Volunteer Application

Volunteer Agreement

Please read the terms & conditions of DWC carefully before enrolling in the program. By clicking on the box beside the words ‘I agree to the terms & conditions' on the online enrolment form, you agree to the following terms and conditions.

Developing World Connections, a society incorporated under the laws of British Columbia and its officers, directors, employees, team leaders, agents and/or in-country partner organizations (herein after referred to as DWC or DEVELOPING WORLD CONNECTIONS). In any circumstance whereby the contents of this document are questioned, DEVELOPING WORLD CONNECTIONS’ interpretation will prevail. It remains DEVELOPING WORLD CONNECTIONS’ sole prerogative to interpret this document and to act accordingly.

I, the undersigned, desire to participate as part of a DWC team on a DWC-sponsored project, which may include, but is not limited to, travelling to and from other countries, travelling to and from other cities and towns, consuming food and living in accommodations available and provided in foreign countries, and participating in construction related activities on a DWC-sponsored project. I agree to follow DWC guidelines and policies as outlined in this document.

TERMS AND DEFINITIONS:

Volunteer Trip:

Volunteer trip – The combined time, effort and financial contributions of a volunteer towards a DEVELOPING WORLD CONNECTIONS organized development project.

Volunteer:
The individual who will be contributing his or her volunteer time, effort and financial contribution to a specified DEVELOPING WORLD CONNECTIONS organized volunteer trip.

Donation:
Any charitable donation made to DEVELOPING WORLD CONNECTIONS.

Contribution:

A donation made to DEVELOPING WORLD CONNECTIONS toward a volunteer’s total trip cost. All donations and contributions are non-refundable. (see section V. for information) Project Contribution:

A $400 contribution for the purpose of supporting the applicable sustainable development project. e.g. building materials

Project Development Contribution:

A $100 contribution for the purpose of planning and monitoring the development project.

Program Contribution:

A $600 contribution required to operate the DEVELOPING WORLD CONNECTIONS volunteer trip.
In-Country Costs:

The applicable contribution amount required to cover the in-country cost of food, accommodation, transport and team-leader expenses.

Trip Cost:
The sum of the program, project and in-country cost and does not include airfare at any time.

Project:
A development project conducted by DEVELOPING WORLD CONNECTIONS or in partnership with an affiliated in-country partner or non-profit organization.

Airfare:

The volunteer’s flight costs that have been paid for by DEVELOPING WORLD CONNECTIONS. This cost is not part of the total trip cost.

Booked Flight:

A flight that has been temporarily reserved (via DWC dedicated travel agent) by DEVELOPING WORLD CONNECTIONS but not paid in full.

Ticketed Flight:

A fight that has been paid for by DEVELOPING WORLD CONNECTIONS for which a full donation is immediately due.

Deviated Airfare:

The portion of the flight cost that does not directly apply to the volunteer’s volunteer trip.

Deviated Travel Itinerary:

A volunteer’s travel itinerary that deviates from that of the volunteer team and which may result in extra in-country costs to the volunteer.

VOLUNTEER ELIGIBILITY:

The minimum age to participate on a volunteer trip is 12 years old. Children of that age must be accompanied by a parent or guardian. The minimum age to participate on a volunteer trip unaccompanied by a parent or guardian is 16 years old.

Any volunteer 18 years of age or younger not accompanied by a parent or legal guardian must be approved by the DWC team leader and DEVELOPING WORLD CONNECTIONS. The volunteer must provide signed letters from the parents/guardians permitting the volunteer to travel as a DEVELOPING WORLD CONNECTIONS volunteer and to participate in all activities of the trip. The volunteer is advised to have a notarized letter from his/her parent or guardian and to retain a copy for his/her travels.

To participate on a Youth and University trip, an applicant must be between 16 and 29 years of age. Some exceptions may apply.

VOLUNTEER TRIP DONATION DEADLINES:

VOLUNTEER DONATION POLICIES: A $500 non-refundable portion (of the $600 program contribution) is due with the volunteer application. Airfare is due when ticketed. The balance owing is due 60 days before the scheduled date of departure.

