Terms & Conditions

When you, the Participant or Team Leader/Host, register on the YWAM Events App, you are agreeing to the following Terms & Conditions, including the following Memorandum of Understanding. Herein, “Participant” refers to all who have been accepted for participation on a posted event (outreach, course, or internship). “Converge Interns”  refer to those Participants who have been accepted to participate in one of our Converge Internships. The policies and terms listed for “Premier” programs, such as Converge Internships, are in addition to those listed as Participant policies.

Memorandum of Understanding

This Memorandum of Understanding represents an agreement between YWAM Student Centre, the Team Leader/Host, and the Participant.  When you submit your application, you are affirming your role and responsibilities, especially from the time the participant applies to the YWAM outreach, course, or internship to the time he or she returns to his or her point of origin.

The YWAM Events App is available for all YWAM and Friends of YWAM to create outreaches, courses, and internships consistent with YWAM’s Foundational Values and the Student Centre’s commitment to equip and place Christ followers in spheres of influence.

Converge internships is the principal program of the Student Centre.

The Student Centre serves users of the YWAM Events App agree by:

  1. Validating Team Leaders and Host Partners of all published events through YWAM references.
  2. Publish approved internship/outreach/course opportunities through social media, and other communications.
  3. Provide dashboards for all Team Leaders and Host Partners, which includes a social share mechanism. 
  4. Provide a powerful fundraising tool for all Participants, which Team Leaders and Host Partners may use too.
  5. For Premier Programs, such as Converge, we provide and facilitate online training programs, including pre-departure orientation for Participants.
  6. Provide support, and evaluation for all events.
  7. Mediate between the Team Leaders or Host Partners and Participants if an issue arises related to the safety of the Participant(s), and the willingness or ability of the Participant(s) to fulfill these agreed upon responsibilities.

The Team Leader or Host Partner agrees to use App to:

  1. Process Participant applications, check references, and make informed decisions regarding each applicant.
  2. Accurately represent the Participant’s responsibilities, context, safety and other concerns, and accommodation on the YWAM Events App.
  3. Respond to a Participant’s application within 5 business days.
  4. Provide transportation to and from the port of entry at the beginning and end of the internship/outreach/course.
  5. Facilitate the Participant’s orientation, as necessary, and communicate expectations, responsibilities, and schedule, including introducing the Participants to on-site Supervisor(s).
  6. Provide safe and clean accommodation, food, and transportation during the Participant’s stay with the Host Partner’s organization. Food and accommodation may be with a homestay, with a dorm and cafeteria, or with colleagues in a shared apartment, as indicated.
  7. Be available as a resource and advisor for any and all Participant assignments.
  8. For Premier Programs, such as Converge, review and approve the Participant’s project assignments, as indicated in the particular program.
  9. Provide ongoing meaningful feedback, including both affirmation and constructive criticism, especially during a weekly one-on-one meeting.
  10. Provide an end of program evaluation of the Participant and debriefing interview.
  11. Hold a copy of the Participant’s or Group’s Travel Protection policy. (Faith Ventures is recommended and available on the YWAM Events App.) 
  12. Seek immediate medical care for Participants in the event of an accident or illness.  This may include transporting a Participant to, and advocating for, the Participant at a local or regional medical facility, and/or contacting an emergency medical evacuation company.  The Student Centre should be contacted in any case requiring hospitalization or evacuation immediately after medical help has been secured for the Participant.
  13. Serve as point of contact for the Participant’s family in the case of medical emergency or evacuation.  If you, the Team Leader or Host Partner, do not have group insurance, all Participants are required to purchase a Travel Protection plan or another comparable policy. The Student Centre recommends Faith Ventures, available on the YWAM Events App. Team Leaders or Host Partners may use the YWAM Events App to purchase insurance for all Participants or allow Participants to purchase their own insurance individually.

