee Coverage

The total program fee is calculated based on the services that Intern would like ABROADER to provide.

2.5.1. Full program fee covers

• Internship placement
• Visa application
• Accommodation Package (for Full Package with Housing option)
• House rent for the length of your internship program – Type: Twin-sharing/ Studio Apartment/ Homestay (excluding electricity)
• Airport transfer (pick-up & see-off)
• Pre-departure guide
• On-site orientations
• Local SIM card
• Excursion to top destinations in Vietnam (Ha Long Bay or Mekong Delta)
• City tour & Social and cultural activities
• Local buddy arrangement
• 24/7 onsite support from ABROADER staff
• On-going & Final program evaluation
• Welcome & Farewell meals
• Certificate upon completing the program

2.5.2. Program fees do not include

• Airfare
• Quarantine expenses, Covid 19 tests.
• International travel Insurance covering Covid 19 treatment.
• Visa stamping fee (to be paid at the airport)
• Passport fees (if necessary)
• Housing damage deposit & housing termination penalty
• Electricity (roughly 50 – 150 USD per month depending on your usage. Interns pay monthly electricity bill directly to accommodation manager)
• Meals
• Other personal expenses

3. Insurance

3.1. Medical, Accident, Travel and Personal Liability Insurance

Before leaving for Vietnam for the internship, an intern must obtain comprehensive Medical, Accident, Travel and Personal Liability Insurance, International travel Insurance covering Covid 19 treatment which policy must ensure the intern on an indemnity basis for death and personal injury, physical or mental illness, public liability for hospital cover, and transportation to the Intern’s country of residence. During the internship, the intern is responsible for medical costs or body damages incurred in Vietnam.

3.2. Evidence of Insurance

No less than ten business days prior to the internship commencement date or when the Insurance is available, the intern must provide to ABROADER an evidence of insurance registration.

4. Overall Communication and Collaboration

During the internship, if there is any problem occurring between ABROADER and Intern, between Intern and his/her Host Organization, ABROADER and Intern will together look for and implement the best options available.

C. REFUND POLICY

Because ABROADER makes financial commitments on the Intern’s behalf well in advance of the program start date, refunds can only be made on a case by case basis and under extreme circumstances (i.e. serious documented illness, death of a family member or any other serious matter). Cancellation of the contract must be made in writing and acknowledged by both parties.

1. Termination in Certain Circumstances

• ABROADER will endeavor to secure the most suitable internship opportunity available for the intern based on their skills and internship requirements, once an internship has been secured through a formal Internship Offer Letter, it is expected that the intern will accept the opportunity.
• Should the intern decline max 2 opportunities without reasonable cause, ABROADER may terminate the Conditional Internship Offer by giving notice to the intern. ABROADER will retain the non-refundable program deposit of US$500 as a cancellation fee.
• If an intern is not accepted for an internship by more than three prospective Ho st Companies, the internship placement matching process will be stopped, and the program deposit will be refunded to the intern.

1.1. In the event of cancellation initiated by The Intern

In extreme circumstances that prevent the Intern from undertaking the program for the planned duration, ABROADER might bank Intern’s booking for a period of time (within 6 months). Intern can return to take advantage of their unused services, providing there is availability and the projects’ activities are not in recess (i.e. around Lunar New year). All extra cost resulting from the cancellation would be at Intern’ expenses. Any serious illness that causes Intern to withdraw must be documented by a licensed physician with notification sent to ABROADER.

• Cancellation prior to signing the Internship Offer Letter
Prior to ABROADER issuing the Internship Offer Letter, the intern may give written notice to ABROADER cancelling his/her application. ABROADER will retain the non-refundable program deposit of US$500 as a cancellation fee.

• Cancellation more than 06 weeks prior to the internship start date
In case the Intern does not want to bank their booking and make a cancellation at this time: ABROADER will retain the non-refundable program deposit of US$500 as a cancellation fee. Please beware that the Intern is responsible for other committed
services by the cancellation date that results in extra charges, including but not limited to, internship placement, visa arrangement, housing arrangement, housing deposit, program planning, and other support arrangements.

