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Terms and Conditions

Fees and Application

1) Programme Fees:
The fee for the USA Summercamp cultural exchange programme shall be as published on
USA Summercamp website (www.usasummercamp.co.uk).

First Time Participants:
a) This fee shall be payable by way of an application fee due before your interview is confirmed and only refundable as set out in the 'Refund and Cancellation Policy' Section below. The balance is payable within 90 days of your official acceptance to the Camp
Leaders programme unless your interview is booked after 28th February 2010 in which case the balance is payable within 30 days of your acceptance. Official acceptance means the date your online profile is moved from 'interview booked' stage to 'accepted' stage.
b) The programme fees will increase for applicants booking an interview after 28th February 2010 by (amount to be
determined). An expediting fee of £50 will apply to all applicants booking an interview after 15th April 2010.

Returnees and Direct Placements:
a) There are three fee options and your camp will select their preferred option from those listed below. If there is a particular option you prefer, we suggest you discuss this with your camp as soon as possible and agree to it with them in writing. The fee option
cannot be changed once your DS2019 visa eligibility forms have been printed. The fee options are as follows:
i. Fee Paid by Participant - You will be required to pay your own program fees to USA Summercamp within 30 days of confirmation of your placement details.. No charge for program fees should be deducted from your total pocket
money by your camp.
ii. Split Fees (Camp/Participant) - Your camp will pay a portion your program fees to USA Summercamp and you will pay the other portion to USA Summercam within 30 days of confirmation of your placement details. Your camp may choose to subtract their portion from your total pocket money at the end of the summer.
iii. Fee Paid by Camp - Your camp will pay your program fees to USA Summercamp. Your camp may choose to subtract this fee from your total pocket money at the end of the summer.
b) An expediting fee of £50 will apply to all applicants for placements after 1st April 2010. Placement means you have submitted all necessary documentation and monies and your camp has confirmed your placement.


2) Additional Fees:
For you to complete your application with USA Summercamp you will have to incur other costs for processing your visa application and services completed by third parties such as the US Embassy. USA Summercamp may facilitate the collection of certain fees on the behalf of the third party. Fees listed below are correct at the time of print, but are at the discretion of the third party who completes that service and may therefore rise if that third party increases the costs. These additional fees may include:
• £35 for an ACRO police certificate (see 'Criminal Background Check' section below for more details.
• Fees for a Medical form - this may not incur a fee. Charges are at the discretion of your physician.
• Fees for J-1 Embassy Processing (see 'J-1 Visa Application Process' section below for more details).
• Visa delivery fee or courier fee (see 'J-1 Visa Application Process' section below for more details).
• Flight supplements (see 'Travel to Camp' section below for more details).
• Onward travel costs from your port of entry in the USA to the camp (first time participants can recover this cost from their camp).
You agree to pay these additional fees as they arise. Failure on your part to do this will result in your application being withdrawn from the Camp Leaders programme.

3) Once you have paid the programme fees you will be entitled to:
• Customer service and support with your application whilst in the UK.
• DS2019 form & SEVIS fee receipt (required for J-1 visa application), unless you hold a US Passport or a green card when this is not needed
• A J-1 visa (subject to approval by the US Department of State and the US Embassy) unless you hold a US Passport or a green card when this is not needed
• Our best efforts to secure you a placement at a summer camp in the US (see clause 8 below) subject to adherence to this programme agreement, and USA Summercamp guidelines, and subject to full compliance with your contract with the camp at which you are placed, and full compliance with all US Department of State requirements for J-1 visa holders (for more details see J-1 Visa Regulations page at www.campleaders.com).
• Up to 90 days medical insurance (see 'Insurance' section below).
• Support in respect of your onward travel arrangements from US airport to your camp.
• 24-hour emergency telephone support whilst in the US.

In addition first time participants will be entitled to:
• A preparation Day in your home country prior to departure for camp.
• Return economy flights to the US (to the airport destination selected by your camp).

