The AVI Guidebook

for The Australian Volunteers for

International Development (AVID) program

AUGUST 2014

Updates
The information in this guidebook is correct at the time of printing and is subject to change without prior
notice. AVI will notify you of any changes.

Australian Volunteers International

August 2014
ABN 88 004 613 067

Contents

1.

2.

Before You Go .............................. 1

1.1 AVID Privacy Disclosure and Consent

statement ..................................................... 1
1.2 Confirmation of assignment .......................... 1
1.3 Pre-departure health preparation ................. 1
1.3.1 General health clearance and vaccinations .............. 2
1.3.2 Mental health clearance ............................................. 2
1.3.3 Dental health clearance .............................................. 2
1.3.4 Health Management Plan .......................................... 2
1.3.5 Pre-departure health costs ......................................... 2
1.4 First aid training ............................................ 3
1.5 Police clearance ............................................ 3
1.5.1 Australian police check ............................................... 3
1.5.2 International police check ........................................... 3
1.6 Pre-Departure Briefing .................................. 3
1.6.1 Pre-Departure Briefing duration ................................ 3
1.6.2 Pre-Departure Briefing costs ...................................... 3
1.7 Passport, visa applications and work permits 3
1.7.1 Passport ........................................................................ 3
1.7.2 Visa and work permits ................................................ 4
1.8 Assignment terms and conditions .................. 4
1.8.1 Airfares .......................................................................... 4
1.8.2 Allowances ................................................................... 4
1.8.3 Payments ...................................................................... 5
1.8.4 Working hours ............................................................. 5
1.8.5 Leave ............................................................................. 5
1.8.6 Emergency support and insurance ............................ 6
1.9 Approved Accompanying Dependants
(AADs) ........................................................... 6
1.9.1 Restrictions to employment of Approved
Accompanying Dependants ....................................... 7
1.10 Travel arrangements ..................................... 7
1.10.1 Excess baggage ............................................................ 7
1.11 Postponed or cancelled assignments ............. 7
1.12 Putting your affairs in order .......................... 7
1.12.1 Australian government support payments .............. 7
1.12.2 Private health insurance in Australia ......................... 7
1.12.3 Will ................................................................................ 8
1.13 Personal financial arrangements ................... 8
1.13.1 Australian income tax ................................................. 8
1.13.2 Professional fees .......................................................... 8
1.13.3 Registration with DFAT ............................................... 8
1.13.4 Voting while overseas ................................................. 8
1.13.5 Emergency contacts in Australia ................................ 8

In the Field ................................... 9

2.1 Arrival in country .......................................... 9

2.1.1 In-Country Orientation Program (ICOP) .................... 9
2.1.2 Registration in-country ............................................... 9
2.1.3 Program ID card ........................................................... 9
2.1.4 In-country contact details ........................................... 9
2.1.5 Accommodation .......................................................... 9
2.2 AVI and You ................................................ 10
2.2.1 Relationship with AVI ................................................ 10
2.2.2 AVIs obligations and responsibilities ...................... 10
2.2.3 Your obligations and responsibilities ....................... 10
2.2.4 Grievance procedures ............................................... 12
2.3 Termination or dismissal from the AVID
program ...................................................... 12
2.4 The Host Organisation and You ................... 12
2.4.1 Assignment Descriptions and Assignment Plans ... 12
2.4.2 Terms and conditions within the workplace .......... 13
2.4.3 Restrictions to donations, gifts and fundraising ..... 13
2.4.4 Conflict resolution ..................................................... 13
2.4.5 Work performance and termination of assignment13
2.5 The host country context ............................. 13
2.5.1 Laws of your host country ........................................ 13
2.5.2 Politics and religion .................................................... 14
2.5.3 Illegal drugs ................................................................. 14
2.6 Relationship with Australian Partner
Organisations .............................................. 14
2.7 In-country training ...................................... 15
2.7.1 In-country meeting .................................................... 15
2.7.2 Additional language training .................................... 15
2.7.3 Other training ............................................................. 15
2.8 Assignment context ..................................... 15
2.8.1 Assignment progress and outcomes ....................... 15
2.8.2 Changes in assignment duration .............................. 16

3.

Security, Health & Insurance ...... 17

3.1 Security ....................................................... 17

3.1.1 General safety ............................................................ 17
3.1.2 Country Security Plan (CSP) ...................................... 17
3.1.3 Personal Security Plan ............................................... 17
3.1.4 Accommodation Security Form ............................... 17
3.1.5 Travel Notification ..................................................... 17
3.1.6 Evacuation, relocation and respite .......................... 18
3.2 Health ......................................................... 18
3.2.1 Managing your own health ...................................... 18
3.2.2 24 hour emergency support ..................................... 18
3.2.3 Response Psychological Services ............................. 19
3.2.4 Pregnancy ................................................................... 19
3.3 Being prepared for serious illness or accident19
3.3.1 Medicare cover in Australia ...................................... 19

4.

Coming Home ............................. 26

4.1 Planning for your return .............................. 26

4.1.1 Return ticket/s ........................................................... 26
4.1.2 Remaining in-country ................................................ 26
4.1.3 Exit interview .............................................................. 26
4.1.4 Completing assignment monitoring & evaluation . 26
4.2 When you are back home ............................ 26
4.2.1 Return volunteer review meetings .......................... 26
4.2.2 Medical examination on return ............................... 27
4.2.3 Statement of Service ................................................. 27
4.2.4 Contact details and staying connected ................... 27

5.

Volunteer Code of Conduct ......... 28

Index ..................................................... 34

3.4 Insurance .................................................... 20

3.4.1 ACE Assistance ........................................................... 20
3.4.2 Medical cover ............................................................. 20
3.4.3 Other cover ................................................................ 21
3.4.4 Exclusions ................................................................... 22
3.4.5 Making a claim ........................................................... 23
3.4.6 Summary of insurance cover .................................... 24

About this Guidebook

AVI has designed this guidebook to help you succeed in your placement. The guidance provided is based on
real-life experience supporting volunteers and their partners in the field and designed to ensure the AVID
program standards are met.
You should read this guidebook before you depart. It will be a valuable resource throughout your time with
the program. Information has been structured chronologically to help you find relevant sections quickly and
easily.
If you have any questions before departure please contact your Recruiter or Mobilisation Coordinator. Once
you are in-country you should direct any questions to your Country Manager

1. Before You
Go
1.1

AVID Privacy Disclosure

and Consent statement

All participants in the AVID program are required

to agree to the terms of the AVID Privacy
Disclosure and Consent statement. This facilitates
the sharing of program information with AVID
stakeholders. You will be asked to agree to this
statement before you can lodge your application
on-line. You can read the statement on our
website:
http://www.australianvolunteers.com/volunteer/faq
.aspx#information

For more information contact your Recruitment

Consultant.

1.2

Confirmation of
assignment

When you receive the conditional offer of an

assignment there are still a few additional steps
that must be completed before AVI can provide
you with the official confirmation of your
participation in the AVID program.
These include:

Satisfactory health and police clearances

Satisfactory completion of the AVI PreDeparture Briefing

Acceptance of your nomination by the Host

Organisation

Procurement of your visa and work permits

Signing of the AVID Volunteer Code of

Conduct

Submission of First Aid certificate

AVI will send you a Confirmation Letter once all of

the above steps have been satisfactorily
completed.
AVI aims to finalise all arrangements that are
within our control, at least one month prior to your
departure date.
We strongly advise that you do not end your
current employment nor make any irreversible
decisions until we provide you with your
Confirmation Letter, which formalises the
conditional offer.

1.3

Pre-departure health
preparation

AVI defines health holistically including all

physical, mental and social aspects of health and
well-being and not merely just the absence of
illness.
Your health is primarily your responsibility. AVI is
committed to supporting your efforts to maintain
good health and encourages you to make careful
decisions and take actions appropriate to your
circumstances.
Once you have been selected as a preferred
candidate for the AVID program, AVI will forward
your contact details to the Travel Doctor Travel
Medical & Vaccination Centre (Travel Doctor).
The Travel Doctor is contracted by AVI to case
manage and support you through the General
Medical Health Clearance and destination-specific
health preparations.
The purpose of the health clearance process is to
ensure that you and your Approved
Accompanying Dependants are medically fit to
fulfil your commitment to the program.
The health clearance process includes the
following:

General health clearance and vaccination

protection

Mental health clearance

Dental health clearance

You should provide full disclosure of any health

issues that you may need to manage whilst on
assignment. This will help AVI arrange
appropriate clearance, support, risk management

and insurance coverage for you. Issues arising

from undisclosed health challenges may not be
covered by our insurance. (Please see section
3.4 Insurance)
It is essential that you start the process as early
as possible as there are many steps involved in
getting clearance to go on an assignment and
limited time to complete them. If you do not
complete the health clearance processes within a
reasonable time, or are not able to gain a health
clearance, you will not be eligible to participate in
the AVID program.

1.3.1

General health clearance and

vaccinations

The general health clearance includes the

completion of a personal health profile as well as
a review of your medical history by a doctor. You
are also required to complete vaccinations
prescribed for the location and scope of your
assignment before departure.
Please contact your designated Mobilisation
Coordinator for information on medical documents
to be taken with you to your assignment.
AVI covers the costs for this.

1.3.2

Mental health clearance

The mental health clearance includes an online

questionnaire and a telephone discussion with
Response Psychological Services. Response
Psychological Services will follow up with a
debrief if there are any concerns.

GP/Specialist you must then prepare a Health

Management Plan for the duration of your
assignment.
The plan must take into consideration the location
and any physical constraints of your assignment.
You are required to cover the costs related to the
set-up of your Health Management Plan.
This plan will need to be approved by the AVI
Health Advisor at The Travel Doctor Melbourne
before you are medically cleared.
Since the Health Management Plan is designed
for you to manage any pre-existing condition incountry, you are required to take it with you to
your assignment.

1.3.5

Pre-departure health costs

AVI contracts the Travel Doctor to carry out the

medical examination, clearance and destinationspecific health preparation of all AVI Program
Participants.
If prescribed, AVI will pay for cost-effective antimalarial prophylaxes. Prescriptions for high-cost
malaria medications can only be paid for where
deemed necessary on medical advice (e.g.
allergic reactions) and must be approved by AVI
prior to being filled.
The Travel Doctor will provide you with a medical
kit and a basic first aid kit. Any additional items
that need to be added to the kit that might be
specific to your needs or the assignment location
and maintenance of the kit is your responsibility.
AVI covers:

Costs of all relevant consultations, preassignment medical assessment, tests and

vaccinations

Dental health clearance

Costs of follow-up consultations, tests and

reports required

The dental health clearance involves a dental

examination. Any necessary dental work that is
identified in this examination has to be completed
prior to your departure.

Cost of mental health assessment

AVI covers the costs for this.

1.3.3

You are responsible for covering:

Costs of a Health Management Plan from

your health service providers relating to any
pre-existing health conditions

Costs of management of existing medical

conditions including those identified
during the medical assessment

Cost of dental health examination and

report

You are required to cover the costs for this.

1.3.4

Health Management Plan

If you have a pre-existing condition (physical or

mental) it is critical that you disclose this during
your health check-up. In conjunction with your

Costs of your own medical supplies

All other costs for pharmaceuticals and

other items, e.g. pathology

1.4

First aid training

It is a requirement for you to have completed first

aid training equivalent to the Australian
standardised Level 2 First Aid, before starting an
assignment.
A card or certificate of attainment, dated within
three (3) years of the start date of assignment is
required to be lodged with AVI before an offer of
an assignment can be confirmed.
The cost for completing the training is your
responsibility.

