Online Internship Application Form Terms & Conditions

1. Requirements and Procedures

Every participant must prove by means of the application materials that he or she is responsible, mature, self-disciplined and has a strong academic determination to succeed on the program.

A minimum level of A2 English language proficiency on the European framework is required for participation in an EZC internship program.

Failure to submit requested application items (required forms, materials, and program fee) by the prescribed deadline may result in rejection of participant applications.

2. Review and Admission Process

When EZC receives a complete application from a participant, EZC will review and process the application and materials. An interview is scheduled to determine if the participant meets the minimum English language level required and to assess their motivation for participating in the program.

Notice of program acceptance will be sent to admitted participants via email.

Participants who have been denied admission to their program of choice may, at EZC’s discretion, be given the option to apply to a different program for which they may be qualified. EZC makes no guarantee of acceptance into any program.

EZC may deny acceptance to any participant for any reason. Further, if an accepted participant provides untruthful information on the application or omits any necessary information, EZC may rescind any previous acceptance decision.

If a participant’s information submitted in the application documents changes at any time after the application is submitted, it is the participant’s responsibility to inform EZC of the updated information. If the new information provided causes any concern for the potential health (including mental health) or safety of the participant, other program participants, university staff, internship employer and their staff, or EZC staff, EZC may deny admission, process a withdrawal, and/or early return, or dismiss the participant from the program. If program withdrawal deadlines or refund deadlines have already passed, the participant is fully responsible for any and all fees per the application withdrawal policies. (See Withdrawal, Early Return, and Dismissal Policies for more information.)

3. Inclusion and Nondiscrimination Policy

EZC does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, gender expression, national or ethnic origin, age, disability, veteran status, predisposing genetic characteristics, domestic violence victim status, marital status, parental status, ancestry, source of income, or other classes protected by law in provision of educational opportunity or employment opportunities. EZC does not discriminate on the basis of sex or disability in its programs and activities. This policy extends to employment by and admission to EZC.

No person shall be discriminated against in the terms and conditions of employment or access to and participation in programs, services, and activities with regard to race, sex, color, creed, religion, age, national origin, disability, marital status, familial status, status with regard to public assistance, sexual orientation, gender identity, or gender expression.

Harassment on the basis of race, sex, color, creed, religion, age, national origin, disability, marital status, status with regard to public assistance, sexual orientation, gender identity, gender expression, or familial status is prohibited. Harassment may occur in a variety of relationships, including faculty and participant, supervisor and employee, participant and participant, staff and participant, employee and employee, and other relationships with persons having business at, or visiting the educational or working environment.

This policy is directed at verbal or physical conduct that constitutes discrimination /harassment under state and federal law and is not directed at the content of speech. However, discrimination and harassment are not within the protections of academic freedom or free speech.

This policy shall apply to all individuals affiliated with EZC, including but not limited to, its participants, employees, s, and agents, and is intended to protect the rights and privacy of both the complainant and respondent and other involved individuals, as well as to prevent retaliation or reprisal. Individuals who violate this policy shall be subject to disciplinary or other corrective action.

4. Code of Conduct

Participants are required to conduct themselves in a responsible manner at all times during their program abroad. EZC does not tolerate misconduct including but not limited to aggressive or violent behaviour towards EZC staff, other program participants or third parties; sexual harassment towards EZC staff, other program participants or third parties; use of illegal drugs; abuse of alcohol; persistent lack of punctuality relating to program activities including but not limited to internship placement and excursions; discriminatory behaviour towards EZC staff, other program participants or third parties.

Participants are required to follow all policies, procedures, rules, and laws as designated by EZC, by the host institution, by the host employer, and by the host country. Any violation, especially behaviour that causes harm or jeopardizes the health and safety of the participant, other participants, EZC staff, a member of the public, or a vendor providing services as part of the program, may result in the participant being placed on Warning, Probation, or being dismissed from the program.

Warning – Incidences may result in a verbal and/or written warning. A warning letter will clearly state the behaviour of concern and the consequences should the behaviour continue or if new, unrelated violations occur. The letter will also include suggestions on how to improve behaviour so that a similar situation does not occur again, as EZC works to ensure a successful program for every participant. EZC reserves the right to notify the participant’s home institution and emergency contact provided at the time of application regarding the participant’s status and behaviour and provide a copy of the warning letter to both entities.