4) For your application to be complete and ready for you to be placed at a camp, you must:
• complete the online application form, and
• accept the Camp Leaders Programme Agreement, and
• provide satisfactory and current reference(s) (as requested by USA Summercamp) from persons excluding friends or family members, and
• provide a current ACRO police certificate, and
• provide a copy of the photo page of your valid passport, and
• provide any other documents USA Summercamp require to complete the application process.
All documents currently required can be can be completed on line and/or downloaded.

5) You must inform USA Summercamp of any changes in contact information, availability, health, criminal background, or any other pertinent changes, regarding your application and ability to participate in the USA Summercamp programme. If any changes made after
acceptance lead to placement becoming difficult or unlikely, USA Summercamp reserves the right to withdraw you from the programme and any refund given will be at the absolute discretion of USA Summercamp.

6) You must inform USA Summercamp if you have any relatives living in the US. Failure to declare this information may have serious consequences on your J-1 visa application and thus may result in your removal from the USA Summercamp programme, and any
previous payments will be forfeit.

7) Your placement confirmation at a camp may occur anytime between completion of the full application and 1st July 2010.

8) Even if your application is accepted by USA Summercamp there is no guarantee that a camp will offer you a position for the summer. A placement is based on the needs of the camp, your availability and your experience and skills. There may be circumstances in which USA Summercamp may, in its discretion, decide to conditionally accept you onto the programme. In this event you will be sent the Conditional Acceptance Letter and, when signed by you, that letter will, in addition to the terms of this agreement, govern your ongoing arrangements with USA Summercamp.

9) The USA Summercamp programme facilitates your participation on a cultural exchange programme and does not, in any way, provide you with work or secure work for you.

10) You must be completely honest with USA Summercamp throughout the application process and all information contained on any form completed must be accurate. Any false, deceptive or withheld information on your application or documentation, or any behaviour deemed by USA Summercamp as inappropriate or prejudicial, during, or after, your acceptance to the USA Summercamp programme may be grounds for immediate cancellation from the programme with, or without, refund of fees, all at the absolute discretion of USA Summercamp.

11) It is agreed and understood that nothing in this agreement guarantees you a placement at any camp.

Criminal Background Check

1) The Camp Leaders programme comes under the Rehabilitation of Offenders Act 1974 (Exception) Order 1975 and you must therefore declare all relevant current and spent (expired) convictions, cautions, warnings, arrests and reprimands. Failure to provide
honest, accurate information regarding your criminal background, may affect your participation on the USA Summercamp programme as well as your ability to obtain a J-1 visa for work at a summer camp in the US.
2) A clean ACRO police certificate (from The Association of Chief Police Officers Criminal Records Office) is required to participate on the USA Summercamp programme. You must apply for this certificate independently and the cost is £35 (correct at the time of print). Information on how to apply can be found on http://www.acpo.police.uk/certificates.asp
3) If you have an existing ACRO police certificate that was issued no earlier than two weeks before your acceptance to the USA Summercamp programme, you may submit a copy to USA Summercamp.
4) You must submit a copy of your ACRO police certificate to USA Summercamp before we can schedule a J-1 visa interview appointment on your behalf.
5) If your ACRO police certificate is not clean (i.e. stating 'no live trace' or specifying a live conviction, caution, warning, reprimand or arrest) your participation on the USA Summercamp programme may be terminated at the discretion of USA Summercamp. If allowed to proceed, you may be required to attend a special visa appointment (VCU) at the US Embassy and will be contacted by the US Embassy directly. Persons with criminal backgrounds (whether 'live' or 'spent') face a higher risk of visa denial by the US Department of State. Please refer to the 'Refund and Cancellation Policy' section of this agreement for more details on applicable refunds in such circumstances. All additional fees incurred as a result of you not having a clean ACRO certificate are to be paid by you as they arise
6) If you are applying from the United Kingdom, but are not a resident or citizen of the United Kingdom, you may not be eligible for an ACRO police certificate, in which case you need to request a criminal background check from your home country with a certified English translation. All fees associated are at your own additional expense.
7) You authorise USA Summercamp to share your police certificate with camps to secure your placement, and prior to your arrival to camp. You must take the original copy of your police certificate to camp with you. Failure to do so may result in your immediate dismissal from camp and associated fees as outlined in the 'Summer Contract' section of this agreement.