1.5

Police clearance

1.5.1

Australian police check

As part of the recruitment process for the AVID

program, you must complete and clear an
Australian Federal Police check. This process is
coordinated by the Mobilisation team. Any
questions regarding your police check should be
directed to them.
Some types of convictions may prevent you from
receiving appropriate visa or work permits. In
these cases you will not be able to participate in
the program.
The cost for completing the police check is
covered by AVI.

1.5.2

Some types of convictions may prevent you from

receiving appropriate visa or work permits. In
these cases you will not be able to participate in
the program.
The cost for completing the international police
check is covered by AVI.

1.6

Pre-Departure Briefing

1.6.1

Pre-Departure Briefing duration

All Program Participants are required to

participate in a Pre-Departure Briefing in
Melbourne. Briefings cover a range of topics
relevant to Program Participants.
The AVI briefing program is not suitable for
children under 18 years. Parents are encouraged
to find alternative childcare whilst they are
attending the briefing.

1.6.2

AVI organises and pays for Program Participants

domestic airfares and accommodation in
Melbourne to attend the briefing.
AVI will only reimburse transport costs from
Melbourne airport to the hotel booked for you by
AVI. You will be given a voucher for the trip back
from the hotel to the airport. Other travel costs for
attending the briefing (such as home to the airport
travel) will not be reimbursed.

1.7

Passport, visa
applications and work
permits

1.7.1

Passport

International police check

If you have spent 12 months or more living

outside of Australia in the last 10 years, you will
need to arrange an appropriate police clearance,
or similar certification, for these time periods from
each country. Please note that in some cases a
character reference from a suitable senior
community member in that country may be an
acceptable alternative.

Pre-Departure Briefing costs

Program Participants must be Australian citizens

or holders of a Permanent Residency Visa of
Australia, or New Zealand residents in Australia
with a Special Category Visa (SCV).
You will need a current passport which is valid for
at least six months beyond the expected

completion date of your assignment. Also, check

that your passport has an adequate number of
blank pages in it (usually six). It is your
responsibility to ensure that your passport meets
any requirements specific to your country of
assignment.
Details of how to obtain an Australian passport
are available at http://www.passports.gov.au and
from Australia Post outlets.
Program Participants (with Permanent Residency
Visa) but travelling on non-Australian passports
need to inquire well in advance about regulations
for obtaining re-entry visas to Australia. It is also
important that you understand the effect that the
period of your participation in the program might
have on your eligibility for permanent resident
status, unemployment benefits and Medicare
benefits.
If you have dual citizenship or residency status in
countries other than Australia, you should provide
us with details of them all at the start of your
recruitment process.

you to attend the compulsory In-Country

Orientation Program. (Please see section
2.1.1 In-Country Orientation Program (ICOP))
Returning from assignment
At the end of your assignment, AVI will pay for
your return flight/s. Please see section
4.1.1 Return ticket/s for more information on
organising your ticket back home.
You are responsible for personal en route costs,
excess baggage charges, departure tax and any
other travel-related costs.

1.8.2

Allowances

Allowances are meant to enable you to maintain

safe and secure accommodation and transport
arrangements and have a modest lifestyle in your
local community.
Living and accommodation allowances

We strongly advise those with dual citizenship to

take their Australian passport on assignment in
order to have quicker access to consular services
if needed. Program Participants with nonAustralian passports are reminded that consular
matters are the responsibility of the country that
issued the passport.

All volunteers are entitled to living and

accommodation allowances as per the rates set in
the AVID shared standards. The living and
accommodation allowance rates are countryspecific and in some cases region-specific. In
many cases, the Host Organisations contribute to
the allowances by providing safe and secure
accommodation and/or a local salary.

1.7.2

Where the Host Organisation provides a local

salary or makes a monetary contribution to
allowances, the amount will be converted into
AU$ at the beginning of the assignment. The
conversion will be based on the exchange rate
prevailing at the time and will remain in place for
the duration of the assignment. The calculated
AU$ amount will be deducted from the standard
allowances provided by the AVID program. If
accommodation is provided the volunteer is not
entitled to an accommodation allowance.

Visa and work permits

For some countries, you may be asked to

complete application forms and other documents
in order to obtain a visa and/or work permit.
Please complete and return these promptly to AVI
with any supporting documents required.

1.8

Assignment terms and

conditions

1.8.1

Airfares

Going to assignment
AVI will organise the most cost-effective one-way
air ticket from Australia to your country of
assignment. The departure date is set and cannot
be changed, as your arrival in-country is timed for

Program Participants with Approved

Accompanying Dependants will receive an
additional 25% of the combined living and
accommodation allowance per each Approved
Accompanying Dependant. This will be paid
directly to the volunteer.
Settling-in allowance
If your assignment duration is more than six
months, AVI will provide you with a one-off

settling-in allowance (SIA) of AU$1,000. For

assignments of six months or less the SIA is
AU$500. This is to contribute towards the
expenses associated with passports, excess
baggage, and any other costs associated with
your departure and setting up accommodation incountry. The allowance is paid prior to departure
by direct transfer to your Australian bank account.
If your assignment is six months or less and
accommodation is provided by the program, you
do not qualify for a SIA.
Approved Accompanying Dependants are not
entitled to a SIA.
Resettlement allowance

gains made on payments, nor are we able to

reimburse any losses incurred because of this
reason.
When reimbursing expenses pre-approved by
your Country Manager, AVI will add amounts less
than AU$100 to your next monthly payment upon
receiving your receipts. For reimbursement
amounts over AU$100, you may request to have
these put into your Australian bank account prior
to your next monthly payment. All reimbursements
must be negotiated and approved by your Country
Manager.

1.8.4

Working hours

If your assignment duration is more than six

months a one-off resettlement allowance (RSA) of
AU$1,200 will be paid at the conclusion of your
assignment. This is to offset some of the costs of
excess baggage, departure tax, en route costs
and expenses associated with resettling back in
Australia. The allowance is paid directly into your
Australian bank account.

Working hours for volunteers are the same as a

full-time local employee in your Host Organisation.
It is advisable for you to discuss this further with
your Host Organisation at the start of your
assignment.

AVI reserves the right to withhold the RSA in the

event of a breach of the Code of Conduct or until
outstanding monies are repaid.

Annual leave

Approved Accompanying Dependants are not

entitled to a RSA.

1.8.3

Payments

Payments will be made on a monthly basis. These

payments will be made in Australian dollars and
will only be paid into an Australian bank account
(i.e. bank, credit union or permanent building
society). Payments cannot be made directly to a
credit card account, but payments can be made to
an account that is linked to a credit card.
You should discuss what options are available for
transferring funds to your assignment location
overseas with your financial institution prior to
departure. If your financial institution does not
offer easy overseas access to funds, we
recommend that you open a new Australian
account that allows you to do so.
You are responsible for bank charges and any
currency conversion costs. When determining the
AU$ value of local currencies for the purpose of
approved reimbursements, AVI uses currency
conversion rates that are adjusted monthly. AVI
does not expect refunds of any exchange rate

1.8.5

Leave

Volunteers are entitled to four weeks (20 days)

annual leave per year and it is accrued on a prorata basis. Normally not more than 20 days
annual leave is to be taken at any one time, and
not more than 5 days should be taken in advance
of your accrued entitlements.
You must request approval from your Host
Organisation and consult with your Country
Manager when planning leave. The Host
Organisation is within its rights to request changes
to the timing and duration of leave in accordance
with its own organisational priorities. Additionally,
AVI may not approve travel, if the destination is
deemed to be unsafe. (Please see section 3.1.5
Travel Notification)
You must notify AVI of all leave and provide
alternative contact details to both your Host
Organisation and to your Country Manager.
Failure to follow AVI security advice may result in
you being taken off the program.
Annual leave needs to be taken within the bounds
of the existing assignment dates. If you leave your
assignment early, then all allowances stop on the
day you cease work, and unused leave will be not
paid out.

Public holidays
Volunteers are entitled to the same public
holidays as local employees.
Sick leave
Volunteers are entitled to the same sick leave as
local employees.

Contact details of ACE Assistance can be

found on the back cover of this guidebook.

1.9

Approved
Accompanying
Dependants (AADs)

TOIL (Time off in lieu)

Volunteers are not able to accrue TOIL (Time off
in Lieu) for any additional hours of work. However,
volunteers may make informal flexible
arrangements with Host Organisations to address
out of hours or weekend work.
Special leave

Volunteers who have assignments of 12 months

or longer may be eligible for financial support for
their partners and children to accompany them to
the country of assignment. We cannot, however,
guarantee this support and strongly advise you to
disclose any of your existing relationships at the
start of the recruitment process.

If there is a serious illness, death or crisis

involving immediate family (partner, parents,
children, siblings, or official guardian) you may
consider returning home for a period of time
following approval from your Host Organisation
and Country Manager.

Unfortunately the limited support we are able to

offer may not be adequate to cover the full cost of
the Approved Accompanying Dependant (AAD)
joining you in-country. You may need to ensure
that you have access to sufficient additional funds
for the duration of the assignment.

Any special leave must be discussed with and

approved by your Country Manager, Regional
Manager and your Host Organisation. An
extended absence from any assignment will
require a review of the feasibility of your
assignment. If the Volunteer is likely to be absent
from the assignment for 4 weeks or more, the
ongoing viability of the assignment must be
assessed.

For AAD support to be offered, AADs must meet

the following requirements:

Travel arrangements in these circumstances

should be discussed with AVI. In some
circumstances AVIs insurance may reimburse
travel costs. You will need your original air ticket
and any documentation concerning the reasons
for return (e.g. death certificate) to submit when
making your insurance claim. (Please see section
3.4 Insurance)

1.8.6

Emergency support and

insurance

All Program Participants are provided with 24 hour

emergency support and insurance under the AVID
program. For more information please see section
3.2.2 24 hour emergency support and section
3.4 Insurance.

Be an Australian citizen or a holder of a

Permanent Residency Visa of Australia or a
New Zealand resident in Australia with a
Special Condition Visa.

If a dependent child, be under 18 years of

age or require parental care if over 18 years
of age

If over 18, be able to demonstrate a

spousal relationship with the volunteer

Successfully complete the health and police

clearances

Successfully attend a PDB for AADs if

18 years and older

Have a valid passport (Please see section

1.7.1 Passport)

The following support is provided to AADs:

Costs for health and police clearances

except dental clearance (Please see
section 1.3.5 Pre-departure health costs)

Airfares and accommodation for PreDeparture Briefing

Visas and airfares to/from assignment

location

An additional 25% of the combined

applicable Living and Accommodation
Allowance for each AAD will be paid to the
volunteer. (Partners or dependants will not
receive other allowances, including those
for settling in or resettlement.)
24 hours emergency support and insurance
(Please see section 3.2.2 24 hour
emergency support and 3.4 Insurance)

Partners of volunteers who do not qualify for AAD

status can still accompany the volunteer on the
assignment. However, they will not have any
entitlement to support from the program, including
in the case of emergency or evacuation.

