INTRODUCTION
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TRAINEE/VOLUNTEER HANDBOOK PEACE CORPS/COLOMBIA A Trainee/Volunteer’s Guide to Successful Service in Colombia October, 2013 1 Table of Contents INTRODUCTION ................................................................................................... Error! Bookmark not defined. THE PEACE CORPS ACT ................................................................................. Error! Bookmark not defined. PEACE CORPS COLOMBIA –VISION & MISSION ............................... Error! Bookmark not defined. SECTION I: GENERAL INFORMATION.................................................. Error! Bookmark not defined. A. THE PEACE CORPS/COLOMBIA OFFICE ....................................... Error! Bookmark not defined. B. DATES TO REMEMBER DURING PEACE CORPS SERVICE...... Error! Bookmark not defined. C. HOLIDAY SCHEDULE 2013 .................................................................... Error! Bookmark not defined. D. COMMITMENT & CORE EXPECTATIONS........................................ Error! Bookmark not defined. SECTION II. ORGANIZATION OF PEACE CORPS/COLOMBIA Error! Bookmark not defined. A. ORGANIZATIONAL UNITS ....................................................................... Error! Bookmark not defined. B. PCV OFFICIAL IDENTIFICATION...................................................................................................... 17 C. MAIL................................................................................................................................................................ 18 D. RELATIONS WITH THE US EMBASSY ............................................... Error! Bookmark not defined. SECTION III. ADMIN & MONEY MATTERS .................................................................................... 20 A. ALLOWANCES ............................................................................................................................................. 20 B. TRAVEL AND PER DIEM REIMBURSEMENT FOR VOLUNTEERS ....................................... 23 C. STUDENT LOANS/DEFERMENTS FOR PEACE CORPS VOLUNTEERS .............................. 25 D. HOUSING ..................................................................................................................................................... 28 E. PC LOGO AND LETTERHEAD ............................................................................................................. 30 F. OFFICE EQUIPMENT USE .................................................................................................................... 31 G. STORAGE FACILITIES POLICY........................................................................................................... 34 H. IN-COUNTRY RESOURCE CENTER (IRC) ...................................................................................... 34 I. ADMINISTRATIVE ODDS AND ENDS ................................................................................................. 35 SECTION IV PRE-SERVICE TRAINING .............................................................................................. 39 I. Peace Corps Training Philosophy............................................................................................................. 39 II. Training components and competencies .............................................................................................. 39 CORE Training Component ........................................................................................................................... 40 Spanish Language Training Component .................................................................................................... 40 Language tutorials during Pre Service Training ....................................... Error! Bookmark not defined. Language Proficiency Interviews (LPI) ..................................................................................................... 41 2 Safety and Security Training Component .................................................................................................. 42 Medical training component .......................................................................................................................... 42 Project Technical Training Component ..................................................................................................... 42 III: Qualifying For Volunteer Service ......................................................................................................... 43 The Trainee Assessment Process (TAP)................................................................................................ 44 IV. PST Policies .................................................................................................................................................... 45 Trainee Conduct During PST ........................................................................................................................ 45 Travel During PST ............................................................................................................................................ 45 Professional Dress ............................................................................................................................................ 46 Site Assignment .................................................................................................................................................. 46 V. Colombia Home Stay Experience ............................................................................................................ 47 Your responsibilities: ....................................................................................................................................... 48 Your Family's responsibilities: ..................................................................................................................... 49 Your Family, Host Family Coordinator and LCFs’ responsibilities:................................................ 49 Adapting to the Homestay Experience ........................................................................................................ 49 Privacy: ........................................................................................................................................................... 50 Noise: ............................................................................................................................................................... 50 Diet:.................................................................................................................................................................. 50 Laundry: .......................................................................................................................................................... 51 Your Bedroom: .............................................................................................................................................. 51 The Bathroom: .............................................................................................................................................. 51 Front Door Key: ........................................................................................................................................... 51 Meal Schedule: .............................................................................................................................................. 52 Visitors: ........................................................................................................................................................... 52 Valuables: ....................................................................................................................................................... 52 Family Invitations: ....................................................................................................................................... 52 VI. Medical and Health Issues ........................................................................................................................ 53 Medical Problems/Questions – During PST Training Business Hours (M-F, 8am-5pm) ........... 53 If you feel sick during training hours .......................................................................................................... 53 Medical Emergencies–After Hours (evenings & all day Saturday & Sunday) ............................... 53 Contacting the PCMO for medical issues. If unable to reach PCMO call the duty officer. ...... 54 How to Help Us Help You To Stay Healthy .............................................................................................. 54 VII. Administrative Odds and Ends: ........................................................................................................... 54 You and your money ......................................................................................................................................... 54 Phone calls, cell phones and PC/CO computers ..................................................................................... 55 3 VIII. Centro Colombo-Americano Training Site ................................................................................... 55 IX. Other Important Information ................................................................................................................. 56 Identification....................................................................................................................................................... 56 Transportation ................................................................................................................................................... 56 Buses and Busetas are the common transportation means in Barranquilla. ................................... 56 Taxis ...................................................................................................................................................................... 56 Shopping centers ............................................................................................................................................... 56 Where to buy food ............................................................................................................................................. 56 SECTION V. PEACE CORPS VOLUNTEER SERVICE ................................................................. 57 A. VOLUNTEER PHILOSOPHY AND LIFESTYLE ............................................................................... 57 1. General Statement ............................................................................................................................ 57 2. Enforcement of Policies .................................................................................................................. 58 3. Penalties ................................................................................................................................................ 58 4. Living Within Your Living Allowance..................................................................................... 58 5. Adapting to Change ......................................................................................................................... 58 6. Personal Appearance ...................................................................................................................... 59 7. Planning Your Visit to the Office ............................................................................................... 60 8. Telephone Policy ............................................................................................................................... 61 9. Office Attire ........................................................................................................................................ 61 10. Fraternization .................................................................................................................................... 61 B. VOLUNTEER SERVICE ............................................................................................................................ 61 1. Integrating into the Community ................................................................................................. 61 2. Volunteer Site Assignment ............................................................................................................ 62 3. Policy On Site and Assignment Changes Within Colombia ............................................ 62 4. In-Service Training .......................................................................................................................... 63 5. Work Plans and Progress Reports............................................. Error! Bookmark not defined. 6. Staff Visits............................................................................................................................................ 67 7. Extensions ............................................................................................................................................ 67 8. Termination of PCV Service ........................................................................................................ 69 9. Protect Act Guidance ...................................................................................................................... 74 10. Marriage .............................................................................................................................................. 