Probation – Participants may progress from warning to probation or may be put directly to probation, depending on the offense. A participant on probation will receive a written letter detailing the unacceptable behaviour and any revoked privileges for the remainder of the program. EZC reserves the right to notify the participant’s home institution and emergency contact as well as provide a copy of the probation letter. The probation letter may list future consequences if the unacceptable behaviour continues and/or if new, unrelated violations occur.

Dismissal – Participants may progress from lesser disciplinary steps to Dismissal, or may be immediately dismissed without prior warning or probation notifications depending on the severity of the offense. If a host company dismisses the participant from their internship, EZC at its sole discretion may dismiss the participant from the program or at its sole discretion place the participant in a different host company to complete the remainder of the internship program. A dismissed participant may be given up to 7 days to vacate accommodation and return home. The number of days a participant has to vacate accommodation and leave the program is solely determined by EZC. A dismissed participant is solely responsible for all of his or her expenses of leaving the program. No refunds will be given in such an instance.

Participants are advised that in cases of criminal behaviour, EZC may notify and/or cooperate with the police and law enforcement agencies of the host country as EZC deems necessary, appropriate or helpful to the protection of persons or property.

5. Special Needs

EZC strives to provide opportunities for all qualified participants to study or intern abroad, and desires to provide reasonable accommodations to participants when possible and necessary to help all participants have a successful experience abroad. While EZC is committed to accommodating those participant needs that it can accommodate reasonably, there are some important things for participant s to consider when applying for an international experience.

. It is important to understand that some medications or medical supplies may not be available in a host country, or that host countries may have different requirements to obtain them. Participant s are responsible for researching any specific requirements, restrictions or limitations regarding bringing medical supplies or medications into their host country.

In order for EZC to provide excellent services and accommodations, it is critical that participant s disclose information regarding any special individual needs early in the application process. EZC will make reasonable efforts to keep personal and/or protected information confidential as to the general public, but reserves the right to disclose such information to persons abroad who EZC determines, in its sole and unlimited discretion, should be made aware of a participant’s special needs to reasonably accommodate the participant. This could include EZC on-site staff, university staff, potential employers, accommodation owners, tour providers, or anyone who will have a role in providing accommodations. This allows EZC to consider and attempt reasonably to accommodate individual participant needs. EZC will not be liable for its disclosure of such information to third-parties as it deems necessary or appropriate. Participants agree to indemnify and hold EZC harmless for all harm and/or harmful consequences of EZC’s use or disclosure of information provided by the participant as a participant .

After looking into the combination of any specific needs of a participant  and the program selected by the participant , EZC will send the participant  a document describing the accommodations available for his or her selected program. Based on this information, a participant  may decide to continue with their selected program, switch to a different program or withdraw their application.

6. Alcohol, Drug and Weapon Possession and/or Use

All participants must follow the local laws regarding alcohol consumption and illegal drugs and substances. Participants who violate the laws of the host country will be subject to the legal ramifications prescribed in that country. In addition, the participant may face consequences at their home institution. If a participant violates local laws of the host country, EZC will not be able to intervene on a participant’s behalf. All participants must accept responsibility for their own actions.

6.1 Alcohol

Alcohol is not permitted on any EZC sponsored activity, which includes arrival orientation, excursions and activities, classes, seminars, or at the place of a participant’s internship. Alcohol that is provided as part of a class or planned cultural excursion, for example a cultural outing to a local brewery, may be consumed provided the participant is of local legal age and is only consuming the amount provided as part of the activity or class.

Participants may not participate in any EZC activity while under the influence of alcohol. If an EZC staff member or other authority determines a participant to be under the influence of alcohol he/she may require that the participant leave the activity. This includes class attendance and attendance at an internship site. No refunds will be given for the participant’s early departure from the activity.

Any behavior deemed inappropriate or against program rules resulting from alcohol consumption may result in disciplinary action, including and up to the immediate dismissal of a participant from the program. This could include damage to property, disruptive behavior, participating in behavior that is potentially harmful to the participant or others, requiring medical assistance, involvement in traffic accidents, the inability of a participant to make necessary decisions, or any other concerning behavior resulting from alcohol consumption.

