Terms & Conditions

TEPA programs can be physically and emotionally demanding; applicants should be in good physical and mental health.

Please familiarize yourself with our refund policy prior to placing your deposit, as designed and set by your group organizer and TEPA for your specific program.

TEPA Refund Policy Details (Terms & Conditions):

(1) All payments are subject to the conditions of our refund policy on the date payment is received.

(2) If a student chooses to withdraw for any reason prior to the program start date, TEPA must be notified in writing.

(3) Certain portions of the program fees are refundable depending on the date of the written cancellation request. Refunds will be calculated according to the date in which TEPA receives this notification.

(4) If for some reason TEPA is not able to grant acceptance into the program, everything is refundable.

(5) We may, at any time, modify these Terms and Conditions, with or without notice. Any such modification will be effective immediately upon public posting.

Terra reserves the right to make changes, cancellations, postponements or substitutions as a result of changing conditions, safety considerations, the interests of the group, or emergency situations.

• In the event Terra decides not to operate a program for force majeure or safety considerations, Terra reserves the right to substitute such program with another program option of the same program theme.
• In the case of COVID or similar force majeure events, should safe program delivery be possible with social distancing measures only, TEPA may need to add a ‘social distancing’ or COVID-19 testing surcharge to cover additional costs associated with changes to program elements such as dorming, transportation or service projects. The surcharge would be in addition to the tuition of the program and apply to all currently registered and future students. If enacted, the established surcharge must be received in full 30 days prior to the program start date. Alternatively, in order to avoid such a surcharge, TEPA may reduce program duration to cover extra costs. In such an instance, TEPA would liaise with families before enacting any surcharge/program duration deduction with the objective of identifying the most suitable solution for all.
• Once on a program, if a Student chooses to leave the TEPA Program, there will be no refund of the program fee. If the Student leaves the TEPA Program prior to the end date due to parental request, personal reasons, behavioral issues, or mental health challenges, he/she will not be permitted to rejoin the program and will not receive a refund. The Student’s removal is final.
• Students must treat their surroundings and materials with care. The Participant agrees to reimburse Terra for any property of TEPA Program Staff or lodging facilities that is damaged, lost, or destroyed as a result of the Student’s actions.

**Exceptions CANNOT be granted to this refund policy. Travel insurance is recommended to help provide protection for your investment beyond our cancellation policy.

Force Majeure: Program cancellation, postponements, or changes that occur due to an unexpected or uncontrollable event may be subject to Force Majeure. Such instances could be, but not limited to: acts of God, flood, drought, earthquake or other natural disaster, epidemic or pandemic, terrorist attack, civil war, civil commotion, or any law or any action taken by a government or public authority. If Force Majeure is enacted, Terra will aim to move the student to another program, if possible. If no alternative program is available, the family will be granted credit for a future program. This credit will be transferable to any other eligible sibling or friend. Where families demand a refund in spite of these circumstances, we will provide partial cash refunds only should our overall situation allow us to do so. The payout ratio will depend on the scale of the Force Majeure.

Deadlines & Terms for Submitting Your Application:

When the initial tuition deposit is paid, the student’s space will be held pending availability. However, TEPA must receive the completed online application and signed waiver & consent forms on the following timeline:

If the online application and waiver forms are not completed within the above-defined deadlines, TEPA reserves the right to cancel the application and retain the deposit and any additional funds paid. Extensions can be granted in some cases if the program is more than 90 days from departure.

Your application will be reviewed upon submission. Any follow-up questions will be directed to the parents or guardians of students under 18 years of age. Any follow-up requests should be completed within the above-defined deadlines unless otherwise specified; otherwise, TEPA reserves the right to cancel the application and retain the deposit and any additional funds paid.

If for some reason TEPA is not able to grant acceptance into the program, everything is refundable.

Required Signed Documentation:

Enrollment & participation in the program is contingent on both the participant and one legal guardian signing and agreeing to: Waiver, Code of Conduct, Medical Consent form, and any other required documentation that may become required under Terra EducationTravel discretion. All Terms & Conditions outlined including the refund policy will be upheld regardless of the signature of required documentation. Neither program enrollment nor program participation will be permitted unless all requested documents are signed and returned. Terra Education reserves the right to cancel any applicants or deny participation of any enrolled students and retain the deposit and any additional funds paid if the requested documentation is not signed and returned in a timely manner specified by Terra.

Deadlines & Terms For Tuition Payment:

Each TEPA program will have specific dates and deadlines for tuition payment either from the organized party or student directly.  TEPA accepts payments via eCheck, check by mail or credit card (we accept Visa, Mastercard and American Express).

*Payment Plans: Available on a limited basis upon request.

A $25 fee applies to returned payments.

Payment by Credit Card:

1. Payment Processing Fee: Please note that all payments made via credit card are subject to a processing fee of 2.75%. This fee will be applied at the time of any credit card transaction and will be clearly displayed before you confirm your payment.
2. Acceptance of Fees: By proceeding with the payment, you acknowledge and accept the credit card processing fee.
3. Changes to Fees: We reserve the right to modify or update this fee at any time. Any changes will be communicated through our website.
4. Non-Refundable Fee: The credit card processing fee is non-refundable under any circumstances, including cases of refunds, cancellations, or disputes.

Pre-departure Documents:

Pre-departure documents are required for participation. Upon acceptance, you will receive the necessary documents and instructions via email and share the required deadlines to receive these documents.

Text Message Communication

We will communicate with families by email and text messages in order to facilitate the timely collection of all required pre-departure documents, provide notifications of changes/cancellations, emergency alerts, safety information, and coordinate drop-off and pick-up times.  The frequency of such messages will be limited to what is required for successful pre-program coordination.