The Participant agrees to:

  1. Pay the application fee.
  2. For Premier Programs, such as Converge, choose a personal Mentor and meet regularly as prescribed by the program.
  3. Raise funds and/or make all payments on time and maintain responsibility for personal expenses.  Fees typically include all transportation between the port of entry and the Host Partner location, accommodation, food, local transportation, program materials, and administrative expenses.  Fees do not include personal expenses, such as transportation between the Participant’s home and Host Partner location, visas, personal travel, travel, health insurance, entertainment, personal hygiene items, laundry, wifi (unless indicated by the Host), etc.
  4. Purchase travel insurance that includes emergency medical evacuation.  The Participant may be included in a group plan as pre purchased by the Team Leader or Host Partner, or choose to purchase and be auto-approved for Faith Ventures Travel Protection plan on the App. If another comparable policy is purchased, proof of that policy must be uploaded to the Participant’s profile before departure to the outreach or the Host Partner location.
  5. Complete any pre-departure orientation requirements of the Team Leader or Host Partner prior to departure, such as the Converge online course.
  6. Participate in all required community meetings, including online meetings prior to departure, and all required gatherings during the outreach, course, or internship.
  7. Complete all program assignments on time, if any.
  8. Listen, observe, volunteer services, and make the best of constructive criticism.
  9. Maintain a positive attitude and respect confidentiality.
  10. Abide by the community guidelines set by the Team Leader or Host Partner, including dress code, safety requirements, and responsibilities.
  11. Meet with the Team Leader or Host Partner for one-on-one check-ins, as assigned.
  12. Complete an evaluation of the program on the final day of the outreach, course, or internship.
  13. Affirm that the outreach, course, or internship is strictly voluntary. No monetary compensation is to be provided and/or no employment or staffing role offer is to be expected after the program.
  14. Give consent for treatment in the event of an emergency and release Youth With A Mission and the Student Centre from any liability arising out of any injury, damage, or loss as stated in the following two paragraphs:

Consent for Treatment

In the event of injury or illness of the Participant while in association with YOUTH WITH A MISSION, I hereby agree to the performance of such treatment, anesthetics, and operations as, in the opinion of the attending physician, as deemed necessary.

Liability Release

I hereby release YOUTH WITH A MISSION/STUDENT CENTRE PROGRAMS (Registered as UOFN STUDENT MOBILIZATION CENTRE OF YOUTH WITH A MISSION, INC. FID: 54-1882074), its agents, employees, and volunteer assistants from any liability whatsoever arising out of any injury, damage, or loss which may be sustained during the course of my involvement with UOFN STUDENT MOBILIZATION CENTRE OF YOUTH WITH A MISSION, INC.

Signing this Memorandum of Understanding

In lieu of a signature, the submission of your application is your acknowledgement that you have read and agree to the responsibilities listed on this Memorandum of Understanding and these Terms and Conditions. 

By submitting your application, Team Leaders and Hosts are also giving Youth With A Mission permission to publish their outreach, course, or internship opportunity page on the YWAM EVENTS APP, including the description and photos provided.

By submitting your application, Participants are also giving Youth With A Mission permission to publish their personal profile page (including the personal bio and photos which they provide, and description of the event for which they have been accepted). 

We will not publish personal contact information. However, each Participant, Team Leader, and Host may choose to do so. 

Policies

Fee Payments

Registration is free. However, Participants are required to pay a non-refundable Application Fee, by check, credit card, or wire transfer, due immediately upon submission of the application. The Application Fee does not hold the Participant’s place on an outreach, in a course, or internship.  

Once accepted, all Participants agree to pay the applicable Fees determined by the Team Leader or Host Partner.

A Personal Profile Page is provided for all accepted Participants, which includes a designated DONATE button where donors may make contributions to scholarship the Participant. 

For Premier Programs, such as Converge, the following will apply:

  • Converge Participants must pay the Application Fee and be accepted BEFORE he/she will be enrolled in the Converge Course.
  • All Converge Participants total fee payments are due in full no later than 10 days before they arrive at the Host location to begin their internship.
  • All Converge Internship Fees must be received at the Student Centre office by this deadline.
  • If the Converge Internship Fees are not paid in full within the deadline, and the Converge Intern has not been granted an extension in writing, the Intern’s acceptance will be canceled and the cancellation and Refund Policy will apply for any funds paid. Monies paid by a Converge Intern who has been canceled may be held for up to one year and credited to an alternative Converge Internship, or transferred from the Intern’s reserve account to another at the discretion of the Student Centre.

Travel & Personal Expenses

The Participant is responsible for his/her own travel arrangements and personal expense during the program. The Participant agrees to take personal responsibility for his/her own personal belongings and the Student Centre will not be held responsible for any loss or damage of personal effects. The Student Centre cannot be held responsible for a country’s decision to refuse entry, exit, or the right of passage. The Cancellation and Refund Policy will take effect for participants denied entry to a country where there is a published Host Partner Location, or who cannot travel on the program for any reason, except for those noted in the Terms & Conditions. 