Medical Forms

1) You are required to have completed the USA Summercamp's on line medical form and have it signed by a physician prior to your departure for camp.
2) You must provide a completed copy of this medical form to USA Summercamp prior to your departure for camp and you must take the original copy of your medical form to camp with you.

3) You are required to make USA Summercamp aware of any pre-existing medical conditions from which you may suffer. USA Summercamp's medical insurance does not cover pre-existing conditions. Some medical conditions may require an additional letter from a physician. If USA Summercamp feels that any of your medical conditions may affect our ability to place you at a camp or your ability to participate safely on the USA Summercamp programme, USA Summercamp reserves the right to terminate your participation on the programme and issue a refund amount at its absolute discretion.
4) Failure to take the original of your medical form to camp or failure to disclose any pre-existing conditions on your medical form may result in your immediate dismissal from camp and associated fees as outlined in the 'Summer Contract' section of this agreement.

J-1 Visa Application Process


1) Unless you hold a US Passport or a green card a J-1 visa is required to participate on the USA Summercamp programme. By signing this agreement you agree to abide by all rules and regulations of the J-1 visa as outlined by the US Department of State.
2) All first-time J-1 visa applicants are required to attend an in-person interview at a US Embassy or Consulate in your home country or country of legal residence. The US Department of State currently charges a fee of $131 US dollars for UK passport holders (correct at the time of print) for the J-1 interview and processing.
3) Once you have paid your programme fees, USA Summercamp will provide you with the DS2019 form required to apply for your J-1 visa as well as instructions on how to complete all other forms associated with the J-1 visa application. Your DS2019 form will be issued once you have paid appropriate programme fees and confirmed all your passport details in your online account with USA Summercamp.
4) The original fee for the DS2019 form is included in your programme fees. USA Summercamp will charge £50 for each DS2019 reprint required by you due to any theft, loss, or damage of the original or any incorrect information, given by you, which requires a reprint.
5) Once you have paid your programme fees, USA Summercamp will also provide you with the required SEVIS fee receipt for your J-1 visa application. The SEVIS fee ($35 correct at time of print) will be paid on your behalf by USA Summercamp and is included in your programme fees.
6) The US Embassy in London and US Consulate in Belfast only have selected dates available for J-1 visa interviews and procedures for booking appointments may vary.
7) USA Summercamp may be instructed by the US Embassy to book your J-1 visa interview on your behalf, in which case an administration fee will be levied by USA Summercamp for this service. USA Summercamp will book your appointment once you have paid all fees due. USA Summercamp will charge £20 for rebooking or changing an Embassy appointment.
8) You are responsible for arranging and paying for your own transportation to the US Embassy or Consulate for your J-1 visa interview and any other costs associated.
9) To process your J-1 visa the US Embassy will be required to keep your passport for a minimum of one week in order to issue the visa, but this can be considerably longer. Please do not make any international travel arrangements to depart soon after your visa
interview.
10) The US Embassy in London uses a designated courier service to deliver your visa back to you and you are required to pay this fee at your J-1 visa interview. Cost and procedures for postage from the US Consulate in Belfast may vary.
11) The US Embassy in London and the US Consulate in Belfast may allow postal applications for some J-1 visa applicants who have previously been issued a US visa (details to be confirmed at time of print)
12) USA Summercamp is not in control of the processing time or success of your J-1 visa application with the US Department of State. If your J-1 visa is delayed (thus affecting your ability to travel to camp), or if your J-1 visa application is denied/rejected, your application will be withdrawn. Please see the 'Refund and Cancellation Policy' section of this agreement.
13) If you hold a US passport or Green Card, 2 to 12 above do not apply.