The total combined cost of the $600 program contribution, $400 project contribution, $100 project development contribution and in-country cost covers administrative expenses, direct project donation, program costs and in-country costs (i.e. accommodations, meals and in-country ground transportation, except expenses incurred during free time).

Volunteers are responsible for any additional costs they incur during free or personal time, or for activities that are outside of the DWC volunteer effort. DWC is not responsible for acts or failures of anyone who provides services volunteers in connection with the DWC trip. For example, DWC is not responsible for any costs a volunteer may incur due to delays or problems caused by any travel agent, airline, hotel, a foreign government or the Canadian government.

INSURANCE AND PREPARATION: Volunteers must have emergency medical insurance and provide proof of that emergency medical insurance. Cancellation insurance is highly recommended; it is the volunteer’s responsibility to insure he/she has the necessary insurance. Volunteers must also have a valid passport, destination country visa, (if necessary) transit visas (if necessary) and required vaccinations.

VOLUNTEER TRIP DONATION DEADLINES

FIRST DONATION: The $500 non-refundable deposit is due with a volunteer’s application to confirm his/her registration with a specified volunteer trip. An application is not complete and the volunteer’s space cannot be confirmed until this donation is complete. DWC will not green light a trip if there are insufficient volunteers signed up and paid.

FLIGHT DONATION: Once airfare has been ticketed, you will receive a donation request from DEVELOPING WORLD CONNECTIONS for the same amount as the airfare. The full donation must be made within 10 business days of this attempt. If the full donation is not made within 10 business days, DEVELOPING WORLD CONNECTIONS will cancel the volunteer’s flights and all donations will be redirected for charitable purposes. (See section IX. Fundraising Policy)

FINAL DONATION: A donation request from DEVELOPING WORLD CONNECTIONS in the amount of a volunteer’s trip cost will be sent no later than 14 days prior to departure. This includes the $600 project contribution and the applicable amount for in-country costs. Cheques, less deposit amount paid, sent in the mail must have arrived 10 days prior to departure. The volunteer’s inability to pay or fundraise the donation amount for his/her total trip cost in a timely manner will negate his/her eligibility to participate. Failure to meet these donation deadlines will result in volunteer trip and flight cancellation.

If a volunteer submits his/her volunteer application within 60 days from departure, the non-refundable deposit of $500 and flight donation are due immediately. The final donation must be paid within 7 days of joining a trip or 7 days prior to departure, whichever is closest.

ADDITIONAL COSTS AND CONSIDERATIONS INSURANCE:

I must purchase and have appropriate valid emergency medical insurance in order to participate. It is my responsibility to ensure I possess the necessary insurance and provide DWC and its service providers with proof of purchase. I understand a complete travel insurance package (including medical, emergency medical, trip delay, lost luggage, trip cancelation) is highly recommended.
Please note: Many travel insurance policies DO NOT cover high risk activities such as climbing, trekking. These activities often require special coverage. It is up to the volunteer to determine their needs when purchasing insurance.

PASSPORT AND TRAVEL VISA:

I must apply for and hold a valid passport (valid for six additional months upon returning home) and a destination country visa (if necessary). Costs to procure these required travel documents are my responsibility.

HEALTH:

I am responsible for obtaining all required health information and vaccinations and for all costs incurred for the required health documents and/or vaccinations.

FLIGHTS: I am responsible for booking and securing my own airfare. I may choose to use DWC’s preferred travel agency or another agency. All costs and considerations related to air travel are my responsibility.

TRAVEL DEVIATIONS:

I agree to participate in a pre-project orientation session regardless of my travel plans. I will inform DWC of my travel plans to ensure my arrival and departure is understood. If my travel schedule deviates from group activity, I will be responsible for any additional costs/arrangements for transportation to the location of the trip, and try to co-ordinate my schedule with that of the rest of the group. I will commit to being on site for the duration of the scheduled project work to the best of my ability.

CANCELLATION AND REFUND:

If I cancel my volunteer commitment for any reason, I must notify DWC in writing. If I cancel, all donations contributed to my volunteer trip - including flights - are non-refundable. DWC will not refund because of my inability to participate according to the scheduled itinerary.

