Our Contracts and Policies

In order to ensure that our UK ASB service immersions are safe and successful, we REQUIRE that all UK students, faculty, and staff who volunteer through our program understand and abide by the following contracts and policies:

 

Service First Contract

As our name implies, we exist primarily as a service organization. Throughout your service trip, you will have many opportunities to engage in the local community and experience a new culture and group of people. However, the primary goal of a UK ASB trip is to serve. Service can be found in a wide variety of ways, whether building a home, teaching English, feeding the homeless, or mentoring youth. In the eyes of UK ASB, no service we do is worth more than other service. Similarly, no length of service is worth more than other lengths of time. As a program, we invest much time and research to ensure that the sites we partner with will allow UK students, staff, and faculty to serve roughly 8 hours every day throughout their trip. Because you are on a service trip, you will more than likely experience conditions that you are not used to. This may include, but is not limited to, cold showers, lack of AC, lack of heat, shared rooms, and smaller meal sizes. Because UK ASB operates as a service-immersion program, it is necessary you have both parts in order to have a truly successful trip. You will spend your days serving in a community. You will also be immersed in the local culture and live in that culture for an extended period of time.

When submitting your online application, and to participate in the UK ASB program, you must agree that you have carefully read the Service First Contract, and understand commitment expected of all UK ASB volunteers.

 

Full Value Contract

The UK ASB program aims to provide service experiences that are educationally and personally transformative, as well as to promote active citizenship among UK students, faculty, and staff. As such, it is imperative that volunteers engage fully in all aspects of the UK ASB program, including required meetings before, during, and after their actual service trip. Being a UK ASB volunteer requires time, energy, and commitment, including participation in required meetings before, during, and after the service trip. These requirements ensure that our volunteers fulfill to the best of their ability the commitment they make to our program, to their service team, and to the community. These requirements also ensure that our program fulfills to the best of its ability the commitment we make to prepare our volunteers for safe and successful service experiences.   Because UK ASB volunteers entrust our program to provide the highest quality alternative service breaks possible, we require that all volunteers attend both pre-trip and post-trip meetings relevant to their experience. These include but are not limited to: 1) Four Pre-Trip Pre-Connect Meetings (pre-determined, inclusive of training, orientation, and education), 2) One Pre-Trip Service Project (pre-determined, related to your specific service trip), 3) Two Pre-Trip Fundraising Events (pre-determined, related to your specific service trip), and 4) One Post-Trip Re-Connect Gathering (pre-determined, inclusive of reunion and reorientation activities). During the actual service trip, we expect that volunteers fully engage in all aspects of their service trip, including service work, facilitated reflection, and group activities. Additionally, to ensure that all UK ASB volunteers enjoy a safe and successful service experience, we require that volunteers stay with the group for the duration of their service trip. All volunteers are also required to stay and move with the group, and are not allowed to arrive late, leave early, or leave the group for any reason (e.g. to visit a friend of relative). Finally, we require that all volunteers travel to and from their service destination with their group, using transportation coordinated by UK ASB.

When submitting your online application, and to participate in the UK ASB program, you must agree that you have carefully read the Full Value Contract, and to invest the time, energy, and commitment required of all UK ASB volunteers. You must agree to fulfill all requirements detailed in the Full Value Contract, in order to ensure that you and others gain full value from their service experience.

 

Diversity and Inclusion Contract

The University of Kentucky is committed to equal opportunity and nondiscrimination in all programs, events, and services, and does not discriminate on the basis of race, color, ethnic origin, national origin, creed, religion, political belief, sex, sexual orientation, marital status, age, veteran status, or physical or mental disability. Likewise, the UK ASB program seeks volunteers who are representative of the diverse students present at UK, and does not discriminate in accepting or accommodating volunteers on the basis of any of these factors. Diversity and inclusion are core values of UK ASB, and as such, we require that all volunteers interact in a manner befitting these core values. This means demonstrating acceptance and understanding toward others – in words and actions – including other UK students, faculty, staff, and community members at all UK ASB-sponsored meetings, events, activities, etc. In addition, as a program working to address social injustices through our work in the community, we will engage volunteers in regular discussion about issues of diversity and social justice as relevant to each service trip. We expect all UK ASB volunteers to actively engage in these discussions, and to demonstrate respect and open-mindedness toward others and their different viewpoints.

When submitting your online application, and to participate in the UK ASB program, you must agree that you have carefully read the Diversity and Inclusion Contract, to support UK’s commitment to equal opportunity and nondiscrimination by contributing to a climate of mutual acceptance and understanding. You must also agree to actively participate in and contribute to discussions about diversity and social justice as relevant to your service trip, and to remain respectful and open-minded toward others and their different viewpoints during these discussions.