1.9.1

Restrictions to employment of
Approved Accompanying
Dependants

1.11 Postponed or cancelled

assignments
Circumstances occasionally arise prior to
departure that make it impossible for Program
Participants to start their assignment. These
circumstances include problems such as
deterioration in health, an emergency situation in
the place of assignment, an assignment ceasing
to exist, or the denial of an entry visa.
If a departure has to be postponed or cancelled,
we will discuss the situation with you in detail and
seek a suitable alternative. AVI cannot be held
responsible for major changes in circumstances
and reserves the right to make the final decision
about your departure.

AADs cannot seek paid work whilst in-country. For

any voluntary work, AADs must first get approval
from their Country Manager as any work may
potentially jeopardise their visa status as well as
the volunteers.

1.12 Putting your affairs in

order

1.10 Travel arrangements

You should contact Centrelink or the relevant

government department to ascertain your
entitlement and/or liability while away from
Australia, as you may be requested to refund any
overpayments made to you.

AVI pays for your airfares to and from PreDeparture Briefing. (Please see section
1.6.2 Pre-Departure Briefing costs)
AVI pays for your airfares to and from the
destination of assignment. (Please see section
1.8 Assignment terms and conditions)

1.10.1 Excess baggage

Most airlines apply stringent rules regarding
baggage limits. AVI cannot arrange an excess
baggage allowance. We recommend contacting
the airline directly to enquire about obtaining an
excess luggage allowance.
If your assignment term is more than six months,
you will receive a Settling-in Allowance prior to
departure which can be used to offset excess
baggage costs. (Please see section
1.8.2 Allowances and section 3.4 Insurance)

1.12.1 Australian government support

payments

1.12.2 Private health insurance in

Australia
It is your responsibility to investigate whether a
suspension of your private health cover might
affect your lifetime health cover entitlements. You
must negotiate this with your private health fund
prior to your departure.
If you return to Australia, for example for medical
treatment or leave, and have not maintained
private health insurance, you will be treated as a
public patient under the Medicare system. (Please
also see section 3.3.1 Medicare cover in
Australia)

1.12.3 Will

1.13.2 Professional fees

AVI strongly recommends that you make a will,

leave it in an accessible place and tell a
nominated emergency contact where the will is
located. Parents should appoint a guardian for
their children.

Payment of professional membership fees while

overseas is your responsibility. Some associations
may waive or reduce fees. A letter outlining the
nature of work performed during assignment can
be provided on request from AVI.

1.13.3 Registration with DFAT

1.13 Personal financial

arrangements
AVI strongly recommends that you have access to
additional funds while overseas in case of
unexpected events or emergencies. All personal
financial commitments are your responsibility,
both in Australia and overseas. These include
mortgages, other loans, insurance premiums,
taxes, family support and storage.
We also recommend that you arrange for
someone in Australia to assist in managing your
personal financial affairs while you are overseas.
Please note that any payments made to you by
AVI will be paid into an Australian bank account
and in Australian dollars. AVI suggests that you
plan well in advance if you want to transfer any
money overseas.
Options for money transfer should be discussed
with your bank prior to departure.

1.13.1 Australian income tax

It is your responsibility to ensure that sustainable
arrangements are in place to take care of your
home and financial affairs in Australia during your
assignment. This includes clarifying your situation
with the Australian Tax Office to ensure all tax
rules are complied with.
You should also seek professional advice on the
taxation requirements applicable to your personal
circumstances and your country of assignment
before going overseas. This Private Tax Ruling
related to a volunteer on the AVID program may
be relevant to your circumstances:
http://www.ato.gov.au/rba/content/?ffi=/misc/rba/c
ontent/1012366237285.htm

If you have an Australian passport, it is your

responsibility to register online with DFAT before
you leave. If you are unable to do so, please
speak with your Country Manager as soon as you
arrive in country.
Further to registering online, it is also your
responsibility to be familiar with the travel
advisories for the country that you will be working
in, as this may impact your safety and security.
This information can be found at the Australian
Government Smart Traveller website:
http://www.smartraveller.gov.au.

1.13.4 Voting while overseas

The Australian Electoral Commission advises that
Australian citizens going overseas for periods of
three years or less can register as Overseas
Electors and vote by post in state and federal
elections. Please contact the division where you
are enrolled and notify Electoral Officers that you
are going overseas and for how long. You will
then be registered as an Overseas Elector.
Failure to do this can result in being fined and
being struck off the electoral roll and having to
apply to be re-enrolled on return to Australia.

1.13.5 Emergency contacts in Australia

Before you depart, you will receive an Emergency
Contacts form. Please provide the name and
contact details of a person in Australia whom we
can contact in the event of emergency.
If your emergency contact in Australia needs to
urgently contact you and is unable to do so, they
can get in touch with AVI by phone or email. We
will then get in contact with you on their behalf.
In case of an in-country emergency we will only
provide information about you to those family
members or friends who have been identified by
you as an emergency contact.

2. In the Field
2.1

Arrival in country

2.1.1

In-Country Orientation Program

(ICOP)

AVI organises a compulsory In-Country

Orientation Program (ICOP) when you first arrive
in-country. The ICOP includes important health
and security information. It is designed to help you
with the settling-in process and is part of
compliance for the AVID program. It also builds
upon the Pre-Departure Briefing to help make you
operationally effective as soon as possible.

2.1.3

Program ID card

All Program Participants will be issued with an

AVID program ID card. The card is designed, not
as official identification, but rather a form of
identification in the case of an emergency. It will
also have details of whom to contact in the case
of emergency in the local language. The ID card
should be carried on you at all times along with a
photocopy of your passport.
You will be issued with the card once you are in
the country. If your ID card is lost, you must
contact your Country Manager to get it replaced
as soon as possible. When you finish your
assignment, you should return the card to the
country office.

2.1.4

In-country contact details

Depending on the country, you will have varying

length of introductory lessons to relevant local
language(s) during the ICOP. After the ICOP
volunteers have access to additional language
training. (Please see section 2.7.2 Additional
language training)

When you get to your assignment location, please

provide AVI with interim contact details of
someone in-country who can be contacted if we
are unable to reach you in case of emergency.
This contact should be updated once you
complete your Personal Security Plan. (Please
see section 3.1.3 Personal Security Plan)

2.1.2

Within three weeks of finding your permanent

accommodation you are required to complete a
Personal Security Plan. This must include at least
one local phone number and an email address
where AVI can contact you.

Registration in-country

All Program Participants who hold an Australian

passport must register with the consular section of
the Australian diplomatic mission in their country
of assignment before or immediately on arrival.
This can be done online at
http://www.smartraveller.gov.au or
http://www.orao.dfat.gov.au.
If Australian diplomatic representation does not
exist in your country of assignment, registration
should be made with the diplomatic mission
appointed by the Australian government to
represent its interests. British or Canadian
diplomatic missions generally service Australian
nationals where no formal Australian
representation exists. If you are unsure, speak
with AVI in-country staff.
If you hold a passport for any other country, you
must register with the diplomatic mission of the
issuing country.

AVI uses your Host Organisations address as

your main mailing contact. Please ensure that the
person responsible for collecting mail at your Host
Organisation is notified to expect mail for you.
Throughout the duration of the assignment you
must advise AVI of any changes to your contact
details, immediately. You must also ensure to
update your Personal Security Plan every time
this happens.

2.1.5

Accommodation

Housing shortages can be common, especially in

urban areas, and Program Participants may be
required to share accommodation with others.
Sometimes, this may also be recommended for
personal security reasons. Where housing is not
immediately available, temporary accommodation
may be arranged in a hostel or hotel.

In some countries, AVI houses Program

Participants in guesthouses for a short initial
period. Individuals then become responsible for
finding their own long-term accommodation. The
accommodation must comply with AVIs security
guidelines. Host Organisations, other Program
Participants or expats living in the community will
usually be helpful in this process.

2.2.2

Negotiating, in good faith, an assignment

description with the Host Organisation

It is the responsibility of the volunteer to notify AVI

immediately if they feel that their accommodation
is not secure.

Providing Pre-Departure Briefing, in-country

orientation and support, in-country
meetings, exit interview and re-entry
support

Mediating volunteer and Host Organisation

issues that are not able to be resolved
locally

Maintaining communication with volunteers

and Host Organisations through country
offices

Paying volunteer allowances and

reimbursing approved costs

Providing 24 hour medical and non-medical

emergency support in-country

2.2

AVI and You

2.2.1

Relationship with AVI

AVI has certain obligations and responsibilities

towards you. They include, but are not limited to:

AVI Country Managers

AVI has appointed Country Managers and country
office staff with the responsibility for managing the
AVID program in a specific country or region.
While you are on assignment, the AVI Country
Manager or other specified in-country personnel
are your first point of contact for AVI.
It is your responsibility to keep your Country
Manager updated on your progress, change of
circumstances or identified risk issues.

Correspondence with AVI

AVI uses email to send Program Participants
important information about the AVID program,
security updates and other news. If you are using
an email system that employs bulk mail filters,
please ensure that the filters enable any
messages with an @australianvolunteers.com
address to get through.
If you need to send confidential correspondence
to AVI by post, please mark the envelope
Personal and Confidential, and address it to the
relevant staff member. While your privacy will be
respected, please remember that administrative
procedures may require the involvement of more
than one staff member.
Please contact AVI immediately if serious
personal, security or financial problems arise.
Staff will do all they can to assist as quickly as
possible.

10

AVIs obligations and

responsibilities

Emergency support and insurance

AVI has 24-hour support for both medical and
non-medical emergencies (Please see section
3.2.2 24 hour emergency support). It is your
responsibility to notify your Country Manager of
any changes to your emergency contacts, both incountry or in Australia.
AVI provides insurance coverage for Program
Participants while on assignment. However, it
does not cover every eventuality. If you have
concerns about the level of cover provided, we
suggest that you seek additional individual cover
prior to your departure.

2.2.3

Your obligations and

responsibilities

Comply with Volunteer Code of Conduct

You must comply with the Volunteer Code of
Conduct. As a condition of acceptance into the
AVID program, you must sign a form stating that
you have read, understood and accepted all
conditions of the Code. (Please see section
5. Volunteer Code of Conduct)
You must also comply with those AVI policies
relevant to the AVID program.

Personal Study and Research

You are not to conduct any type of research
unless the Host Organisation and AVI agree that it
is appropriate to the Host Organisation, AVI and
the AVID program.
You may undertake distance study, as long as it
does not interfere with your assignment
obligations.
You may not publish research, including approved
research, without permission from AVI and/or the
Host Organisation. (Please see section
5. Volunteer Code of Conduct)

Part-time work
Engaging in any paid work and/or business
enterprise for personal gain while on assignment
is inappropriate and breaches the AVID program
Code of Conduct.
If you are contemplating any unpaid part-time
work in addition to your volunteer assignment, it is
necessary to obtain prior approval from your Host
Organisation and AVI. It is important to be aware
that such activities may breach visa conditions
and formal agreements with host country
governments.