74 11. Volunteer Pregnancy ....................................................................................................................... 76 12. Volunteer Paternity ......................................................................................................................... 76 13. Alcohol and Drugs ............................................................................................................................ 77 14. Political Activity ............................................................................................................................... 78 15. “Back Home” Emergencies (Information for Your Families) ....... Error! Bookmark not defined. 16. 17. 18. 19. 20. Medical Emergencies ..................................................................... Error! Bookmark not defined. Funding For Community-Based Projects .............................................................................. 78 Clearances for Press Interviews, Articles and Letters .................................................. 85 Volunteer Support Systems ..................................................................................................... 86 Volunteer Support and Work Groups ................................................................................ 86 4 21. Vacation and Related Leave Policies ................................................................................... 87 VI. SAFETY & SECURITY............................................................................................................................ 96 A. PERSONAL PROPERTY/THEFT AND BURGLARY........................................................................ 96 B. POLICE .......................................................................................................................................................... 98 C. INSURANCE ................................................................................................................................................. 98 D. FIRE ARMS ................................................................................................................................................... 98 E. EMERGENCIES ........................................................................................................................................... 98 F. SITE LOCATOR FORMS (SLF) .............................................................................................................. 98 G. SEXUAL ASSAULT ..................................................................................................................................... 99 H. EMERGENCY ACTION PLAN ............................................................................................................. 108 SECTION VII. GOVERNMENT ORGANIZATION IN COLOMBIA ..................................... 110 APPENDICES..................................................................................................................................................... 112 Appendix A - VOLUNTEER HANDBOOK SUPPLEMENT ............................................................... 113 Appendix B - PEACE CORPS COLOMBIA TRANSPORTATION POLICY.... Error! Bookmark not defined. Appendix C - PC COLOMBIA WHEREABOUTS POLICY AND ANNUAL LEAVE POLICY . 134 Appendix D - PCV VACATION REQUEST FORM .............................................................................. 144 Appendix E - MANDATORY GUIDELINES FOR VOLUNTEER COMPUTERS ........................ 146 Appendix F - SURVIVAL SPANISH VOCABULARY LIST ................................................................. 148 Appendix G - PEACE CORPS ACRONYMS & LINGO....................................................................... 151 Appendix H - VOLUNTEER HANDBOOK/ACKNOWLEDGEMENT FORM .............................. 155 Appendix I - YOUTH CAMPS ..................................................................................................................... 156 Appendix J - SITE LOCATOR FORM ....................................................................................................... 159 Appendix K - TRAVEL REQUEST FORM…………………………………………………………………………………. 5 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -6- Cuerpo de Paz • Colombia I. General Information A. Message from CD Dear Colombia Peace Corps Trainees and Volunteers – thank you for your service and for your commitment to Peace Corps/Colombia! Peace Corps/Colombia prides itself on being a high-performing post that places the highest priority on the work of the Volunteer and the needs of our host-country colleagues and counterparts. The purpose of the Trainee/Volunteer Handbook is to provide guidelines for professional behavior to ensure your health, safety and well being, as well as to ensure the continued success and quality of the Peace Corps program here in Colombia. As members of the Peace Corps/Colombia team we expect all trainees and Volunteers to live up to these standards and to inspire and support one another to make our common vision a reality -- to be recognized as a grass-roots development leader and partner of choice committed to promoting peace by helping to eradicate poverty, promote social justice and foster cross cultural understanding. These policies and procedures set expectations for both staff and Volunteers to help us realize this common vision and to help you achieve the goals you have set for yourself. They also provide an environment in which PCVs and PCTs can function effectively and safely, adhering to both the laws of the United States and Colombia. They address specific circumstances that apply to being a member of the Peace Corps, and you are expected to refer to it throughout your service. We hope that this information will answer most of your questions. You are personally responsible for becoming familiar with the handbook and the policies contained within it. It is also your responsibility to ask questions if there is any doubt about a policy or regulation. Please see your Project Manager (PM), the Director of Programming & Training (DPT) or Country Director (CD) for further clarification. We are here to help you understand why specific rules are in place, and also navigate some of the unique situations that you may encounter as a Peace Corps Volunteer. Each Trainee receives a copy of the Handbook before the end of Pre-Service Training (PST). All Trainees sign a contract, which states that they have reviewed the Handbook, and understand that it is their responsibility to comply with the policies and guidelines contained in it. It is important to understand that failure to comply with the policies and guidelines stipulated in the Handbook may result in disciplinary action up to and including administrative separation. Please return this book when you leave Colombia so that we may distribute it to new Trainees. If not returned you will be charged US$15.00. Feel free to use the forms found within or write annotations in your Handbook, but it must be returned when you check out during your last week of service. Best wishes to each of you! George F. Baldino Country Director 6 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -7- B. Peace Corps Act Public Law 87-293 (September 22, 1961) (as amended) [Note: The Peace Corps was initially established by President John F. Kennedy pursuant to Executive Order 10924 (March 1, 1961).] TITLE 22 UNITED STATES CODE Sec. 2501. Congressional declaration of purpose The Congress of the United States declares that it is the policy of the United States and the purpose of this Act to promote world peace and friendship through a Peace Corps, which shall make available to interested countries and areas men and women of the United States qualified for service abroad and willing to serve, under conditions of hardship if necessary, to help the peoples of such countries and areas in meeting their needs for trained manpower, particularly in meeting the basic needs of those living in the poorest areas of such countries, and to help promote a better understanding of the American people on the part of the peoples served and a better understanding of other peoples on the part of the American people. The Congress declares that it is the policy of the United States and a purpose of the Peace Corps to maintain, to the maximum extent appropriate and consistent with programmatic and fiscal considerations, a volunteer corps of at least 10,000 individuals. Sec. 2501-1. Independent agency status of Peace Corps Effective on December 29, 1981, the Peace Corps shall be an independent agency within the executive branch and shall not be an agency within the ACTION Agency, the successor to the ACTION Agency, or any other department or agency of the United States. C. Peace Corps Colombia Vision and Mission Misión Visión Promover la paz entre los pueblos prominentemente a través del intercambio cultural, del mutuo entendimiento entre los pueblos de Colombia y Estados Unidos, y del apoyo técnico especializado de nuestros Voluntarios en las diferentes áreas de necesidad priorizadas en el país. 7 Para el año 2023, Cuerpo de Paz Colombia será reconocida como un aliado estratégico en la ejecución de programas de desarrollo autosostenibles, que promuevan la equidad social y el acceso de las comunidades a mejores oportunidades en las áreas en las que haga intervención. PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -8- D. Oath and Commitment Peace Corps Oath I, ____________________ do solemnly swear (or affirm) That I will support and defend The Constitution of the United States Against all enemies, foreign and domestic, That I will bear true faith and allegiance to the same, That I take this obligation freely, Without any mental reservation or purpose of evasion, And that I will well and faithfully discharge The duties of the office on which I am about to enter. (So help me God). Commitment to Service in Colombia Por la comprensión, la amistad y la paz… Entre los pueblos y las naciones… Solemnemente me comprometo a trabajar… Con dedicación y entusiasmo… En las tareas que me señalen… Durante el tiempo que dure… Mi permanencia en el país. Prometo esforzarme para afianzar… Vínculos de afecto y solidaridad… Con el pueblo colombiano… Mediante el respeto mutuo… Y una verdadera vocación de servicio. Por Dios… Por la Patria… Por la Paz. 8 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -9- E. Core Expectations Core Expectations for Peace Corps Volunteers (PCVs) In working toward fulfilling the Peace Corps Mission of promoting world peace and friendship, as a Trainee and Volunteer, you are expected to: 1. Prepare your personal and professional life to make a commitment to serve abroad for a full term of 27 months. 2. Commit to improving the quality of life of the people with whom you live and work; and, in doing so, share your skills, adapt them, and learn new skills as needed. 3. Serve where the Peace Corps asks you to go, under conditions of hardship, if necessary, and with the flexibility needed for effective service. 4. Recognize that your successful and sustainable development work is based on the local trust and confidence you build by living in, and respectfully integrating yourself into, your host community and culture. 5. Recognize that you are responsible 24 hours a day, 7 days a week for your personal conduct and professional performance. 6. Engage with host country partners in a spirit of cooperation, mutual learning, and respect. 7. Work within the rules and regulations of the Peace Corps and the local and national laws of the country where you serve. 8. Exercise judgment and personal responsibility to protect your health, safety, and well-being and that of others. 9. Recognize that you will be perceived, in your host country and community, as a representative of the people, cultures, values, and traditions of the United States of America. 10. Represent responsibly the people, cultures, values, and traditions of your host country and community to people in the United States both during and following your service. 9 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -10- II. Contact Information and Calendar A. Contact Information 1. PC Colombia Office Contact Information Physical Address and Mailing Address Business Hours Office Hours Office Phone Office Fax Website Duty Officer Peace Corps Medical Officer - PCMO Medical Duty Officer Cuerpo de Paz Colombia Centro Empresarial Las Américas Calle 77B #57-141, Oficina 713 Barranquilla, Colombia Monday – Friday, 8:00 AM – 5:00 PM Closed on US and Colombian holidays listed below Monday – Friday, 7:00 AM – 7:00 PM Saturday, 9:00 AM – 4:00 PM Sunday, closed (575) 385-1060 (575) 385-1060 Ext. 107 colombia.peacecorps.gov 312-451-4301 312-451-4303 310-247-7200 2. PC Headquarters Contact Information Peace Corps Headquarters Physical Address Website Country Desk Unit for Colombia Office of Health Services Duty Officer Within the US (daytime) After-hours Emergency Contact Quality Assurance Nurse Office of the Inspector General Hotline Email Online Web Form Peace Corps Washington 1111 20th St. N.W. Washington, DC 20526 www.peacecorps.gov Ella Ewart (0051) 202-692-2525 (0051) 202-692-1470 1-800-424-8580 ext. 1470 (0051) 301-790-4749 QualityNurse@peacecorps.gov (0051) 202-692-2915 OIG@peacecorps.gov www.peacecorps.gov/OIG 10 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -11- 3. Emergency Phone Numbers and Instructions PC Office (035) 385-1060 PC Duty Phone 312-451-4301 PC Medical Duty Phone 310-247-7200 Safety and Security Coordinator 312-451-5503 Best for calls during office hours (Monday – Friday, 8:00 AM – 5:00 PM); should not be used for emergencies 24-hour support for non-medical emergencies, nights and weekends, or if regular phones are not working 24-hour support for medical emergencies, nights and weekends, or if regular phone lines are not working Advice about security, safety, and incident reports 4. Medical Emergencies If the PCV/PCT is unable to locate the PC Medical Officer concerning a true medical emergency and s/he is near Barranquilla, s/he should go directly to Clinica Bautista (Tel: (035)369-6700). PCV/PCT must continue to try to contact the PCMO or the Duty officer of PC while s/he is on the way. If the PCV/PCT is unable to contact anyone at Peace Corps, the alternate and back-up physician to use upon arrival is Dr. Freddy Farah Tel: 315-721-6246. If the PCV/PCT is not within reach of Barranquilla facilities or doctors, and the medical emergency is severe or an accident has occurred, s/he should go to the nearest medical facility, but make every effort to have the PC Medical Officer or Medical Unit contacted by telephone or cell phone. If you are at home on vacation or outside of Colombia, and you have a medical emergency or any other condition that requires immediate attention, you are to call: 1-800-424-8580, ext. 1500 of the Office of Health Services (OHS). If you are connected to an operator, ask for the Office of Health Services. 