Refund and Cancellation Policy


First Time Participants:
1) If you are not accepted to the USA Summercamp programme, other than through your non-disclosure or other failure to comply with your obligations as set out in this agreement, the application fee (£49) is refundable.
2) If you cancel after acceptance, but prior to placement at a summer camp, £100 of your full programme fee is refundable.
3) If you cancel after placement at a summer camp, the total programme fee is non-refundable.
4) If you cancel after your flights (international and/or domestic US) have been booked, the total programme fee is non-refundable. USA Summercamp will charge you for any flight cancellation fees and/or the non-refundable portion of the flight ticket (up to the full cost of the ticket) purchased in your name.
5) If changes to your availability, your ability to attend camp, or any failure on your part to comply with your obligations in this agreement, or any other factors, affect the ability of USA Summercamp to place you at a camp, USA Summercamp reserves the right to withdraw your application from the programme and refunds will be then be at the absolute discretion of USA Summercamp.
6) If you are not placed at a camp by USA Summercamp by 1st July 2010, your application will be withdrawn from the programme and a refund will be issued upon the return of your DS2019 form to USA Summercamp. £200 of your full or discounted programme fees is refundable.


Returnee and Direct Placement Participants:
7) If you cancel, the total programme fee is non-refundable
8) If you leave camp before the end date of your camp contract for any reason, the total programme fee is non-refundable.
9) If you choose the USA Summercamp flight option and cancel after your flights (international and/or domestic US) have been booked, the total programme fee is non-refundable. USA Summercamp will charge you for any flight cancellation fees and/or the non-refundable portion of the flight ticket (up to the full cost of the ticket) purchased in your name.
All Participants:
10) If you or a member of your immediate family (parents or siblings; not including grandparents) experiences a life-threatening illness, or death, prior to your departure for camp, written documentation must be submitted to USA Summercamp within 14 days and refunds will then be considered at the absolute discretion of USA Summercamp.
11) No refunds will be given for cancellation due to exacerbation of a pre-existing medical condition.
12) If you have not obtained your J-1 visa (delayed/denied/rejected) by your contracted start date at camp or by 15th June 2010, whichever is sooner, USA Summercamp reserves the right to withdraw you from the programme without refund.
13) Any fees you incur for third party services (such as J-1 visa interview or ACRO police certificate) or other costs associated with the USA Summercamp programme (but not inclusive in the USA Summercamp programme fees) are not refundable by USA Summercamp.
14) USA Summercamp reserves the right to withdraw your application, without refund, if unable to make contact with you at the contact details provided; if you are late with any paperwork or payments; or in any other circumstances where USA Summercamp is unable to obtain required information from you.


Travel to Camp


If you hold a current US passport you must use this for travel to the US for camp. If you hold a current US Green Card you must use this for travel to the US for camp along with your national passport.

First Time Participants AND Returnees/Direct Placements Requesting Flights
1) You are responsible for the cost and arrangement of your transportation to the UK airport from which you will depart to the US, as well as any transportation costs and arrangements upon your return from the US.
2) Your international flights (economy class) to the US will be arranged by USA Summercamp based on your camp start date and the US airport specified by your camp.
3) You are required to provide USA Summercamp with a requested return date to the UK for flight booking purposes. Return flights will be booked on the date requested subject to availability. If you fail to request a date within an allotted time USA Summercamp will issue your return date to the UK on a date of best availability after your camp contract end date.
4) All international flights will be booked based on departure and return to the same UK airport and arrival to/departure from the same US airport (specified by your camp). Should you require any flight and/or airport deviations from the standard ticket (other than your arrival airport in the US), you must submit your request(s) by email to the USA Summercamp Flight department prior to the booking of any flight in order to accommodate any special requests. A deviation request is only confirmed once you have received a confirmation email from the USA Summercamp Flight department with details. You are responsible for paying for the cost of any flight deviation or supplement charges.
5) If for any reason you cannot make your scheduled departure flight to the US, you are required to notify USA Summercamp as soon as possible prior to the flight. You will be responsible for reimbursing USA Summercamp for all flight change/cancellation costs incurred and/or any portion of the ticket that is non-refundable.
6) Your camp, through USA Summercamp, will inform you of your transportation from your arrival airport in the US to the camp. In some cases, your camp may require that you pay out of pocket for ground transportation in the US to camp. First time participants ONLY - You must save all receipts so that your camp can reimburse you for the cost of this domestic transportation.
7) You are responsible for the cost and arrangement of your transportation to the US airport from which you will depart at the end of your stay in the US.
8) Any changes to your international return flight from the US are based on airline availability and may incur a flight change fee, for which you are responsible. You are also responsible for making any date changes directly with the airline or travel agent. Please note that a travel agent may charge a fee in addition to any flight change fees.