Change of relationship or parental status

AVI negotiates your place in the program and the
level of support provided on the basis of your
status on application (e.g. single, couple, couple
with children, etc.). If this changes (e.g. de facto
relationship, separation, marriage, pregnancy,
adoption), please notify AVI immediately as there
may be implications for all involved.
If your relationship or parental status changes
during your assignment, neither AVI nor the Host
Organisation (HO) is able to guarantee the
provision of any additional financial support or
alternative accommodation.
If you and your spouse separate, any programprovided support to the AAD will cease, and they
will no longer be deemed a Program Participant.
The former AAD will, however, be eligible to have
the cost of their return flight reimbursed, and will
also remain covered under our insurance for 14
days after notification of the change of status to
allow for them to return home safely.
AVI does not support the adoption of children by
Program Participants while they are on the AVID

program. Program Participants have made a

commitment to the HO for the duration of their
assignment and accommodating new additions to
the family is likely to undermine that commitment
and focus. Moreover, adopting children from your
country of placement has significant political and
social implications and has the potential to affect
the reputation of the program.
AVI reserves the right to terminate an assignment
if it is substantially affected by a change of
relationship or parental status.
If needed, you can also access Response
Psychological Services for counselling services.
(Please see section 3.2.3 Response
Psychological Services)

Media and public comments

You should be aware that while you do not
officially represent AVI, the AVID program or the
Australian Government, your comments or
behaviour will nonetheless reflect on these
entities, and on Australia as a whole.
You must therefore refrain from making any public
comment on issues of political, cultural or religious
sensitivity. This also includes refraining from
making any public statements relating to the
activities or interests of the Australian
Government or the government of your host
country.
You must seek approval from your Country
Manager or the Marketing and Communications
(M&C) team before making any statements to the
media, submitting articles for publication, or
participating in other mass communication
activities. The AVI M&C team / Country Manager
will endeavour to inform you of the outcome within
24 hours. AVI supports volunteers sharing their
experiences and promoting the work of their Host
Organisations and its staff. AVI will provide advice
and recommendations for any volunteers
participating in publicity activities.
You may maintain personal websites and blogs to
share your experiences while on assignment;
however, the content of these sites should in no
way bring AVI, your Host Organisation or the
governments of Australia or your host country into
disrepute.
You can contact the AVI M&C team by phone on
+61 3 9279 1763 or email on
media@australianvolunteers.com.

11

2.2.4

Grievance procedures

2.3

Principles
AVI seeks to ensure that Program Participants are
able to raise any issues that arise concerning their
assignment or their relationship with AVI. AVI
aims to respond to any issues raised in a timely,
respectful, and considered manner. Should you
have any concerns relating to your assignment or
relationship with AVI, we advise you to contact
your Country Manager, as soon as possible.
AVI is committed to explore all reasonable
avenues for reaching a collaborative resolution,
wherever possible. However, it is recognised that
there may be instances when this will not be
possible and in such instances the formal
grievance procedure outlined in this section will
operate.

Procedure
In the first instance, the Program Participant must
inform their Country Manager of the grievance in
writing. The Country Manager will, in turn,
acknowledge the receipt of the grievance in
writing within 5 working days. The Country
Manager will seek to address the grievance and
formulate an official response to be
communicated to the Program Participant within
10 working days of the notification of the receipt of
the grievance.
If the Program Participant believes that the
grievance remains unaddressed after this time,
then he/she must inform the Country Manager of
this in writing and request that the matter be
referred to AVIs Regional Manager.
Following the referral, the Regional Manager will
acknowledge receipt and undertake to review the
matter. He/she will provide a response within 10
working days. If the grievance remains
unresolved after 10 working days, the matter may
be referred to the Executive Manager of
International Services at AVI.
If the grievance is still unresolved after a further
10 working days from the referral to the Executive
Manager, the matter shall be referred to the Chief
Executive Officer or his/her nominee, who shall
consult with the parties.

Termination or dismissal
from the AVID program

Although the primary relationship in your

assignment is between you and the Host
Organisation, AVI must be made aware of, and be
included in, any discussion concerning the
ongoing viability of the assignment. This may
include issues like work performance, personal
behaviours, or social and workplace adjustment.
Experience has shown that the earlier AVI is
involved in such discussions, the greater is the
likelihood of it being able to negotiate an amicable
and agreed resolution to assignment or workplace
issues. However, while we expect all parties to
make all reasonable efforts to address these
issues, we recognise that the Host Organisation
has the final say concerning the continuation of
the assignment and may in the last instance
request your departure from the organisation.
AVI will try to ensure that due process is followed
in such instances, and, when and where
appropriate, seek alternative arrangements for
retaining you on the program. However, AVI is
unable to guarantee this and may need to make
arrangements for your return home.

2.4

The Host Organisation

and You

You are considered to be equivalent of an

employee of your Host Organisation for day to day
management purposes and your primary
responsibility regarding work place activities is
therefore to your Host Organisation.
However, any major change to the terms and
conditions of your assignment must involve
discussions between all parties, including AVI,
before any decision or action is taken.

2.4.1

Assignment Descriptions and

Assignment Plans

Prior to departure, you will have received an

Assignment Description from AVI outlining the

12

main focus of your assignment and what it aims to

achieve.
Once you commence your assignment, you and
your Host Organisation are expected to review the
Assignment Description and make any necessary
amendments to better reflect the organisations
current priorities. Any changes to the assignment
objectives must then be discussed with your
Country Manager.
During the early stages of your assignment you
must arrange an opportunity for you and your
Host Organisation to develop an Assignment Plan
that you can both use to monitor the assignments
progress. Your Assignment Plan may evolve over
the duration of your assignment. (Please see
section 2.8.1 Assignment progress and outcomes)

2.4.2

Terms and conditions within

the workplace

It is your responsibility to re-confirm the following

arrangements during the first few weeks of your
assignment:

Hours of work

Leave entitlements (other than the standard

one week per three months worked)

Reporting requirements

Available resources

2.4.4

Conflict resolution

Conflicts in the workplace should initially be dealt

with at a local level within your Host Organisation.
If resolution proves especially difficult, your
Country Manager may be able to help with advice
and, if required, can act as a mediator with the
Host Organisation.
If needed, you can also access Response
Psychological Services for counselling or
debriefing. (Please see section 3.2.3 Response
Psychological Services)

2.4.5

Work performance and

termination of assignment

It is your responsibility to work towards achieving

your assignment objectives. Part of this includes
maintaining regular communication with your Host
Organisation about your work performance.
Dissatisfaction with the progress of the
assignment, including work performance or the
support of the Host Organisation, needs to be
discussed between you and your Host
Organisation. When such issues arise and cannot
be solved at a local level, AVI must be consulted
and will seek to mediate an equitable solution.
However, the Host Organisation is entitled to
terminate the assignment and request the
withdrawal of the volunteer.

For more information please see section

1.8 Assignment terms and conditions.
If there are serious issues concerning the terms
and conditions of your employment, please
contact your Country Manager immediately.

2.4.3

Restrictions to donations, gifts

and fundraising

It is against the AVID Code of Conduct to make a

personal donation to your Host Organisation while
on assignment, as it can have unanticipated,
negative consequences. There is no restriction on
post-assignment donations.
Many volunteers obtain funding to support their
Host Organisation through fund-raising and
proposal writing. All volunteers are asked to
ensure that AVI is notified of any donations or
grants awarded to the Host Organisation as a
direct result of their assignment.

2.5

The host country

context

AVI operates under the terms of formal

agreements between AVI and/or the Australian
Government and the governments of the countries
in which our programs operate. These
agreements set out the rights and responsibilities
of Program Participants and the government of
the country. Please refer to your Country Manager
for further information.

2.5.1

Laws of your host country

Program Participants are subject to all local laws

and regulations. You should familiarise yourself
with local laws as a part of the research you

13

undertake prior to leaving Australia. Offences and

penalties can differ markedly from those in
Australia, e.g. for possession of drugs or
pornographic material. You should also be aware
of local laws relating to same-sex relationships.

to country. Similarly, penalties for breaking local

laws vary from minor fines to mandatory death
sentences. Program Participants should be aware
that in almost all cases, penalties relating to drug
use are more severe than in Australia.

In the event of an accident or injury, nonadherence to local laws and regulations may
invalidate any insurance claims.

For this reason, the use of illegal drugs will result

in the immediate termination of your assignment.

AVI staff are unable to provide legal advice. It is a

volunteers responsibility to deal with any civil or
criminal proceedings arising from breaches of
local laws and any consequent judgments, such
as fines or imprisonment. If legal issues arise
during an assignment, either overseas or in
Australia, AVI or the consular section of the local
Australian diplomatic mission may be able to
assist with advice about legal representation, but
you are responsible for obtaining and funding
such representation. The Consular Services
Charter can be found on the DFAT
Smartraveller.gov.au website.

2.5.2

Politics and religion

You should exercise caution when entering into

political discussions or making comments about
local politics. Do not become involved in local
politics, attend public demonstrations, or make
any public comment (written or broadcast) on
political or religious matters. Even the signing of a
petition in some countries can result in action
against you. Symbols of nationalism in particular
should be respected.
Any comments you make may also have a
negative impact on others in the community,
including your Host Organisation and colleagues
and fellow Program Participants in your country of
assignment.
It is usually acceptable to practice your own faith,
provided respect is shown for the local religion.
Volunteers are not to proselytise, that is preach or
attempt to recruit an individual or group to a
religion.

2.5.3

Illegal drugs

All Program Participants are responsible for being

aware of and adhering to the laws of their Host
Country. Laws relating to the consumption,
supply, trafficking, or cultivation of drugs
including alcohol and tobacco vary from country

14

2.6

Relationship with
Australian Partner
Organisations

Your assignment may have the support of an

Australian Partner Organisation (APO). If your
assignment does not have an APO but you
become aware of a relationship (e.g. funding)
between your Host Organisation and an
Australian organisation, please let your Country
Manager know. This organisation might qualify as
an APO.
APOs contribute to the AVID program in various
ways, including:

providing you with context about the

assignment, the Host Organisation, country
or sector before you start your assignment,

providing you with access to technical

networks or advice during your assignment.

If your assignment has the support of an APO, the

Australian Partnerships Coordinator (APC) will
explain what this means for you at the PreDeparture Briefing and how to contact your APO.
Making contact with your APO before your
assignment will allow you to ask them questions
and agree on how you will communicate during
your assignment.
An APO is an extra stakeholder for you to
consider and be supported by, but you report
directly to your Host Organisation.
If you have any questions about Australian
Partner Organisations please contact the
Australian Partnerships Coordinator at
apc@australianvolunteers.com.

2.7
2.7.1

In-country training
In-country meeting

AVI facilitates an In-Country Meeting (ICM) for

Program Participants once every financial year.
This provides an opportunity to exchange ideas,
reflect on each volunteers experience, share
lessons learnt and discuss the countrys
development trends. It also allows volunteers to
raise issues of immediate concern and gives AVI
the chance to gather feedback about assignment
and program development. Refresher training on
topics such as health, security and child protection
are integrated into these meetings.
It is compulsory for all Program Participants to
attend these meeting and your Host Organisation
is required to allow you to take time off.
AVI will bear any travel and accommodation costs
associated with Program Participants attending
the ICM.

2.7.2

Additional language training

Language proficiency for volunteers is desirable

not only for achieving the assignment goals but
also as a way of engaging with the host culture.
Many volunteers can function entirely in English
for all their assignment duties, but learning the
local language can increase integration into the
local community.
Volunteers are entitled to up to AU$400 worth of
additional language training based on the
reimbursement of actual costs. You do not need
to offer any particular justification as to why you
are doing further language training. The additional
training can encompass further study in the
national language; or a local language; or any
particular special language area (specialist
vocabulary; newspaper reading; literature) you
may choose relevant to the country of your
assignment. The availability and costs for this
provision will vary between locations.
Volunteers may request more than AU$400 worth
of training. However, when they do so they should
provide a brief rationale, indicating what the
specific need is for higher level language training
and /or why the cost is higher. It will then be at the
CM's discretion to approve.