DWC may cancel any volunteer effort at any time or reject an application any time before departure. If DEVELOPING WORLD CONNECTIONS cancels a volunteer trip, then all donations will be put towards a future DEVELOPING WORLD CONNECTIONS volunteer trip or towards other charitable purposes, with the exception of flight costs and cash donations that cannot be traced to individual volunteers or donors.

In accordance with the Canada Revenue Agency (CRA) policy, any and all donations made to DEVELOPING WORLD CONNECTIONS that are eligible for a charitable tax receipt are non-refundable.

Cancellation Policy:

Only in the event a volunteer cannot participate due to extenuating circumstances as determined by DWC, the net amount donated (i.e. the total amount donated toward the volunteer’s trip cost less any applicable flight and cancellation costs) may be transferred toward any volunteer trip that departs within one year of the departure date of the volunteer’s original trip. This amount must be applied to the trip cost of any volunteer who is not already registered for the applicable volunteer trip. A commitment to a future volunteer trip is required within 30 days of the time of withdrawal and if an application is not completed within this time, the net transferable amount will be re-allocated, by DWC, for charitable purposes. If the recipient of the transferred amount cannot participate or must cancel, no further transfers are possible, and funds will be re-allocated, by DWC, toward charitable purposes.

In all circumstances, the cost of airfare is non-refundable and, as such, the purchase of cancellation insurance is strongly recommended. With the purchase of cancellation insurance, the cost of airfare may be recovered from the insurer and no portion is recoverable from DEVELOPING WORLD CONNECTIONS. When cancellation insurance is not purchased, a portion of the airfare may be recoverable directly from the airline. Application for recovery of any portion of the airfare is directly between the volunteer and the travel agent/airline. In the event that DEVELOPING WORLD CONNECTIONS has purchased a ticketed flight for which a sufficient donation has not been made and the volunteer cancels or DWC cancels the trip, the volunteer is obliged to donate the amount to DEVELOPING WORLD CONNECTIONS.

DEVELOPING WORLD CONNECTIONS may cancel a volunteer trip at any time because of acts of war, terrorism, acts of God or unforeseen circumstances whereby the volunteer’s safety and well-being could be jeopardized, or the project becomes unworkable. DEVELOPING WORLD CONNECTIONS also reserves the right to cancel if a minimum of six people have not registered for a volunteer trip within 90 days of departure.

VOLUNTEER TRIP DONATION METHODS

ACCEPTABLE DONATION METHODS:

CHEQUE: Cheques are written to DEVELOPING WORLD CONNECTIONS. CASH: Cash is only accepted in person. Please do not send cash in the mail.

MONEY ORDER: Money orders are written to DEVELOPING WORLD CONNECTIONS. The full name of the purchaser and his/her complete mailing address must be indicated.

CREDIT CARD: Visa, Mastercard and American Express are accepted. All credit card transactions must be authorized by the card holder. To process a credit card the following is required.

The card holder’s name as it appears on the card.

The card’s expiry date.

The 16-digit card number and the three-digit security code found on the back of the card. *All third-party (i.e. when a donation is processed without the card holder being physically present credit card) transactions require this three-digit code.

Verbal authorization of the card holder if the volunteer is not the card holder.

CREDIT CARD AUTHORIZATION: If applicable, I authorize DWC to charge the applicable amount to my credit card at the time of my volunteer application and/or booking form. DWC does not store credit card information therefore card numbers must be received with each payment to be processed.

E-TRANSFER: When sending an e-transfer, use finance@developingworldconnections.org as the recipient. The trip code and the volunteer’s name must be indicated in the message box. Please forward the answer to the security question to info@developingworldconnections.org.

CHARITABLE TAX RECEIPTS:

ISSUANCE of CHARITABLE TAX RECEIPTS:

DEVELOPING WORLD CONNECTIONS will issue a Canadian charitable tax receipt to the donor dated according to the date the donation is actually received by DEVELOPING WORLD CONNECTIONS. Donors will receive the issued Canadian charitable tax receipt no later than the end of February of the following year after the donation was received.

For information on all registered charities in Canada under the Income Tax Act, please visit: Canada Revenue Agency (CRA): http://www.cra-arc.gc.ca/charities

It is DEVELOPING WORLD CONNECTIONS’ interpretation of CRA guidelines and strict policy to issue receipts to donors for donations directly associated with charitable work and for charitable purposes. All charitable receipts are subject to interpretation by CRA.