9) Airlines reserve the right to change flight schedules and ask that you confirm your flights 48 hours before departure or return flight. Missed flights or delays due to change of flight schedule information are not the responsibility of USA Summercamp, though we will communicate any changes in flight information where possible.

Returnees/Direct Placements
10) If you are a returning staff member or a direct placement to camp you have two options -
a) USA Summercamp purchases your international flight under the conditions above. The cost of your international flights plus any additional flight surcharges will be billed to camp and deducted from your pocket money. ($995 for flights from London or
Manchester to Newark, JFK and Boston: prices vary for all other US airports). These prices are subject to change. The deadline for requesting a USA Summercamp flight is 1st May 2010.
b) You purchase your own international flight. Unless you submit a flight request to USA Summercamp by 1st May 2010 it will be assumed that you are purchasing your own international flight. You are responsible for booking your entire round-trip international and domestic transportation to camp and informing USA Summercamp and your camp of the full details. Nothing will be deducted from your summer pocket money for flight or travel costs.


Summer Contract


1) Your camp and USA Summercamp will set your contract dates at camp. You are required to honour the entire amount of time for which the camp has contracted you. You will be asked by the camp to sign a contract and you agree to sign that and hold USA Summercamp harmless from any claims that may arise as a result of your failure to then perform its terms and conditions. You must send USA Summercamp a copy of your contract with your camp as soon as you receive it and you authorise us to ask your camp to supply a copy.
2) Your time-off at camp will be in compliance with your camp's policy.
3) You are responsible for your own personal expenses before, during and after camp, including transportation back to your departure airport in the US.

4) You are subject to the rules and regulations of the summer camp at which you are placed. This may include (but is not limited to): no smoking; no drinking; no drug use; no inappropriate relations with minors; set curfews; time-off policies and abiding by US laws. You understand that you will be living with other staff and campers in a cabin, tent or dormitory accommodation, and that you may experience little or no privacy on a regular basis. You will be on-duty for long hours every day (except days off). Failure to comply with the policies of your camp may result in termination of your camp contract and/or this contract. USA Summercamp will uphold any termination decision by a camp.
5) USA Summercamp does not own or in any way assume responsibility for the operation of camps. The running of each camp is solely at the discretion of its owner and/or director. As a consequence, USA Summercamp cannot, and does not, accept liability for any decisions or actions, of whatever nature, made by, or on behalf of, the camp owner and/or director. If you consider that you have any loss, injury or damage whatsoever, as a result of any such decisions, actions or remissions, your right to recourse lies with the camp. Your acceptance of a placement at a camp is specifically conditional to this.
6) Failure to complete your camp contract, for any reason, will result in the cancellation of your J-1 visa status and insurance and you will be required to return immediately to your country of residence. Without prejudice to any other claims USA Summercamp may have, you will be responsible for any flight change fees and will be liable for fees that would otherwise be paid by your camp to USA Summercamp. Furthermore, if departure from camp (due to failure to complete your camp contract for whatever reason) is within 14 days of your arrival to camp, you will also be responsible for reimbursing USA Summercamp for any flight surcharge fees otherwise paid by your camp.
7) Should you be unable to complete your camp contract due to personal illness or death, or the illness or death of an immediate family member (parents or siblings; not including grandparents), USA Summercamp may, in its absolute discretion, waive any portion of fees otherwise owed by you to USA Summercamp for the incomplete summer camp contract. Official documentation showing reasons for your early return must be submitted before any reduction of the fees owed will be considered.