Medical Conditions

The participant is responsible for informing the YWAM Student Centre of any physical or medical condition, including mental health conditions, at least 60 days prior to the start date. The Student Centre reserves the right to require documentation from a medical practitioner verifying that the participant is fit and able to participate, and the Student Centre reserves the right to deny a Participant on the grounds of the medical practitioner’s comments.

Discount Policy

Applicable discounts, as described on the YWAM Events App at the time of enrollment, will be applied to the balance of the Participation Fees after enrollment. Should the discount no longer apply to your Participation Fees, due to a change in start dates, the Participant is responsible for paying the new balance of the Participation Fee within the deadlines provided in the Fees section of the Terms & Conditions.

Alumni Discount

The Alumni Discount may be applied to any participant who has previously completed a Converge Internship program.

The Alumni Discount will be applied to any Converge Intern who enrolls for more than one Converge program and is contingent upon successful completion of the first program. The Alumni Discount will not apply to the first Converge program completed. Should the Converge Intern not participate in the first program, the Alumni Discount will be removed, and the remaining balance of the Converge Internship Fees will be due as per the payment deadlines based on the date of withdrawal from the first program.

Cancellation and Refund Policy

Cancellation Date Portion of Field Fees
More than 40 days before program session start date Participation fee, not including the Application Fee
Between 11 and 40 days prior to the program session start date 50% of the full Participation Fee, not including Application Fee
Between 1 and 10 days prior to the program session start date No refund will be provided

Refund Policy: Eligibility and Calculation

Refunds apply to Participant Payments only. Contributions made by anyone other than the Participant will not be refunded. Any contributions made, including and especially those that receive tax-deductible receipts in the USA, are not refundable under any circumstance. Those contributions will be held as scholarship funding for another program for the originally designated Participant or for future Participants at the discretion of YWAM Student Centre.

Refund Amount = [Amount Intern Directly Paid In Addition To The Deposit] – [[(Total Field Fee) – (Deposit Paid)] * (Percent of Remaining Fee Eligible for Refund)]

If a Participant must cancel and is not eligible for a refund, those funds may be placed on file for use by the originally designated Participant for up to one year from the original program start date.

Should the amount calculated exceed the amount that the Participant paid directly, separate from the Application Fee, the refund will be adjusted to be only the amount that the Participant paid directly. The Application Fee is not considered for those funds paid directly by the Participant.

If funds are received on or after the start date, from either the Participant or from a donor, those scholarship funds will remain on file to be applied toward scholarships for another Participant. These funds are not eligible for a refund.

Cancellation Policy

The Student Centre reserves the right to refuse to offer use of the YWAM Events App and it’s programs to anyone for any reason, to cancel a Participant, or to cancel a program in which the Participant is scheduled to participate.

In the event that a program is canceled by the Student Centre for non-payment by the Team Leader or Host Partner, the Refund Policy will take effect as of the effective date of the cancellation, which may be after the due date. 

When a Participant is enrolled for more than one program on the YWAM Events App, each program location will be treated individually in the case of a cancellation, as long as separate Participation Fees were paid for each program.

Other than such refunds as stated above, the Student Centre will not be responsible to the Participant for any other refund, costs, interest, liability, or damages of any kind. The Participant is solely responsible for any airfare or other travel fees, charges, expenses, or penalties that may result from any cancellation or change in the program, whether the Participant cancels or it is canceled or altered by Team Leader, Host Partner, or the Student Centre.

It is very important that the Participant understands the cancellation policy. If it is not clear, the Participant should ask for clarification. The Student Centre cannot make exceptions to this cancellation policy for any reason, including medical emergencies. The Student Centre requires all Participants to obtain travel insurance, including trip cancellation insurance. 

No refunds will be given for unused portions of a program due to cancellations or terminations that become effective on or after the start date, whether initiated by the Student Centre, the Team Leader, the Host Partner, or the Participant, or because of the Participant’s failure or inability to complete a program.