5. "Back Home" Emergencies In the event of a problem or emergency at home requiring immediate contact with the PCV/PCT, parents and families should use PC communication channels rather than attempt to call directly. Families should contact the Office of Special Services in Washington at the following numbers: Office of Special Services: 24-hour emergency telephone number Toll-free long distance calls 800-424-8580 (ext. 1470) or 202-692-1470 Please give this information to your family as soon as possible following your arrival in Colombia (in the event that they do not already have this information). In the event of an emergency, Special Services will immediately contact PC/CO by telephone or e-mail and we will pass the message to you as soon as possible. Depending upon the circumstances, a call home or emergency leave may be authorized. This, again, reinforces the need for a complete and accurate site locator form from you as soon as you are established in your site, and a specific itinerary, with contact points, when you are on vacation, ensuring that several 11 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -12- responsible people, especially host family members, neighbors or colleagues, know where you can be reached whenever you leave your site. PCVs/PCTs should advise their parents and/or other family members to always contact PC/Washington in the event that there is a family crisis. Email has become so common that a family member may often inform a PCV/PCT of bad news that way, in which case the news may be received when the PCV/PCT is alone or among strangers, with no personal support available. Also, approval for emergency leave is decided in Washington, and so precious time may be saved by informing the PC/W office directly when there is a crisis. B. Office Organization and Staff 1. Staff and Support Personnel George Baldino Sandra Macias Jason Cochran Casey Welch Viviana Ardila Alberto Maldonado Olga Maria Gualteros Oscar Mejia Eder Leon Erik Winkler Fabiola de las Salas Guerra Country Director (CD) PC ext. 212 Cel: 312-451-4292 Email: gbaldino@peacecorps.gov Executive Assistant and Office Manager (EA) PC ext. 200 smacias@peacecorps.gov Director of Programming and Training (DPT) PC ext. 301 Cel: 312-451-4291 Email: jcochran@peacecorps.gov Director of Management and Operations (DMO)PC ext. 101 Cel: 312-451-4293 Email: cwelch@peacecorps.gov Safety and Security Coordinator (SSC) PC ext. 501 Cel: 312-451-5503 Email: vardila@peacecorps.gov Information Technology Specialist (ITS) & Back up SSC, PC ext. 205 Cel: 317-285-7703 Email: amaldonado@peacecorps.gov Teaching English for Livelihoods (TEL) Project Manager (PM) PC ext. 302 Cel: 312-451-5504 Email: ogualteros@peacecorps.gov Training Manager (TM) PC ext. 303 Cel : 312-451-4296 Email: Omejia@peacecorps.gov TEL Project and Training Specialist (PTS) PC ext. 306 Cel : 312-451-4306 Email: eleon@peacecorps.gov TEL Project and Training Specialist (PTS) PC Ext. 304 Cel: 320-239-3427 Email: ewinkler@peacecorps.gov Host Family Coordinator (HFC) PC Ext. 307 Cel: 312-451-4262 Email: fdelassalas@peacecorps.gov 12 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -13- Leandra Vidal Nira Quintero (on leave September 2013September 2014) Johann Villafañe Cristian Nuñez Omar Munoz Dra. Rosario “Charo” Montecinos Nereida Angulo Kelys Tatiana Amaris Martinez (temporary) Jorge Miguel Bolaño Ortega (temporary) Carlos Andres Guerra Llerena (temporary) Financial & Management Specialist (FMS) PC ext. 104 Cel: 312-406-2184 Email: lvidal@peacecorps.gov Administrative Assistant (AA)PC ext. 102 Cel: 300-816-9438 Email: nquintero@peacecorps.gov Driver/Administrative Clerk PC ext. 100 Email: jvillafane@peacecorps.gov Driver/Messenger PC ext 202 Cel: 320-239-6389 Email: cnunez@peacecorps.gov General Services Assistant (GSA)PC ext. 105 Cel: 312-451-4264 Email: Omunoz@peacecorps.gov Medical Officer (PCMO) PC ext. 401 Cel: 312-451-4303 Email: rmontecinos@peacecorps.gov Medical Assistant PC ext. 400 Cel: 321-548-15-16 Email: nangulo@peacecorps.gov Language and Culture Facilitator Cel: 311-672-1696 Email: kmaris@peacecorps.gov Language and Culture Facilitator Cel: 301-525-8851 Email: Jbolano@peacecorps.gov Language and Culture Facilitator Cel: 301-621-5525 Email: cguerra@peacecorps.gov Language and Culture Facilitator Language and Culture Facilitator Language and Culture Facilitator Language and Culture Facilitator 13 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -14- 2. Organizational Units Executive Unit. The CD heads the executive unit of PC/Colombia and is supported by the Executive Assistant/Office Manager. The CD reports to the Inter-American and Pacific (IAP) Regional Director in PC/Washington. In accordance to U.S. Government policy, all overseas operations in a country are part of the U.S. Mission for that country; therefore, the CD also reports to the U.S. Ambassador and is a member of the Ambassador's Country Team. PC/CO has four other units -- Administrative, Programming & Training, Medical, and Safety and Security. The head of each unit reports to the CD. Administrative Unit. The Admin team is led by the Director of Management & Operations (DMO) who oversees all fiscal and administrative support operations. The DMO and his/her team work collaboratively with other senior staff to develop and monitor Peace Corps/Colombia's budget. Most important for Volunteers, the Admin Team issues payments to PCVs and suppliers in a timely manner. The DMO manages office maintenance, vehicle upkeep, and procurement of supplies. The Admin team also issues official identification cards, makes transportation arrangements, and provides Trainees/Volunteers with needed equipment. The DMO supervises the Financial Assistant, Administrative Assistant, the Information Technology Specialist (ITS), Cashier, General Services Assistant (GSA), Drivers/Messengers, and as the program grows, will hire and supervise a Secretary/Receptionist. Program & Training Unit. The program and training team is led by the Director of Programming & Training (DPT), and includes the Associate Peace Corps Director – Project Manager (APCD/PM), Project and Training Specialists (PTS), the Host Family Coordinator and other members of the training staff, and, as the program develops, regional PCV leaders/coordinators. The P&T team is responsible for all issues related to projects and other program related activities. Within the P&T Team is the training team led by the Training Manager (TM). The TM is responsible for the design and implementation of all the training, including Pre-Service Training (PST), In-Service Training (IST), and Completion of Service (COS) conference. In addition to the Training Director, the training staff includes technical trainers for each project (generally the PTS) and Language and Culture Facilitators. Medical Unit. This unit has one Peace Corps Medical Officer (PCMO) and a Medical Assistant. In collaboration with PC/W’s Office of Medical Services, the medical team is responsible for the physical and mental well being of all the PCVs/PCTs. Safety & Security Unit. This unit has one full-time Safety and Security Coordinator (SSC). The SSC is in charge of gathering and disseminating information concerning Safety and Security; providing safetyrelated support and advice to staff, and PCV/Ts, coordinating efforts with local police and US Embassy security officials to provide follow-up to criminal incidents as well as participating in the design and implementation of training sessions and materials concerning safety and security. 3. Relations with the US Embassy Peace Corps was created by an Act of Congress in 1961 and a conscious decision was made to make it an autonomous entity independent of the State Department. This autonomy characterizes our operation, and it is reflected in the prohibition against any involvement in political or intelligence activities. Even though we are an independent agency, the Ambassador is ultimately responsible for all official Americans in Colombia, and this includes Peace Corps Trainees and Volunteers. The CD maintains on-going contact with the Ambassador and Embassy units, and when the PC Office is based in the capital city, the CD 14 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -15- attends weekly country team meetings with other agency heads at the Embassy to keep informed on matters of importance to the Peace Corps. The CD also regularly coordinates with the Regional Security Office at the Embassy on issues related to office, volunteer and staff security. However, the CD’s direct supervisor is the Inter- American/Pacific (IAP) Regional Director in Washington. Volunteers have contact with the Embassy in several ways, and are always welcome there. During your time in Colombia, you may have occasion to seek assistance from various offices at the Embassy, e.g. the Consular Section, the Regional Security Office, or USAID. Support for our program is very strong and you will find embassy personnel to be responsive to your consultations. However, before making requests of offices at the Embassy, please coordinate with the CD, DPT or DMO. Although the Peace Corps does not have an official working relationship with other U.S agencies in Colombia, we are pleased that PCVs are recognized as professionals by the entire U.S. mission. PCVs are neither encouraged nor discouraged from establishing social or technical relationships with personnel of other U.S. agencies in Colombia, except the U.S. Military, the CIA and the DEA. In these cases, PCVs must maintain separation. C. Calendar 1. Holiday Schedule 2014 The Peace Corps Office business hours are Monday through Friday from 8:00 a.m. to 5:00 p.m. Peace Corps staff and Volunteers have access to the Peace Corps Office Monday through Friday from 7:00 a.m. to 7:00 p.m. and on Saturdays from 9:00 a.m. to 4:00 p.m. Please note that the Peace Corps offices will be closed on the following holidays in 2014*: Date Day January 1st January 6th January 20th February 17th March 24th April 13th April 17th April 18th May 1st May 26th June 2nd June 23rd June 30th Wednesday Monday Monday Monday Monday Sunday Thursday Friday Thursday Monday Monday Monday Monday American or Colombian A/C C A A C C C C C A C C C July 4th July 20th August 7th August 18th September 1st Friday Sunday Thursday Monday Monday A C C C A 15 Holiday New Year’s Day Epiphany Martin Luther King, Jr. Birthday Washington Birthday (Presidents’ Day) St. Joseph’s Day Palm Sunday Holy Thursday Good Friday Labor Day Memorial Day Ascension Day Corpus Christi Feast of the Sacred Heart/St. Peter’s day Independence Day Independence Day Battle of Boyacá Assumption Day Labor Day PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -16- October 13th November 3rd November 11th November 27th December 8th December 25th Monday Monday Tuesday Thursday Monday Thursday A/C C A A C A/C Columbus Day All Saints Day Veterans’ Day Thanksgiving Day Immaculate Conception Day Christmas Day 2. Important Dates in PC Service The following are general key dates for all PC/CO Volunteers. Specific dates may change by sector. Arrival in country Swearing-in as PCVs Three months after PST Five months (approx.) Six months (approx.) Six months Seven months Nine months Nine months Twelve months Fifteen months Eighteen months Twenty-one months Twenty-three months Last week of service 11 weeks of pre-service training (PST), vaccinations, swearing-in, and establishment of COS After successful completion of PST Work plan and quarterly report due 3-month In-Service Training (Reconnect) HIV/AIDS IST (with counterparts and one IST per sub-region) Sub-Regional Safety & Security Meetings Work plan and quarterly report due Project Management & Leadership (Project Design & Management) IST (with counterparts and one IST per sub-region) Work plan and quarterly report due Technical IST (with counterparts and one IST per city) Mid-term physical examination Work plan and quarterly report due 1-year In-Service Training/All-Volunteer Conference Work plan and quarterly report due Work plan and quarterly report due Completion of Service (COS) Conference Work plan and quarterly report due Begin COS process, including medical exams and paperwork All Volunteer Conference Medical and administrative clearances finalized 16 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -17- B. PCV