Onsite Policies

Arrival Guidelines

CEA offers airport pickup and arrival services for students meeting the following requirements:

• The CEA Arizona Office must be notified of flight arrival information no later than 21 days prior to the program arrival date.
• Students must arrive at the arrival airport specified for their program destination.
• Students must arrive on the specified program arrival date and before the specified cut-off time.

There are no exceptions to the above stated requirements. CEA is not responsible for high airfares or difficulty in finding a flight because of the specified arrival date. Airport pickup services may vary for some Short Term sessions. Please check specific program for details.

Please note: Airport pickup and arrival services are limited to CEA participants only.

Eligible CEA students will be met at the designated arrival airport by a CEA representative or pre-arranged shuttle service on the program arrival date and will be transported to temporary accommodations and/or their assigned housing. Students participating in a program where the specified arrival airport is in a city other than their program destination will be provided with bus or train transportation to their selected program destination. Students who choose independent living will be provided transportation to the CEA office or city center and from there are responsible for transportation to their housing.

Students who are not eligible for airport pickup are responsible for their own transportation to their assigned housing. These students are also responsible for making contact with the resident staff in order to meet up with the group and gain access to their housing. Students will have access to their housing between the hours of 8 AM and 8 PM as of the program start date. Students arriving after 8 PM will be responsible for their own lodging until the following day. Please note: students arriving prior to the program arrival date are responsible for securing and paying for their own accommodation until the program arrival date.

Eligible students whose scheduled flight has been delayed must contact the resident staff. Eligible students who arrive after the cut-off time due to flight delays, but who have contacted the resident staff, will be picked up at the airport and/or will be reimbursed for transportation to temporary accommodations and/or their assigned housing with a valid receipt. CEA will not be responsible for picking up a student whose flight schedule changed but who failed to contact the resident staff directly. There are no rebates or refunds for missed transportation or lodging under any circumstances.

Return Transportation

Transportation at the conclusion of the program is not included in the CEA program price. Students are responsible for their own transportation to their departure airport. When making travel arrangements, students should keep in mind that an early morning flight may require arriving in the departure city the night before in order to be on time for their flight. Students must budget additional funds for these types of circumstances.

Arrival Airports

See below for the specified arrival airport and cut-off time for each program destination. The cut-off time refers to the flight’s original arrival time as stated on the purchased airline ticket.

*Student participants for select programs in this location may have different arrival guidelines. Please contact your CEA advisor for details.

Housing Policies

Housing preferences are reviewed and assignments are made based on the order in which students confirm their participation and submit their housing application. Note: your housing placement is contingent upon the receipt of both the confirmation deposit and the housing application. Housing preferences are not guaranteed and CEA is not responsible for additional costs that may be incurred as a result of a student not being placed in his/her preferred housing.

Once housing is assigned by CEA, there are only limited or special circumstances in which CEA will make changes to a student’s housing assignment. Such changes will be made at CEA's discretion and may require payment of $300 (Change of Housing Fee) and any additional fees incurred as a result of the change. Once the housing application has been submitted, requests for changes to housing preferences must be made in writing no later than the withdrawal date for the selected program. For year students, changes to housing arrangements for the second semester must be made no later than the withdrawal date of the second semester program.

CEA housing is available from the specified program start date or housing transfer date, as indicated on the program calendar. All housing must be vacated no later than 12 PM on the specified program end date (specifics of move-out procedures will be provided to students while onsite). Students who do no vacate on time will be assessed a daily housing fee. Note, Year students are entitled to housing during the break between sessions.

Students must conform to the rules and regulations of the housing assignment during the program. All students will be required to sign a housing contract specific to their housing assignment. The contract contains terms including but not limited to behavior, guests, curfew, security, utilities and damages. No overnight guests will be permitted in CEA housing. If the student is asked to leave the housing assignment due to their misconduct (as determined by the host family, landlord, dormitory director or CEA; see CEA Code of Conduct for further details), and is allowed to remain on the program at the discretion of CEA, the student will forfeit their $300 security deposit. The student will not be issued a new CEA housing assignment, and no refunds will be available In addition, CEA staff will not assist students in finding new independent housing. Please note misconduct may result in immediate expulsion from CEA housing and/or the CEA program.

CEA Apartments

For students living in CEA apartments, CEA will cover all reasonable utility expenses. Students who incur utility charges above and beyond what is deemed reasonable by CEA will be responsible for paying the excessive charges. These costs will be deducted from the student’s security deposit. If the deposit does not cover all charges, the student will be billed accordingly.

Multiple Program Housing

Students enrolling in multiple programs will not be provided housing for any time between their selected programs unless all of the following conditions are met:

• Student is studying at the same location
• The break between programs is less than 7 days
• Student’s housing assignment is the same for both programs

If a student is studying at the same location but does not meet the above stated criteria, housing during the break may be purchased from CEA for a daily rate. Students may not have their choice of housing assignment during the break as it is based on availability. Students will be asked to move out and remove belongings during the break. Housing assignments for multi-program students may be different from one session to the next. If studying at different locations, housing may be purchased from CEA during the break. Contact CEA for availability.

Housing for Students in England

For all programs prices are based on placement in university housing at the students' host university. If university housing is not available at the time a student is registered or a student fails to submit housing paperwork by his/her assigned deadline, CEA will guarantee housing for the session in shared apartments located throughout the host city. Students placed in shared apartments instead of university housing will be billed a supplemental fee.

Independent Living Arrangements

Requests to arrange independent housing must be made no later than the application closure date and must be received in writing, either via email or on the housing application. For year students, requests to arrange independent living for the second semester must be made no later than the second semester’s application closure date. Students whose requests are approved will receive a rebate for housing. CEA resident staff will not provide assistance with independent housing and will not speak or act on behalf of any student who chooses to pursue such arrangements. Rebates are not granted for students who move out of their CEA housing or choose to pursue independent living arrangements after the application closure date.

Passports and Visas

Program applicants must have a valid passport and applicable visa documents in their possession prior to departure and must keep them in their possession while traveling. It is the student's responsibility to secure any required visa documents. CEA will provide general instructions, however students are responsible for researching specific requirements for their selected destination. Non-US citizens must contact the consulate nearest to their place of residence to determine whether any special documents are required. CEA cannot and will not intercede for those who choose not to obtain the appropriate documentation and/or are denied a visa. Failure to obtain appropriate immigration documentation is not grounds for any refund.

Organized Excursions

CEA includes organized excursions for all year, semester, trimester and summer programs. Excursion itineraries are based upon availability and are subject to change. While flexibility is employed in relating excursions to the students' backgrounds and studies, there are absolutely no substitutions made for the trips selected for each session. Since students may be responsible for meals on excursions, they should budget additional funds. Students may also want to budget additional funds for activities not included in the itinerary of the CEA sponsored excursions. No refunds or substitutions will be given to students who are unable to participate for any reason.

CEA Sponsored Activities

CEA plans social and cultural immersion activities for students on all programs. Activities are planned to introduce students to the local community and to explore cultural, historic and social elements of the host culture. While CEA tries to plan activities around academic calendars and student schedules, it is impossible to avoid all scheduling conflicts. No refunds or substitutions will be given to students who are unable to participate for any reason.