2.7.3

Other training

During your assignment you may be required, or

be provided the opportunity, to participate in other
forms of training. This additional training may
include areas such as security, child protection
and sectoral workshops.

2.8

Assignment context

2.8.1

Assignment progress and

outcomes

Monitoring and evaluation is a core component of

the AVID program and a compulsory part of your
assignment. As a volunteer, your primary
relationship is with your Host Organisation who
will monitor your day-to-day progress.
AVI expects both you and the Host Organisation
to participate in monitoring and evaluation
processes, which are designed to allow you to
establish and monitor shared expectations
throughout the assignment. The information
provided by you both enables AVI to target
assistance where needed and contributes to the
continuous improvement of the program as a
whole.

Monitoring and evaluation is also an opportunity to

inform AVI about the progress of the assignment,
any challenges and the future capacity
development needs of the Host Organisation.
There are a series of formal monitoring templates
which you and your Host Organisation will have to
complete and return to AVI:

Assignment Plan
You must meet with your supervisor to discuss
and jointly complete the Assignment Plan
template. This includes re-visiting the assignment
objectives outlined in the Assignment Description
and establishing an agreed plan for activities and
intended outcomes of the assignment. If you and
your Host Organisation identify that the
assignment objectives need to be amended, this
must be discussed with AVI.

15

Mid-term monitoring
For assignments of 12 months and longer, you will
be sent a monitoring template mid-way through
the assignment. This questionnaire will provide an
opportunity for you and your supervisor to review
progress together, have a dialogue around issues
and challenges, and ways to address them.

the country for the period of the extension.

Additionally, the original arrangements including
visas and permits will need to be changed in
accordance with the new return date. Extension
requests are considered on a case by case basis,
and their approval is not guaranteed.

Transfers
End of assignment evaluation
The final questionnaire will ask you to report on
the success of the assignment in meeting the
objectives; any specific outcomes; challenges
faced and future needs. The volunteer and the
Host Organisation will each receive a separate
questionnaire, so that AVI can capture different
perspectives on the assignment.

2.8.2

Changes in assignment
duration

Early withdrawal from assignment

In accepting to undertake an assignment, AVI
volunteers agree to all of the terms and conditions
outlined in the assignment description and the
Volunteer Code of Conduct, including the duration
of the placement.
Volunteers who do not fulfil this obligation for
reasons that are deemed controllable (e.g. you
choose to seek fully paid employment), are liable
to refund all or part of the expenses incurred as a
result of their participation in the AVID program.
Immigration and work permits are based on your
status as a participant in the AVID program. AVI is
obliged to advise local immigration authorities
when you are no longer under our auspices.
Insurance coverage is also conditional on being a
Program Participant. Any enquiries about this
should be directed to your Country Manager.

Procedures for extending assignments

A request to extend an assignment should come
from the Host Organisation and must be approved
by AVI. Extension requests must be submitted at
least three months before the end of the
assignment. If the extension request is approved
and exceeds three months, you will be required to
participate in a psychological debrief, re-sign the
AVID Volunteer Code of Conduct, and undertake
a medical review to ensure you are fit to remain in

16

AVI will consider a transfer to an alternative

assignment as a last resort. It will only be
considered after the Host Organisation and
volunteer have demonstrated, in good faith, their
best efforts to make an assignment viable into the
future. The request for a transfer must be made in
writing to your Country Manager. Additionally, you
will need to successfully complete the recruitment
process for the new assignment and be accepted
by the new Host Organisation.
Requests will be considered on a case by case
basis. There is no guarantee that the transfer
request will be approved. If the transfer request is
not approved, the Program Participant and any
AADs will be required to return home.

3. Security,
Health &
Insurance
3.1

Security

3.1.1

General safety

Your safety is primarily your responsibility. AVI

insists that you always exercise caution in regard
to all aspects of your personal safety and the
security of your possessions. This includes road
safety, such as being a licensed driver, wearing
an approved helmet and using a safety belt.
Each financial year, each country program will
conduct a compulsory In-Country Meeting. During
this time, you will receive updated security training
and any additional information that might be
important to your assignment and/or location.
If a Program Participant is involved in an incident
related to safety or security, or witnesses such an
incident or event, they must report this to their
country office immediately even if the incident
seems minor. Such incidents may have
implications that the Program Participant might be
unaware of, which may become apparent at a
later date. Non-reporting of such incidents may
have negative implications on related insurance
claims.
The following documentation is mandatory to
complete for all Program Participants. Your
Country Manager may require you to complete
additional country-specific documents.

3.1.2

Country Security Plan (CSP)

AVI will provide you with a copy of the Country

Security Plan for your country of assignment.
The Country Security Plan seeks to outline the
main risks to your safety and security, to assist
you to minimise the impact of incidents and to
respond appropriately should an incident occur.

It also sets out procedures and actions to be

taken within the context of your country of
assignment and the procedures to be followed in
the case of an emergency.
All Program Participants must read the Country
Security Plan and familiarise themselves with the
specific risks in-country.

3.1.3

Personal Security Plan

All Program Participants must develop and

regularly update a Personal Security Plan (PSP).
The PSP must be completed within three weeks
of finding permanent accommodation. You are
required to fill in the PSP template provided to you
with relevant local information. This is one of your
most important documents, as it allows AVI to
assist you in the event of an emergency.
Any changes to the key contacts, home address
and mobile phone numbers need to be updated in
the PSP and sent to the in-country office.
You should be familiar with your PSP and keep
copies handy at home and your work place.

3.1.4

Accommodation Security Form

This document must be completed and sent to the

Country Manager within three weeks of finding
your permanent accommodation. Filling in this
form is an important process as it allows you to
make an early assessment of your
accommodation and any relevant risks associated
with it. Any changes must be reported to the
Country Manager immediately.

3.1.5

Travel Notification

All Program Participants intending to travel must

seek approval from their Country Manager or
designated in-country staff, providing the
proposed itinerary and contact details, before
booking their travel.
You are required to follow the travel approval
process as specified by your Country Manager. If
you are travelling to another AVI-managed
country, you will need to abide by the Country

17

Security Plan of the country being visited. This

can be sourced from your Country Manager
When you are planning to travel, either within or
outside the country of assignment, it is your
responsibility to ensure that you comply with any
regulations that may apply (such as obtaining reentry permits prior to travelling).
AVI reserves the right to refuse approval to travel
to those areas where AVI assesses the security
risk for the individual or the program to be too
great.

3.1.6

Evacuation, relocation and

respite

In case of an emergency, AVI reserves the right to

evacuate AVI personnel and Program
Participants.
Decisions about evacuation of Program
Participants in the event of war, unpredictable and
violent political situations, or natural disaster will
be coordinated by AVI with the Australian or other
diplomatic missions in the host country. It is for
this reason that you must follow AVI security
directives and ensure that AVI has your most upto-date contact details at all times. If an
evacuation appears imminent, keep in contact
with AVI and the authorities issuing emergency
instructions.
As part of duty of care, AVI may also choose to
relocate you to a safe location in a nearby country
to assess the security context in the country of
assignment.
Should you be evacuated or relocated, you will be
provided with accommodation and living
allowance for a period of up to a month. At the
conclusion of one month, AVI will reassess the
viability of the placement and advise you as
appropriate.
If you refuse or fail to follow AVI directive during
evacuation or relocation, you may be removed
from the program immediately.
Respite involves a Program Participant taking
temporary leave from the placement to a safe
environment. Respite is offered in the following
circumstances:

18

If a Program Participant experiences shock

or trauma and the AVI Country Manager
believes some time-out is needed

If the security situation in-country becomes

heightened, but does not yet warrant a fullscale evacuation

3.2

Health

3.2.1

Managing your own health

Your health is primarily your responsibility. AVI is

committed to supporting your efforts to maintain
good health and encourages you to make careful
decisions and take actions appropriate to your
circumstances.
During the Pre-Departure Briefing you will fill out a
Self-Care Plan. This plan should be used as a
guide by you and the Country Manager to ensure
that you look after your own well-being while on
assignment.
If you have been medically cleared with a Health
Management Plan, you are expected to follow it
throughout the duration of your assignment.
(Please see section 1.3.4 Health Management
Plan)
It is your responsibility to ensure that your First
Aid kit is up-to-date and well stocked. AVI
encourages you to restrict the use your First Aid
kit to you and your family.

3.2.2

24 hour emergency support

You are advised to carry your AVID program ID

Card at all times as it has the contact details for
ACE Assistance on it. In the event of a medical
emergency call the 24-hour number printed on
this card. If your country of assignment offers
reverse-charge telephone services, you are
encouraged to make use of this. ACE Assistance
will relay messages to AVI if required and vice
versa. In the event of an incident you must call
ACE Assistance or AVI.
Contact details for ACE Assistance can be
found on the back cover of this guidebook.

3.2.3

Response Psychological
Services

AVI has contracted Response Psychological

Services to provide confidential counselling for all
Program Participants. This free service provides
you with the opportunity to speak to a
psychologist who is experienced in assisting
people living and working overseas. This is not a
clinical service but rather short-term, solutionfocused counselling. Each Program Participant is
allocated a total of three (3) hours of phone
counselling; however in exceptional
circumstances this can be extended.
Your volunteer ID card has the details for
contacting Response Psychological Services.
They will reply and arrange a time to conduct the
counselling session. In the event of an
emergency, you can ask your local AVI personnel
to assist you to contact Response Psychological
Services.
In some circumstances AVI will recommend or
require a Program Participant to speak with a
counsellor; for example, after a traumatic incident,
or program evacuation. Additionally, Program
Participants will be required to have an
assignment de-brief with a counsellor in the event
of an assignment extension or transfer.
Contact details for Response Psychological
Services can be found on the back cover of
this guidebook.

3.2.4

Pregnancy

As a Program Participant, you have committed

yourself to a Host Organisation for the length of
your assignment. Your Host Organisation is not
obliged to alter terms and conditions if you or your
partner become pregnant and cannot work for all
or part of that time.
Under the AVID program a pregnant Program
Participant is required to:

Pass a medical check on confirmation of

pregnancy

Return to Australia at 28 weeks to see the

pregnancy to term

The pregnant Program Participant may be

required to leave the assignment location for their
health and safety prior to the 28 week mark, if:

There is insufficient infrastructure to support

the mother and child during pregnancy

Their medical check is not cleared

Before being allowed to return to the assignment

location:

The mother and child/children must clear

another medical check in Australia

The assignment location must have

sufficient infrastructure to support the
mother and child/children for the remainder
of the assignment duration

If the volunteer is likely to be absent from the

assignment for 4 weeks or more, the ongoing
viability of the assignment must be assessed.
For information on exclusions to your insurance
please see section 3.4.4 Exclusions.

3.3

Being prepared for

serious illness or
accident

Ensure that you carry your AVID program card

and AVI emergency numbers with you at all times.
In the event of serious illness or accident you may
need someone else to contact ACE Assistance to
organise appropriate medical assistance or an
emergency medical evacuation on your behalf.
This could be a colleague, your emergency
contacts in-country and/or your neighbours.
Please make sure they are aware of whom to
contact.