OFFICIAL IDENTIFICATION No-Fee Passport: Upon your arrival, the Director of Management and Operations (DMO) will collect all passports to get information needed for carnets to be issued by the Colombian Ministry of Foreign Affairs. Your no-fee passport will have a Colombian visa, which will need to be renewed during your PCV service. For visa renewals, please speak with the DMO; he will assist you in obtaining one from the Ministry of Foreign Affairs. If you plan to take a vacation, you are responsible for obtaining any visas needed for vacation travel (visas are required for travel to most South American countries). We encourage you to obtain visas at least one month before you travel. Several PCVs have a tourist passport as well as the no-fee Passport issued by PC. During your Peace Corps service only the no-fee passport should be used while entering or leaving Colombia since it has your official visa. PCVs may use their no-fee passports for the duration of their PC service and for travel up to 90 days after they complete their service, after which time the no-fee passports must be returned to SATO Travel at PC/W. No-fee passports expire five years, minus one day, from the date of issuance, and may be revalidated for an additional two years. World Health Organization (WHO) Card: The World Health Organization (WHO) vaccination cards distributed to Volunteers (or the one you brought with you) will stay in the possession of the Volunteers in the event that you will need to travel on short notice. Please bring them with you when you receive vaccinations by the PCMO so they can be updated. Carnet, Cedula de Extranjeria issued by the Ministry of Foreign Relations: This is the I.D. Card that you present to police or other officials requesting identification. A Colombian Government identification card will be issued to you when it is processed and received by the Administrative Office. You should carry it with you at all times. It must be given to the PC Director of Management and Operations for return to the Ministry prior to your termination of PCV service. Do take care of it as there is a significant time delay in replacing the cards. Note: Should you lose any official identification document, please notify the PC Office immediately. Also, notify the Director of Management and Operations if your passport needs extension or modification due to extended PC service, change in marital status, or for any other reason. This is your responsibility. 17 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -18- C. MAIL Your current address for all personal correspondence is: Name Cuerpo de Paz Centro Empresarial Las Americas 1 Calle 77B # 57-141 Oficina 713 Barranquilla, COLOMBIA Mail is kept in a separate file folder for each PCV and all the folders are kept in a file cabinet in the PC Office in Barranquilla. Packages are kept in the office store room until picked up by or delivered to the Volunteer. Please advise family, friends, and others not to address mail to you in care of the U.S. Embassy in Barranquilla. For personal letters and parcels the USPS has international mail service to Colombia. Friends and family members can send letters to PCVs via “Air mail - letter post.” For parcels the USPS also has AirmailParcel Post and Economy Mail - Parcel Post. You might use these services to get things that are unobtainable in Colombia. You are safest using postal padded envelopes for these items. For information on current USPS services and rates as well as customs restrictions see: www.usps.com. If you need something fast and are willing to pay the price you might use USPS Global Express, DHL, FedEx or UPS. These should be sent to the same address above. Diplomatic Pouch The Department of State’s Diplomatic Pouch can be a useful shipping method for receiving official materials that are considered necessities for your work. You must first get your Director of Programming and Training’s approval. Next, you must get written permission from the CD to have these items sent to you. Only then may you request your family or friends or an institution to send them. The procedures (after getting CD approval) are as follows: The sender mails the package via United States Postal Service mail to: PC/Colombia Desk Officer c/o PC Headquarters 1111 20th Street NW Washington DC 20526 The Country Desk Officer will examine all package contents for eligibility. Any non-conforming items will be removed and discarded. If the package complies with regulations, it will then be repackaged and placed in the Diplomatic Pouch to be sent to the State Department in Washington where it is sealed and taken to the airport. ALL PACKAGES MUST CONFORM TO SIZE AND WEIGHT REGULATIONS. Maximum weight is 40 pounds. Maximum dimensions are: length 26 inches, height 16 inches, width 13 inches, for a total of 84 inches length and girth combined. 18 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -19- Please note that PCVs are not authorized use of the pouch for personal mail. For special circumstances PCVs may receive items vital for health such as prescription medicines and eyeglasses as well as legal or financial documents such as checks or money orders. Also, the Peace Corps Office will assist Volunteers at election time for the mailing of balloting material. This includes post card applications, ballots, voting instructions, and envelopes. Contact the Administrative Office for details. Note: Income tax returns for PCVs or education loan documents may not be sent by DPO (Diplomatic Post Office). Letter and Package Delivery/Handling at the PC/CO Office Below are the procedures for when letters and packages arrive for Volunteers and Trainees. Letter Delivery System Letters, post cards, magazines, etc., are placed in a separate file folder for each PCV/PCT, and the file folders are kept in a file cabinet in the PC Office in Barranquilla. When a staff member conducts a site visit he/she will routinely bring and deliver mail received for the PCV and other Volunteers working in the area visited. Mail can also be picked up by Volunteers on trips to Barranquilla and the PC Office. Packages Received Through Colombian Post Office/Courier Services As the PC Office receives notice from the Colombian Post Office that a parcel has arrived for a Volunteer, the Volunteer will be contacted. If there is a customs fee for the package, PC/CO will pay the fee if the Volunteer wishes and then charge the Volunteer when the package is picked up or delivered. In order for us to receive a package for you we must have a “package release consent form” signed by you on file. It is up to the Volunteer to make arrangements for receipt of the package. We may also receive notice from sources such as DHL, FEDEX, UPS, USPS, or another courier service that a parcel has arrived for a Volunteer. The same procedure as above will be followed for pick up or delivery. Sending mail back to the U.S. or other countries We continue to investigate the best way to send mail from Colombia to the U.S. and other countries. As a result, for a time we could only reliably recommend that you use couriers such as DHL, FedEx, Servientrega and Deprisa for sending correspondence to the U.S. and other countries. However, we have learned that the “472” service which reportedly has replaced the Colombian postal service in Barranquilla, provides reliable postal service to the U.S. and other countries. One of its locations is Carrera 52 at Calle 72, next to Dollar King and across the street from the HBSC bank. We will continue to identify other reliable options for sending mail to the U.S. and other countries from Barranquilla and the other sites where you are living and working. 19 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -20- SECTION III. ADMIN & MONEY MATTERS A. ALLOWANCES According to Peace Corps Manual Section 3.6, as outlined in the Code of Ethics, PCVs/PCTs may not accept payment for their services except from PC, or engage in any activity for personal financial gain within the host country. This prohibition includes a ban on making investments within the host country or receiving payment for written work or photographs relating to the PCV's/PCT’s assignment during the period of PCV’s/PCT’s services. In cases where payment cannot be avoided, the PCV/PCT must report receipt of such payment to the CD and must donate the proceeds to a worthwhile institution or organization in the host country or, if s/he chooses, to the PC Partnership Fund. Violation of these provisions may be grounds for Administrative Separation from PC. 1. Settling-in Allowance A one-time payment of COP 500.000 is provided to all PCVs shortly after swearing-in to cover the costs of basic items such as bedding/linen (blankets, sheets, towels, etc.), kitchen supplies (cooking utensils), cleaning supplies, appliances, home furnishings, screens/security items, small furniture and other basic items required for your home and work. Since you will be living with families, some of these examples may not be applicable in your case. In accordance with PC policy (Manual Section 221), if a Volunteer is reassigned to another location, an additional settling-in allowance may be authorized if the Country Director believes it is justified. PCVs terminated early are required to return items purchased with this allowance or any money obtained from the sale of such properties to other PCVs. All PCVs must donate the property bought with the settling-in allowance to other PCVs, or to institutions, e.g. schools or hospitals, or return it to PC (MS 221.2.2.3.) upon completion of service. 2. Living Allowance A monthly payment is provided to cover costs of household supplies, communication expenses, clothing, food, job supplies, transportation, recreation and entertainment, reading material, and miscellaneous personal items. Normal travel expenses are to be covered by the Volunteer's living allowance, including costs of travel in or around the Volunteer’s assigned site on or off the job. Sometimes, schools or agencies may provide contributions to help support PCVs (e.g. housing, food, and/or transportation). Therefore, if you benefit from contributions, these should be reported to your Project Manager as a component of your quarterly reports. PC is required to report host-country support of PCVs. 20 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -21- The amount received by PCVs for their living allowance is determined based on the cost of living in the areas where they work. The current allowance includes a contribution to the Volunteer’s host family to help cover basic lodging expenses, and $700,000 COP per month for non-housing related needs (See the summary chart below.) A living allowance survey is performed annually to check the ability of PCVs to meet their basic needs with current living allowance levels. If warranted on the basis of survey results and resources are available, the CD may approve an increase of up to 10% one time a year. For any further increase to be implemented, a minimum of 80% of PCVs must have turned in completed living allowance survey forms. After analysis by PC/CO, any recommended increase must be reviewed and approved by PC HQ. Living allowance money for all PCVs is received monthly from Washington. Living allowance deposits will normally be available to you shortly before or at the beginning of each month. All PCVs will have an account in Helm Bank, into which the living allowance will be deposited. PCVs may make withdrawals at any ATM or branch of Helm Bank. These Helm accounts must be closed at the end of your PC service. PCVs are expected to cover expenses using living allowance except for the following: 1. PCVs will be reimbursed for medical supplies and eyeglasses purchased with prior authorization of the PC Medical Officer and when receipts are presented. 2. Travel expenses will be reimbursed to the extent specified under "Travel Reimbursement." 3. On occasion and upon advance recommendation by your Project Manager, extraordinary job supply or other job-related expenses may be reimbursed. 3. Vacation Pay and Leave Allowance Every PCV is entitled to US$24.00 dollars (in equivalent local currency) per month for vacation purposes. This payment begins accumulating after training is completed and you are sworn in as a Volunteer. (See the Vacation Policy section in this handbook for more details). This pay will be included with your monthly living allowance, and, as mentioned, the payment will be in local currency. If a Volunteer terminates service early, he/she will receive the full amount for the final month of service if he/she has served for at least 16 days that month. Otherwise, the Volunteer will receive US $12.00 for vacation purposes for the final month of service. 4. IST Per Diem Allowance The amount that Volunteers will be reimbursed at ISTs depends on the event. Most of the time, PC/CO will pay directly for hotels and meals which would leave transportation as the only item PC/CO would reimburse. This may vary. Any hotel, transportation and per diem costs that a Volunteer pays for out of pocket during the duration of the event could be eligible for reimbursement. However, the reimbursement must have prior approval and the reimbursement will be deposited after the event in the Volunteer’s next living allowance payment. Per diem will not be paid for days in which all mandatory sessions were not attended. 