Duty of Care and Travel Notification

PART 1: INFORMATION FOR VOLUNTEERS TRAVELING ON BEHALF OF NCFI

NCFI is a non-profit organization, run by volunteers, with income raised from donations. To carry out international activities that promote the aims and mission of the organization, there may be times when members of NCFI are invited to travel on behalf of the organization. Those who travel on behalf of NCFI agree to do so on a voluntary basis and are therefore required to take personal responsibility for their travel and health & safety.

The guidelines set out in this policy are to ensure that both NCFI and its members have carried out due diligence in preparations for travel, including notification of NCFI re planned travel.

When possible, those traveling on behalf of NCFI pay their own travel expenses to the destination country(ies) and the sponsoring NCF or partner organization provide local accommodation, meals, and travel within the country. If an honorarium is offered, it may be used to defray travel expenses or gifted back to NCFI.

NCFI is committed to transparency in any funded activity.  If funding is requested or received from NCFI, the volunteer is to complete the appropriate forms (e.g., funding request, trip report, and expense claim). See NCFI Best Current Practices Manual for more information or contact the NCFI Administrator or the NCFI Executive member who has oversight of your activities.

A member of the NCFI Executive Committee is to be notified and approve the Duty of Care & Travel Notification after reviewing the purpose of representing NCFI and conducting work on NCFI’s behalf.

The individual agrees to travel at his or her own risk. Therefore, the traveler must take complete responsibility for their own travel arrangements and personal health and safety.

In preparing for travel, please review the following guidelines and complete the requested information on the forms on the last page of this document.

• LOCAL CUSTOMS: Ensure that you are appropriately briefed on local customs such as dress, and on culturally acceptable behaviours and practices of visitors to that country.
• PASSPORT: Be sure that your passport is valid for at least 6 months from the planned date of return to your home country. Passports also need to have at least two clear pages.
• VISA or ETA: Most countries now require either a Visa or an Electronic Travel Authorization (ETA). Each country has its own regulations, and these are normally found on the website of the country to which you are planning travel.
  • You normally need to apply for your visa at least 2-3 months in advance (it can be a long bureaucratic process). ETAs may take less time. Carefully check all requirements and conditions.
  • You will be expected to pay any fees associated with obtaining visas and ETAs.
  • Ensure that your visa or ETA covers the full time you are planning to be in the country. If you are planning to travel from your destination country to other countries during your visit, check that you have the appropriate visas/ETAs for additional countries.

• TRAVEL ADVISORIES: Check information regarding your travel destinations for any matters you need to take into consideration. These include warnings regarding safety and travel. Most countries have travel advisories for their citizens. You can also check other websites, e.g., USA <https://www.state.gov/travel/>; UK <https://www.gov.uk/foreign-travel-advice>
• HEALTH: You are responsible for maintaining your own health. Before traveling, learn about health issues in the destination country(ies). WHO provides information and updates at: http://www.who.int/ith/en/ . Many countries also have general information on travelling and health, e.g., http://www.travax.nhs.uk/.
• NOTE: You are responsible for obtaining any immunizations and prophylactic medications recommended or required for your destination country(ies).
  • For example, malaria prophylaxis and/or diarrhoea treatment packages are recommended for some countries.
  • Some immunizations require more than one dose and take time before they become effective, therefore a visit to a clinic that provides vaccinations should be made several months before the scheduled departure date. 
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• INSURANCE: You are expected to obtain your own health and travel insurance prior to travel.

In many countries, cash (or credit/debit card) payment is usually required before care is given. If there are travel disruptions, the passenger may be required to rebook their own ticket and later attempt to reclaim that amount.

It is your responsibility to ensure adequate funds for unanticipated adverse events. Therefore, ensure you have access to funds in case of an emergency. This may be in the form of a valid credit or debit card.

• ONGOING MEDICAL TREATMENT: If you are receiving treatment for a chronic condition, ensure that you have sufficient medicine for your stay, as well as extra doses (in case some of the medicines get lost or spoiled during the stay or the stay is extended for various reasons). A copy of the prescription is also recommended in case you need to replace your medications or if a customs officer requests verification of personal use. Prescribed medications should always be in carry-on luggage.
• NURSING or MIDWIFERY PRACTICE: Members representing NCFI may not practice any form of nursing or midwifery care while traveling abroad unless they are registered for practice in the destination country. Members wishing to provide consultation or care must normally gain permission from the Nursing and Midwifery council of the country or from the Department of Health. In these cases, members take responsibility for ensuring their own nursing practice insurance is in place.

All NCFI volunteers are to sign the disclaimer on the following page, indemnifying NCFI against any claims in advance of any events. In the event of any lack of insurance and any subsequent claims, NCFI cannot be held liable in any way.