By signing these terms you are providing consent to receive emails and text messages from TEPA for program coordination purposes.  You can opt out of receiving text messages at any point.  To do so, simply reply “STOP” to any text message, or notify us in writing.  Once you opt out, you will not receive logistical, emergency, or other information through text.

Phone numbers provided will only be used for program-related communications and will not be shared with third parties for promotional or other purposes.  TEPA is not responsible for missed messages, delivery failures, or any consequences.

Insurance: 

TEPA includes secondary medical insurance and evacuation insurance during the program as part of your total program costs. However, purchasing a travel insurance policy is also recommended. See further insurance details below for guidance.

• We highly recommend purchasing a Travel Insurance policy to help protect your investment.
• Secondary medical insurance and evacuation insurance during the program are included for programs located outside of the US.
• We CANNOT extend beyond our refund policy for personal injury, losses acts of God, or any other exceptions, however, travel insurance may be able to provide additional coverage beyond our refund policy.
• We are not responsible for any insurance premium, terms of use, or otherwise for any insurance policy you choose to purchase.

Application, Screening & Disclosures

At TEPA, we are committed to fostering access and inclusion while maintaining a safe, supportive, and empowering environment for all participants. We partner with families through open, collaborative communication to remove barriers wherever possible, to ensure that each student can engage fully, meaningfully, and safely within our global programs.

Applications are reviewed holistically with the Essential Eligibility Criteria in mind. We may request additional information or medical input to better understand if and how we may provide appropriate support and ensure safe accommodations and participation.

We invite early and transparent dialogue about health, wellbeing, or support needs so we can explore reasonable accommodations and set shared expectations for success. When additional considerations arise, we work together with applicants and their families to understand each individual’s circumstances and identify the best path for participation.

We approach every situation with care and collaboration. Our goal is to find reasonable ways to support participation whenever possible. Following an individualized review and interactive process, if it is determined that a student’s needs cannot be safely or reasonably accommodated without fundamentally altering the program or compromising safety, TEPA will communicate that participation cannot proceed, with transparency and respect.

Essential Eligibility Criteria

At Terra Education Programs Abroad (TEPA), we welcome all age-eligible teens who are excited about engaging in meaningful travel, service, cultural exchange, and leadership experiences. Our programs often take place in shared living environments, in remote or resource-limited locations, there are certain environmental realities and group expectations that shape participation. Our eligibility criteria defines the core capabilities needed to engage meaningfully and safely in our programs.

TEPA programs are not therapeutic programs and are not designed to provide clinical or mental health interventions. Our focus is on fostering leadership, cultural exchange, and service learning.

Applications are carefully considered and screened to align with these criteria. It is not uncommon for TEPA to require supporting documentation or information in the application screening process to confirm eligibility or suitability for program participation. Failure to disclose full medical history may also result in the application not being accepted, additional fees, and/or removal from the program. Please discuss with our team for any further clarification or concerns.

1. Independent Self-Care
   Participants should be prepared to manage their personal care and medications with limited outside assistance.
2. Health & Psychological Stability
   To ensure that all participants can be supported safely and appropriately, students who disclose a health condition, disability, or other factor that may require specific considerations may be asked to provide additional documentation or medical input. This information helps guide the planning of reasonable accommodations and confirm that the program environment can provide appropriate support.
3. Physician & Guardian Support
   A participant’s physician may be required to confirm fitness for travel and participation. Guardians play an important role in supporting disclosure and preparing students for the travel and group environment. *If health circumstances change between enrollment and departure, we ask families to update us so we can reassess accommodations.
4. Openness & Adaptability
   Students should bring a willingness to engage with peers, adapt to cultural differences, and navigate new environments with staff support. Respect, open communication, and a tolerance for discomfort and ambiguity are part of the learning experience.
5. Proactive Communication
   We encourage participants to communicate directly with TEPA staff when they need clarification, support, or adjustments. Staff are trained to respond and problem-solve collaboratively, but students must be able to take an active role in sharing needs.
6. Resilience to Environmental Stressors
   Students should expect to encounter; hot or humid climates, altitude, insects, varied diets and food access, group living and shared accommodations, limited access to technology or internet, long days with structured schedules. While staff provide orientation and strategies to manage these stressors, participants should anticipate challenges and be prepared to cope with them without continuous external support.
7. Physical Abilities
   To participate fully, students should be capable of engaging in program activities that may involve walking distances greater than one mile, lifting or carrying up to 30 lbs, and working outdoors in environments that can be hot or humid.
8. Instructional Abilities, Situational Awareness & Judgment
   Students should be able to understand and follow staff instructions communicated in English, remain aware of their surroundings, and make responsible decisions. While staff provide supervision and guidance, students share in maintaining their own safety and contributing to the wellbeing of the group.
9. Independent Travel to/from Departure Point
   Participants must be able to arrange (or manage) travel from home to the program’s departure airport (with or without unaccompanied minor services as appropriate).

Adherence to Conduct & Legal Expectations

Participants must agree to TEPA’s Code of Conduct, abide by applicable local laws, and comply with health or preventive measures communicated by staff. Violations may lead to disciplinary action or expulsion (at the participant’s expense), with or without partial refund, depending on circumstances.

Items not covered by tuition, that you will need to pay for:

• International or domestic airfare to and from the destination country and/or city
• Entry passport / visa to the country (if required)
• Immunizations (if required)
• Multi-country flight connections (if applicable)
• Airport taxes (if required)
• US health insurance for programs within the US, if a resident of the US
• COVID-19 tests or related surcharges

Policy Quick Links:

• Policies Hub
• Application, Screening & Disclosures
• Code of Conduct
• Essential Eligibility Criteria
• Refund Policy
• Terms & Conditions