12 September 2019
Dear Field Trip Participant,
Field Visit to Kenya 2019 – Field Visit Agreement
We have attached World Vision Australia’s (WVA) standard Field Visit Agreement for visiting World Vision projects overseas. Please carefully read and acknowledge the enclosed Field Visit Agreement.
World Vision resourcing
As a registered charity, WVA has an obligation to steward its resources effectively and to take all reasonable steps to honour this commitment so that the communities of people that we support are best served with the resources we have. As part of this accountability, we wish to make you aware that in preparing for the Field Visit, WVA, Vision Fund International, and the World Vision Kenya National Office will be required to utilise resources in terms of personnel and time. World Vision and Vision Fund are prepared to commit these resources and trust that you will continue with your commitment to this Field Visit.
If you have any questions about the Field Visit Agreement enclosed, please contact Jess Kitchen (Field Experience Program Advisor, World Vision Australia) email@example.com.
Uppi Mawande, Manager – Impact Design & Experiences
World Vision Australia
Field Visit Agreement – Terms and Conditions
This Field Visit Agreement (“Agreement”) contains the terms and conditions that apply to your proposed field visit with World Vision Australia (‘World Vision Australia” or “WVA”). Please read carefully and contact us at firstname.lastname@example.org or on 03 9287 2430, if you have any questions or concerns about this Agreement.
World Vision Australia’s Responsibilities
1.1 We will make the following arrangements in relation to your visit:
a) arrange an itinerary for the days of your visit and for World Vision Australia staff to accompany you during your visit;
b)once you are in the country that you are visiting, use reasonable efforts and to the extent we are able, assist and facilitate your visit; and
c)use reasonable efforts to inform you if WVA becomes aware of any emergency situation in the area of your visit.
1.2 Other than as set out above, neither WVA nor any other World Vision entity (including the World Vision office in the country that you are visiting) has any other obligation or responsibility to you other than those prescribed by law.
2. Approvals and Arrangements
2.1 Unless otherwise stated by WVA, you will need to make the following arrangements yourself:
a)obtaining all necessary approvals, consents or permits for the travel (including visas, any other immigration requirements, medical approvals, compulsory inoculations and vaccinations);
b)booking your own airfares and your own travel insurance; and
c)any alternative arrangements (such as transport and accommodation) should you leave the visit early for any reason.
3. Payment of Expenses
3.1 Unless otherwise stated by WVA, you are responsible for all personal expenses in relation to your trip, including transport to and from and while you are in the country that you are visiting, accommodation and meal expenses.
3.2 We may require you to contribute funds to meet the estimated expenses of the field visit (such as accommodation and meals) and a World Vision staff member to travel and accompany you, through an upfront payment to WVA prior to the trip commencing (Field Trip Contribution Payment). Any Field Trip Contribution Payment required will be disclosed to you prior to your travel.
3.3 We note that the collective Field Trip Contribution Payments of all trip participants on your particular trip may exceed the actual expenses incurred by WVA, resulting in a surplus of Field Trip Contribution Payments (Surplus). You consent to WVA retaining your share of the Surplus (if any) where such Surplus is 10% or less of the Field Trip Contribution Payment - unless you have opted for a refund as part of your registration.
4.1 If you decide to cancel your participation in the visit and you have already made a Field Trip Contribution Payment, you will be entitled to a refund equal to the amount (if any) that WVA is no longer legally committed to pay as an expense directly arising from you no longer participating in the trip.
4.2 If you decide to cancel your participation in the visit and you have not made any Field Trip Contribution Payment, we may request you to reimburse WVA for any verifiable “out of pocket” expenses that WVA has reasonably incurred in relation to your participation in the visit that is in excess of any deposit you have paid. You agree that you will reimburse WVA for this amount if WVA makes this request.
4.3 Unless otherwise stated by WVA, any deposit that you are required to make for your trip will not be refundable.
5. Risks and Insurance
5.1 You acknowledge that participation in the visit has inherent risks, including risks to your personal health arising from the nature of the visit. You agree that you participate in the visit voluntarily of your own free will and at your own risk.
5.2 You warrant that you are medically fit to participate in the visit and that you are free from any injury, medical condition, disability, disease or illness which may be aggravated by participation in the visit such that it would affect your ability to engage in the visit.
5.3 You agree you are responsible for ensuring that you have adequate travel, health/medical and other insurance cover for your visit. World Vision Australia’s insurance will not cover your trip.
