SERVICE-LEARNING EXPERIENCE PROGRAM AGREEMENT
This Agreement dated the
day of
, 20
.
BETWEEN:
[enter name of Host Organization]
(the “Host Organization”)
- and The University of Manitoba
(the “UM”)
WHEREAS the parties believe that the educational experience of the UM’s students will be
enhanced and enriched by an experiential learning opportunity with the Host Organization
through the creation of a formalized agreement between the parties;
NOW THEREFORE in consideration of the following terms and conditions, the parties hereby
agree as follows:
1.0
Definitions
1.1
In this agreement:
(a) “Organization Fee” shall mean the program and administrative fees paid by the UM
to the Host Organization as outlined in section 5.1.7 of this Agreement.
(b) “Program Fee” shall mean the program and administrative fees paid by the
Participant to the UM as outlined in section 4.3 of this Agreement.
(c) “Study Service Tour” shall mean an annual program providing for Students to visit
[enter destination], and to engage in volunteerism, observation, and other forms of
experiential learning;
(d) “Student” shall refer to an undergraduate or graduate student enrolled in a degree
program at the UM; and
(e) “Participant” shall mean a Student selected to engage in a Study Service Tour.
2.0
Term, Extension and Termination
2.1
The term of this Agreement shall be from [enter a date], to [enter a date],
unless extended by mutual agreement of the parties under section 2.2 of this
Agreement or unless earlier terminated under section 2.3 of this Agreement.
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3.0
2.2
This Agreement may be extended by mutual agreement of the parties in writing
for a maximum of a further [enter number of years for renewal term] years on
the same terms.
2.3
The agreement may be terminated by either party giving two (2) months written
notice to the other party or where an earlier termination agreement is mutually
agreed upon. In the event of termination, the respective parties will honour all
commitments to Participants already selected.
Selection of Participants
3.1
3.2
4.0
Participants will be selected by the UM Director (Student Life) based on the
following criteria:
3.1.1
A Student who has achieved good academic standing in the academic
year immediately preceding the Study Service Tour (with a GPA of 2.5 or
higher),
3.1.2
A completed application form highlighting relevant work, volunteer, cocurricular experience or other qualities making the Student an appropriate
candidate,
3.1.3
A current resume,
3.1.4
A current transcript,
3.1.6
Two (2) letters of reference,
3.1.5
An interview of the Student by a committee appointed by the UM Director
(Student Life).
Notwithstanding anything else in this section, the Host Organization may prohibit
the involvement of a particular Participant if it reasonably believes that such
involvement would adversely affect the health and safety of the Participant, other
Participants, or the clients served by the Host Organization. Such a decision on
the part of the Host Organization will be communicated to the UM in writing as
soon as possible, but no later than 2 weeks in advance of the program
commencement. This communication will include an explanation of the reason
for the decision.
The Study Service Tour
4.1
Each Study Service Tour will be approximately [enter number] [choose an
item] in length, and generally conducted [choose an item] the months of
[choose a month] and [choose a month] of each calendar year.
4.2
Each Study Service Tour will have a maximum of [enter number] Participants.
4.3
Each Participant shall be responsible for payment of a fee to the UM in an
amount to be determined by the UM annually (the “Program Fee”).
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5.0
4.4
Either party may cancel or cut short a Study Service Tour or the involvement of a
particular Participant if it is reasonably necessary to protect the safety and health
of Participant(s).
4.5
If, after payment of the Program Fee, a Participant is unwilling or unable to
complete the Study Service Tour, or is removed from the Study Service Tour
under section 3.2 or 4.4, the Participant is entitled to a partial refund of the
Program Fee for any unspent costs that would have been covered by the
Program Fee had the Participant continued in the Study Service Tour.
Obligations of the UM
5.1
5.2
6.0
The UM shall:
5.1.1
Coordinate the selection of Participants;
5.1.2
Cooperate with the Host Organization to create a Study Service Tour
schedule or itinerary;
5.1.3
Conduct pre-trip orientation sessions for the Participants, including the
course “Transformative Partnerships: An Introduction to ServiceLearning” or its equivalent; an overview of their responsibilities as outlined
in the Program Agreement; including travel risk and safety preparation for
participants relevant to the Host Organization’s country and region.
5.1.4
Conduct a post-trip de-briefing session; and
5.1.5
Organize post-trip presentations to the UM community.
5.1.6
Assist Participants in making all travel arrangements to and from the
country in which the Host Organization is located.
5.1.7
Submit payment of a fee to the Host Organization in the amount of
$[enter amount] per Participant (the “Organization Fee”) according to a
schedule of payment as agreed upon by the parties.
The UM shall assist Participants with payment of the Program Fee by:
5.2.1
Providing Participants with access to funding for the Study Service Tour
through a program-specific grant;
5.2.2
Providing Participants with guidance on fundraising efforts to contribute to
the cost of the Study Service Tour.