A charitable receipt is issued to the acknowledged donor whose name is directly associated with the donation. DEVELOPING WORLD CONNECTIONS will issue a charitable tax receipt to one person. In instances when two names appear on a cheque, the receipt will be issued to the individual whose name first appears on the cheque notwithstanding explicit instructions otherwise from the donor.

ELIGIBILITY:

DEVELOPING WORLD CONNECTIONS will issue a charitable tax receipt for donations that are made and are applicable to the volunteer’s volunteer trip. Funds contributed through group fundraising are not eligible for charitable tax receipts where there is no clear link between a donor and the volunteer. A volunteer will never be issued a charitable tax receipt for group/mass fundraising. (See section VIII. Fundraising)

Costs eligible for a charitable tax receipt are:

All donations equal to or exceeding $20 CDN made directly to DEVELOPING WORLD CONNECTIONS for charitable purposes.

All donations made through DWC’s online fundraising platform equal to or exceeding $20

Total trip cost: program contribution, project contribution, project development contribution and in-country costs.

All donations made in the same amounts as non-deviated return economy class airfare booked with DEVELOPING WORLD CONNECTIONS via our preferred travel agency.

Costs not eligible for a charitable tax receipt are:
 
Insurance: travel, emergency medical, cancellation, baggage, etc.
Travel necessities: passports, country visas, vaccinations, medications, etc.
Costs associated with a culture tour or for tourism related activities such as transport, entrance fees, etc.
Any extra costs incurred due to a deviated travel itinerary.

The charitable tax receipt will be dated according to the date the donation is actually received by DEVELOPING WORLD CONNECTIONS. For mailed donations, the postmark on the envelope will determine the donation date for end of year donations. Charitable receipts will be sent via email or mail and issued, at the latest, by the end of February in the year after the donation was received.

TRAVEL ARRANGEMENTS AND FLIGHT POLICY

I AM AWARE: That DWC shares personal information from the volunteer application, excluding financial information, with DWC’s service provides and travel partners.

I must purchase my flights independently or through DWC’s preferred travel agency. I may use a rewards program (i.e. Aeroplan points or Air Miles) to book my flights. Any associated costs resulting flights booked from a rewards program are assumed by me and are not eligible for a charitable receipt.

TRAVEL DEVIATIONS:

Although I may decide to depart from my home location prior to my time on the project, I agree to participate in a pre-departure orientation session. I will inform DWC of my travel plans to ensure my arrival and departure is understood. If my arrival or departure travel schedule deviates from trip schedule or group activity, I am responsible for any additional costs/arrangements for transportation to the work site and will try to co-ordinate my schedule with the rest of the group.

TRAVEL INITERARY:

DWC requires that all volunteers arrive at the designated project site by the scheduled arrival date and continue to work on the designated project site until the group departure date. All deviated travel must happen outside of the project start and end dates.

FUNDRAISING POLICY

IF I CHOOSE TO FUNDRAISE: I will inform DEVELOPING WORLD CONNECTIONS and will be provided with appropriate DWC fundraising forms and policies. I will follow DWC fundraising guidelines as outlined below and in compliance with DWC’s fundraising policy including in the fundraising materials.

A volunteer can only fundraise for costs that are eligible for a charitable tax receipt. Any travel deviation costs must be paid by the volunteer directly.

All donations are to be made directly to DEVELOPING WORLD CONNECTIONS, not to the volunteer. Cheques written to the volunteer will not be eligible for a tax receipt, unless it forms part of a proxy contribution (see # 6).

Charitable receipts will not be issued for cash donations not made in person. When cash is the only viable donation method for fundraising, the donor is eligible if his/her donation forms part of a proxy contribution (see # 6).