3.3.1

Medicare cover in Australia

During visits to Australia, or when medically

evacuated to Australia, Program Participants fall
under the Medicare system. Medicare covers you
for basic medical and hospital costs. AVIs
insurance does not cover any gap between the
fee for service and the Medicare rebate. It does,
however, cover those services that are required
but not covered by Medicare.

19

3.4

Insurance

3.4.1

ACE Assistance

AVI provides expatriate emergency medical

assistance through ACE Assistance during your
assignment. This gives coverage in the event of
injury, illness, disability and death. Cover
commences from the time you depart for your
assignment until the end of your assignment and
includes approved travel during your assignment.
It is essential that ACE Assistance is advised
immediately of any serious illness/injury. Failure to
do so may result in your medical expenses not
being covered under AVIs insurance, including
costs for medical evacuation. (Please see section
3.1.6 Evacuation, relocation and respite)
AVI provides up to 14 days travel and medical
insurance from the last day of your assignment to
facilitate repatriation. This gives you reasonable
time to pack up and travel back to Australia. If you
want to undertake further travel after the
completion of your assignment, you should
arrange your own travel insurance beyond this
time.
Your AVID program ID card will have the contact
details for ACE Assistance on it. Please carry this
card with you at all times. In the event of medical
emergencies overseas, you or someone acting on
your behalf should call the phone number on the
card.
A summary of AVIs insurance cover and general
exclusions, and exceptions to the period of cover
are detailed in section 3.4.4 Exclusions.

Services provided by ACE Assistance

Where appropriate ACE Assistance will provide:

Access to a registered medical practitioner

for emergency assistance and advice
A second opinion on treatment or surgery, if
deemed necessary by ACE Assistance
medical practitioners

Payment guarantees to hospitals and

insurance verification, where practicable

Hospital case management

Emergency transportation to the nearest

suitable hospital

Emergency evacuation, if necessary

20

Costs involved in emergency assistance

Hospital and medical expenses incurred overseas
are covered for each insured person. Where ACE
Assistance is unable to guarantee payments to
hospitals or medical practitioners, you will have to
bear the costs for medical services. You will
subsequently be reimbursed for those medical
costs that are covered. Please see section 3.4.6
for summary of insurance cover.

When contacting ACE Assistance

You will need to tell ACE Assistance your name,
your status as an AVI Volunteer or AAD, your
contact details, your passport details, and quote
the AVI policy number. This policy number is on
your AVID program ID.
When speaking with ACE Assistance, please
make sure that you clearly understand what they
have agreed to do and within what time frame.
In the case of an emergency, if you cannot
contact AVI locally, you can call ACE assistance
who will contact AVI Melbourne for you. Likewise,
AVI personnel can assist you if you are unable to
contact ACE Assistance.

3.4.2

Medical cover

Medical expenses covered

AVIs insurance policy covers medical expenses
incurred overseas for the treatment of accidental
bodily injury, sickness or disease. This includes:

Consultations with a registered health

service provider, such as a medical
practitioner

Consultations with a surgeon or specialist

on referral from the above practitioner

Follow-up treatment on referral from the

above practitioner

Emergency dental treatment

Emergency optical treatment

Physiotherapy or chiropractic treatment and

specific medical supplies in some
circumstances

Please see section 3.4.4 for details of exclusions.

Death and disability

AVIs insurance cover provides for death or
disability that arises from accidental injury.
Benefits for injuries that lead to death or
disablement, permanent or temporary, total or
partial, are not payable to persons over the age
of 80.

Emergency relocation or repatriation

Should an illness or injury arise which cannot be
adequately treated at the place of assignment,
ACE Assistance will arrange and provide cover for
travel to the nearest appropriate treatment facility,
which may require returning you to Australia.
It is essential that AVI and ACE Assistance are
involved in any decision regarding emergency
repatriation to ensure that the potential costs
incurred will be covered under AVIs insurance.
Emergency repatriation due to any undisclosed
illness or injury may not be covered under AVIs
insurance.
Where emergency repatriation is covered, ACE
Assistance will advise you of the next actions to
be taken. This may include obtaining a medical
certificate in-country stating that the illness or
injury cannot be treated at the place of
assignment and that it is necessary to get
treatment elsewhere. ACE Assistance will assist
in the identification of the most suitable location
for the required treatment.
Before you can return to your assignment you will
need to be medically cleared by a registered
medical practitioner. If the initial relocation or
repatriation was covered by insurance, then the
travel costs for the return to your assignment after
treatment are also covered.

3.4.3

Baggage and personal effects

AVIs insurance covers your baggage and
personal effects for the duration of your
assignment. It is limited to AU$2,500 per claim
and a total of AU$10,000 per person.
You will have to cover an excess of AU$250 per
claim.

Death or illness of a relative

AVIs insurance covers travel to Australia in the
event of unexpected death, serious injury or
illness of relatives under the age of 80, that is not
the result of a pre-existing condition (please see
section 3.4.4 Exclusions). A relative is defined as
a member of your immediate family (partner,
parents, grandparents, children, siblings, official
guardians).
Travel arrangements of this nature should be
discussed with AVI before taking action.

Professional indemnity insurance

AVI has a professional indemnity insurance policy.
The majority of assignments are covered under
this policy. Professional indemnity insurance
provides financial protection for volunteers if
claims are made against them in carrying out the
duties required to fulfil the requirements of the
assignment. The insurance covers claims made
arising from acts, errors or omissions of AVI
volunteers.
Exceptions to the professional indemnity
insurance policy are:

Illegal acts and activities undertaken

against AVI or Host Organisation direction.

Intoxicants and drugs there is no cover in

respect to any claim made based upon,
attributable to, or in consequence of the
rendering of, or failure to render, competent
services while under the influence of
intoxicants or drugs.

Medical Practitioners there is no cover for

volunteers with a medical doctors
qualification undertaking medical
procedures. For these assignments AVI will
work with the volunteer to identify an
appropriate personal professional indemnity
policy.

Cover for incidents caused by war or invasion

Our policies include a standard exclusion in the
event of any injury or loss of property incurred as
a result of an act of war, declared or undeclared,
civil war or invasion. AVIs insurer may decline to
pay, if the injury or loss is deemed to have
occurred as a result of these excluded events. In
this event, AVI will provide a limited range of
benefits in the following areas: medical expenses,
medical evacuation, medical repatriation,
rehabilitation and death. Benefits are determined
on a case-by-case basis, and are capped at a
total of AU$80,000 per claim.

Other cover

21

Midwives are insured, provided they are

undertaking medical maternity services
and/or care when these services are
provided in emergency situations only, and
not as a full-time requirement of the role.

Molestation cover (legal defence costs for

criminal prosecutions) up to
AU$1,000,000 is available in defence of
criminal prosecution provided that the
person against whom the allegation was
made shall reimburse such costs and
expenses in the event of an admission or
judicial finding confirming that the conduct
did in fact occur.

not considered routine treatment and are

incurred before the 30th week term of
pregnancy (please note that the AVID
program requires you to return to Australia
at 28 weeks please see section 3.2.4
Pregnancy)

Acquired Immune Deficiency Syndrome

(AIDS) or other sexually transmitted
diseases. However, this exclusion does not
apply to the accidental contraction following
medical treatment provided by a registered
medical practitioner or nurse rendered
necessary as a result of injury or sickness
as defined, and/or assault, and/or in respect
to those insured persons who through their
particular work-related activities
accidentally contract HIV, provided the
incident causing such contraction was
reported to and documented by AVI and a
medical practitioner within five days of such
incident

Declared or undeclared war, civil war or

invasion once an event has been publicly
acknowledged by the Department of
Foreign Affairs and Trade or other such
government department/ agency (except for
the first 7 days, to allow time for
evacuation)

The financial limits to the policy are

Limit of indemnity, any one claim

AU$5,000,000

Limit of indemnity, in the aggregate

AU$10,000,000

Deductible (to be paid by AVI) AU$10,000

each and every claim

3.4.4

Exclusions

AVIs insurance policy has several standard

exclusions:

Any person over the age of 80

Expenses incurred where a journey is

undertaken against the advice of a doctor
or when the insured person is unfit to travel

Suicide, attempted suicide or any

deliberately self-inflicted injury or self-harm

Expenses incurred where the purpose of

the journey is for the insured person to seek
medical attention and ACE Assistance has
not agreed to the journey

Being a pilot or crew member of any

aircraft, or engaging in aerial activity except
as a passenger in any properly licensed
aircraft

Training or participating in professional

sports of any kind

Expenses covered under Medicare

Expenses recoverable from any other

source

Any expenses that are prohibited by law

from being paid

Any expenses incurred whilst on leave to

unapproved locations

General medicines and pharmaceuticals

Expenses incurred after the period of

twenty-four (24) months from the date the
insured person sustains an injury or
sickness
Expenses incurred for treatment (including
medication) required to manage a condition
which commenced prior to the assignment
and which the insured person has been
advised to continue during the assignment

Expenses incurred for routine medical,

optical or dental treatment or consultation

Expenses incurred as a consequence of a

condition wholly or partly caused by
childbirth, pregnancy or the complications
thereof unless such expenses relate to
emergency medical complications that are

22

These exclusions apply to all Program

Participants. Please note each claim will be
assessed by AVIs insurers and any reckless
behaviour that results in injury or accident may
invalidate your claim.

3.4.5

Making a claim

Corporate Services Network administers claims

on behalf of AVI. To make a claim, please use the
form provided by AVI. This form must be sent to
the address printed on the form (not to AVI).
Additional copies of the form are available from
your Country Manager.
An insurance claim is the sole responsibility of the
Program Participant. Where required, AVI may
assist you in the completion of the form.
Submitting and tracking the insurance claim is the
task of the Program Participant. AVI is not
involved in, nor responsible for this process.
AVI has found that speedy resolution of claims
depends to a large extent on sufficient
documentation, so the following guidelines should
be followed:

Retain copies of receipts for your records

Complete all relevant sections of the form

Forward all receipts and dockets with the

claim

Include your bank account details in the

space provided for prompt payment

Itemise each payment to be reimbursed

Calculate the total to be reimbursed in local

currency and Australian dollars

Submit claims direct to the insurer as per

the claim form provided to you by AVI

Additional information for baggage and money

claims:

Always report damage, loss or theft of

property to local police or relevant
authorities

Attach a copy of the official report to the

claim form

Provide proof of purchase or ownership of

lost goods and evidence of any repairs

It may take up to eight weeks for the claim to be

processed.

Contact details of Corporate Services Network

can be found on the back cover of this
guidebook.