5. Completion of Service Per Diem 21 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -22- Completion of Service (COS) medical and administrative procedures require completion of laboratory work, a physical examination, and several reports. PC will pay per diem for up to 3 nights for these purposes. PCVs should begin medical work on the first day to find out what needs to be done and efficiently plan their time to insure computer availability and other logistical needs. Reimbursement for COS procedures includes the regular per diem rate and transportation expenses. 6. Additional Per Diem procedures and notes Once PCVs complete the reimbursement form, in ink, they must first get the Senior Staff member’s approval (Project Manager, PCMO, DPT, or CD, as appropriate); and then deliver the approved form to the Admin office (either to the Financial Assistant or Director of Management & Operations). The reimbursement will be processed and deposited with the next living allowance deposit. For reimbursement of hotel expenses, the Volunteer must have the original receipt of payment. Also, for reimbursement of travel the Volunteer must use an approved means of travel. Refer to PC/Colombia transportation policy for the approved means of travel. If the PCV must stay beyond three nights for medical or job reasons, per diem may be paid for the additional nights subject to advance approval by the Project Manager or PC Medical Officer. Per diem may be paid for additional nights spent away from site due to factors beyond a PCV's control, such as weather, safety and security issues and/or unavoidable transportation problems, as long as the original purpose of travel was official. PCVs are eligible to receive per diem and/or reimbursement of travel expenses only when the original purpose of travel is medical or work-related, not personal (such as vacations). 7. Readjustment Allowance The Readjustment Allowance is set at USD $275.00 per month during a Volunteer’s first full tour of service, including the months of PST for Trainees. For Volunteers who extend their tour of service for at least three months beyond the 24 months of service from their oath date, receive an extension bonus equal to $100 per month, or a total of USD $375.00 per month during the extension period. Peace Corps Response Volunteers also receive USD $375.00 per month during their months of service (MS 223). The readjustment allowance is not a deferred salary, but rather a termination payment to assist returning PCVs in their transition from PC service to other endeavors. Consequently, PCVs are not generally entitled to use this allowance until completion of service. However, in certain instances, a PCV may request withdrawals or monthly allotments from the readjustment allowance to repay debts that were incurred prior to Peace Corps service. Additionally, PCVs have the option to purchase US Treasury Bonds with a portion of the monthly Readjustment Allowance. Speak with the DMO for further information on either of these options for use of Readjustment Allowance. In case of emergency, such as a family emergency not contemplated under emergency leave, an advance may be requested from the readjustment allowance. The total advance requested may not exceed 50% of the amount accrued up to the date of the request. The decision as whether the request is granted is made by Washington. 22 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -23- One third of the PCV's readjustment allowance is paid by electronic transfer (EFT) upon termination of service and the balance is deposited directly to the PCV's U.S. bank account, generally within 4-6 weeks after completion of service. Early terminating PCVs may be advanced up to $200 from their readjustment allowance before leaving the country. B. TRAVEL AND PER DIEM REIMBURSEMENT FOR VOLUNTEERS 1. Reimbursable Travel When Peace Corps asks a PCV to travel somewhere for Peace Corps-related reasons, PCVs are eligible for travel and per diem reimbursement. This means travel to Barranquilla or anywhere else, for programmatic (such as VRT, ISTs, PST charlas), medical (when the medical office asks you to travel to Barranquilla for treatment), security, or other reasons deemed necessary by Peace Corps Senior Staff. 2. All Other PCV Travel Volunteers are responsible for covering the cost of travel and per diem for all other travel, be it personal or project-related, using funds built into the PCV monthly living allowance. These include, but are not limited to, the following types of trips: To other Volunteer sites, whether it be in your city or elsewhere, to work on Volunteer specific projects The occasional visit to Barranquilla Participation in special interest groups, except when PC requires people to travel to the meeting site 3. Peace Corps Recommended Hotels Please note that since we are into only our third year, this list is continuing to evolve. If you find a hotel that could be a good hotel for PCVs to stay in, please arrange with the Safety and Security Coordinator (SSC) to visit the hotel when s/he is in your city on other business. PC/Colombia is in the process of designating hotels in safe areas that have been “cleared” by the SSC, and where the PCVs/PCTs can spend the night in Santa Marta, Cartagena or Barranquilla. No per diem will be recognized by PC/Colombia to PCVs/PCTs for use of hotels that have not been cleared. The following hotels/hostels have been recommended by Peace Corps Volunteers and cleared by the PC/CO SSC. Cartagena El Viajero Hostal (035) 660-2598 Address: Calle 7 Infantes 9-45, Cartagena de Indias, Colombia Chill House Address: Calle de la Tablada # 7 - 12 Centro, Cartagena de Indias, Colombia 23 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -24- Media Luna Hostal (035) 664-3423 Address: Calle de la Media Luna No 10-46, Getsemaní, Cartagena de Indias, Colombia Santa Marta Sun City Hostal Address: Calle 18 Con 3raNr 28 La Brisa Loca Address: Calle de la Carcel # 14 The Dreamer Hostel Address: CR 51, 26D-161 Los Trupillos de Mamatoco, Diagonal 32 Casa Holanda Hostal (035) 421-9330; Cel: 313-539-4451 Address: Calle 14 # 1B-75 Taganga, Santa Marta Email: info@micasaholanda.com Barranquilla Hotel Caribe 79 (575) 358-0989, 356-2846 Address: Calle 79 # 49C-33 C. Bicycle reimbursement If a bicycle will facilitate a Volunteer’s ability to carry-out his/her work and better serve the community, Peace Corps/Colombia will, after the Volunteer’s request is approved by the Country Director, reimburse the Volunteer up to $270,000 COP total for the purchase of a bike and helmet. If the Volunteer decides to buy a bike that costs more than the amount limit, PC/Colombia will only reimburse up to the threshold limit. Further, the office will not reimburse any bike costs without an accompanying helmet receipt. Based on post’s market survey, this reimbursable amount is sufficient to purchase a new, mid-range priced mountain bike and helmet. Important: You must obtain approval from the Country Director prior to purchase. Additional information: Peace Corps will reimburse the Volunteer via VICA once the office receives the canceled receipt. Additional bike accessories, the cost to get the bike to the Volunteer’s site from the purchase point, and any future maintenance or repairs, are the responsibility of the Volunteer and will not be reimbursed by Peace Corps. The Volunteer must wear the appropriate helmet at all times when riding the bike. Failure to do so will result in disciplinary action, up to and including administrative separation. The Volunteer is to use the bike only in his/her community. No biking is permitted on main highways or to other Volunteer sites. It is due to the nature of non-urban sites that exceptions may be made, on a case by case basis, to the policy that prohibits PC Colombia Volunteers from 24 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -25- riding bikes. The no bike riding policy still applies to Volunteers who have been granted exceptions when they are out of their site. Resale of the bike: Because this purchase is reimbursed by Peace Corps, the purchase falls under the same category as those made with the Settling-in Allowance, as follows: o Supplies and equipment purchased with the settling-in allowance become the Volunteer's personal property. When Volunteers complete their tours, they should be asked by the Country Director to donate items in usable condition to appropriate institutions, such as schools or hospitals, or to other Volunteers or the Peace Corps itself. The Volunteer may not resell the property for personal profit. For safety purposes, we recommend that a Volunteer purchase a new bike and helmet, and avoid purchasing a used or refurbished bicycle. In Barranquilla, the following suppliers quoted prices of new bicycles: 1. Cycle Costa, 351-0087 Price range of Mountain bike style, multi-gear: $135,000 - $520,000 Helmet: $18,600 2. Cycle Costa, 379-0275 Price range of Mountain bike style, multi-gear: $114,800 - $640,000 Helmet: $27,000 3. Cycle Martinez, 346-3332 Price range of Mountain bike style, multi-gear: $168,000 - $870,000 Helmet: $29,900 4. Jumbo Price range of Mountain bike style, multi-gear: $269,900 Helmet: $29,000 D. STUDENT LOANS/DEFERMENTS FOR PEACE CORPS VOLUNTEERS PCVs who have outstanding debts under one of the federally administered or guaranteed student loan programs qualify for certain relief during their PC service. The regulations that authorize this relief are sometimes complicated, and different rules apply to different types of loans. It is the responsibility of the PCV to adhere to the rules and regulations, and to follow the process of deferment through their student loan holder, not the PC Office. This summary of general principles and the accompanying chart should help you understand the regulations so that you may take advantage of the full range of benefits to which you are entitled. PCVs are permitted use up to 75% of their monthly readjustment allowance amount ($205.75 of $275) for the payment of loans or the interest accruing on the loans during service. You should contact the Director of Management and Operations in order to use your readjustment allowance for this purpose. 25 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -26- When determining the benefits that are available to you, you must consider each type of loan separately (Perkins Loans, Federal Direct Loans, Federal Consolidation Loans, and Stafford Loans, Guaranteed Student Loans (GSLs)). For each type of loan, you must also consider the principal and interest components separately. As a PCV, you do not qualify for loan forgiveness or cancellation unless you have a Perkins Loan. PCVs receive a 15% cancellation of their outstanding Perkins Loan balance for each of their first and second years of service and a 20% cancellation for each of their third and fourth years of service. You do not need to repay loan amounts that are canceled. Contact your Perkins Loan holder to find out how to receive cancellation. Please, see Attachment A – 12 for FAQ about Perkins Loan. The cancellation benefit works as follows: 15% cancellation after completion of the first year (365 days) 15% cancellation after completion of the second year (365 days) 20% cancellation after completion of the third year (365 days) 20% cancellation after completion of the fourth year (365 days) 70% total cancellation after four full years (1460 days) In general, you qualify for a deferment of principal payments for all federally administered or guaranteed loans for up to three years. You do not need to pay amounts deferred during your PC service, but you generally must resume payments as soon as your service ends. (As of July 1, 1993, Congress consolidated the deferment categories for Direct, Consolidated, and Stafford Loans, subsuming the deferment for PCVs within the broader "economic hardship" category. Some lenders may not be aware of this.) Note: Please be advised that early COS dates may affect the total number of days in relation to the numbers above. These numbers are not chosen by PC; therefore you must keep these numbers in mind as you choose an early COS. The relief from interest payments for which you qualify varies according to the type of loan you have: For Perkins Loans and subsidized Direct Loans, the government will not change interest while repayment of your principal is deferred (an "abatement of interest"). Stafford Loans, Consolidation Loans, and unsubsidized Direct Loans may accrue interest while repayment of the principal is deferred. For these loans, you have two alternatives: For subsidized Stafford Loans (and Consolidation Loans that consolidate only subsidized Stafford Loans) the U.S. Department of Education pays your interest while repayment of the principal is deferred (an "interest subsidy"). For unsubsidized Stafford Loans and unsubsidized Direct Loans (and Consolidation Loans that include any unsubsidized loans) you must make interest payments while repayment of your principal is deferred, unless your lender agrees to forbear collection of that interest until a later date. Forbearance is granted at the discretion of the lender, and it is subject to the lender's terms. Contact your lender for more information. 