6.2 Drugs and Illegal Substances

EZC will not tolerate any activity with regards to illegal or regulated drugs, including the abuse of prescription of drugs. Participants who buy, sell, manufacture, consume, possess, or promote the use or any illegal or regulated drug or substance according to U.S. or local laws will be subject to EZC’s Disciplinary Procedures, including the immediate dismissal of a participant.

Consumption of illegal drugs or abuse of drugs is strictly prohibited while participating in any EZC program and will result in immediate dismissal from the program with no refund.

6.3 Weapons

Participants are prohibited from bringing, possessing, purchasing, selling, obtaining, manufacturing or building, printing, or using any weapons in any way while on an EZC program. This includes weapons of all kinds and is not limited to fire arms. Any violation of this policy will result in disciplinary actions as described in the Disciplinary Procedures. Participants must also understand that they may face legal ramifications in addition to EZC’s Disciplinary Procedures.

7. Passport and Visa Policies

It is solely the participant ’s responsibility to apply for and obtain a passport and any necessary visas or entry documents for the host country sufficiently well in advance of the start of the program to allow full participation in the program. While EZC may provide limited information on how to apply on its website, participant s are responsible for researching, knowing, and obtaining all entry requirements and documentation for the program. EZC requires a participant ’s passport to be valid for at least six months beyond the official program end date.

All participant s are solely responsible for ensuring that they comply with any and all visa requirements. While EZC Study Abroad will provide some information on obtaining a visa, participant s are solely responsible for researching, learning the requirements of, and obtaining their visas prior to the start of their program.

EZC Study Abroad has no authority to intervene with participant  visa applications or decisions. If a participant  is denied a visa or only will receive a visa after the start of their program, the participant  may defer to a program for a future term or switch to a program that does not require a visa. EZC Study Abroad will not reimburse participant s for any lost expenses for failed or delayed visa applications. Participant s who fail to obtain a visa are not entitled to any refund, and the standard Policies apply.

8. Program Fees

The program fee for each program along with a list of what is included in the fee is provided on EZC’s website. Program fees are subject to change, but EZC makes reasonable efforts to mitigate the surprise caused by any unexpected program fee changes.

Upon application, 50% of the program fee is due in order to confirm the participants place on the internship program.

Once the internship placement has been confirmed the balance of 50% of the program fee is due.

8.1 Program Fee Payment

Program fees may be paid online via our website or by bank transfer. Bank details are available upon request.

8.2 Payment Deadlines

Failure to pay the full program fee by the payment deadline may result in withdrawal of the participant from the program, and no refund of confirmation deposit fees will be given.

8.3 Late Payments

Any remaining balance after the deadlines will be subject to a €50 late fee for every week the payment is delayed. Participants who have not satisfied payment requirements timely and in full may be dismissed from the program, and EZC will not be responsible for any purchases or financial commitments made by the participant (airline tickets, etc.). EZC may refer any account having an outstanding, unpaid balance to a collection agency or attorney for collection. This action may affect the participant’s credit rating and/or that of the cosigner, and may result in additional collection, legal and administrative fees.

In the event that the participant fails to make payments and EZC must resort to legal process to recover unpaid, overdue sums of money, EZC will hold the delinquent participant and cosigner liable for EZC’s costs of collection including legal fees.

8.4 How to Make a Payment

Payments may be made by credit or debit card on the EZC website or by bank transfer.

9. Refund Policy

It is responsibility of the applicant to certify that the information given in the Application Form and CV are correct and to acknowledge that any false information may lead to the cancellation of their internship placement.

Any other requirements outside of what is stated on the application form will not be guaranteed.

Once the application has been submitted and the deposit paid, changes will not be accepted. In this case EazyCity has full rights to reject the further search of the internship and it will be considered a voluntary withdrawal with no refunds issued.

The period from the moment of payment of the 1st installment to the end of the deadline mentioned on the application form is considered as the placement search time/matching process. Any request to cancel the service during this period will be considered as a voluntary withdrawal with no refunds issued.

EazyCity will contact the participant with an internship placement proposal according to their request. If the participant refuses EazyCity’s proposal, or fails the interview with a host company, EazyCity will look for another company up to 3 offers in total.