5.4 You agree to keep abreast of travel warnings and advisories issued by the Australian or other relevant governments for the country that you are visiting and any transit countries, and form your own view on the appropriateness and timing of the visit and your journey to the country you are visiting.
6. Cultural Sensitivity
6.1 You agree to strive to be culturally sensitive in your dress and communication (verbal and non-verbal) with people in the country that you visit during the trip, in particular the people of the community and the region you are visiting. You must respect and attempt to adapt to the local conditions of the community and the region you are visiting.
7. Child and Adult Safeguarding Behaviour Protocols
7.1 WVA’s vision is life in all its fullness for every child. WVA is committed to the well-being of the children it works with and protecting them from abuse and exploitation. WVA endorses and supports the United Nation’s Convention on the Rights of the Child.
7.2 During the visit you will:
a) behave in a manner consistent with WVA’s Core Values, being (a)We are Christian (b) We are Committed to the Poor (c) We Value People (d) We are Stewards (e) We are Partners (f) We are Responsive, Further information is available at:
b) act as a positive role model for children and follow WVA’s Child and Adult Safeguarding Behaviour Protocols (Protocols) below at Annexure A. By accepting the terms of this agreement, you acknowledge that you have read the Protocols and you agree to comply with it and any other protocols which we will tell you about from time to time;
c) maintain the confidentiality of information you may obtain about the people in the community you are visiting (including any information about a child and his/her family) during your visit;
d) raise any concerns or issues regarding the safety of children (for example, any allegation or suspicion you may have of child abuse) with relevant staff of WVA or of the World Vision office in the country you are visiting as soon as possible;
e) act ethically and responsibly towards children; and
f) comply with all laws of both Australia and the country where you are visiting.
7.3 During the visit you will not:
a) copy or take any photographs or videos of the people in the communities you visit and their homes or workplaces without the prior express permission of the people present, the accompanying representative of WVA or of the World Vision office where the community you visit is located;
b) copy or take the personal details of any child, or provide these to anyone other than accompanying representative of WVA or of the World Vision office of the country that you visit;
c) engage in rough physical games including horseplay with any child;
d) hold, kiss, cuddle, fondle or touch any child in an inappropriate or culturally insensitive manner;
e) make sexually suggestive or inappropriate comments to any child, even as a joke;
f) do things of a personal nature for or with any child, such as going to the toilet or changing clothes;
g) give out your personal contact details, including your social media details;
h) take any child to your place of residence (including hotel) or encourage meetings outside World Vision endorsed settings; and
i) give any child alcohol, cigarettes or drugs (including medication of any type).
8. Taking and Using Photographs and Videos
8.1 You agree to only take photographs and make audio or visual recordings to share with your friends and family (including through social media) where you have the express permission of the people present or in the community or the accompanying representative of WVA or the World Vision office where you are visiting. You agree to follow the WVA “Guidelines for Online Media” (see Annexure B) when posting images and videos on the internet.
8.2 If you want to use these for any other purpose you agree to ask us first and sign a separate written agreement should we request you to do so.
8.3 World Vision Australia may also take photos or make audio or visual recordings of the trip and you agree to any material containing your image or voice being used for our work.
8.4 If you do not want WVA to use any material containing your image or voice for our work you will notify WVA of this at registration time.
9. Background Checks and Confirmation
9.1 World Vision Australia requires background checks (including a criminal records check from the police) for you and each person, 16 years and older, accompanying you on the visit. In this respect, you confirm that:
a) you have no disclosable police record or criminal charges pending against you;
b) if your background check discloses any current or previous criminal history (whether or not a conviction was recorded) then WVA may (at its discretion) disallow you from the visit;
c) you will immediately notify the person below if you are charged with any criminal offence:
World Vision Australia
1 Vision Drive
Burwood East, Victoria, 3151
d) you authorise World Vision Australia to contact your Referee for the purpose of obtaining reference information regarding your visit.
9.2 You acknowledge having read World Vision Australia’s core values (clause 6 above), and being aware that World Vision is committed to the safety and well-being of all children and/or young people involved in its programs, and of its staff, service providers and volunteers. You confirm you have not engaged, or are not currently engaged, in conduct that a reasonable person would consider is likely to cause harm or result in detriment to the good name or reputation of World Vision.
10. Kidnapping and Hostage Taking Policy
10.1 In the event that a kidnap or hostage situation arises, you, or any person traveling with you, will co-operate as far as and as much as WVA (in its sole discretion) considers is reasonably appropriate or possible, to obtain the release of hostages, including co-operating with the appropriate Australian governmental agencies to attempt to secure the release of each hostage.