26 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -27- Perkins Loans • • Direct Loans (William D. Ford Direct Loans) PCVs qualify for a 15% loan cancellation for each of their first two years of service and a • 20% loan cancellation for their third and fourth years of service. Up to 70% of a Perkins Loan may be canceled. • PCVs qualify for a deferment of principal payments and an abatement of interest during their PC service and for six months immediately after their service ends. For • Perkins Loans obtained before July 1, 1993, this relief is limited to three years of PC service, but for loans obtained on or after that date, it is available for the entire period of a PCV's service. Stafford Loans (Guaranteed Student Loans or GSLs) • PCVs qualify for a deferment of principal payments for up to three years during service. • The U.S. Department of Education pays interest on subsidized Stafford Loans during PC service (an "interest subsidy"). • PCVs with unsubsidized Stafford Loans must pay interest during service or apply to their lender for forbearance. The availability and terms of forbearance are entirely at the lender's discretion. PCVs qualify for a deferment of principal payments for up to three years during service. The U.S. Department of Education does not charge interest on subsidized Direct Loans during PC service (an "abatement of interest"). PCVs with unsubsidized Direct Loans must pay interest during service or apply to the Department of Education for forbearance. Consolidation Loans • PCVs with Consolidated Loans qualify for a deferment of principal payments for up to three years during service. • The U.S. Department of Education pays interest on Consolidation Loans that consolidate only subsidized Stafford Loans (an "interest subsidy"). • PCVs with Consolidation Loans that include unsubsidized loans must pay interest during service or apply to their Tender for forbearance. The availability and terms of forbearance are entirely at the lender's discretion. 27 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -28- E. HOUSING All PCVs are required to live with a host family for their entire service; this applies to all PCVs, regardless of age or marital status*. *On a case by case basis, and approved by the CD, married couples may be granted permission to live apart from host families. Living with local families supports the PCVs’ introduction to and integration into their communities, strengthens language skills, and provides conditions for increased safety and security. PC/Colombia has a Host Family Coordinator (HFC) who is responsible for recruiting, inspecting, approving, training and maintaining a database and oversight of host families. PC/CO requires that the host family provide the Volunteer a private room with a door that can be locked. The room must include a bed, desk, chair and dresser for clothes. The Volunteer must have access to shared spaces such as the kitchen, refrigerator, laundry area and bathroom(s). Please take note, internet access is NOT a minimum requirement for a host family. The Volunteer must respect household norms as they relate to drinking and smoking. Other norms, such as curfew hours, should be negotiated with the family. Finally, having overnight guests of the opposite sex in your room is strictly prohibited. This could be grounds for administrative separation. The HFC and your PM are available to help resolve any issues you may have with your host family. Volunteers are not required to stay with the same family for their entire service and may change families if necessary. Nevertheless, Volunteers must stay with their first host families in site for at least three months before host family changes will be considered. The only exception to this rule will be in the case of safety and security concerns. Should you decide after the first three months that a change of host family is necessary, the following steps will be followed: 1) Inform your PM or PTS of your intentions to move and the motives surrounding the move. 2) The PM or PTS will communicate your request to the HFC and DPT. The HFC will first see if there are issues that can be resolved prior to making the move. If the issues cannot be resolved, the HFC will work with the PCV to identify an appropriate family. 3) The HFC will visit the proposed family and if necessary ask the SSC or PCMO to conduct a follow up visit. 4) The HFC will present the housing check list to the team of PM, DPT, SSC, PCMO for approval. With the recommendation of the housing change, the CD will give final approval and the HFC will notify the Volunteer. 5) Once approved, the HFC will work with the Volunteer for a seamless departure from their current family and move to the new family. Please allow the HFC to handle the delicate communication regarding your departure from the family you will be leaving. 6) Unless the move is for an emergency safety and security, medical or other unforeseen, but urgent situation, expect the entire process to take up to but not to exceed one month to complete. During this time, unless instructed otherwise, it is expected that the PCV will remain with the current host family. 28 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -29- For more information, please feel free to contact your HFC or PM. Either or both can share and review with you the Host Family Manual that post provides the host families. Host Family Payment Policy: This is an issue that has evolved and changed over the course of the three years that Peace Corps has re-established the program in Colombia. There is no one solution that works for everyone as there are many variables involved. The following Host Family agreement is a revision of the original and allows PCVs a greater degree of flexibility in defining how food is handled with the host family (HF). The general framework of the plan: For Volunteer sites in the Barranquilla sub-region (until Q1, FY2015): The base contract that the HFC will negotiate with the HF is $250,000 COP per month with no food included. If the PCV would like to take one meal per day with the family the contribution would be $300,000 COP per month. If the PCV wishes to take two meals a day with the family it would be $350,000 COP per month. The additional meal options will be up to the PCV to negotiate. The HFC will mention these to families in the set-up stage so that they are aware of these possibilities. For Volunteer sites in the Cartagena and Santa Marta sub-regions (effective November 2013): The base contract that the HFC will negotiate with the HF is $350,000 COP per month with no food included. If the PCV would like to take one meal per day with the family the contribution would be $400,000 COP per month. If the PCV wishes to take two meals a day with the family it would be $450,000 COP per month. The additional meal options will be up to the PCV to negotiate. The HFC will mention these to families in the set-up stage so that they are aware of these options. For Rural Sites (Atlántico Department, not in BAQ city): The base contract that the HFC will negotiate with the HF is $150,000 COP per month with no food included. If the PCV would like to take one meal per day with the family the contribution would be $200,000 COP per month. If the PCV wishes to take two meals a day with the family it would be $250,000 COP per month. The Volunteer Living Allowance apart from the host family contribution is COP$700,000. The Volunteer will receive the total Living Allowance each month and deliver the agreed upon contribution to the host family. The main variable will be whether the Volunteer has agreed to have a daily meal or meals provided by the family, or not. 29 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -30- Summary table: VOLUNTEER LIVING ALLOWANCE Housing – no meals Living Allowance excluding housing TOTAL LIVING ALLOWANCE Housing – no meals One meal per day Two meals per day Cartagena & Santa Marta (effective November 2013) $350,000 $700,000 Barranquilla (until Q1 FY 2015) $250,000 $700,000 Atlántico Department Communities (until Q1 FY 2015) $150,000 $700,000 $1,050,000 $950,000 $850,000 HOUSING AGREEMENT WITH HOST FAMILIES $350,000 $250,000 $400,000 $300,000 $450,000 $350,000 $150,000 $200,000 $250,000 F. PC LOGO AND LETTERHEAD In order to use the PC logo or PC letterhead on certificates, the document must be approved by the CD, and signed by at least one member of PC senior staff (e.g. CD, DPT, DMO, or PM). If the event is held in conjunction with another agency, institution, or group, a representative from that organization should also sign the certificate. Also, to use the PC logo or PC letterhead on a certificate or on any other document the Spanish must have been proofread and corrected, if necessary, by a native Spanish-speaking member of the PC/CO staff. NOTE: When including the name of a teacher on a certificate, the norm in Colombia requires that the name be exactly as he/she uses it in official documents; otherwise, the hours of training or participation will not be credited. It is extremely important to assure that the names of all who will sign and receive the certificates be spelled accurately. PCVs can review sample certificates by checking with the Program Training Specialists or the ITS. PCVs are responsible for creating and printing their own certificates. In order to use the quota of certificate paper appropriately, it is recommended that PCVs award them when the event encompasses more than 8 hours of training. For trainings of 8 hours or less PCVs are encouraged to reproduce the certificates on standard bond paper. Please note that the PC logo may not be changed in any way. You must use one of the two approved forms of the logo. 30 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -31- G. OFFICE EQUIPMENT USE Desks, computers, and telephones assigned to office staff are strictly reserved for their use. 1. Photocopiers and Printers The current policy on the use of the photocopying and printing reflects PC/C’s fiscal, environmental, and philosophical approach, PC understands the need to economize on the costs of paper, ink, and maintenance, and use of the photocopying and printing machines. PC is concerned about the environmental impact of paper use especially as it applies to wasted or unauthorized use of paper and, therefore, PC encourages the use of electronic means of communication whenever possible and practical. Furthermore, PC encourages the reuse of paper for copying and printing purposes and will deposit used paper near the printers for that purpose. PCVs, other than PCV Leader/Coordinators (PCVL/Cs), are not authorized to operate any office photocopiers. 2. Volunteer Computer Use Policy Three computers (PCs) and a laser printer are available for PCV use in the Volunteer Lounge/Work Room at the PC office. The equipment may be used Monday-Friday from 7AM to 7PM, and on Saturday from 9AM to 4PM. Additionally, there is a wireless hotspot in the office that Volunteers can log onto using their personal electronics. Non-PC-owned equipment: The extent to which PCVs have access to computer equipment owned by other entities, such as a sponsoring agency, local non-governmental agency, or private donor, may vary from post to post. PCVs who use this equipment should follow applicable computer use policies and be aware that the PC will not be responsible for the maintenance or replacement of this equipment. In addition, PCVs should be encouraged to purchase personal property insurance to cover the maintenance and replacement of computer equipment that they bring overseas or purchase incountry. PCVs must use discretion and good judgment when using PC and non-PC-owned computer equipment. This is of particular importance when communicating via e-mail and the Internet, which has potential for mass distribution. PCVs are free to discuss their role in the PC with any individual or group, but they should recognize that ill-considered statements could be used to embarrass themselves, the host country in which they serve, the PC, or the US. Material that might be viewed as disparaging to the host country or as politically sensitive by the host government could create significant problems for the PCV and/or the PC program in that country. The care taken in private communication should be no less than the care taken in public utterances; messages to friends and family, blogs or the contents of web pages may be passed to the press or others and become a public issue. PCVs should take into account the PC policies regarding publication of materials, political expression, and other related issues when 31 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -32- they use IT systems and services, such as e-mail and posting material to the Web. A violation of such policies could result in administrative separation or other disciplinary action. 