LAP Program Guidelines

Click on the topic below to jump to that topic (or simply read through them all):

This synopsis, intended for chapter leaders and volunteers’ parents, highlights key guidelines the AMIGOS Project Staff and International Office (IO) On-Call Staff will use this summer.

Guidelines for Volunteer Placement

	Volunteers must have at least one AMIGOS partner. If a Volunteer departs prior to the conclusion of the summer, authorization is needed for the partner to remain alone in his/her host community. The Director of Latin American Programs, Director of Volunteer Administration, or President can authorize these situations on a case-by-case basis
	In assigning Volunteer teams, AMIGOS prefers that Volunteers not be partnered with others from the same chapter.
	Volunteers may not be placed in their host community until a Project Staff member has visited the home selected. Ideally, the Project Staff should spend the night with the prospective host families.
	Male Volunteers should be partnered with other male Volunteers, and female Volunteers with other female Volunteers. In some cases, due to the nature of the program or community logistics, mixed-gender partnerships may be the most feasible partnership option. In these cases, two or more female Volunteers may be placed in a partnership with one male Volunteer. Project Staff may not place one female Volunteer in a partnership with one male Volunteer. Volunteers in mixed-gender partnerships must have separate sleeping quarters, i.e., separate rooms or houses. Male and female Volunteers may not sleep in the same room. Whenever possible, female Volunteers should share sleeping quarters with another female, either a family member or another AMIGOS Volunteer. Project Supervisors may not sleep in the same room with Volunteers of the opposite gender.
	Volunteers should be placed with host families. If non-family housing appears necessary, alternative housing arrangements must be approved by the Director of Latin American Programs, Director of Volunteer Administration, or President prior to Volunteer placement.
	When placing Volunteers, Project Staff must gather information regarding the reputation of the prospective host family and other relevant background information.
	Project Supervisors should reinforce to Volunteers the importance of promptly advising Project Staff if Volunteers feel unsafe or have any concerns regarding their housing or food situation.
	When a Volunteer returns early to the United States or has an extended stay in a clinic or the headquarter city, leaving his/her partner alone in the community, Project Staff must immediately notify the International Office On-Call staff and suggest housing or relocation options.
	During briefings, mid-term evaluations, debriefings, and other group gatherings, separate sleeping areas must be provided for male and female Volunteers and Project Staff.

Return to Top

Can a Volunteer remain in his/her community alone?

The Director of Latin American Programs, Director of Volunteer Administration, or President must authorize a solo Volunteer placement before the placement occurs.

If a Volunteer is under 21 years of age, the IO On-Call staff must consult the Volunteer’s parents before solo placement authorization is given. If the Volunteer’s parents do not authorize the solo placement, alternative partnership arrangements must be made.

Return to Top

Can a Volunteer live in non-family housing?

If an appropriate host family is not identified or if there are no homes with adequate sanitary conditions, alternative housing may be considered.

No Volunteer may be placed in a non-family housing situation without prior approval from the Director of Latin American Programs, Director of Volunteer Administration, or President.

Return to Top

Changing Volunteers’ Community Assignments

Senior Staff are authorized to change Volunteers’ community assignments without prior approval from the International Office or the Volunteer’s parents.

Project Staff must promptly notify the On-Call staff about any community changes and thoroughly brief On-Call staff about the reasons for the community change.

The On-Call staff will report community changes to the Volunteer’s parents.

Return to Top

Volunteer Food

Project Supervisors must establish appropriate meal schedules and sources for Volunteers during their stay in the host community.

During briefing, Project Supervisors will inform Volunteers about local eating customs, such as frequency of meals, time of day, and basic diet. Volunteers should be prepared to adapt themselves within reason to the local eating customs.

Volunteers should never have to spend their own money on meals, unless they choose to do so during training events or for snacks in their communities.

Project Supervisors must reinforce to Volunteers the importance of notifying Project Staff promptly if Volunteers are not being fed appropriately or adequately or if they are required to pay for food.

Return to Top

Violations of the AMIGOS Standards of Conduct

AMIGOS strives to maintain a high degree of personal safety for participants and organizational integrity by strict enforcement of the Standards of Personal Conduct and Community Behavior ("Standards", "Rules", or "Standards of Conduct").

All rule violations must be reported and documented. Failure to do so is considered a violation of the Standards of Conduct and may be grounds for reprimand or dismissal of the Project Staff member(s).

If a violation of the Standards is suspected, Project Staff must report suspicion of the incident to Senior Staff, who will assess the urgency of the situation. The Supervisor and/or Senior Staff should interview the individual(s) involved and confirm the information presented with other contacts/sources of information as necessary.

Staff document the alleged rule violation and send it to IO for review by the Director of Latin American Programs, Director of Volunteer Administration, and/or the President. The report is returned to the Senior Staff with a decision on the action to be taken.

Once the International Office approves the rule violation report, the Senior Staff member and/or Project Supervisor presents the report to the individual to review and get signature on the report. The individual’s signature on the report indicates his/her acknowledgement of the report and disciplinary action. Refusal to sign the report will be noted and reported to the International Office.