All applicants must be available for an online/phone interview with EazyCity team members and with the host company when required. The interview will be held in the main language spoken in the country where the host company is located. If the internship proposal is compromised due to the lack of communication or availability of the candidate, that is considered a voluntary withdrawal and no refund will be issued.

The participant will receive a description of the position before the interview with the host company, but specific tasks and other information related to the placement during the interview. Rejecting an interview with a fitting company without a proper reason is considered a voluntary withdrawal and no refunds will be issued.

All information included in our proposal is confidential information and shall not be passed on to third parties.

The payment of the balance of fees must be received within 1 week of confirmation of the internship placement.

The 1st installment is refundable only in the case whereby EazyCity is unable to secure an internship which meets the candidate’s requirements as outlined in the application form. The 1st installment is not refundable in any other case.

In case of voluntary withdrawal, the 1st installment is not refundable.

If the participant cancels after an internship placement is confirmed and the balance has been paid, there will be no refund of fees.

If a participant cancels once EazyCity has started the process of sourcing an internship the 1st instalment will not be refunded.

If a participant cancels after an internship placement is confirmed there will be no refund of fees.

If a participant is late in arriving for a Program or decides to leave before the Program has finished of his / her own volition, no refund of fees will be issued.                                                                                                                                                                                                                                

Any and all events, group activities, excursions or trips organized as part of the program are non-refundable.     

If during the course of the application, enrolment or placement process we determine in our sole discretion that the participant is not fully co-operating we reserve the right to cancel participation in the Program and retain total fees. If during the course of the application or placement process we discover information that the participant has provided is inaccurate or untruthful, we reserve the right to cancel the participation in the Program and retain the total fees.   

If the participant fails to attend all or part of a Program, no refunds will be issued.

No refunds will be given if a participant is dismissed from the program. For more information, see 4. Code of Conduct.

10. Program Deferment, Changes, and Suspension

A participant  who has started the application process or has been accepted to an EZC program may decide to defer participation in their program for no more than three terms (one year) without being required to submit a new application. For example, a participant accepted for Fall 2020 may defer to a program beginning in Fall 2021, but no later. All deferred applications will require some updated application materials, which may include Discipline Clearances, Academic References, Medical Clearances, or any other information deemed necessary by EZC. The application and confirmation fees paid will roll over to the deferred term. A participant may only defer one time. Any participant who then withdraws from the deferred term is subject to the regular Withdrawal, Early Return, and Dismissal policies.

EZC may attempt to accommodate participants’ change requests to their selected program, but EZC’s ability and willingness to do so may be constrained by, among other circumstances, program start dates, internship placement agreed dates and accommodation availability. A request to switch to a different program or make changes to a selected program must be received by EZC in writing, via email, no later than sixty (60) days before the program start date to avoid a change fee. Requests received within sixty (60) days of the program start date will incur a change fee of $200 plus any additional fees resulting from the change. Requests to make changes to a selected program or switch to a new program are not guaranteed at any time.

EZC may make changes to advertised program components when necessary or useful, whether before or during the program. In such circumstances, EZC will make reasonable efforts to offer comparable and/or suitable substitute services. In cases where alternative arrangements are necessary, no refund or reduction of fees will be given so long as EZC provides comparable, alternative arrangements and participants are able to complete the program. Examples of necessary alterations that may arise include adjustments to accommodation, excursions, arrival and departure dates, academics, on-site staff, or other services offered by EZC.

EZC reserves the right to suspend a program for safety concerns.

11. Force Majeure

EZC has no liability for any lack of performance, unavailability or failure of the services or its website, or for any failure of EZC to comply with these Terms and Conditions, where the same arises from any cause reasonably beyond the control of EZC.

12. Communication

EZC requires that all participants have a working mobile phone throughout the duration of the program. All participants are required to ensure that EZC has their current, working phone number so that EZC can reach participants in case of an emergency.

1. Accommodation

EZC provides appropriate, furnished accommodation to participants who choose to avail of it. Participants are expected to follow the rules of their specific accommodation. EZC does not accept responsibility or liability for any loss or damage of personal property while in the accommodation, nor does EZC accept any responsibility or liability for any injury of the participant or injury of any guests while staying in EZC accommodation.