10.2 Cooperation by WVA does not include the making of ransom payments or the provision of any concession to kidnappers, terrorists and those holding hostages. World Vision Australia will not negotiate for the payment of ransom or provision of concessions unless WVA considers (in its sole discretion) that this is appropriate.
10.3 World Vision Australia will co-operate to the extent it considers (in its sole discretion) to be appropriate with the relevant governmental agencies to attempt to ensure that all perpetrators of violent acts against you, any persons traveling with you and any staff of WVA or other World Vision entities are brought to justice.
11.1 You agree you will advise WVA if you intend to undertake any fundraising activity for WVA.
12. Confidentiality and Privacy
12.2 You give us your consent to collect and store your personal information and sensitive information (which includes medical and health related information) and disclose this information to the World Vision office in the country that you are visiting for the purpose of preparing for the field visit and any medical emergency that may arise during the visit. You understand that by giving us this consent, you may not be able to seek redress in the overseas jurisdiction if the overseas recipient handles information in breach of the Australian Privacy Principles. Your consent however does not in any way lessen our commitment and the measures we take to safeguard your privacy.
12.3 In this clause 12.3, ‘Confidential Information’ refers to any information about the people in the communities you are visiting (including any information about a child and his/her family) that you have obtained before, during or after the visit (other than information that is available publicly). You must not use Confidential Information in any way, including disclosing such Confidential Information to any other person unless such use or disclosure is required by law, or is permitted by WVA to be used or disclosed.
12.4 You must use your best endeavours to prevent the unauthorised use or disclosure of such Confidential Information by third parties. You must not copy, or allow a copy to be made of any material containing Confidential Information. These obligations continue after your visit has ended.
13. Medical Situations
13.1 You acknowledge that WVA and its employees, agents and associates cannot commit to assisting you or any person accompanying you with obtaining medical attention should such attention be required during your travel to or your time in the country where you are visiting.
13.2 World Vision Australia may notify the World Vision office in the country that you are visiting of your emergency contact person (if you have provided details of such a person to us in the Acknowledgement and Agreement Form) but WVA does not commit to making any arrangements to contact or inform that person or any other person if a situation arises where you require urgent medical attention.
13.3 In the event that WVA and its employees, agents and associates (including those from the World Vision office in the country that you are visiting) does take any action to obtain medical attention for you, or any person accompanying you, you
a) authorise WVA and its employees, agents and associates to do so;
b) accept all risks associated with any treatment that may be given including operation, blood transfusion, anaesthetic and other similar risks;
c) will be liable to pay (or reimburse WVA and its employees, agents and associates, as relevant) all costs related to such medical attention; and
d) release and indemnify WVA and its employees, agents and associates (including the World Vision office in the country that you are visiting) from and in respect of any claims, actions, demands, proceedings and liability whatsoever directly arising from or in connection with such medical attention that may be provided.
14. No Liability
14.1 Except to the extent required buy law, World Vision Australia and the World Vision office in the country that you are visiting and the World Vision partnership do not assume any liability for any claims for damages, injuries or other losses, which might result from the trip, including the obtaining of medical attention on your behalf.
14.2 Except to the extent caused by World Vision Australia's negligence or willful misconduct, you agree release and indemnify WVA and its employees, agents and associates (which includes the World Vision office in the country where the community you visit is located and all other World Vision entities) from all claims, actions, demands and proceedings which you or any other person may now or in the future have against any of them directly arising out of or in connection with those risks including:
a) any loss of, or damage to, property, any illness, disease, injury or death and any economic loss and any other consequential loss which you suffer or incur during the visit or as a consequence of travelling to or from, or being in, the country that you are visiting, or which arises or is in connection (in any way) with the visit; and
b) any illness, disease or injury of which you were aware of prior to the visit or would have been aware of had you attended an appropriate medical and dental examination prior to commencement of the visit.
15.1 World Vision Australia may terminate this agreement (including your visit) at any time if you breach the terms and conditions outlined in this agreement. World Vision Australia may also terminate this agreement (including your visit) for your misconduct or upon WVA becoming aware of any information about your past or present conduct which, in WVA’s sole discretion, acting reasonably, is inconsistent with WVA’s Core Values and Child and Adult Safeguarding Behaviour Protocols when with children or Occupational Health and Safety Policy.