Insurance


1) USA Summercamp provides you with up to 90 days of fully comprehensive medical (not dental) insurance from the date you arrive in the US. This insurance does not cover pre-existing medical conditions. Full details of the cover and the conditions can be found on the USA Summercamp website. You agree to have read and understood the conditions before you travel to your camp and by travelling you will acknowledge that you accept them.
2) If you have any pre-existing medical conditions you must declare this on your USA Summercamp application form. It is recommended that you contact the USA Summercamp office to discuss additional insurance options. If you fail to do so, your insurance may be invalid and you will be liable for any medical bills and expenses incurred associated with said condition.
3) The USA Summercamp insurance policy does not cover loss or theft of baggage, valuables or personal property or travel delays.
4) Your insurance will have an excess or deductible, which you will have to pay.
5) By signing this document, you agree that USA Summercamp can take any required action in regards to your health and safety without incurring any liability or expense. This may include, but is not limited to: your placement in a hospital, use of doctor's services, and transportation to your home country at your own expense.


General

1) You agree to USA Summercamp processing and using your personal data and sharing that data with camps, regulatory authorities and also with its parent partner and sister companies, third party companies with whom USA Summercamp shares data for marketing purposes and also all companies and organisations involved in the J-I visa process. You consent to your image and any comments, photos and videos uploaded to the USA Summercamp website to be used for marketing purposes.
2) USA Summercamp will have the right to terminate this agreement in the event that you breach any of your obligations and termination will result in the loss by you of all fees paid and also render you liable for potential damages arising from that breach.
3) You are required to leave the US at the end date of your J-1 visa grace period or required US departure date as noted by US Immigration on your I-94 card.
4) USA Summercamp shall be entitled to assign the benefit or part of this Agreement to any third party, but shall remain primarily liable for the obligations hereunder.
5) Nothing in this Agreement shall constitute you as the agent of USA Summercamp.
6) Nothing in this Agreement shall be deemed to constitute a partnership or joint venture between the parties hereto.
7) This Agreement together with all documents referred to herein constitutes the entire understanding between the parties with respect to the subject matter hereof and supersedes all prior or contemporaneous agreements in regard thereto.
8) This Agreement cannot be amended, superseded, cancelled or any of its terms and conditions waived except by an agreement in writing signed by authorised representatives of both parties or in the case of a waiver signed by an authorised representative of the party waiving compliance and specifically referring to thisAgreement.

10) This Agreement shall be governed by and construed in accordance with English law and you submit to the exclusive jurisdiction of the English Courts in relation to all disputes relating to the Agreement. USA Summercamp submits to the non- exclusive jurisdiction of the English courts in relation to all disputes relating to this Agreement and shall be entitled to commence proceedings against you in such other jurisdictions as are appropriate.
11) Any notice to be given under this Agreement shall be in writing and shall be deemed duly given if signed by or on behalf of a duly authorised officer of the party giving the notice and if sent by first class post or delivered by hand or sent by facsimile transmission to the address of the recipient set out at the beginning of this/ Agreement or such other address as the recipient may notify from time to time. Any such notice or other communication shall be deemed to be given:
(a) by post on the day (not being a Sunday or public holiday) falling 48 hours after the date of posting;
(b) if served by hand at the time the same was handed to or left at the address of the party to be served; and
(c) in the case of a facsimile transmission at the time of transmission,
and in providing service of the same it will be sufficient to prove in the case of a letter that such letter was properly stamped, franked, addressed and placed in the post and in the case of a by-hand delivery that such letter was delivered to the proper address and in the case of a facsimile transmission that such facsimile was duly transmitted to a facsimile number notified to the other party for this purpose.
12) You agree to abide by all lawful rules and regulations of USA Summercamp and of the camp at which you are placed and to fully indemnify and hold completely harmless USA Summercamp from and against any liability, obligation, loss and expenses including court
costs and legal fees incurred by USA Summercamp, camp or a third party resulting from any injury, loss, property damage or expenses that you directly or indirectly cause or to which you contribute.
13) USA Summercamp and its affiliates, agents and employees shall not be liable for claims or costs whatsoever arising from any injury, loss, damage, delay, accident or expense resulting from events beyond USA Summercamp's control including (but not limited to) natural disasters, acts of war or terrorism, strikes, incidents of politically motivated violence, sickness or quarantine, government restrictions
or regulations or transportation accidents.

By completing the on-line registration process and ticking your acceptance of this contract you agree to be bound by its
terms.

Please make a copy of this Programme Agreement for your records.