 

Alcohol and Drug Free Policy

As a UK-sponsored program, and per the ASB mission and philosophy, all UK ASB service immersions are strictly alcohol and drug free. All UK ASB volunteers are strictly forbidden from consuming alcohol or other drugs at UK ASB-sponsored meetings, events, activities, etc. in order to: 1) ensure the safety of all volunteers on our service trips, 2) maintain focus on the primary purpose of our trip – service, 3) maintain group cohesion among volunteers who are diverse in age, and 4) ensure that a group’s presence in the community does no harm. Consequences of a volunteer’s failure to adhere to our alcohol and drug free policy are at the serve trip leaders’ discretion, and may range from a verbal warning to a volunteer’s expulsion from the program at their own expense. Depending upon the violation, consequences may also include other disciplinary action through the UK Dean of Students Office and/or legal ramifications through local law enforcement. Additionally, beyond violations of UK ASB’s Alcohol and Drug Free Policy, any violation of the UK Code of Student Conduct by a UK ASB volunteer will be subject to disciplinary action and/or legal ramifications through local law enforcement. For more information, please visit: http://www.uky.edu/studentconduct/code-student-conduct. Where housing and/or service sites also prohibit consumption of alcohol or other drugs, UK ASB volunteers will also be subject to consequences for policy violations as determined by that community partner. UK ASB volunteers are allowed to consume tobacco products during their service trips, so long as consumption of tobacco products does not violate a service or host site’s policies. The policy outlined above applies to all UK ASB, regardless of whether consuming alcohol or other drugs is deemed legal in the country or state within which they are volunteering.

When submitting your online application, and to participate in the UK ASB program, you must agree that you have carefully read the Alcohol and Drug Free Policy, and to abstain from using alcohol and other drugs at UK ASB-sponsored meetings, events, activities, etc. You must also agree to abstain from using alcohol and other drugs for the duration of your service trip – which begins when you depart Lexington and ends when you arrive back in Lexington. You must also agree to abide by the UK Code of Student Conduct at all times as a UK ASB volunteer. Finally, you must also agree that you understand there will be consequences for your actions should you violate the Alcohol and Drug Free Policy, or UK Code of Student Conduct, and to accept these consequences even at your own expense as you are the sole person responsible for your behavior.    

 

Payment Policy

The UK Center for Community Outreach operates strictly as a not-for-profit coordinator of the ASB program, inclusive of weekend, weeklong, and two-week service trips, as well as year-round educational and social programming that takes place pre- and post-trip. As such, we are able to offer service experiences at cost to UK students – meaning that students pay only for the projected cost of their trip, as estimated based upon prior year spending and anticipating upcoming year spending. Once a student applies and is accepted to the UK ASB program, and placed on a specific service trip, that student is expected to pay the full cost of their service trip in the form of program fees. These program fees, paid to the CCO, are then dispersed by the CCO to vendors to cover the cost of that student’s transportation, lodging, meals, activities, and materials, in addition to covering the cost of year-round programming for volunteers. In this way, the CCO acts as a sort of third-party travel agent, coordinating logistics and distributing funds on behalf of UK ASB volunteers. Thus, it is imperative that UK ASB volunteers pay their program fees by the payment deadlines set for their specific service trip, regardless of unforeseen circumstances, as outlined in the ASB Payment Schedule: http://www.ukasb.org/apply/payments.

Deposit Fees.

  • Deposit fees paid by applicants at the time they submit their online application are considered non-refundable.
  • Deposit fees are considered non-refundable, even if a participant withdraws from the UK ASB program for any reason.
  • No exceptions will be made for non-refundable deposit fees, even if a participant withdraws due to an emergency.
  • For 2015-2016 ASB service immersions, the non-refundable deposit fees are:
    • $25/Student for Weekend, Domestic Service Trips
    • $75/Student for Weeklong, Domestic Service Trips
    • $150/Student for Weeklong, International Service Trips
    • $250/Student for Two-Week, International Service Trips*
  • Applicants who preference both an international service immersion and a domestic service immersion in their online application should pay the $150/Student non-refundable deposit fee. If all international service trips are full at that time, the applicant will be placed on a domestic service trip and the fee will be applied to the cost of that trip.
  • If an applicant chooses to be placed on a wait list for a particular service immersion, UK ASB will hold the applicant’s deposit until they are placed a service trip.
  • Applicants who pay a deposit fee, but who are not accepted to the UK ASB program for any reason, will be refunded their deposit fee.
  • Applicants who pay a deposit fee, but who are asked to leave the UK ASB program at any time for not meeting program expectations (e.g. good academic standing), will not be refunded their deposit fee.
  • Deposit fees are considered non-transferrable, even if an applicant vacates their spot and another applicant fills that spot.

Program Fees.

