Policies & Procedures

1.5.2. Accommodation’s Standard

For standard package

One student per room in a single studio apartment or a single room in a shared serviced apartment (one bed per room) or a private room in a homestay.

Electricity is included in the 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.

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 will 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 fixed. ABROADER has paid the deposit on behalf of the intern, thus changing house within one renting month is not expected otherwise the full renting month fee is not refundable. 

PROCEDURE:

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

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 of 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 in moving at the earliest possible time.

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 a 1-month rental fee as a penalty.
• For interns with an internship duration of 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 for paying to the landlord for any services and fees that are not included in ABROADER’s accommodation package. These additional fees include laundry service (around 1 USD per kg), 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 the intern; 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 an 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 5:00 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), a final travel itinerary to Vietnam, including flight information, a pre-arrival 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, Work Culture and basic Vietnamese Lessons before the internship start
• Welcome meal
• SOS card,  local buddy
• Company induction
• City tour
• Local cultural immersion activities (varied by program, either cooking, Vietnamese lesson, community day, networking event)
• Excursion to top destinations in Vietnam (Ha Long Bay or Ninh Binh or Mekong Delta)
• 24/7 onsite support from ABROADER staff

1.8. Internship ongoing assessment and final evaluation

ABROADER will take care of and follow the intern’s feedback as well as keep track of the Host Organization for the assessment during the internship until the end of the internship.
At the end-of-internship, the intern will receive a Certificate of Completion for successful internship performance. A debrief of the final evaluation will be taken as well.

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 on 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 for 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 self-arranged travel in Vietnam during the program.

2. Program Fee

2.1. Program deposit

The intern must pay ABROADER a 500 USD deposit in order to activate their application.

2.2. Program fee payment

• Intern will receive an invoice for the remaining balance of the fees (excluding the program deposit) after the Internship Offer Letter is accepted and signed. This invoice will be sent 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 member in writing, to be fully paid to ABROADER no later than 06 weeks prior to the start of the program.
• Specific payment terms and due dates are specified in Invoice for the 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. The 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 consulting, placement, and management 
• E-visa guidance session
• Pre-departure guide
• Airport transfer
• Orientation
• City tour
• Accommodation vetting
• Serviced apartment/Home-stay renting fee (on request)
• Electricity at accommodation
• Overnight Excursion Halong Bay tour or Ninh Binh tour (for the program in Hanoi) or Mekong delta tour (for the program in HCMC)
• Final evaluation
• Local immersion activities
• Welcome, farewell meals
• 24//7 support.

2.5.2. Program fees do not include

• Airfare
• Visa, local SIM card
• Quarantine expenses, Covid 19 tests (if any)
• International travel Insurance 
• Passport fees (if necessary)
• Housing damage deposit & housing termination penalty
• 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 whose policy must ensure the intern’s 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). A 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 500 USD as a cancellation fee.
• If an intern is not accepted for an internship by more than three prospective Host 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 a cancellation initiated by The Intern

For Full Package Program Fee:

• If the student withdraws from the program 45 days prior to the program start date, and after the placement is confirmed, 30% of the total program fee will be refunded.
• If the student withdraws from the program 29 days prior to the program start date, 15% of the total program fee will be refunded.
• If the student withdraws from the program 14 days prior to the program start date, 5% of the total program fee will be refunded.
• If the student withdraws from the program on or after the start date, the full program fee will be applied.

For Internship Placement Fee Only:

• The placement fee is non-refundable once the placement is confirmed.
• Students may defer their placement to a later term (within 6 months). If the deferral exceeds 6 months, an extra fee may be applied.

1.2. In the event of a 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 the 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 majeure events beyond the reasonable control of both parties, including but not limited to, earthquakes, governmental regulations, fire, flood, labor difficulties, civil disorder, and international travel ban, both parties shall be discussed and negotiated in good faith to minimize losses. Any portion of the 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 500 USD
• 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. MISCELLANEOUS

During the time of the internship in Vietnam, violation of any terms included in the 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 control 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.

ABROADER’S Approval