15.2 World Vision Australia may need to cancel the trip for reasons such as safety, or a failure to reach the minimum number of participants required for the trip to go ahead. If cancellation occurs WVA will notify you as soon as possible that the trip is not going ahead.
15.3 You can cancel your participation in the trip by advising WVA in writing.
Annexure A - Child and Adult Safeguarding Behaviour Protocols
Safeguarding Behaviour Protocols
WV employees and affiliates (which includes visitors to our field projects) are required to behave in ways that protect children and adult beneficiaries, prevent sexual exploitation and abuse, and prevent any other intentional or unintentional harm to the people WV serves or works amongst. Rules of behaviour are based on local and culturally appropriate interactions (provided these meet or exceed the minimum protocols below) with children, members of the opposite sex and other vulnerable adults. All WV employees and affiliates must abide by these protocols in their activities with WV, for all “children” anywhere and for all “adult beneficiaries” (see Definitions).
WV employees and affiliates: a) create and maintain an environment which prevents sexual exploitation and abuse of children and adult beneficiaries and promotes the implementation of these Behaviour Protocols; b) are careful about perception and appearance in their language, actions and relationships with children and vulnerable beneficiaries. Their behaviour—including in person and on digital platforms, both online and offline—demonstrates a respect for children and adult beneficiaries and their rights; c) ensure that all physical and online contact with children and beneficiaries is appropriate in the local culture; d) use positive, non-violent methods to manage children’s behaviour; e) accept responsibility for personal behaviour and actions as a representative of the organisation; f) are always accountable for their response to a child’s behaviour, even if a child behaves in a sexually inappropriate manner; adults avoid being placed in a compromising or vulnerable position with children; g) where possible and practical, follow the ‘two-adult’ rule while conducting WV work, wherein two or more adults supervise all activities that involve children, and are visible and present at all times; h) comply with safeguarding related investigations (internal and external) and make available any documentary or other information necessary for the completion of the investigation; i) comply with applicable data privacy laws and with relevant WV data privacy and information security policies provided, including WV digital child safeguarding protocols, when handling any personal data about individual children or adult beneficiaries, noting in general that collecting or using such data must be limited to the minimum necessary, and that such data must be maintained and transferred in a secure, confidential manner; j) immediately report any known or suspected safeguarding incident or breach of these Safeguarding Behaviour Protocols by a WV employee or affiliate, or a humanitarian aid worker from any other agency (See Reporting below); k) listen to children, are sensitive to the signals the child sends about how comfortable they are in their presence (their language, conversation and physical intimacy) and respond accordingly; l) will stop any interaction with a child if the child says stop or they appear uncomfortable with the interaction.
WV employees and affiliates do not: a) behave in an inappropriate physical manner, or develop a sexual relationship with a child (under 18 years old), regardless of the country specific legal age of consent or age of majority. This also includes consenting or condoning the above behaviour (including fostering or condoning child marriage (under 18 years old)); b) develop or seek a sexual relationship with any beneficiary of any age; such relationships are not acceptable and will not be tolerated since they are based on inherently unequal power dynamics. Such relationships undermine the credibility and integrity of WV's humanitarian aid or development work; c) sexually exploit or abuse any beneficiaries (adult or child); such behaviour constitutes an act of gross misconduct; d) exchange money, employment, goods, or services for sex (including sexual favours, other forms of humiliating, degrading, or exploitative behaviour, or hiring sex workers) or other exploitative demands is strictly prohibited. This includes exchange of assistance that is already due to beneficiaries; e) fondle, hold, kiss, hug or touch children or adult beneficiaries in an inappropriate or culturally insensitive way; f) use language, make suggestions or offer advice to a child or adult beneficiary which is inappropriate or abusive, including language that causes shame or humiliation, or is belittling or degrading; g) spend excessive or unnecessary time alone with a child or adult beneficiary, away from others or behind closed doors or in a secluded area; h) condone or participate in behaviour with children or adult beneficiaries which is illegal, unsafe or abusive; including harmful traditional practices, spiritual or ritualistic abuse; i) hire children in any form of child labour (including as “house help”) unless it is within the best interest of the child and in alignment with local law and international standards (‘Child labour’ is work that is mentally, physically, socially or morally dangerous and harmful to children, or that interferes with their schooling. ‘Child work’ in contrast may be beneficial if permitted by International Labour Organisation (ILO) Conventions and puts the child’s interests ahead of any benefits gained by adults.); j) hit or use other corporal punishment against a child while the child is in WV care or the WV employee or affiliate is conducting WV work; k) take a child alone in a vehicle for WV work, unless it is absolutely necessary, and with parental/guardian and managerial consent; misuse or be careless with personal data about individual children or adult beneficiaries; m) communicate with a child in WV's program areas via digital platforms (e.g. Facebook, Twitter), via mobile technology (e.g. texting, Whatsapp, Skype), or online without consent and knowledge of his/her parents. Further, WV employees or affiliates never communicate on mobile, digital or online platforms with children or adult beneficiaries in ways that are inappropriate or sexual; n) stay silent, cover up, or enable any known or suspected safeguarding incident or breach of the Safeguarding Behaviour Protocols by a WV employee or affiliate.