• Cancellation within 06 weeks prior to the internship start date
In case the Intern does not want to bank their booking and make cancellation less than 6 weeks prior to the internship start date: ABROADER will retain the non-refundable portion of US$1,050 from program fee, plus program deposit of US$500 as a cancellation fee. This is to cover committed services, including but not limited to, internship placement, visa arrangement, housing arrangement, housing deposit, program planning and other support arrangements. The rest of the program fee after deducting committed or reserved services, is subject to refund to Intern.

• Cancellation after Internship Commencement Date
Should the intern cancel the internship on or after the internship commencement date, ABROADER will be entitled to retain all payments made by the intern of this agreement.
• In case of serious documented illness or any other serious matter, the portion of ABROADER’s program fee that is not committed or reserved will be subject to refund.
Refund request will be reviewed on a case-by-case basis. In case of early departure, Intern is responsible for paying remaining fees, if any. The rental fee for accommodation will be considered to refund for the following months. However, please be aware that accommodation rent is calculated on a monthly basis.
• In case of expulsion from the Host Organization or deportation from Vietnam, or any other withdrawal that is a result of Intern’s breach of ABROADER’s Internship Code of Conduct, no refund will be given.

1.2. In the event of cancellation initiated by ABROADER

Cancellation or suspension of the contract will result if:
● ABROADER has tried to match the potential placements to the intern, however, it is unsuccessful caused by mismatching of the skillsets.
● ABROADER deems it necessary to cancel or suspend the contract for any other reason.
In the case of cancellation initiated by ABROADER, any portion of program fee that has not been committed or used to reserve services, less any bank fees paid is subject to refund.

1.3. Force majeure

In force majeures events beyond reasonable control of both parties, including but not limited to, earthquakes, governmental regulations, fire, flood, labor difficulties, civil disorder, international travel ban, both parties shall be discussed and negotiated in good faith to minimize losses. Any portion of program fee that has not been committed or used to reserve services, less any bank fees paid is subject to refund.

2. Postpone Clause

The Intern can defer no more than twice within the same six-month period.
In the event that the Intern does not undertake their deferred program within 06 months and/or defers twice and still does not undertake a program with ABROADER, the cancellation policy as below will be implemented.

2.1. Postponed Internship prior to placement confirmation

In the event that the Intern postpones the Internship program prior to the placement confirmation:
● The Intern is not eligible for a refund of the program deposit
● There will be no postponement fee charged
● The Intern can postpone for a maximum of 6 months
● At the time of reactivation, the Intern will be required to undergo program reassessment.

2.2. Postponed Internship after placement confirmation

In the event that the intern postpones the Internship program after placement’s confirmation:
● The Intern is not eligible for a refund of the program deposit
● If the same placement is available there will be no postponement fee charged
● If the same placement is not available there will be a postponement fee of US$500
● The Intern can postpone for a maximum of 6 months
● At the time of reactivation, the Intern will be required to undergo program reassessment.

D. INTERNSHIP PROGRAM CODE OF CONDUCT

When deciding to enroll in ABROADER’s program, the intern agrees to abide by the Code of Conduct set out in this document. This Code of Conduct is in place to ensure the safety and well-being of the intern, Host Organizations, the local communities and ABROADER, and overall, to ensure a meaningful and rewarding internship experiences for all stakeholders.

ABROADER expects that the intern should conduct themselves in a manner that is responsible, professional, respectful and supportive of the rights of others. Behavior that is contrary to this standard, will result in the risk of dismissal from your program.

When enrolling in a program abroad, your behaviors will not only be a reflection of your home institution and ABROADER but also of your home country; therefore, it is important for the participants’ own wellbeing, as well as that of others, that they act responsibly at all
times. Your conduct should reflect a long-term wish for on-going hospitality between you, your home country and Vietnam, and between ABROADER and host organizations in the future.

The following is expected of the intern when participating in our program. Violation of any of the following policies can lead to suspension of the program and compulsory return to your home country.

1. General Conduct

Overall, the intern is expected to, at all times, comply with all applicable laws and regulations in Vietnam since their arrival till their departure.