3. Electronic Communication: PCV BLOGS, Websites, and E-mail In addition, PCVs should be aware of the potential for violation of U.S. privacy, host country, or other applicable laws if they include in any electronic communication (via e-mail, a blog or a web page) detailed personal information about others, such as full names or addresses, without the specific prior permission of those individuals. In addition, PCVs could potentially violate such laws if they transmit information that could be defamatory in nature regarding another individual. Similar restrictions may apply to the unauthorized transmission or posting of a person's photograph or likeness. Social security numbers should never be posted on a Web site or transmitted via e-mail, under any circumstances. PCVs who create their own blogs or Web sites, or post information to blogs or Web sites that have been created and maintained by others, should be reminded that any information posted on the Internet can probably be accessed by the general public, even if they are not the intended audience. Because search engines regularly index most sites on the Internet, it is possible that members of the public could locate a Volunteer blog or Web site by searching for information about the Peace Corps or a certain country. This is possible even if the PCV does not actively promote his or her blog or Web site. Given these realities, PCVs are responsible for ensuring that their IT use is consistent with the following guidelines: Notification: PCVs who create their own blogs or Web sites or post material to blogs or Web sites created by others are responsible for discussing the content in advance with the CD to ensure that the material is suitable and complies with this general guidance as well as any country-specific guidance. Disclaimer: Any blog or Web site maintained by a PCV during his or her PC service must reflect the fact that it is not an official publication of PC or the U.S. Government. The site, therefore, must be labeled clearly and prominently with an appropriate disclaimer such as: "The contents of this Web site are mine personally and do not reflect any position of the U.S. Government or the Peace Corps." Use of the PC Logo: Because use of the PC logo is reserved for official activities authorized by the PC Act, the logo cannot be used on PCV blogs or Web sites. Use of the Peace Corps name: Volunteers should also refrain from using the Peace Corps name from the title of a personal website or podcast, since the general public may infer that there is an official connection between the agency and the Volunteer’s personal website. Cultural Sensitivity: The thoughtful and accurate insights that PCVs convey in their communications with others can contribute substantially to bringing to the U.S. a better understanding of other countries. However, given the broad access to PCV-posted material on the Web, both in their country of service and elsewhere, PCVs should remain culturally sensitive with respect to the material they post to any blog or Web site. PCVs should be reminded that people in their host countries and members of the U.S. public may make inferences about the PC or the PCV’s country of service based on the material a PCV posts to a blog or Web site. PCV-posted material on the Web should not embarrass or reflect poorly on the PC or the countries where PCVs serve. 32 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -33- Safety and Security: As a safety precaution, PCVs are urged to omit from their blogs or Web sites information about their precise living location or those of other PCVs, as well as information about events to be attended by a large number of PCVs. For example, PCVs who live in remote areas should use care before placing the name of their towns or villages on their blog or Web site and, instead, should refer to the general area of the country where they live. For the Volunteer’s own protection, it is also advisable not to provide information about personal possessions. PCVs should be aware of the risk of identity fraud and other security concerns connected with the posting of any personal information about themselves, family members and others on blogs or Web sites. Publication Policies: Consistent with PC’s policy regarding publications, PCVs may not accept payment for anything they write or photograph that appears on the Web. Articles, manuals, teaching materials, and other work-related products developed in connection with PC service or financed by PC funds are considered part of the public domain and may not be copy-righted or used for personal gain. PCVs should be advised that posting materials to the Web that they have not authored or created may violate U.S., host country, or other applicable copy-right laws. PCV Contributions to PC’s official Web Sites: The Office of Communications, which oversees the PC’s official external Web site (http://www.peacecorps.gov), welcomes the submission of essays, stories, and photographs from PCVs that will assist in highlighting PC activities to prospective applicants and the general public. All submissions should be reviewed by the CD and forwarded to the Office of Communications for consideration. 4. Handling of Allegations Volunteers and Trainees are encouraged to bring to the attention of Peace Corps any allegations of misconduct, mismanagement, and violations of law or policy that relate to Peace Corps staff, contractors, other Volunteers or Trainees, programs and operations. Further, Volunteers are encouraged to discuss with Peace Corps staff any allegations or concerns on topics or issues that are beyond the legal jurisdiction of Peace Corps, such as behavior by a local national with whom the Volunteer has regular contact but does not work for Peace Corps or participate directly in a Peace Corps project or program. Volunteer allegations and concerns will be given appropriate attention; no Volunteer or Trainee will be retaliated against by Peace Corps for bringing forth allegations or concerns. Management will take every step necessary to ensure the safety of Volunteers and Trainees. Per Peace Corps policy, you should report to the Office of Inspector General any activity which you reasonably believe constitutes: (1) a violation of federal law, rule, or regulation; (2) mismanagement; (3) serious misconduct; (4) gross waste of funds; (5) abuse of authority; or (6) a substantial and specific danger to the public health and safety relating to the programs and operations of the Peace Corps. Allegations and concerns can be reported to any PC/C senior staff, or to Peace Corps’ Regional Director, Associate Director for Safety and Security, Associate Director for Global Operations, or other appropriate officer at Peace Corps headquarters in Washington, D.C. Early in PST Peace Corps Colombia Trainees are provided a wallet-size laminated card with this contact data. Any Peace Corps staff member who receives or has knowledge of an allegation or concern must treat the information with the utmost discretion and confidentiality consistent with appropriate handling of such information and applicable law, including, where appropriate, referral to the Office of Inspector General or other legal authorities. All allegations 33 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -34- or concerns will be given serious consideration and review, and will be handled, resolved or disposed of, as appropriate, by Peace Corps management and/or the Office of Inspector General. Based upon the nature of the allegations or concerns and the totality of available facts, appropriate measures will be taken to ensure the Volunteer’s or Trainee’s safety. If there is any uncertainty, managers will err on the side of caution and take every measure to ensure Volunteer and Trainee safety. Peace Corps staff is prohibited from retaliating in any manner against a Volunteer/Trainee because the Volunteer/Trainee reported an allegation or concern. Nothing in these policies, however, should be construed to exempt a Volunteer or Trainee from the requirements to follow the rules and policies set forth in this Handbook or the Peace Corps Manual, or to preclude Peace Corps from taking appropriate action against persons who knowingly or recklessly make false statements or accusations. (Peace Corps Manual, MS Section 271) H. STORAGE FACILITIES POLICY The PC Office is designated as a business and a PCV support center, but is not a holding facility for luggage or other personal belongings. PC has no budget to store personal possessions, but recognizes that there are times when it is helpful to assist Volunteers with temporary storage of personal effects. The use of space within the PC Office for the storage of PCVs’ possessions is limited, voluntary and at the option of the administration; it is not a PCV entitlement. Therefore, when space is made available, PCVs store items at their own risk. PC/CO is not responsible for the loss, damage, or theft of any stored items. PC/CO will NOT reimburse PCVs for any lost items. PC/CO encourages PCVs to take out insurance on their personal belongings. No money, credit cards, travelers checks, passports can be inventoried as contents in items stored. I. IN-COUNTRY RESOURCE CENTER (IRC) The resource Center is managed by the Executive Assistant. The resource center is slowly growing, adding texts and materials and being organized according to a PC standardized cataloging system. We will communicate further guidelines regarding use and availability of resources as the IRC develops. Other resources, programs: World Wise Schools liaison: Want to participate in World Wise Schools? Experiencing a problem with your match? The DPT is your PC/Colombia World Wise Schools point of contact and will be happy to handle all of your queries and concerns. ICE materials orders: Peace Corps Washington has a rich diversity of materials available both electronically and in hard copy form. This is called the PC Information Collection and Exchange (ICE). If you would like to see the electronic catalog, contact the Executive Assistant and she can also place orders for you. SharePoint: Is accessible to all volunteers. Schedules of cultural events, library and mail room news, notices on various topics of interest, book check-out lists (updated regularly), birthdays of the month, and a myriad of other Peace Corps Colombia information sources are located on SharePoint. In addition, visa-related matters, local and international travel updates, and 34 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -35- information on Colombia are also included. The ITS specialist is the point of contact for any SharePoint questions. I. ADMINISTRATIVE ODDS AND ENDS 1. Cell Phones All Peace Corps trainees and volunteers receive Peace Corps issued cell phones with a SIM card on the CLARO network. The number that you are assigned is your official Peace Corps emergency contact number. You may not change out the SIM card for another network. If you wish to have a line on another network you will need to purchase an additional phone and SIM card with your own money. While you are a trainee you are on a Pre-paid phone plan and you will receive your phone with $10,000 COP of credit. It is your responsibility to maintain some level of credit on the phone so that you can make calls in an emergency, when necessary. Minutes (credit) can be recharged at many places around town (grocery stores, stands on the corner, etc) – look for “recarga de minutos CLARO”. Once you swear-in as a Volunteer you will be switched over to a post-paid plan. The phone number that you were assigned during training may or may not be the same once you become a volunteer. This will be explained at length in a later admin session of PST. The Peace Corps issued phone and SIM card are property of Peace Corps Colombia and are being lent to you for the duration of your stay. You are required to return all the items in proper working condition. You are financially responsible for any loss or damage to a Peace Corps cell phone. If the phone is stolen you must submit a police report (the SSC will help you with this) in order not to be charged the replacement value. Cell Phone Companies: There are three major cell phone companies in the coastal area: • CLARO: identified by the prefixes 310, 311, 312, 313, 314, 320, 321 • Tigo: identified by the prefixes 300, 301, 302, 304 • Movistar: identified by the prefixes 315, 316, 317, 318 Points to keep in mind: • Calls to numbers on other networks (i.e from your CLARO phone to a Tigo number) cost more than calls to numbers on the same network. • It does not cost you anything to receive a call • Calls to landlines are more expensive than calls to other cell phones • When calling a staff member, ask them to call you back so as to not use up your credit How to make calls from your CLARO phone All cell phone numbers in Colombia are 10 digits starting with a 3XX-XXX-XXXX (for example Peace Corps duty phone number is 312-451-4301). From your cell phone you dial directly the 10 digit number – it does not matter where in the country you are nor does it matter where the person receiving the call is located. 35 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -36- Land line numbers are 7 digit numbers XXX-XXXX (PC office number is 385-1060). When calling a land line from your cell phone you must first dial 03 then the city code (see list) then the 7 digit landline number. So the Peace Corps Office from your cell phone is: 03 – 5 – 385-1060 03 for call to land line from cell phone – 5 for Barranquilla city code – then the 7 digit number When calling from a cell phone, you must always include the city code number even if you are in the city which you are calling. City Code Bogota 1 Cali 2 Medellín Barranquilla 4 5 Santa Marta 5 Cartagena 5 How to receive calls from your CLARO phone from the U.S.: You can receive international calls on your CLARO phone. From the U.S. the number to dial is 011-57- and the ten digit cell phone number. 011-57-3XX-XXX-XXXX 011 for international call – 57 Colombia country code – your 10 digit cell phone number 1. Cell Phone Usage During Training You must adhere to PC cell phone policy that the use of cell phones is prohibited during PST working hours. This means that you must turn off your cell phone between 8:00 a.m. - 12:00 noon. You may use your lunch hour to check for missed calls or text messages. Cell phones must be turned off again from 1:00 to 5:00pm. Text messaging is also prohibited during working hours. Please know that this policy applies for staff as well. At Host Families: Please DO NOT make outgoing international calls to the U.S. from your host family’s house (no matter how much your family may make you feel like you are “en su casa”). This applies to the use of phone cards or credit cards that you may buy in the U.S. or have sent to you from the U.S. As with most developing countries the infrastructure is not always adequate and there is a fair amount of fraud within the system. This could cause problems and hard feelings on both sides. Please do not jeopardize the PC goals of cross-cultural integration with problems that can be avoided from the outset. You may want to arrange with your host family to allow your family to call you at their number at a specific pre-arranged time, but be sure to negotiate this arrangement well in advance with your host family. In addition, please be considerate of your host family and do not talk very long (30 minutes or more, for example), because this is their private phone. You can make collect calls using the International Operator at 170, 150 – (por cobrar allá or cobro revertido). This costs quite a lot more than using the Internet or a cell phone, however. 