All WV employees and affiliates are responsible and obligated to report any suspicions of child or adult beneficiary abuse (or other safeguarding concerns) that is connected to WV or its programmes. Any credible concern or suspicion of sexual abuse or exploitation by a humanitarian worker outside WV must be immediately reported in the following ways:
to the relevant WVA contact; or
if confidentiality required/preferred, or if the above options are not available for whatever reason: Use WV Integrity and Protection Hotline (also known as Whistleblower Hotline): Phone numbers and online reporting options available at http://worldvision.ethicspoint.com.
Beneficiary: In regards to safeguarding, WV uses a broad, working definition of ‘beneficiary’ to include not only direct beneficiaries of a particular project, but also any child or adult who might suffer harm caused by WV employees or affiliates as part of WV programme presence.
Child: Any person below the age of 18. The Safeguarding Management Policy covers interactions by WV employees and affiliates with all children anywhere (not only beneficiaries).
Partner: A partner organisation, for safeguarding purposes, is a Non-Governmental Organisation, Community-Based Organisation, for-profit enterprise, or other entity implementing a programme or activity on WV’s behalf or in collaboration with WV, and which has a written agreement with WV. The partner may or may not receive funding from WV.
Safeguarding: Preventing, reporting, and responding to harm or abuse of adult beneficiaries and any children by WV employees and affiliates. Externally to WV, there is often no distinction made between child and adult safeguarding.
Child safeguarding: Preventing, reporting, and responding to harm, abuse or exploitation of any child (< age 18) by a WV employee or affiliate. The Safeguarding Management Policy also requires reporting/ referring child abuse cases affecting any child in WV programmes, even if not committed by WV employees or affiliates.
Adult safeguarding: Preventing, reporting, and responding to harm, abuse or exploitation of an adult beneficiary (age 18+) by a WV employee or affiliate. Includes Prevention of Sexual Exploitation and Abuse (PSEA), a frequently cited subset of safeguarding.
Sexual Exploitation and Abuse (SEA): The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.
Guidelines for Online Media
We want you to be able to post images and weblogs on the internet in a meaningful way but without compromising the dignity of the people you have met or the safety of the children in the communities you have visited. The guidelines below attempt to address issues of dignity and respect as well as limit the ability of people who use the internet to exploit children and vulnerable people from being able to:
misuse images of children
use information posted to locate children in vulnerable communities and visit those communities, having tagged the children for sexual exploitation, trafficking, child labour or other dangerous activity (often people from the same or neighbouring countries).
Based on World Vision's experience in the field and in dealing with supporters, we know that these are real risks - not just remote possibilities.
Only use images where you are very sure that the people in them would be happy for you to circulate them to the whole world permanently. (If it were of you, would you want it on the internet?).
Children (and community members) should appear as heroes in their circumstances, not victims (eg. not excessively sad, covered in flies or sores, seriously ill or inappropriately clothed). In general, the images should represent the situation truthfully
Images should be loaded so that they cannot be easily copied or downloaded (wherever that feature is available).
Images must not contain metadata that would enable someone to work out where they were taken (geo-tagging). Photos taken on smartphones and digital cameras with GPS receiving capacity switched on may have this data embedded; you must reformat the images to remove geo-tagging before uploading.
Blogging and tagging photos:
Only use first names and only if you need to – don’t tag photographs.
Don't refer to the specific village you visited - just the region and country.
Try not to give away any other information that would enable someone to pinpoint where you visited (eg well-known landmark).
Whenever you blog, think about whether all of your blogs taken together, along with the images you have posted (with any comments), would enable someone to work out exactly where you visited.
Whenever you blog, think about whether all of your blogs taken together, along with the images you have posted (with any comments), would enable someone to work out exactly where you visited.
Please ensure that a World Vision representative has reviewed and approved all of the material before you post it online.