Violation of any of the following may result in disciplinary actions:
● Criminal behavior or violation of local laws, including theft or vandalism
● Abusive language or behavior toward ABROADER staff, hosts, or other participants

Disorderly, indecent, or obscene conduct violent behavior
● Damage to ABROADER and/ or Host Organizations’ facilities and reputation

In particular, to ensure the success of your internship in Vietnam, the intern is asked to comply with the following Code of Conduct:

2. Intern’s Obligations

The intern must:
● Stay in regular contact with ABROADER and respond to all communication from ABROADER within three business days.
● Attend all interviews, including telephone interviews, at the pre-arranged time that have been organized by ABROADER in the process of arranging the internship or otherwise.
● Attend the office(s) of the Host Organization in relation to the internship in accordance with and at the times and days as directed and comply with all rules, policies, instructions and requirements of the Host Organization.
● Observe and respect Vietnamese culture and comply with all laws and regulations of Vietnam.
● Abide by all rules, policies and regulations of the landlord or manager of the accommodation.

The intern will perform the duties outlined in the Task Description at a high standard and with all due skill, care and attention with regard to the level of the knowledge, experience or education the intern has represented to ABROADER the Intern possesses.

3. Behavior Policy at Host Organizations

While interning at Host Organization, the intern will conduct herself/himself in a professional and ethical manner at all times. This includes, but is not limited to:
● Always maintain the utmost level of professionalism throughout your time here. Maintain confidentiality of work-related projects and personnel details at all times
● Remain drug and alcohol-free, and avoid the use of controlled substances
● Familiarize yourself with, and adhere to, relevant organizational arrangements and procedures
● Understand what constitutes a permissible work absence and who to notify if absent, be prompt with being on time to work and with assignments
● Dress appropriately for the work setting. You must make sure to follow the host organization’s dress code so that your appearance does not cause a disturbance, distract or interfere with the instructional program, or constitute a health or safety hazard.
● Keep a positive and problem-solving attitude
● Be observant, watch how other people express and respond to situations; Make efforts to understand host organizations’ working culture and learn to adapt accordingly
● Be communicative, keep people informed in a useful and succinct way
● Listen, and ask questions when you need help or clarification; avoid jumping to conclusion
● Be fair, considerate, honest, trustworthy, and cooperative when dealing with coworkers
● Seek feedback from your supervisors; accept constructive criticism and continuously strive to improve performances
● Changes in work schedule, supervision, or problems at your site must be reported to ABROADER Internship Program Coordinator
● If you feel victimized by a work-related incident, contact ABROADER Internship Program Coordinator immediately
● Interns are not permitted to take holidays during their internship without approval. Special requests for holidays must be approved by intern’s supervisor at the Host Organization, and inform ABROADER.

4. Responsibilities Policy at Host Organizations

• Comply with all laws and regulations set by the Government of Vietnam, ABROADER’s Internship Code of Conduct, and Host Organization’s work regulations
• Be fully responsible for any personal expenses and subsistence incurring out of ABROADER’s service coverage as described in Program Fee Coverage
• Take full responsibility for anybody damages occurring in Vietnam including accident injuries and death. If those damages result from Intern’s work activities assigned by the host organization or from intent or gross culpability of the host organization’s personnel, Intern can declare to be sufficiently insured.
• Inform the Program Coordinator whenever planning to travel outside of the host city and report to the Program Coordinator in case of emergency, including but not limited to illness, traffic collisions, robbery, etc.
• Inform the Program Coordinator in any cases of emergency, including but not limited to illness, accident, crimes, and disputes with locals.
• Complete ABROADER’s Internship Quality Survey and participate in the final internship evaluation meeting with ABROADER before the internship ends.
• Grant ABROADER with copyrights to use Intern’s internship information and images in ABROADER’s marketing materials.
• Cooperate in providing potential testimonials and sharing experiences.

5. Drugs & Alcohol

The possession, sale, and/or consumption of illegal drugs are treated as serious crimes in Vietnam. Those who use illegal drugs and illicit use legal drugs are in violation of the law and the program’s regulations. ABROADER will not assist in legal matters caused by a participant’s use of illegal drugs. Irresponsible drinking, gambling, fighting, swearing, and similar unprofessional activities are strictly prohibited during the time of the internship. ABROADER will not assist in legal matters caused by a participant’s use of alcohol or drugs and other crimes against Vietnam’s laws.

6. Sexual Misconduct

ABROADER prohibits all interns; from engagement in prostitution. Prostitution is illegal in Vietnam. Being is caught contributing to the prostitution industry in any way, they will receive punishment from the government of Vietnam.