  • Once a student applies and is accepted to the UK ASB program, and placed on a specific service trip, that participant is expected to pay the full cost of their service trip in the form of program fees by the payment deadlines set for their specific service trip (See ASB Payment Schedule).
  • If a participant does not maintain on-time payments as per the ASB Payment Schedule, that student will be in jeopardy of losing their spot on the service trip without refund (unless a replacement is identified).
  • If a participant has not paid their total trip costs by the final payment deadline, that student will be in jeopardy of losing their spot on the service trip without refund (unless a replacement is identified).
  • The UK ASB program reserves the right to forfeit a participant’s spot on a service trip to a person on the wait list for that trip if their payments are not received on time as per the ASB Payment Schedule.
  • If a participant chooses to withdraw from the UK ASB program at any time or for any reason, assuming there is no wait list, the participant is solely responsible for finding their replacement or for paying the full cost of their service trip (See Withdrawal Policy).
  • If a participant is asked to leave the UK ASB program at any time for not meeting program expectations (e.g. good academic standing), assuming there is no wait list, the participant is solely responsible for finding their replacement or for paying the full cost of their service trip (See Withdrawal Policy).
  • If a replacement can be found by the participant, the original participant will no longer be responsible to pay the full cost of their service trip, and will be refunded their amount paid, less any fundraising monies and their non-refundable deposit, without exception (See Withdrawal Policy)
  • If a replacement cannot be found by the participant, the participant remains responsible to pay the full cost of their service trip including any remaining amount due, without exception (See Withdrawal Policy).
  • Total service trip costs have been assessed by UK ASB based upon projected costs for each service trip and the previous years’ service trip expenses. All program fees paid by participants are considered “all-inclusive” of transportation, lodging, meals, activities, and materials, including a t-shirt and common reading book.
  • For international service trips, program fees do not include the cost of obtaining suggested or required passports, visas, immunizations, and/or supplemental travel insurance. These additional costs are not included in the program fees, and will be incurred by individual participants as applicable and required.

Withdrawal Policy.

  • Once a student’s online application and non-refundable deposit fee are received, they will be notified of their acceptance to the UK ASB program and placed on a specific service trip.
  • If a participant chooses to withdraw from the UK ASB program for any reason, the participant is solely responsible for notifying the UK ASB program of their intent to withdraw from the program.
  • Withdrawals from the UK ASB program will only be accepted in writing by: 1) Submitting an ASB Withdrawal Form to the Center for Community Outreach in 361 Blazer Hall, and 2) Sending written notification via e-mail to Site Leaders and Cari Caudill at ukasb@ukcco.org.
  • If a participant chooses to withdraw from the UK ASB program at any time or for any reason, assuming there is no wait list, the participant is solely responsible for finding their replacement or for paying the full cost of their service trip.
  • If a participant is asked to leave the UK ASB program at any time for not meeting program expectations (e.g. good academic standing), assuming there is no wait list, the participant is solely responsible for finding their replacement or for paying the full cost of their service trip.
  • If a replacement can be found by the participant, the original participant will no longer be responsible to pay the full cost of their service trip, and will be refunded their amount paid, less any fundraising monies and their non-refundable deposit, without exception.**
  • If a replacement cannot be found by the participant, the participant remains responsible to pay the full cost of their service trip including any remaining amount due, without exception.
  • The deadline to withdraw for a weekend trip is two weeks before the trip departure date, the deadline to withdraw from a one week domestic service trip is one month before the trip departure date, and the deadline to withdraw from an international service trip (either one or two weeks) is two months before the trip departure date.***

Refund Policy.

  • All deposit fees are considered non-refundable without exception, unless a student is not accepted to the UK ASB program for any reason. In that case, their deposit fee will be refunded.
  • If a participant withdraws from or is asked to leave the UK ASB program for any reason, and a replacement can be found by the participant, the original participant will be refunded only when the replacement participant has paid for their service trip in full.
  • If a participant withdraws from or is asked to leave the UK ASB program for any reason, and a replacement cannot be found by the participant, the participant will not be refunded and remains responsible to pay for the full cost of their service trip.
  • If a participant’s combined payments and fundraising exceed the full cost of their service trip by $25 or more, a refund will be issued following their service trip if requested by the participant.****
  • Do we want to say that fundraising monies are non-refundable? That they stay with the program? Obviously scholarships stay with the program.

*Whereas applications for most 2015-2016 ASB service trips are accepted on a first-come, first-served basis, applicants for our two-week, international service trips will also be subject to interview for placement. Applicants will not be expected to put down their non-refundable deposit for two-week, international service trips, until they have interviewed and are offered a position.

**If a replacement is found by the participant on or after airline tickets have been purchased in their name, the original participant will be responsible for applicable ticket change fees, or will remain responsible for paying the full cost of their airline tickets.

***There will be no guarantee that certain costs can be refunded, including (but not limited to) airfare costs and service site programming fees.

****Participants reserve the right to “donate” all or a portion of their excess fundraising to the UK ASB Scholarship Fund for the following academic year. If participant’s combined payments and fundraising exceed the full cost of their service trip by $24 or less, a refund check will not be issued, and excess fundraising will automatically be donated to the UK ASB Scholarship Fund.

When submitting your online application, and to participate in the UK ASB program, you must agree that you have carefully read the Payment Policy and Withdrawal Policy, and to adhere to these policies as well as the payment deadlines set for your specific service trip.  You must also agree that you understand that once you apply and are accepted to the UK ASB program, you become responsible to pay for the full cost of your service trip without exception, even if you withdraw from the program at any time or for any reason. When submitting your online application, and to participate in the UK ASB program, you must agree that you have carefully read the Payment Policy and Withdrawal Policy, and to adhere to these policies as well as the payment deadlines set for your specific service trip. You must also agree that you understand that once you apply and are accepted to the UK ASB program, you become responsible to pay for the full cost of your service trip without exception, even if you withdraw from the program at any time or for any reason.