The person accused of the rule violation is encouraged to add his/her comments to the report, particularly if there are any disagreements with the supervisor’s version of events. An individual who disagrees with a rule violation report and the subsequent disciplinary measures may request telephone consultation with the President to present his/her views about such disagreements. No disciplinary action may be taken in the case of a rule violation until the person has read the report and been given the opportunity to appeal the disciplinary action.

Only the AMIGOS President (or her designee) may make a decision to dismiss a Volunteer or Project Staff member from the program.

Upon request, the final signed report may be given to the volunteer.

Possible consequences for rule violations (The following disciplinary actions are guidelines for rule violations. AMIGOS reserves the right to dismiss volunteers and/or Project Staff members for any infraction of the AMIGOS Standards of Conduct).

Rule Violation Warning – This will be administered for minor, first-time violations that do not represent a threat to the health and safety of the individual, his/her partners, or the reputation of the partner agency or AMIGOS organization. Warning Reports are typically given for inadvertent violations or minor incidents in which there was no premeditated intent or in which there were extenuating circumstances. Examples may include: leaving the host community as a result of lack of direction from Supervisor on boundaries, isolated incident of culturally insensitive behavior, or unknowingly consuming an alcoholic beverage. Warning Reports will be removed from the individual’s file at the end of the summer and do not become part of the permanent record.

Rule Violation Incident – Rule Violation Incidents are given for more serious and "intentional" violations that could be potentially damaging to the individual, his/her partner(s), host family, community, partner agency, or the organization. Examples of offenses are: intentionally leaving the host community/assigned area without prior permission; failure to notify staff about unsafe situations in the community or with partners; circumventing the CALM Plan; taking medications without prior approval; amorous conduct; repeatedly rude and/or culturally insensitive behavior; or riding a motorcycle. An individual receiving a rule violation Incident Report is not eligible to participate as a Project Staff member for the following project year.

Rule Violation Incident and Dismissal from the Program - A decision to dismiss a Volunteer or Project Staff member early from the program may only be made by the AMIGOS President (or her designee). If a decision is made to dismiss a volunteer from the Program, the President and/or IO Directors will make an effort to speak with the individual before airline reservations are finalized. Participants will most likely be dismissed from the Program in situations of repeated violations that are potentially dangerous or harmful to the individual, his/her partner(s), or the organization. Rule violations involving illegal drugs, purchase or intentional consumption of alcohol, intimate sexual relationships, driving motorized vehicles, repeated leaving of host community without prior approval from Project Staff, or handling firearms are examples of situations which will likely result in the participant being dismissed from the program. Individuals who are sent home will also be charged a Damages Fee of $500 (see below).

	Individuals who are alleged to have violated the Standards of Conduct may contact their parents.
	If parents call the Project Staff headquarters directly, Project Staff must refer them to the IO On-Call staff. Project Staff may not discuss rule violation situations directly with an individual’s family unless this is pre-authorized by IO on a case-by-case basis.
	Rule violations that are discovered after the conclusion of the summer program must be documented.
	Damages Fee: When a participant is dismissed from the program due to an infraction of the AMIGOS Standards of Conduct, the entire program incurs intangible and tangible losses. A participant's violation of the Standards and subsequent early departure: harms the image of AMIGOS at home and abroad, particularly in the participant's assigned area; disturbs the normal operations of the project team; and costs staff time and attention in the International Office. Tangible expenses such as increased travel costs, food and lodging for the departing participant and his/her escort, and certain administrative expenses are also incurred with early returns. As a result, any participant who is dismissed due to a violation of any Standard of Personal Conduct and Community Behavior will be charged the following:
	Damages Fee of $500 to cover extraordinary expenses associated with the participant’s premature departure as described above;
	Any penalty charges associated with changing the participant's original return plane ticket; and
	Excess of the cost of the participant's new return plane ticket over the cost of the original plane ticket.

Return to Top

Visits from Family Members and/or Friends

The Project Director, and subsequently the Director of Latin American Programs must approve visits from family members and/or friends, before visitors arrive.

Return to Top

Volunteer Passports & Money Handling

Volunteers should be directed to keep their own passports during the course of the summer. They are also responsible for their own money. This protocol is based on past experiences with passport and volunteer money theft while in Project Staff possession, as well as laws within some countries requiring foreigners to carry their passports at all times (e.g. Costa Rica). Should volunteers feel comfortable leaving their passports and/or money in the home of their host family or in the home of another trusted community member, they should lock them in their luggage or in another secure place within the house. When volunteers are outside their community, they should carry their passports on their person. Ideally, volunteers should use a money belt, neck pouch or other discreet carrying device. Carrying the passport in fanny packs, backpacks or purses should be discouraged. Project Staff should not keep volunteer money or valuables. Project Staff should make available opportunities for Volunteers to change their money to the local currency during briefing, midterm, and debriefing. Should volunteers request their project supervisor to change money for them

Return to Top