1. Scope and Applicability

These General Terms and Conditions (“GTC”) govern the contractual relationship between the CCDS - The Center for Cultural Diplomacy Studies (CCDS)- The training and scholarly branch of the ICD Academy for Cultural Diplomacy and its course participants (“Students”).

They apply to all programs and courses offered by the CCDS, including those conducted in cooperation with partner institutions, insofar as they concern the CCDS component of the program and fees paid to the CCDS.

Any deviating or supplementary terms proposed by the student shall not apply unless expressly accepted in writing by the CCDS.

2. Conclusion of Contract

A binding contract is concluded upon the student’s written acceptance of the admission offer and the payment of the applicable tuition fees in accordance with the CCDS offer.

Electronic communication (e-mail) shall satisfy the requirement of written form unless mandatory statutory provisions require otherwise.

3. Admissions and Enrolment

• (A) Application Procedure
  Admission decisions are communicated in writing. Certain programs or courses may be subject to specific admission requirements, which are defined in the applicable program regulations, guidelines, or descriptions.
  By accepting the admission offer and transferring the required fees, the student confirms having taken note of and accepted these GTC, the applicable course regulations, and all program-related information provided by the CCDS.
• (b) Insufficient Registrations
  The CCDS reserves the right to cancel programs or courses in the event of insufficient enrolment. In such cases, enrolled applicants will be informed without undue delay.
• (c) Acceptance – Graduate Programs
  For graduate programs, payment of the first instalment of the tuition fee is required to reserve a study place.
• (d) Acceptance – Professional / Diploma of Advanced Studies Programs
  For Professional Programs and Diploma of Advanced Studies programs, payment of the full tuition fee is required to reserve a study place.
• (e) Tuition Fees
  Tuition fees are published on the CCDS website and/or communicated in writing. Fees include tuition and administrative services only and exclude accommodation, travel, living expenses, or other ancillary costs unless expressly stated otherwise.
• (f) Non-Refundability and Registration Activation
  Payments made pursuant to Sections 3(c) and 3(d) are non-refundable and shall be credited toward tuition fees. Payment activates the student’s registration and administrative processing.
• (g) Cancellation After Acceptance
  If a student cancels participation after acceptance and activation of registration, the full fee covering the courses or modules included in the first instalment remains payable. Fees already paid shall not be refunded.
• (h) Withdrawal or Discontinuation
  In the event of withdrawal, interruption without approval, or discontinuation of participation for reasons attributable to the student, no reduction or refund of tuition fees already paid shall be granted.

4. Interruption, Visa Matters, and Special Provisions

(a) Interruption or Postponement of Studies
Requests for interruption or postponement (e.g. due to serious illness or maternity leave) must be submitted in writing without delay. Decisions are made on a case-by-case basis in accordance with CCDS policies and, where applicable, the policies of partner institutions. No automatic entitlement exists.

(b) Visa Responsibility
Students are solely responsible for:

• submitting visa applications in due time,
• complying with all legal and procedural requirements of the competent authorities, and
• providing complete, truthful, and timely documentation (including financial proof).

The CCDS does not guarantee the issuance of a visa and assumes no liability for decisions of embassies or immigration authorities.
In the event of visa refusal, tuition fees may, subject to CCDS policy and upon receipt of the official refusal letter, be transferred to a later intake. Additional administrative procedures and fees may apply.

5. Exception to the Refund Policy in Case of Visa Rejection

(Academic Programs Only)

A refund of the first instalment of tuition fees, less an administrative fee of EUR 1,000, may be granted only if the visa application has been finally rejected twice (initial application and appeal, or two separate applications), and only if all of the following conditions are cumulatively met:

• 1. The student has fully and verifiably cooperated with the CCDS throughout the visa process, including:
• submitting the completed visa application form to the CCDS for review prior to embassy submission,
• preparing the motivation statement under CCDS guidance and submitting it for review prior to submission,
• complying with all instructions and embassy`s requirements regarding financial proof, health insurance, and supporting documents,
• participating in visa interview preparation as instructed.
• 2. The student has complied with all requirements and instructions of the German Embassy, including those published on the official embassy website and any subsequent requests.
• 3. The visa rejection was not based on:
• criminal records,
• submission of falsified or misleading documents,
• incomplete, false, or non-transparent information,
• or other personal circumstances unrelated to the academic program.

This exception applies exclusively in the case of final visa rejection.
Visa appointment delays, long waiting periods, or administrative backlogs do not justify refunds.

6. Late Payment

In the event of late payment, the CCDS reserves the right to claim statutory default interest and compensation for proven damages caused by the delay, in accordance with applicable law.

7. Liability

7.1. Program Changes
The CCDS reserves the right to modify published information, including program content, schedules, fees, and admission requirements, where such changes are reasonable and necessary.

7.2. Course Variations
The CCDS may reasonably:

• adjust timetables, locations, class formats, or delivery methods,
• modify course content or syllabi,

suspend, discontinue, or merge programs due to operational or academic necessity (e.g. insufficient number of students to a course or staff changes).

7.1. Limitation of Liability
The CCDS shall be liable without limitation in cases of intent and gross negligence.

In cases of slight negligence, liability is limited to breaches of essential contractual obligations and to foreseeable, typical damages. Mandatory statutory liability remains unaffected.

The CCDS shall not be liable for unmet subjective expectations of Students regarding course content, teaching methods, or outcomes.

8. Governing Law and Jurisdiction

These GTC and all contractual relationships between the CCDS and the Student shall be governed by the laws of the Federal Republic of Germany, excluding conflict-of-law provisions.

If the Student is a merchant, legal entity under public law, or has no general place of jurisdiction in Germany, the exclusive place of jurisdiction shall be the registered seat of the CCDS.

9. Severability Clause

Should any provision of these GTC be or become wholly or partially invalid or unenforceable, the validity of the remaining provisions shall remain unaffected. The invalid provision shall be replaced by a legally permissible provision that most closely reflects the original intent.

10. Amendments

The CCDS reserves the right to amend these GTC for future contractual relationships. Amendments shall not affect existing contracts unless required by law.