Section 1 - Introduction

Thank you so much for reaching out and wanting to support Earthchild Project by sharing your passion and volunteering your skills and time with our team and our earthchildren! Please complete this form and we will get back to you with the next steps.

Policies and procedures

The volunteer acknowledges that s/he has been provided with and is aware of the contents of the policies and procedures of the Earthchild Project. Accordingly, the volunteer agrees to abide by and be governed by such policies, procedures and South African legislation.

Earthchild Project’s expectations of the volunteer

• To be punctual for all duties, meetings and activities
• To inform the Communications Manager and Schools Programme Manager of the days they will report for duty and where they will be
• To inform the Communications Manager and Schools’ Programme Manager if they are not able to attend that day
• To request a duty if one has not been assigned to you

Code of conduct

• The volunteer must be trustworthy and uphold the ethics of confidentiality
• The volunteer must accept direction and supervision gracefully
• The volunteer must be pleasant, friendly and interested when working with participants, staff, teachers and ECP stakeholders
• The volunteer must not
• Give any medical advice to participants
• Give participants anything to eat or drink without the permission of the Schools Programme Manager
• Volunteers must not give gifts or money to, or accept gifts or money from, participants without approval from the Communications Manager
• The volunteer must adhere to a respectful, professional dress code appropriate to the duties that s/he will perform
• Volunteers may not impose their own beliefs/religion/values on participants, staff, teachers or any ECP stakeholder
• The volunteer must follow Earthchild Project’s Child Protection Policy
• The volunteer must follow Earthchild Project’s Social Media Policy
• The volunteer must report any incidents to the Communications Manager
• The volunteer is encouraged to provide feedback on their duties and experiences at ECP

VOLUNTEER RELEASE AND WAIVER OF LIABILITY

I fully understand that the scope of the Volunteer’s relationship with Earthchild Project is limited to a volunteer position and that no compensation is expected in return for services provided by the Volunteer; that Earthchild Project will not provide any benefits traditionally associated with employment to the Volunteer; and that the Volunteer is responsible for his/her own insurance coverage in the event of personal injury or illness as a result of his/her services to Earthchild Project.  

• Waiver and Release: I agree to hold harmless and indemnify Earthchild Project, as well as the organisation's employees,  from all liabilities, claims and expenses relating to any loss or damage to myself or my belongings while I am providing volunteer services.  I understand and acknowledge that this Release discharges Earthchild Project from any liability or claim that I may have against the organization and/or its employees.
• Insurance: Further, I understand that Earthchild Project does not assume any responsibility for or obligation to provide me with financial or other assistance, including but not limited to medical, health, or disability benefits, insurance or transportation. I expressly waive any such claim for compensation or liability on the part of Earthchild Project beyond what may be offered freely by the organization in the event of injury or medical expenses incurred by me.
• Photographic Release: I grant and convey to Earthchild Project all right, title, and interests in any and all photographs, images, video, or audio recordings of me or my likeness or voice made by the organisation in connection with my providing volunteer services to Earthchild Project.
• Medical Treatment: I hereby release and forever discharge Earthchild Project from any claim whatsoever which arises or may hereafter arise on account of any first-aid treatment or other medical services rendered in connection with an emergency during my tenure as a volunteer with Earthchild Project.
• Assumption of Risk: I understand that the services I provide to Earthchild Project may be under extreme conditions such as unrest within the community, protests and so forth, given the nature of the communities in which the organisation operates. As a volunteer, I understand that the staff of Earthchild Project will go to lengths to warn me should there be unrest within the community, however, I hereby expressly assume risk of injury or harm from these events. I release Earthchild Project from all liability.
• Other: As a volunteer, I expressly agree that this Release is intended to be as broad and inclusive of potential risks that may occur. By selecting "I agree", I deem this agreement valid and correct. I understand the contents of this release, and will ensure all necessary precautions prior to my visit with Earthchild Project.

PROTECTION OF PERSONAL INFORMATION (POPIA)

Volunteers are data subjects and have certain rights under the POPA. These include:

• the lawful processing of their personal information
• consent to the processing and further processing of personal information
• notification when personal information is being collected or has been subject to a breach
• requesting access to their personal information
• objecting to the processing of their personal information; and
• requesting the correction, destruction, or deletion of their personal information.

Earthchild Project, therefore, undertakes to process the personal information of the volunteer only in accordance with the conditions of lawful processing as set out in the Protection of Personal Information Act (POPIA) and terms of Earthchild Project’s policies. Personal information will only be processed to the extent that Earthchild Project must discharge its obligations and perform its functions as an organisation within the framework of the voluntary working relationship and South African law. The volunteer understands their right to privacy and the right to have their personal information processed in accordance with the conditions for lawful processing. The volunteer acknowledges that collecting personal information is both necessary and required in terms of the volunteer’s functions and legal obligations of Earthchild Project as an organisation. The volunteer irrevocably and unconditionally agrees that:

• They have been notified of the purpose and reason for collecting and processing their personal information in so far as it relates to Earthchild Project’s function and legal obligations as an organisation
• They consent and authorise Earthchild Project to undertake the collection, use, processing, and further processing of their personal information for the purposes of securing and facilitating the volunteer’s voluntary working relationship with Earthchild Project.
• They consent to Earthchild Project’s collection and processing of personal information insofar as the volunteer’s personal information is contained in relevant electronic communications.
• They consent to the Earthchild Project collecting, processing, and distributing relevant personal information where the organisation is legally required to do so.
• They consent to Earthchild Project’s sharing personal information with third-party providers such as funders, insurers, and suppliers strictly for administering such funds and/or policies.

TERMINATION

Earthchild Project reserves the right to prohibit the volunteer from continuing their stay at Earthchild Project at short notice or with immediate effect should these guidelines and policies not be adhered to.