Obligations of the Host Organization
6.1
The Host Organization shall:
6.1.1
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Cooperate with the UM to create a Study Service Tour schedule or
itinerary;
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7.0
6.1.2
Provide Participants with an arrival orientation;
6.1.3
Provide Participants with all in-country accommodations and food at the
Host Organization’s guesthouses and facilities;
6.1.4
Arrange all in-country travel and transportation; and
6.1.5
Provide language interpretive services to assist Participants in
communicating during the Study Service Tour.
6.1.6
Take all reasonable precautions to ensure the safety and wellbeing of
Participants while in-country.
Obligations of Participants
7.1
7.2
Prior to departure, the UM will ensure that Participants have at their own cost:
7.1.1
Paid a deposit against the Program Fee to the UM no later than [enter
timeline] and the remainder of the Program Fee to the UM no later than
one month prior to the date of departure.
7.1.2
Obtained all immigration documents required;
7.1.3
Obtained all vaccinations and medical prophylaxis reasonably required;
7.1.4
Worked with the UM to arrange all travel arrangements, including air
travel, to reach the in-country orientation; and
7.1.5
Obtained medical insurance from the UM’s preferred provider.
7.1.6
Signed a liability waiver; registered with the Department of Foreign Affairs
(ROCA).
7.1.7
participated in the pre-departure and post-return orientations provided by
the UM.
Prior to departure, the UM will obtain agreement from the Participants that while
on the Study Service Tour, Participants shall:
7.2.1
Contribute postings on the Study Service Tour blog;
7.2.2
Conduct workshops at the Host Organization’s field offices as mutually
agreed between the parties;
7.2.3
Provide the Host Organization and the UM a final report at the conclusion
of the Study Service Tour;
7.2.4
Pay all other costs of living which are not the responsibility of the Host
Organization;
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7.3
8.0
9.0
7.2.5
Exercise good judgment, including respect for local customs, practices
and norms;
7.2.6
Follow the rules, policies, guidelines, and procedures of the Host
Organization; and
7.2.7
Follow the rules, policies, guidelines, and procedures of the UM.
Prior to departure, the UM will obtain agreement from the Participants that they
will further assist the UM in making presentations or written reports to the UM
community following the Study Service Tour.
Indemnification & Liability
8.1
Each institution shall be liable for the actions of its own employees, officers,
agents and representatives, and shall save the other institution harmless from
any losses relating thereto.
8.2
The UM shall not be responsible if a Participant fails to meet one or more of
his/her obligations under section 7.0, or if the Host Organization fails to meet its
obligations under section 6.0.
8.3
Neither party shall be responsible if it is reasonably required to cancel or cut
short a Study Service Tour or the involvement of a particular Participant in order
to protect the safety and health of Participant(s).
Contact Persons
Each institution will designate an individual who will serve as the contact person for the
Agreement. The contact person or their designate will be responsible for coordinating
the specific requests of the Study Service Tour, preparing and distributing reports on the
progress of the Study Service Tour, and advising and assisting Students and
Participants.
The designated contacts for this Agreement are:
The UM
Name:
Title:
Address:
Telephone:
Fax:
Mobile:
Email:
Web site:
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Mr. Brendan Hughes
Director, Student Life
225 University Centre
65 Chancellor’s Circle
University of Manitoba
Winnipeg, Manitoba R3T 2N2
Canada
1-204-272-1596
1-204-474-7647
1-204-290-6615
brendan_hughes@umanitoba.ca
www.umanitoba.ca/student/studentlife
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Host Organization
Name:
[enter name of contact person at organization]
Title:
[enter title of contact person at organization]
Address:
[enter office address of contact person at organization]
Telephone:
Fax:
Mobile:
Email:
Web site:
10.0
[enter office address of contact person at organization]
[enter office address of contact person at organization]
[enter phone number of contact person at organization]
[enter fax of contact person at organization]
[enter mobile number of contact person at organization]
[enter email of contact person at organization]
[enter website of Host Organization]
Miscellaneous
10.1
Entire Agreement. This Agreement represents the entire agreement between
the parties, and supersedes all prior discussions, representations, and
agreements with regard to the subject matter herein.
10.2
Amendment. This Agreement may be amended by mutual consent of the parties
in writing.
10.3
Assignment. This Agreement may not be assigned except by mutual consent of
the parties in writing.
10.4
Currency. Except where otherwise expressly provided, all amounts in this
Agreement are stated and shall be paid in Canadian currency.
10.5
Language. The parties consent to this Agreement being prepared in the English
language, and understand that the English version shall be authoritative.
10.6
Execution. This Agreement may be executed in any number of counterparts
and by different parties in separate counterparts, each of which when so
executed shall be deemed to be an original and all of which taken together shall
constitute one and the same agreement. Delivery by facsimile or by electronic
transmission in portable document format (PDF) of an executed counterpart of
this Agreement is as effective as delivery of an originally executed counterpart of
this Agreement.
IN WITNESS WHEREOF the parties have duly executed this Agreement as of the date first
written.
The University of Manitoba
[enter name of Host Organization]
Per:
Per:
_________________________
Associate Vice-President (Partnerships)
_________________________
Version 13-03-13
[enter title of authorized signatory]
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