Purpose:
Devxchange encourages its members to travel as a part of their role as Project Lead Member to assist in the evaluation and implementation of our projects. We encourage Individuals willing to donate their time and talent overseas, primarily to benefit international projects which support the mission and activities of Devxchange International.
Policy:
All members wishing to travel as a part of their Devxchange project must submit an overseas travel application found on their project dashboard. Members must be in agreement with Devxchange Objectives and Core Values and complete the application process prior to travel. Once approved, volunteers must complete a Volunteer Release Form and a Waiver of Liability Form. Volunteers may be requested to submit a police reference check if working in or visiting project areas.
Overseas volunteers must be 18 years or older.
Finances:
- If a volunteer is raising funds for their overseas trip, they are required to submit a budget. The budget may include all expenses related to the volunteer assignment, plus a cost of living allowance of not more than $1,000 a month per individual.
- Overseas assignments of more than 2 years will require Devxchange to classify the cost of living allowance as a taxable benefit and withholding taxes will be required.
- Overseas volunteers should read the safety guidelines provided by Devxchange.
- Overseas Volunteers will also be required to have a service agreement and Waiver of Liability completed.
- A monthly transfer requisition is required (See Dashboard) to send funds, even if it is a recurring monthly remittance. Devxchange will not send funds without a requisition. The requisition must state the breakdown of what the funds are for according to budget.
- Some items in budget are reimbursable expenses and require proof of purchase, i.e. airfares, shots, insurance etc.
Debriefing:
- Volunteers going overseas are required to complete a debrief report upon return to Canada.
Our Travel Policy includes the following safeguards:
- All travel to project areas must be arranged in advance through Devxchange International.
- Devxchange International reserves the right to refuse the visit to any of our projects.
- Satisfactory clearance of a police records check (including vulnerable sector check) is required before each visit, even if the individual has visited a project area before. Visitors are responsible for paying the fee required to complete the background checks. The records will be stored in a secure location and will be protected with the security measures that safeguard other confidential files.
- A designated trip leader must be present throughout each visit.
- Visitors must notify Devxchange if a significant portion of their travel is outside the scope of their duties or activities approved through Devxchange International.
- Children under the age of 18 must not be invited or taken away from their communities, even for a short outing.
- Visitors must not invite children to visit them in their own country. Devxchange will take no part in supporting or arranging such visits.
- Visitors must not discuss, offer or agree to the provision of additional and/or direct financial support outside the scope of the current approved project without the approval of Devxchange.
- Visitors must ask before taking photographs or video or film footage of children, families or communities. Photographs taken are understood to be for the visitors’ own use.
- Visitors should realize that they are subject to the laws of the country they are visiting, and conduct themselves accordingly.
- Visitors are advised to obtain insurance for their travel, and ensure they have obtained the proper immunization before departure.
- Visitors must contact Devxchange International as soon as possible if they need to cancel the visit.
- Visitors acknowledge that travel to other countries involves risk and hazards and the possibility of personal injury and loss of property. Visitors agree to take all steps necessary to protect their own health and property and those of others involved in the visit. Visitors assume all risks associated with international travel.
- Visitors must sign a release waiver prior to travel and agree to release and indemnify Devxchange from any liability arising in connection with the visit, including injuries to the visitor’s person or property or the person or property of any other visitor.