Accommodation is reserved only after the participant has paid the booking fee.

All participant accommodation is shared, and participants may live with other EZC participants, international participants, or Irish participants. Housemates are those who live in the same house as a participant; roommates share the same room. In Europe, it is common that housemates are co-ed, though an EZC participant will never have a roommate of the opposite sex. As a participant’s housemates may have different program dates, attend a different university or have a different employer, it is possible that housemates may change.

Participants are assigned to their accommodation for the duration of the program. Changes to a participant’s accommodation assignment are not made after the start of the program unless extenuating circumstances require a change.

EZC understands that the experience of living with housemates can present unique opportunities and challenges, and participants are encouraged to have open communication and to speak respectfully with housemates regarding any concerns they may have.

While each house will have its own rules due to its unique features or location, all houses have the following general rules:

– Quiet Hours are in place at all accommodation, and in some cases, quiet hours are enforced via local laws as well.

– Smoking is not permitted on any EZC owned or managed property. For every incidence of smoking, a participant will be fined fifty (50) Euros.

– Pets are not permitted inside accommodation at any time and participants may not keep a pet outside.

– Overnight guests are not permitted at any time. This includes family who may be visiting. If participants are expecting guests, they are encouraged to let EZC know, and EZC may offer hotel or other accommodation recommendations at an additional cost.

– Participants may not change rooms within their accommodation without the express, advance permission of EZC.

– The outside door of the accommodation must be locked at all times, and it is strongly recommended participants keep their personal bedroom door locked at all times.

– All keys must be returned to the EZC office at the end of the program. Participants are responsible for the costs of any missing or lost keys.

– Cleaning and care of the accommodation is the responsibility of each participant. Participants are individually responsible for keeping their individual room clean and participants share the cleaning responsibilities for all shared living spaces. A shared cleaning schedule is provided in each house in order to maintain the home and keep a comfortable living space, and all participants will rotate in cleaning all shared common areas.

– Utilities are included in all participants’ program costs. However, any excessive use of utilities will be billed to the participant. Specific information regarding what is considered excessive limits for a participant’s particular accommodation assignment will be provided upon arrival.

– All participants should contact EZC as soon as an issue of concern is noticed in the accommodation. EZC maintains a 24 hour emergency accommodation emergency line for participants to utilize to report after hours concerns.

All participants must pay an accommodation deposit upon arrival to the accommodation provider. The deposit amount is listed on the program description on the EazyCity website. An accommodation inspection will occur after the participant has moved out. Any damage (whether intentional or unintentional) will be taken out of the accommodation deposit or billed if in excess to the deposit to the participant responsible. If it is unclear who is responsible for the damage, all participants in the accommodation will share responsibility for the damages. While every effort is made to inform participants of potential damage expenses prior to their departure, EZC reserves the right to fully inspect the accommodation and assess damage fees after a participant’s departure.

14. Insurance

Participants are required to have travel and medical insurance cover for the duration of their stay. It is the responsibility of the participant to ensure they have adequate insurance cover.

Each participant is completely responsible for his or her individual well-being and health while on the program, and this includes all actions taken and decisions made by the participant.

15. Dietary Restrictions and Allergies

EZC strongly recommends participants disclose all dietary needs, allergies and restrictions on their application. While EZC may share this information with any providers or suppliers of food and drink for organized program activities, each participant is ultimately responsible for avoiding any problematic foods. Participants are solely responsible for communicating their dietary needs or concerns to restaurants or hosts while on the program.

16. Travel

Each participant is solely responsible for arranging and paying for his or her own travel to and from the program destination. It is the participant’s responsibility to carry correct personal travel documentation such as a valid passport and visa if necessary. EZC may provide information to the participant regarding travel but it is solely the participant’s responsibility to ensure that he/she has all of the necessary travel documents and that these are dated correctly and valid for travel. Participants must arrange their travel so that they arrive on the specified official arrival date and depart the accommodation on the official departure date. The participant is solely responsible for leaving the program country within the timeframe legally allowed for by their visa or other documents and host country laws. A copy of each participant’s passport and visa document, if applicable, will be provided to EZC as part of the post-acceptance paperwork in addition to participant’s flight itinerary.