It is the volunteer’s responsibility to ensure that donations submitted to DEVELOPING WORLD CONNECTIONS in the volunteer’s name must be accompanied by the following information:

the full name of the volunteer doing the fundraising.
the donor’s first name, last name, middle initial and complete mailing address.
Charitable tax receipts cannot be issued without this information and it is the volunteer’s responsibility to provide DEVELOPING WORLD CONNECTIONS with the donor’s updated information.
Charitable tax receipts can only be issued to those whose names appear on the respective cheques, or to those who have signed the applicable forms as part of a proxy contribution (see # 6).
A proxy contribution is a donation made by a volunteer on behalf of his/her donors; a proxy contribution is only for cash donations. Each proxy contribution must:
Be made by the volunteer (i.e. with a cheque in his/her name, or with a money order purchased by the volunteer).
Be accompanied by a DEVELOPING WORLD CONNECTIONS fundraising form with its respective signatures, names and addresses.
DEVELOPING WORLD CONNECTIONS will keep an updated record of the donations received on the volunteer’s behalf, but it is the volunteer’s responsibility to maintain his/her own records. The volunteer may inquire at any time about his/her record of donations and DWC will provide a record of donations to date within two to three business days of the inquiry. In the event that a discrepancy exists and the volunteer does not have sufficient evidence or record of donations, DEVELOPING WORLD CONNECTIONS’ records will be considered accurate. DWC is not able to give donor information other than name and amount donated. DWC also can not give the donor name if the donor requested to be anonymous.
Donations made to DEVELOPING WORLD CONNECTIONS as part of a group fundraising effort must be accompanied by a clear and concise written explanation of the portion allocated to each volunteer. The sum of the individual portions must equate to the total donation amount.
The sum total of the donations on behalf of a volunteer is tallied progressively in the order DEVELOPING WORLD CONNECTIONS actually receives the donations. Donations are due according to contribution schedule and calculated based on funds actually received.
Any funds raised through group or mass fundraising are not eligible for a charitable tax receipt where there is no clear link made to an actual donor, no donations made through a group or mass fundraising are eligible for a charitable tax receipt and can not be issues to the volunteer or any other person.
It is the volunteer’s responsibility to collect and send all donations, which can be mailed or delivered directly, to DEVELOPING WORLD CONNECTIONS. All donations must be received 60 days before departure or up to two weeks prior to final donation being required, whichever comes first, in order to be attributed to a specific trip on behalf of the volunteer.
Any amount fundraised in excess of a volunteer’s total trip cost and possibly airfare if applicable, will be redirected for charitable purposes as deemed by DEVELOPING WORLD CONNECTIONS and not necessarily to the in-country partner that the volunteer was intending to volunteer on a project with. Excess amounts fundraised by an individual will not be redirected to another volunteer’s trip.
Any bank charges associated with cheques returned for insufficient funds will be added to the volunteer’s total trip cost.

TRIP IN-COUNTRY INCLUSIONS AND CONSIDERATIONS

The following items are included as part of the total trip cost for volunteer trips:

PROGRAM CONTRIBUTION:
The volunteer will receive access to the designated DWC trip co-ordinator and a dedicated travel agent with one of DWC’s travel partners. DEVELOPING WORLD CONNECTIONS will issue Canadian charitable tax receipts for any donations in support of a volunteer. Volunteers will also receive pre-trip resources/orientation and any other administrative resources deemed necessary by DEVELOPING WORLD CONNECTIONS.

PROJECT CONTRIBUTION:

Each volunteer contributes a substantial donation to DWC’s in-country project. This donation will be used for project materials, local project expertise and labour and social programs as deemed necessary by the in-country partner and DWC.

PROJECT DEVELOPMENT CONTRIBUTION

In-country project development and monitoring of the project.

In-country inclusions:
TRANSPORT:

Included is group ground transfer from the in-country airport (at the final destination) to the project accommodations upon arrival and group ground transfer from the project site to the arrival airport upon completion of project.

Volunteers with deviated travel itineraries are responsible for any costs incurred. To get from airport to project site DEVELOPING WORLD CONNECTIONS may assist in arranging deviated travel needs. Daily transport to and from accommodations to the volunteer project site is also included. Transport may be by bus, van, taxi, bicycle, scooter, rickshaw/tuk-tuk, motorbike or on foot.