23

3.4.6

Summary of insurance cover

Medical & related expenses

Personal accident - capital benefits (death, loss of limbs, total disablement)
> Adult (18 years of age and over)

AU$50,000

> Child (under 18 years of age)

AU$10,000

Medical expenses

AU$1,000,000

Emergency medical evacuation

AU$150,000

Cancellation / curtailment expenses

AU$500,000

Injury resulting in fractured/ broken bones

(Limit varies depending on bone(s) fractured/ broken)

Up to AU$5,000

Blindness or paralysis by sickness

AU$10,000

Repatriation of mortal remains

AU$20,000

Travel / personal effects

Luggage, personal effects, travel documents (maximum total)

AU$10,000

> Limit of any one item

AU$2,500

> Limit for deprivation of luggage

AU$1,000

> Limit of money and travel documents

AU$1,000

> Electronic equipment

AU$5,000

Loss of deposits

AU$10,000

Missed transport connection

AU$5,000

Over booked flight

AU$2,500

Rental vehicle excess waiver

AU$5,000

24

Political / natural disasters / other items

Kidnap, ransom and extortion
Hijack and detention AU$100 per week up to

AU$250,000
AU$3,000

Political and natural disaster evacuation

AU$20,000

Search and rescue expenses

AU$20,000

Resumption of assignment expenses

AU$20,000

Extra territorial workers compensation (limit weekly benefits AU$1,000)

Personal liability

AU$1,000,000
AU$10,000,000

Professional indemnity
Limit of any one claim

AU$5,000,000

25

4. Coming
Home
You will be contacted by the Returned Volunteer
Coordinator via email roughly three months before
the scheduled end of your assignment. This email
will contain important information regarding your
preparation to return home as well as services
available to you on return.

4.1

Planning for your return

4.1.1

Return ticket/s

Before your return to Australia, please secure

three quotes for the most direct fares for your
return trip and present these to the Country
Manager. The Country Manager may accept a
quote or seek another if he/she feels the quotes
are unreasonable. Once approved, funds will be
deposited into your account to purchase the fare.
To facilitate your repatriation, AVI provides up to
14 days travel and medical insurance from the
end date of your assignment. This gives you
reasonable time to pack up and travel back to
Australia. If you want to travel after the completion
of your assignment, you should arrange your own
travel insurance beyond this time. For more
information please see section 3.4 Insurance.

4.1.2

Remaining in-country

AVI advises the appropriate government

department of the completion of each volunteer
assignment and the changed status of the
individuals concerned. Should you decide to
remain in-country and seek work after the
conclusion of your assignment, it is your
responsibility to organise the necessary visa and
work permits.
We ask you to be mindful that remaining in
country in paid employment could be perceived as
taking jobs from local people, which could

26

endanger the reputation and operating context of

the program in-country.
You are also reminded that AVIs insurance cover
ends 14 days from the last day of your
assignment.

4.1.3

Exit interview

Prior to the end of your assignment you must

complete an exit interview with your Country
Manager or another AVI representative. This
interview is an opportunity for you and AVI to
reflect on your broader program experience,
identify any issues that need to be resolved and
make recommendations for future assignments
with your Host Organisation. The exit interview will
be conducted either face to face or via the phone.

4.1.4

Completing assignment
monitoring & evaluation

Please ensure that you complete and return the

End of Assignment forms to AVI along with any
reports required for additional funds received or
activities completed. (Please see section
2.8.1 Assignment progress and outcomes)

4.2

When you are back

home

4.2.1

Return volunteer review

meetings

All Program Participants are encouraged to

participate in a one-on-one review meeting
provided by AVI within three months of returning
to Australia. The review meeting is designed to
assist you with your transition home. It is an
opportunity to talk about your entire experience
and offer feedback that you may have about the
program, as well as inform you of available
support. This can be either face-to-face or via
telephone/skype depending on your location.
AVI also offers Returned Volunteer group
workshops to all Program Participants. The
workshops are designed to facilitate personal
reflection on the challenges of the experiences

and resettlement in Australia. It also helps to

identify ways to utilise your experience gained
overseas.

of your post-assignment contact details when

available.

Returning home can be stressful. You can access

up to three (3) hours of confidential counselling
services through Response Psychological
Services for up to 12 months from the last day of
your assignment. (Please see section 3.2.3
Response Psychological Services)

4.2.2

Medical examination on return

Within two weeks of completing your assignment

you will be sent a Welcome Home email including
information about how to complete your postassignment medical.
It is not uncommon for an undiagnosed illness to
emerge in the weeks or months after your return
home. Any illness after returning home should be
treated seriously. We encourage you to have a
medical examination when you return to identify
any potential undiagnosed medical issues that
may relate to your time in country. Ideally, this
should be completed within three months of the
end date of your assignment.
If completed within six months of finishing your
assignment, the costs of the post-assignment
medical will be covered by AVI.

4.2.3

Statement of Service

AVI will send you a Statement of Service in the

Welcome Home email. The Statement of Service
confirms details of the place of assignment, Host
Organisation, positions held and length of
assignment overseas.
AVI does not provide personal references.

4.2.4

Contact details and staying

connected

Upon completing your assignment, it is important

that AVI has your up-to-date contact details. This
is so we can stay connected, as there are several
Returned Volunteer (RV) events a year and to
update you on opportunities to share your
experience.
Please inform your Country Manager or the RV
Coordinator (rvsupport@australianvolunteers.com)

27

5. Volunteer Code of Conduct

The Australian Volunteers for International Development volunteer Code of Conduct
In signing the Declaration attached to your copy of the code, you are acknowledging the following standards:

5.1. Standards of conduct

The Volunteer Code of Conduct sets the standards of individual behaviour required of all people
assigned overseas through the Australian Volunteers for International Development Program.

The code is designed to ensure that all volunteers are aware of their obligations and
responsibilities as part of a program funded through the Australian Government.

Compliance with the code helps to ensure the:

maintenance of the excellent reputation enjoyed overseas by Australias
international volunteers, and
continuing public confidence within Australia of the integrity and efficacy of
international volunteering programs.
Adherence to the Australian Volunteers for International Development Program volunteer Code of
Conduct is a requirement for all volunteers in line with contractual obligations between the
Commonwealth of Australia and Australian Volunteers International.

5.2. Laws of the host country

I will abide by all the laws, regulations and workplace requirements of the country of assignment.

I will avoid involvement in politics, and refrain from public comment and /or demonstrations on
political, cultural and religious matters.

I will respect the symbols of nationalism and religious practices of the country of assignment.

5.3. Cultural sensitivity

28

I will seek, develop and display understanding and sensitivity of local customs, including those
relating to personal behaviour and dress.

I will respect customs that protect local cultural property.

I will not use my position as a volunteer to request advantages or favours (including sexual
favours).

I will refuse any financial or material gifts, or promises of such gifts or other advantages, except for
small cultural and customary gifts given in appreciation or mutual respect. Gift examples include
small handicrafts, food and beverage, and other small items of decoration.

I will not make personal donations to my Host Organisation while on assignment, understanding
that doing so may have unforeseen consequences for the organisation or my colleagues.

5.4. Working with the Host Organisation

I will abide by the workplace policies of my Host Organisation overseas, and accept that my first
line of responsibility is to my Host Organisation.

I will not make any change, or agree to any change being made to the nature of my assignment
overseas, without prior agreement from both Australian Volunteers International and my Host
Organisation.

I will undertake my assignment and professional duties diligently and to the best of my ability in line
with appropriate professional standards.

I will not engage in any paid work and/or business enterprise for personal gain in the host country.

I will not accept any supplementary payment from a government or any other source, even when
intended to cover the performance of any additional duties or activities, while on a volunteer
assignment funded through the Australian Volunteers for International Development Program,
without Australian Volunteers International approval.

I will not engage in any unpaid part-time work in addition to my volunteer assignment without prior
approval from my Host Organisation and Australian Volunteers International.

I will advise Australian Volunteers International at the earliest opportunity of any issue that may
affect the outcome of the assignment.

I accept that if I do not meet in good faith my obligations and the terms of my assignment, I may be
liable to refund to Australian Volunteers International all expenses incurred as a result of my
participation in the program.

While I understand Australian Volunteers International negotiates in good faith with overseas Host
Organisations and volunteers, and takes responsibility for matters under its direct control, I accept
that all arrangements are subject to change due to unforeseen circumstances.

I understand that significant changes to the nature of my assignment overseas may be subject to
approval by the Australian Government through DFAT.

I am entitled to 1 week leave for 3 months served, and I will not take leave in excess of the
assignments entitlements except with prior explicit approval of Australian Volunteers International
and my Host Organisation.

I will not leave the country of my volunteer assignment, unless requested by Australian Volunteers
International, or unless prior approval has been provided by Australian Volunteers International and
my Host Organisation.

5.5. Limits to work Medical and legal practitioners

I will not act as a medical, allied health, or legal professional without adequate professional
indemnity, unless I have obtained written approval from Australian Volunteers International.

5.6. Working with Australian Volunteers International

I understand that I have chosen to work with Australian Volunteers International for the length of
my assignment, and that my personal information may be shared with other agencies delivering the
Australian Volunteers program for safety and security purposes, or in the event I apply for another
Australian Volunteers assignment with another core partner.

I understand that I have professional obligations to treat all agency personnel and in particular, incountry personnel with courtesy and respect at all times.

I understand that any extension or reduction in the duration of my assignment must be negotiated
and agreed to by the Host Organisation and Australian Volunteers International.

29

I will follow all safety and security instructions given by Australian Volunteers International during
my assignment, and I will keep Australian Volunteers International informed of movements away
from the location of assignment at all times.

5.7. Assignment reporting and monitoring

Should any issue arise that may affect my personal wellbeing or the outcome of my assignment, I
agree to bring this to the immediate attention of my Host Organisation and Australian Volunteers
International.

I will participate in regular monitoring checks, meetings and reviews with Australian Volunteers
International and/or with DFAT.

Should any personal conflict or any issue that may adversely affect my personal circumstances
arise during my assignment, I will follow the established program communication protocols,
including the grievance procedure in the Australian Volunteers International volunteer guidebook.

I will keep Australian Volunteers International informed of any change in my residential or work
addresses throughout the assignment, and will notify Australian Volunteers International of the
dates and locations of any travel I undertake.

I will complete required monitoring and evaluation reports in a timely manner.

I will ensure that Australian Volunteers International is notified of any potential donations or grants
made to the Host Organisation as a result of my assignment.

5.8. Terms and conditions of payment and allowances for work

I understand that the living and accommodation allowances paid to me by Australian Volunteers
International are only to be used while I am in country working on my assignment. Australian
Volunteers International will not be liable to pay any living or accommodation allowance or other
financial compensation resulting from unforeseen delays in mobilisation.

If there is a contribution to my assignment by an Australian Partner Organisation or the Host

Organisation, I understand my allowances will be adjusted accordingly.

I understand that if I leave my assignment before completion, I may be required to repay Australian
Volunteers International any allowances paid in advance of the termination date.

I understand that program provisions and coverage cease as early as my official assignment
completion date. I have 14 days travel and medical insurance to facilitate my repatriation. Should I
choose to stay in the country past my official assignment completion date I understand that I am
responsible for arranging my own insurance cover, and for any costs associated with changing my
return flight and visa.

5.9. Appropriate personal behaviour

30

I will refrain from any conduct that may bring into disrepute the Australian Government, DFAT, the
Australian Volunteers International Development Program, the host government, my overseas Host
Organisation or Australian Volunteers International (where applicable).

I will refrain from engaging in any fraudulent or dishonest activity or behaviour.

I will refrain from possessing or using any drug that is illegal either in Australia or the host country,
and I will abide by any regulations of the host country in relation to alcohol and drugs of any
description.

I will avoid any form of behaviour that may be considered discriminatory, including on the basis of
nationality, ethnicity, gender, political affiliation, culture, religious belief or activity, age, race, sexual
orientation, and mental or physical disability or impairment.

5.10. Child protection

I acknowledge and accept that Australian Volunteers International abides by laws regarding child
exploitation, child pornography and the abuse of children.