17. Mandatory Program Orientation

EZC provides a mandatory pre-departure orientation participants, which will provide valuable information on preventing personal risk as well as cover important information regarding safety, emergency preparedness, and response.

18. Assumption of Personal Risk

The participant knowingly and intentionally acknowledges and accepts the responsibilities and risks associated with their choice to travel to, temporarily reside in, and receive participant services in a foreign country. Risks may vary widely from country to country and conditions may be significantly different than participant’s home country. Risks may include but are not limited to acts of God, illness, injury, accidents, theft, arrest, terrorism, and death. Each participant knowingly, intentionally accepts each and every risk of harm arising from, concerning and/or directly or indirectly relating to his or her participation in any EZC program.

19. Assumption of the Risk and Waiver of Liability Relating to Coronavirus/COVID-19

I acknowledge the contagious nature of COVID-19 and voluntarily assume the risk that I may be exposed to or infected by COVID-19 by participation; and that such exposure or infection may result in personal injury, illness, permanent disability, and death. I understand that there is a risk of becoming exposed to or infected by COVID-19 when staying in any EazyCity accommodation/housing or participating in an EazyCity program including but not limited to internship, course, seminar or cultural activity.

I voluntarily agree to assume all of the foregoing risks and accept sole responsibility for any injury to myself including, but not limited to, personal injury, disability, and death, illness, damage, loss, claim, liability, or expense, of any kind, that I may experience or incur in connection with my stay in EazyCity accommodation/housing or my participation in an EazyCity program. On my behalf, I hereby release, covenant not to sue, discharge, and hold harmless EazyCity Ltd of Ireland, its employees, agents, and representatives, of and from the Claims, including all liabilities, claims, actions, damages, costs or expenses of any kind arising out of or relating thereto. I understand and agree that this release includes any Claims based on the actions, omissions, or negligence EazyCity Ltd, its employees, agents, and representatives, whether a COVID-19 infection occurs before, during, or after my stay in EazyCity accommodation/housing or my participation in an EazyCity program.

I agree to follow all public health guidelines laid out by EazyCity Ltd, Ireland and will practice safe social distancing at all times during my stay in EazyCity accommodation/housing and/or my participation in an EazyCity program.

20. Indemnity

The participant agrees to defend, indemnify and hold harmless EZC, its employees, agents, and local on-site staff along with any third party vendors utilized as part of the program’s services from any and all claims of harm, loss, damage and/or liability arising directly or indirectly from, concerning or in relation to the participant’s travel, temporary residence in their chosen destination, matriculation at any host university, occupation and/or tenancy in EZC program accommodation and the undertaking of the program or tourism activities.

21. Privacy Policy

EZC adheres to GDPR Data Protection legislation in its practices. A copy of EazyCity’s Privacy Policy is available upon request.

22. General

EZC reserves the right to dismiss a participant from the program at any time without refund, in the event that these Policies are not adhered to.

EZC reserves the right to notify the emergency contact appointed by the participant and the home institution in the event that the participant is dismissed from the program and in other circumstances deemed appropriate by EZC.

To the full extent permissible at law, all representations, terms, warranties, guarantees, or conditions whether implied by statute, common law or custom of the trade or otherwise, including, but not limited to, implied warranties and guarantees, are excluded.

Notwithstanding anything else contained in any agreement, the liability of EZC to the participant shall not in aggregate exceed the amount of the program fee paid by the participant.

This website is presented solely for the purpose of promoting EZC services.

EZC reserves the right to change these Policies or the services it offers from time to time.

The participant certifies that all information provided to EZC relating to their personal background, qualifications, experience, medical history, and current state of health is accurate and truthful, and that no information relating to the aforementioned areas is withheld. EZC and the on-site staff reserve the right to remove a participant from the program, without refund or compensation, if it becomes apparent that untruthful or inaccurate information is submitted in their application form or provided through communications with EZC staff, or if relevant information is withheld, or for any other reason by giving notice to the participant.

23.Governing Law

These Terms and Conditions and the service provided pursuant to these Terms and conditions will be governed by the laws of the Republic of Ireland, and the parties submit to the exclusive jurisdiction of the courts of the Republic of Ireland.

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