ACCOMMODATIONS:

The volunteer’s accommodations for the nights specifically associated with the volunteer trip at DWC-approved accommodation sites. Accommodations are based on double occupancy. Unless explicitly requested by a volunteer, DEVELOPING WORLD CONNECTIONS will arrange for double occupancy accommodations and cannot guarantee single occupancy. Additional costs may apply if the volunteer requests and/or requires single occupancy accommodations. Hot water, attached bathroom, air-conditioning (A/C) and electricity are not guaranteed. Other amenities like laundry or in-room safe are not included at any time.

FOOD:

Included are the costs for breakfast, lunch and dinner consumed in-country during the days specifically associated with the volunteer trip. Volunteers typically eat in a group, but if a volunteer is ill and/or cannot join the group for good reason (determined at the team leader’s discretion), the team leader may issue the volunteer a meal allowance in local cash currency.

Otherwise, the cost for in-country meals consumed apart from the team cannot and will not be reimbursed. The cost of snacks, appetizers, tips and alcohol are never included. Team leaders administer a food budget in- country and may indicate the individual meal allowance when ordering in restaurants. Extra meal costs that exceed this meal allowance must be paid for directly by the volunteer.

WATER:

Safe drinking water is provided for meals and at the worksite. Volunteer are asked to bring a refillable water bottle(s) to bring drinking water to the project site.

SAFETY EQUIPEMENT:

A cellphone is always carried by the DWC team leader as well as a comprehensive medical/first-aid kit. A DWC team leader is trained in first aid and CPR.

DWC TEAM LEADER:

Each group will have a dedicated trained volunteer DWC team leader to accompany the group during the duration of the trip.

Exclusions:

Any transport, accommodation and/or food costs incurred in transit to the project country and/or project community prior to the commencement of the trip or after project end date are not included. Gratuities, tipping, taxes and personal care costs such as souvenirs, laundry, and medical aid are not included at any time. Any costs incurred as a result of participation in activities not associated with the project site or trip, regardless of the majority of the group and team leader choosing to participate in said activities.

DWC IN-COUNTRY RULES AND LAWS

I AGREE TO FOLLOW RULES AND LAWS:

I will be a respectful guest in the project country and volunteer in a DEVELOPING WORLD CONNECTIONS trip. I agree to follow all applicable rules, policies and guidelines of DEVELOPING WORLD CONNECTIONS, the service providers and the laws of the country and community.

This trip may be physically demanding. It is my responsibility to disclose an accurate account of any limitations in my mobility and all other relevant information relating to my health and fitness on the DWC health form. I must also advise DWC and any and all service providers of this tour, where applicable of any change to my level of mobility or health and fitness between booking and starting my trip. DWC and the service provider reserve the right in their absolute discretion to terminate without notice the trip arrangements of any volunteer who is likely, in their reasonable opinion, or in the opinion of any operator or any other person in authority, to be unable to cope adequately with the demands of the trip. In either of these circumstances, all of DWC and the service provider obligations to me under this contract or otherwise shall cease, full cancellation charges apply and DWC and the service provider shall not be liable for any refund, compensation or costs incurred by me whatsoever.

Prior to commencement of effort made on the project site, the DWC team leader will provide an on-site/local orientation to explain the rules and safety guidelines. It is essential that all volunteers obey all rules and respect the authority of their host and team leader. In the event that a volunteer/s refuse/s to comply with such rules, behaves in an illegal, offensive or inappropriate manner which negatively impacts the trip, behaves in a way which negatively impacts the safety of the trip as a whole, other volunteers or others (as determined by the sole discretion of the DWC team leader), places the trip at risk or in violation of established local rules, or DWC trip rules, DWC reserves the right to terminate such volunteer’s trip. All costs associated with such termination shall be borne by the person/s in breach of the trip rules.

If I do not follow all rules, laws, policies and guidelines, the DEVELOPING WORLD CONNECTIONS team leader, the service provider, any operator or any other person in authority, has the authority to ask me to leave the project site anytime during the duration of the DWC trip. If I am asked to leave, I agree to leave immediately. All costs incurred due to leaving will be my responsibility.

If I do not follow all rules and laws of the host country, DEVELOPING WORLD CONNECTIONS is not responsible for my action, possible incarceration or legal issues. All costs incurred by me will be my responsibility.

These conditions are subject to as applied in the country and the courts in shall have sole jurisdiction.