ABROADER strictly prohibits sexual misconduct, defined as non-consensual physical contact of a sexual nature. It encompasses a broad range of behaviors, including acts using force, threat, intimidation, or advantage gained by the offended student’s mental or physical incapacity or impairment of which the offending student was aware or should have been aware. A charged student’s use of any drug, including alcohol will be considered an exacerbating rather than a mitigating circumstance. Sexual misconduct of any kind represents socially irresponsible behavior and violates the rights of others.

The intern must not engage in sexual harassment or conduct themselves in a way that could be construed as such, for example, by using inappropriate language, or keeping or posting inappropriate materials in the workplace and/ or public area.

Additionally, due to cultural differences, “No sex with local” policy is recommended in order to avoid unfortunate incidents.

7. Communication Policy

ABROADER seeks to provide timely, accurate, and helpful communications to the intern throughout the program, and vice versa. Intern is asked to respond promptly and courteously to all proper requests for information for organizing purposes.

To ensure timely support, the Intern is asked to inform the Program Coordinator in any cases of emergency, including but not limited to, illness, accidents, crimes, and disputes with locals as soon as possible.

During and after the internship, ABROADER asks for the intern’s cooperation in granting ABROADER copyrights to use Intern’s internship information and images in ABROADER’s marketing materials; and providing end-of-internship evaluation and testimonials.

The intern must not use ABROADER and/ or Host Organizations’ identification, stationery, supplies, and equipment for personal or political matters. When communicating publicly on matters that involve ABROADER or host organizations, the intern must not presume to speak for ABROADER and host organizations on any topic, unless they are certain that the views they express are those of the organizations, and it is the organizations’ desire that such views be publicly disseminated.

When dealing with any program’s outsider, including public officials, the intern must take care not to compromise the integrity or damage the reputation of ABROADER and cooperative host organizations, or any outside individual, business, or government body.

8. Transportation

Since you do not have a Vietnamese driving license, it is illegal for you to drive vehicles, and motorbikes in particular, by yourself in Vietnam. If you are traveling as a passenger on a motorbike, you are obligated to wear helmets and remain careful and alert.

Traffic in Vietnam is very different from your home country so ABROADER advises all the intern not to drive any vehicles in Vietnam. The intern is strongly advised to only take the city bus and taxi when traveling.

9. While Travelling

As a visitor, you need to respect local cultures, traditions, and religious places. Insensitive behavior such as taking photographs of people without their consent or failing to observe local customs can cause offense.

The intern is also required to behave respectfully and follow local regulations. Behavior such as Smoking on the bus or visiting sites, carrying dangerous items or substances, and damaging public properties, are forbidden and can result in legal punishments.

As you are in Vietnam as a participant of ABROADER’s program, the intern must inform ABROADER’s Program Coordinator of all independent travels that are not part of the program and outside of your host city. You will also need to inform your host organization supervisor, host family (if taking homestay) for approval prior to your travel.

10. Confidentiality

ABROADER understands that the intern may have to share some information related to his/her internship or his/her accommodation with external parties (e.g.: The intern’s University or School or the intern’s parents) so that the Internship placement or the Accommodation placement take place in the best conditions. However, the intern cannot disclose the contact details of the Host Organizations or the Partners to a third party whose consultation or consent is not mandatory for the smooth running of the placement process (e.g.: Friends, classmates, or publication on social media) and this, neither prior, during or after the Internship or the stay in the accommodation. Otherwise, ABROADER reserves the right to cancel the intern’s Internship or accommodation placement and take any legal action to preserve the interest of the Company.

Violation of any of the aforementioned rules is likely to lead to the immediate suspension of the internship program, and the student will be required to be back to his/her home country by ABROADER.

By participating in the program, the intern agrees to the above-stated Internship Program Code of Conduct and will make every effort to abide by it during their program in Vietnam.

E. MISCELLANEOUS

During the time of the internship in Vietnam, violation of any terms included this Internship Agreement and this Policy & Procedures by Intern may result in disciplinary action from ABROADER.

Force majeure: Neither Party shall take responsibility as the contract has not been fulfilled in case of force majeure out of controlling of the parties. Either party in each case of force majeure, by some means or others, shall inform the other party to limit losses and damages.

Any dispute or disagreement occurring between the two parties during the internship program shall be discussed and negotiated in good faith.