Reimbursement for Travel Expenses

In addition to accepting payments and donations toward Participation Fees, the Student Centre accepts donations that may be directed toward a Participant’s Travel Expenses (including Visa fees, travel related vaccinations, and air or ground travel expenses).  Payments and Donations will be credited first to all Participation Fees, then funds may be disbursed as reimbursements for directly related Travel Expenses. Team Leaders or Host Partners should make the request for reimbursement for Participants’ related Travel Expenses if and when the following conditions are met: 1) After all Participation Fees are paid in full, 2) Designated donations to a Participant’s Fees have been received in full in the Student Centre offices, 3) Proper receipts are submitted to the Student Centre offices within 60 days of the date on the receipt or up until 7 days after the final day of the related program, whichever is first. 

Changes to Dates or Location

The Student Centre allows Team Leaders and Host Partners to change their Dates or Location. In addition, Participants can use their designated scholarship funds on file, as per the Cancellation & Refund Policy, to enroll in a future program, should these funds be available to the Participant.

The Application Fee can be waived if a Participant re-applies after cancellation, due to any changes to the program Location or Dates. The Application Fee must be used within one year of the original Dates. After that time, or after the second use of the Application Fee, that fee amount is forfeited, and the Participant must place a new Application Fee to enroll in a future program.

All requests for changes to a program Date must be sent in writing by the Team Leader or Host Parter to the Student Centre office.

If the Participant changes from one outreach, course, or internship to another,  the Participant will be responsible for any difference in the Participation Fees between the original program selected and the program fee for the newly-selected program, using the rates published on the YWAM Events App as of the date the switch became effective. Any additional funds owed to the Student Centre must be received as per the Participation Fee deadlines as of the date of the switch.

Should the change to the Location or duration of stay result in a reduced Participation Fee, the Cancellation and Refund Policy will apply for the difference between the original and new Participation Fee.

Fundraising

The Participant is responsible for notifying the Student Centre, in writing, if a sponsor donation has been made and the due date for the Participation Fee has not been changed. Otherwise, the Participant may be subject to cancellation for non-payment of the Participation Fee should the full payment not be received at least 10 days in advance of the Start Date of the outreach, course, or internship.

Participants are responsible for accurately representing the program on any external fundraising sites or on any fundraising communications. The Student Centre is not responsible for misrepresentations made by Participants to sponsors regarding the program. The Student Centre has the right to reject donations made to a Participant’s scholarship fund if the Participant claims that the contributions will be used for any other purpose than fundraising for the Participation Fee, the Participant’s Travel Expenses, or donating to other participants and the Student Centre ministries. The Participant is responsible for ensuring that their name is provided to the Student Centre in conjunction with any third-party fundraising site.

If a Participant is using a third-party fundraising site (e.g. GoFundMe), it is the Participant’s responsibility to review the Terms & Conditions of that site, including any processing fees and timelines for payment of fees to their Team Leader or Host Partner to ensure the Participation Fee is paid by the due date. Typically, the full payment must be received no later than 10 days before the Participation Fee due date (or Start Date) to ensure that funds are received by the Student Centre in a timely fashion. 

Terms and Conditions Agreement

These Terms & Conditions are agreed to between YWAM Student Centre (aka UofN Student Mobilization Centre of Youth With A Mission, Inc.), the Participant whose name is reflected on the YWAM Event Application form, and the cardholder whose name is reflected in the payment details. This agreement is made on the day of the enrollment and becomes legally binding upon submission of the enrollment form.

Very Important:

1. The Student Centre cannot issue tax receipts to sponsors who make contributions through third-party fundraising sites.

2. No contributions made by anyone other than the Participants themselves, which includes donors/sponsors, are refundable under any circumstance.

If a Participant receives a matching gift, neither the original payment nor the amount matched is refundable to the participant or the company who provided the matching gift. The Participant is responsible for applying for matching gifts with enough time for the funds to be received by the Student Centre before the Participation Fee due date (typically 10 days before program Start Date).

Application Consent

We need your consent to process your application information and to contact you during the application process. By submitting your application, you are providing that explicit consent. You have the right to withdraw your consent at any time. To withdraw your consent, please email us.

DATA TRANSFER NOTICE

The staff and administration at YWAM Student Centre, the YWAM Events App, and in some cases the Student Centre Online Learning Center at Teachable.com, and all accountancy cloud repositories to facilitate the storage of your academic activity including educational content taken, learning scores received, programs of enrollment, transcripts and other related processing associated with learning programs. For more information about what YWAM Student Centre does with your personal data and how we protect it, view the privacy notice.