I will abide by the policies of Australian Volunteers International to protect the rights of children in
all aspects of my assignment.

I acknowledge and accept that protection of children is in all cases the overriding consideration.

5.11. Health and wellbeing

I agree to disclose all known pre-existing health conditions, including mental health conditions, as
part of the application process.

I will accept responsibility for maintaining my health and wellbeing.

I will exercise all reasonable caution when undertaking any activities that may result in harm or
injury to me or others.

I understand that should DFAT and Australian Volunteers International believe that I am a risk to
myself or others, it can take whatever steps necessary to ensure my safety and the safety of those
around me.

I will complete a post-placement medical assessment upon completion of my assignment in

accordance with Australian Volunteers International procedures.

I agree to identify, minimise, and optimise management of health risks through a Health
Management Plan involving myself, my treating physician, and Australian Volunteers International.

5.12. Safety and security

I will follow any reasonable instruction by Australian Volunteers International (or its agent) relating
to security, and I understand this may include sharing my contact details with fellow volunteers,
Host Organisation, or program agencies.

I will ensure that Australian Volunteers International knows where I can be contacted at all times,
especially in the event of any security risk or emergency.

I will register and immediately update my personal details with the Australian diplomatic mission
responsible for the country in which I am placed.

I will monitor and take account of the regular travel advisories issued by the Department of Foreign
Affairs and Trade.

Should I wish to take leave from my assignment, I will:

obtain permission from my Host Organisation
obtain permission from Australian Volunteers International, giving dates of departure and
return, along with a contact address
advise the local Australian diplomatic mission, DFAT post or equivalent.
I will exercise all reasonable caution when undertaking any activities that may result in harm or
injury to me or others, such as wearing a motorcycle helmet, bicycle helmet, life-vest, or relevant
safety gear.

31

I have read and understood the Country Security Plan supplied by Australian Volunteers
International.

To enable effective insurance coverage, I will follow any reasonable instructions from Australian
Volunteers International (or agent), and abide by the terms of the insurance policy.

I understand that following an evacuation situation, Australian Volunteers International will inform
me as to if, and when, I am cleared to return. I acknowledge that I cannot return to the country of
my assignment without Australian Volunteers International clearance to return.

I understand that failure to comply with safety and security instructions may result in termination
from the program.

5.13. Representation, research, publication and media

I will not represent myself as an employee or agent of the Australian Government or of Australian
Volunteers International.

I will not issue public statements in any way related to the activities or interests of the Australian
Government or the host country without the prior explicit approval of Australian Volunteers
International, who will seek permission from DFAT.

I will seek the prior approval of Australian Volunteers International before: undertaking any
research; issuing statements to the press or other agencies of public information; releasing visual
information for publication; submitting articles, books or other material for publication or formal
research assessment; or taking part in mass communication activities such as social networking,
blogs, film, radio or television productions that are in any way related to my assignmentunless
these activities are part of my normal assignment duties.

Where possible, I will participate in promotional activities organised by Australian Volunteers

International or DFAT during and after my assignment.

5.14. Privacy and confidentiality

I will respect the confidentiality of information received during my assignment relating to my fellow
Australian Volunteers participants and Host Organisations.

I will not disclose, summarise or publish any restricted government documents or confidential
information, including reports, to third parties without the authorisation of my Host Organisation,
and/or without obtaining prior consent from the appropriate national authority.

I understand Australian Volunteers International will comply with the Privacy Act 1988 and the
Information Privacy Principles when handling any personal, sensitive or health information as
defined in section 6 of the Privacy Act 1988.

5.15. Grievance and dispute resolution

32

Should a grievance arise during my assignment, I will first make all attempts to resolve the situation
locally. If this is unsuccessful, I will notify Australian Volunteers International according to the
Grievance Policy outlined in the volunteer guide book. After exhausting all these procedures with
Australian Volunteers International, I will refer any irreconcilable concerns to the Volunteer Unit,
DFAT, Canberra.

5.16. Recognition of risk

I understand and recognise that there are significant potential health and other hazards (both
foreseeable and unforeseeable) associated with participating in volunteer assignments.

Both through the information provided by Australian Volunteers International and my own efforts, I
have obtained enough information to make an informed decision about the risks of participating in
this assignment.

Despite these potential risks, and after considered evaluation of the conditions under which I will be
living and working, I have decided to participate in this program.

5.17. Consequences of violations

Breaches of this code of conduct may require the termination of a volunteer assignment.

33

Index
A
Accident, 14, 19, 22, 24
Accommodation, 4, 5, 9, 10, 17, 30

Conflict resolution, 12, 13

Contact details, 5, 9, 10, 18, 31
Emergency contacts in Australia, 8
Returned volunteers, 27

Accommodation security form, 17

Counselling services, 13, 19, 27

ACE Assistance, 18, 19, 20, 21, 22

Country security plan, 17, 32

Airfares
Pre-departure, 6
To/from assignment, 4, 6

Allowances, 10, 30
AADs, 7
Living and accommodation, 4
Resettlement, 5
Settling-in, 4

Approved Accompanying Dependant, 1, 4, 5, 6, 7,

16, 20
Arrival in country, 9
Assignment
Assignment description, 12
Australian Partner Organisations, 14
Changes in duration, 16
Completion, 26
Confirmation, 1
Early withdrawal, 16
Extension, 16
Postponed or cancelled, 7
Reporting and Monitoring, 15, 30
Termination, 13
Terms and conditions, 4
Transfer, 16

D
Death, 6, 20, 21, 24
Dependants. See Approved Accompanying
Dependants
Donations, gifts, fundraising, 13, 28, 30
Drugs, 14, 30

E
Early withdrawal. See Assignment
Emergency
ACE Assistance, 20
Contacts in Australia, 8
Evacuation, 18, 24
Personal Security Plan, 17
Preparation for serious illness or accident, 19
Program ID card, 9
Relocation or repatriation, 21
Support and insurance, 6, 7, 10, 18, 20

Evacuation, 7, 18, 20, 21, 24, 32

Exit interview, 26
Extension, 16, 19, 29

Work performance, 13

B
Baggage, 4, 5
Excess, 7
Insurance, 21, 23

Bank account, 5, 8

C
Centrelink payments, 7
Children, 6
Pre-departure briefing, 3

Code of Conduct, 10, 28

Breach, 5, 11, 13, 33

34

F
Family
Illness or crisis, 6, 21
Support, 8

Finances, personal, 8, 10
First aid
Kit, 2, 18
Training, 3

G
Gifts. See Donations, gifts, fundraising

Government benefits, 4
Grievance, 12, 30, 32

H
Health, 17, 18
Clearance and vaccinations, 2, 6
Costs, 2
Dental, 2
Disclosure, 31, 32
Health Management Plan, 2
Insurance, 10, 17, 20
Mental, 2
Postponed or cancelled assignment, 7
Pre-departure, 1
Pregnancy, 19
Private health insurance, 7
Recognition of risk, 33

Holidays, public, 6
Host Organisation, 12, 29
Australian partner organisation, 14
Confirmation, 1
Contribution, 4, 10, 30
Donations, gifts, fundraising, 13, 30
Extensions, 16
In-country meeting, 15
Leave, 5, 6, 31
Mediation, 10, 13
Monitoring and evaluation, 15
Politics and religion, 14
Work hours, 5
Work performance and termination of assignment, 13

Housing. See Accommodation

L
Language training, 15
Leave, 5, 13, 29, 31
Annual, 5
Public holidays, 6
Sick leave, 6
Special leave, 6

Living allowance, 4, 30
Approved accompanying dependant, 7

M
Malaria prophylaxes, 2
Media and public comment, 11, 32
Medical examination
On return, 27
Pre-departure, 2

Medical expenses, 20, 21, 24

Monitoring and evaluation, 26, 30

O
Obligations and responsibilities, 28, 29
AVI, 10
Personal study, 11
Volunteer, 10

Organisation
Host organisation, 28, 29

P
Partner. See Approved Accompanying Dependant
Part-time employment, 11

I
In-country meeting, 15
In-Country Orientation, 9
Insurance, 2, 6, 7, 10, 17, 20, 30, 32

Passport, 3
Non-Australian, 9
Program ID card, 9
Registration in-country, 9
Registration with DFAT, 8

Abiding by local laws, 14

Baggage, 23

Payments, 8, 10

Death, 20, 21

Personal Security Plan, 9, 17

Exclusions, 22
Making a claim, 23
Personal arrangements, 8
Pregnancy, 19
Private health insurance in Australia, 7
Professional indemnity, 21
Summary of cover, 24
War or invasion, 21

Bank account, 5

Personal study and research, 11

Police clearance, 3
Confirmation of assignment, 1
Costs, 6
International, 3

Politics. See Politics and religion

Politics and religion, 14, 28
Pre-Departure Briefing, 3

35

Pre-departure health, 1

Code of conduct, 30, 31

Pregnancy, 19, 22

Communication, 10
Country security plan, 17

Privacy and confidentiality, 10, 32

Privacy disclosure and consent statement, 1
PSP. See Personal Security Plan
Public comment, 11, 14, 28, 32

Evacuation, 18
Failure to follow advice, 5
In-country contact details, 9
Personal Security Plan, 17
Registration with DFAT, 8
Training, 9, 15

Same-sex relationships, local laws, 14

Registration in-country, 9

Security. See Safety and security

Reimbursements

Settling-in allowance. See Allowances, settling in

Approved payments, 5, 10
Emergency assistance costs, 20
Language training, 15
Making an insurance claim, 23

Statement of service, 27

Pre-departure costs, 3

Tax, Australian income tax, 8

Travel insurance, 6

Termination or dismissal, 12

Relationships. See Approved accompanying

dependants
Change of relationship status, 11
Same-sex relationships, 14

Response Psychological Services, 19

Change of relationship status, 13
Conflict resolution, 13
Returning home, 27

Return volunteer review meetings, 26

Returning home, 26
Airfare, 4
Contact details, 31
Insurance, 30
Medical, 27
Support, 27

S
Safety and security, 17
Accommodation, 9
Accommodation security form, 17

36

Transfers, 16, 19

V
Vaccinations, 1, 2
Costs, 2

Visa, 1, 3, 4, 6
Denial of entry visa, 7
Extensions, 16
Post assignment, 30
Restrictions to employment, 7, 11

Voting, 8

W
Websites and blogs, personal, 11, 32
Will, 8
Work permit, 1, 3, 4
Changes in assignment, 16

Work plan, 12

AVI Australia Office

71 Argyle Street (Po Box 350)
Fitzroy Victoria 3065, Australia
Tel +61 3 9279 1788
Fax +61 3 9419 4280

www.australianvolunteers.com

24 HOUR ASSISTANCE
ACE Assistance (all hours)
Tel: +61 2 8907 5995 (reverse charges accepted in most countries)
Email: assist@customercare.com.au (not to be used in case of emergency)
Policy number: 02PP014769

Response Psychological Services (all hours)

Tel: +61 3 9016 0400 (International)
Tel: 1300 854 053 (Australia local freecall)
Email: response@responsepsychological.com (delayed response)
Skype: responsepsychological

CLAIMS
Corporate Services Network
Tel: +61 2 8256 1770
Tel: claims@csnet.com.au

The Australian Government is working in partnership with AVI to send Australian volunteers
overseas through the Australian Volunteers for International Development program.