Overseas Security Policy

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Date for review: 09 May 2024

Reference: Overseas Security Policy

SECURITY ARRANGEMENTS FOR PARTICIPANTS TAKING PART IN VOLUNTEERING PROGRAMMES WITH ICYE UK

Introduction and Aim

This policy covers security abroad. 

ICYE placements on the ICYE Long-term Programme and Short-term Programme (STePs) are arranged in conjunction with the ICYE partner organisation in the country where the voluntary placement takes place.

Partner organisations

Each ICYE partner organisation is a non-profit / non-government organisation legally established to work in the country in which it is based. Each organisation is mainly staffed by local people and they have experience of supporting international volunteers from a variety of different countries and are used to supporting people dealing with culture shock and adapting to cultural differences.

The ICYE partner organisation in each country is responsible for finding suitable voluntary placements for volunteers (most often in organisations with which they have well established partnerships) and also for providing suitable accommodation either with a host family, in shared volunteer accommodation or within a project.

Training

ICYE UK provides all participants with pre-departure training which includes information on cultural adaption, problem solving, practical information and guidance, etc. Volunteers are provided with an orientation training / meeting in country which covers more specific information about the country in which they are volunteering including information on personal safety while volunteering and in free time.

Insurance

Each participant  is provided with comprehensive medical insurance which will enable them to access private medical care in country if required. The insurance company have 24 hour emergency contact numbers in case of hospitalisation or other medical emergency. Participants are also provided with a 24 hour contact number for ICYE in the UK and also for ICYE in the country they are volunteering in.

Role of FCDO and German Foreign Ministry

In regards to safety and security situations within a country ICYE UK takes advice from the Foreign, Commonwealth & Development Office (FCDO) in the UK and from the German Foreign Ministry (as this is the basis for the ICYE insurance policy on the Long-term Programme), as well as from partner organisations in country.

In the case that the UK FCDO or the German Foreign Ministry advises against all travel to the whole of the participant country:

If the volunteer has started the placement and is in-country:

– ICYE UK would request that volunteers in-country return to the UK and shall use its best endeavours to arrange all travel. Support would also be provided by ICYE in country and the ICYE International Office.

– If possible and appropriate, ICYE UK may offer the volunteer the opportunity to complete the programme in another country.

If the volunteer has yet to start their placement and has not left the UK or home country:

– ICYE UK would offer to delay the start of the programme (if appropriate to the circumstances) or offer a programme in an alternative country (if one was available)

– If neither of the above was possible either for the exchange or ICYE UK then ICYE UK would offer a refund to the exchange of the amount of the programme fee paid minus the £200/£400 non-refundable deposit.

In the case that the UK FCDO advises against all but essential travel to the whole of the participant country:

If the volunteer has started the placement and is in-country:

– ICYE UK would consult with the ICYE International Office and ICYE in-country. If it was felt the volunteers’ safety was compromised then ICYE UK would request that volunteers in-country return to the UK and shall use its best endeavours to arrange all travel. In the case that the volunteers’ safety was not compromised then the decision on whether to return would be at the volunteers’ discretion. In either case ICYE UK would use its best endeavours to arrange return travel.

– If the FCDO advice also includes that individuals already in a country should leave unless they have an essential reason to stay then the actions would be as for advice against all travel.

If the volunteer has yet to start their placement and has not left the UK:

– ICYE UK would seek advice from ICYE International Office, ICYE in-country and any other relevant sources and ensure that this information was made available to the volunteer.

– ICYE UK would offer to delay the start of the programme (if appropriate to the circumstances) or offer a programme in an alternative country (if one was available)

– If neither of the above was possible either for the exchange or ICYE UK then ICYE UK would offer a refund to the exchange of the amount of the programme fee paid minus the £200/£400 non-refundable deposit and any cancellation fee for the international flight.

In the case that the UK FCDO advises against all travel or all but essential travel to a certain area of a particular country:

  • If the volunteers were based in that particular area then ICYE UK would follow the procedure above but requesting that the volunteers be relocated to another area or if this was not possible then request that they return home.

  • If the advice related to an area different to where the volunteers were based, ICYE UK would seek advice from ICYE International Office, ICYE in-country and any other relevant sources and ensure that this information was made available to the volunteer. If it was felt the volunteers’ safety was compromised then the actions described above would be taken.

In the case that the Foreign Ministry of the country of nationality of the volunteer issues advice against travel to the whole country where the placement will occur but no advice is issued by the UK FCDO then ICYE UK will try to follow the same steps as outlined above however this will be undertaken only on a case by case basis.