2. Income Tax Complete information concerning the payment of your United States Federal Income Tax will be sent to you shortly after the first of each calendar year. This will include the taxable percentage of your PC 36 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -37- allowances, filing dates, and other details. You are responsible for maintaining your own records of allowances received in Colombia. No taxes are withheld for you by PC. You should receive a W-2 form from Washington reporting on withholding from your readjustment allowance which is taxable in the year it is earned (not delayed until you actually collect it). If you do not receive the form by March 15 of each year that you are here, please contact the DMO. Taxable income includes the following: domestic help, clothing, recreation, transportation and miscellaneous expenses. In addition to the Readjustment Allowance on the W-2 form, leave (vacation) and special leave are also taxable, as well as a portion of living allowance. PCVs are reminded that the filing deadline for persons living overseas is June 15. 3. Fiscal Policies The sale of any items that you brought with you to Colombia such as tape recorders, cameras, books, clothing, etc., for profit is prohibited. This prohibition applies to PC staff as well as to PCVs. 4. Currency Exchange There are a cluster of Currency Exchange houses on Calle 76 between Carreras 46 and 47 in Barranquilla. Outlets can also be found at the Portal del Prado and Buenavista malls. 5. Airport Exit tax There is a tax that must be paid when exiting the country. When a ticket is purchased directly from Avianca or Copa it is normally included in the ticket price (included in the “taxes” section). When the ticket is purchased through Expedia, Kayak or any online discount site (or with Spirit airlines) it is not included and you have to pay it at the airport. When PC buys a ticket for a PCV on official travel (COS, ET, medical etc) we ensure that the tax is already included. When you are on personal travel this is an additional cost that you will have to cover and should take into account when planning international travel. The visas that are issued to PCVs (“son visas de cortesia”) are not exempt from the tax. Even though the visas are issued for “multiple entries” this does not exonerate us from paying exit taxes. The amount of the tax to be paid depends on the time that has passed since you entered the country. For stays (or time since your last departure from the country) less than 60 days: US$34 or $68.000 COP For stays (or time since your last departure from the country) more than 60 days: US$68 or $136.000 COP These amounts are current as of August 2012 but are subject to change. 6. Absentee Voting Voting information and absentee ballot applications are available both at the PC Office and at the Consular Section of the U.S. Embassy. PC will forward your absentee ballot mail for you through the American postage system. PCVs must pay the cost of postage when necessary. 7. Weekly Check-in 37 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -38- PCVs/PCTs must check-in with the office each week, and the reporting is conducted from midday Thursday to midday Friday. You may check-in by calling the office, sending a text message or sending an email to Admin Clerk Johan Villafañe, the Duty Officer or SSC. 38 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -39- SECTION IV PRE-SERVICE TRAINING I. Peace Corps Training Philosophy The Pre-Service Training program is part of Peace Corps’ overall training strategy. This process begins prior to departure from the United States, and continues through Pre-Service, In-Service Trainings and a Completion of Service Conference. Peace Corps' Training philosophy emphasizes that training is: An integrated process, with no single component conducted in isolation; A model of the development process promoting self-sufficiency, problem analysis, problem solving and critical thinking; Based on clear behavioral objectives, with minimum acceptance levels, with a way of providing evaluation of and feedback to Trainees; and Based on adult learning methodologies and techniques, building on individual experiences and skills, involving the Trainees in the learning process. II. Training components and competencies The purpose of Peace Corps training is to develop self-sufficient Volunteers who can access resources, work effectively, engage safely, adjust culturally and communicate easily. Training supports Trainees and Volunteers in becoming equipped to work as partners with their agencies and communities in order to assist them in reaching their goals. The ultimate responsibility for learning lies with you. To accomplish the above, we use an approach that integrates six key concepts. Competency-based training Respect for diversity Training as a collaborative process Adult learning methodology Focus on capacity building Training as a continuum of experiences Training uses learner-centered, experiential, and self-directed approaches to learning that augment what Trainees and Volunteers already know. Training materials and activities include content that is built from the requirements of the assignment and those skills that are necessary for Volunteers to be successful. Furthermore, Peace Corps training supports an approach that honors diversity -- diversity within Peace Corps staff, Trainees and Volunteers, and community partners; and, promotes capacity building at all levels. Finally, training is a collaborative effort that involves learners, trainers, other Peace Corps staff, and host country nationals. As such, it is viewed as a cycle of learning opportunities that build upon each other. Training lasts ten weeks with an additional 11th week occurring after the Volunteer has been at site for two weeks. This is a relatively short period of time for you to learn, practice and demonstrate competency in all the skills and activities you will need to successfully begin service as a Peace Corps Volunteer. The components that make up your Pre-Service Training are: 39 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -40- 1. CORE Training Component 2. Project Technical Training Component CORE Training Component The CORE component of PST is integral to your development and preparation for Peace Corps service. We define the CORE common areas as: 1. Culture 2. Spanish 3. Safety and Security 4. Medical 5. Role of Volunteer in Development 6. General Peace Corps information The areas included in the curriculum provide you with an opportunity to develop the skills, attitudes and knowledge base for successful cross-cultural adaptation and interaction, while developing personal commitments, learning strategies and appropriate professional skills to work effectively as a Peace Corps Volunteer. Cross-cultural living is a personal learning process. As in learning a language, one enters a culture at some point or level. Experience has shown that effective Trainees and Volunteers actively engage in a process of learning and adapting to patterns of the new culture. They find a source of joy and support within the host culture; they immerse themselves in and appreciate the culture (even though they do not personally adopt all of the values of this culture). Learning to live in a new culture takes time. One will not automatically fit or not fit into the new milieu. Well-prepared Volunteers develop a framework and a strategy for learning (and learning how to learn) about another culture. Recognizing that you see the world through your American culture and being aware of how you present yourself to Colombians will be most helpful as you transition into the Colombian culture. The development of this framework and practice begins during PST. CORE training includes cultural adaptation and more. The following skill areas, as identified by Peace Corps staff, Volunteers and counterparts, are essential to successful completion of your responsibilities. You will be expected to demonstrate knowledge of these areas and apply them to your work and lifestyle. CORE includes demonstrating successful personal adjustment and appropriate cultural adaptation as well as successful completion of all CORE learning objectives in the Role of the Volunteer in Development work, Peace Corps country orientation sessions and field visits. To qualify for Volunteer service upon completion of training as demonstrated through the satisfactory completion of CORE learning objectives. Components of CORE training: Spanish Language Training Component The Peace Corps Language training curriculum is based on communicative competencies. It describes what you will be able to do and what functions you will be able to perform using Spanish. Instruction is designed to provide you with language practice based on real situations and in real-life contexts, which you will encounter in your communities. Training is expected to mirror reality as close as possible. 40 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -41- Our language curriculum is typically divided into topic areas based on your immediate linguistic needs from your arrival in Colombia, to settling into your assigned community, and performing your technical job in the workplace. This communicative approach to language learning focuses not only on language acquisition, but also on the cultural context, the purpose of communication, and ongoing independent learning techniques. Some communicative competencies reflect basic survival needs like buying food, handling emergencies, and using local transportation; others are part of ordinary social transactions, such as discussing relationships and family, requesting information, or expressing likes and dislikes; still others are closely tied to job tasks, such as explaining a procedure, facilitating a meeting, reporting on a task, or making an appointment with a supervisor. Technical language (project specific) is a higher-level skill, which is usually acquired after PST; however, language classes integrate some technical language with vocabulary and communicative tasks during PST. Language Proficiency Interviews (LPI) For many learning a second language is one of the most difficult challenges that they will experience and it requires a strong commitment, and the discipline to practice, practice, and practice. Peace Corps has assembled an experienced cadre of Language and Cultural Facilitators, who will provide you quality language classes and various opportunities to learn Spanish. During PST you will participate in three Language Proficiency Interviews (LPIs) to measure your ability to function with spoken Spanish. The interview is a face-to-face conversation with a LPI evaluator and lasts 30 minutes. The interview will be recorded so that the interviewer can review the conversation and ensure a correct rating. The oral interview is a test of how well a person functions in the language, not of what a person knows about the language. Trained evaluators are able to guide the conversation in such a way as to allow the speaker to demonstrate the strongest level of ability on a variety of topics as well as the limitations of a person's oral competency. Trainees will enter PST at specific levels of levels that Peace Corps follows: Spanish language proficiency. The following are the LPI Novice Intermediate Advanced Superior Each LPI level is divided into a Low, Medium and High sub-level. Peace Corps Colombia requires that all Trainees reach or surpass the ‘Intermediate-Medium’ Spanish language proficiency level. Speakers at the Intermediate-Medium level are able to handle successfully a variety of uncomplicated communicative tasks in straightforward social situations. Conversation is generally limited to those predictable and concrete exchanges necessary for survival in the target culture; these include personal information covering self, family, home, daily activities, interests and personal preferences, as well as 41 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -42- physical and social needs, such as food, shopping, travel and lodging. Intermediate-Mid speakers tend to function reactively, for example, by responding to direct questions or requests for information. During the PST language training there will be various Language Proficiency Interviews, ongoing classroom observation, and formal and informal evaluations. If by the end of PST, a Trainee does not reach an Intermediate-Medium level in the final LPI, Peace Corps Colombia will: Not swear-in the Trainee as a Peace Corps Volunteer. Or, if the Trainee has demonstrated active participation, motivation, commitment, hard work and professionalism, in all aspects of PST, Peace Corps Colombia will: Conditionally Swear-in the Volunteer with a probation period for the Volunteer to achieve Intermediate-Medium level, and Provide the Trainee with an additional week of language training and/or Provide the Volunteer with tutoring Peace Corps Colombia will conduct another LPI at end of the probation period. Safety and Security Training Component The safety and security training of Trainees is a high priority. Therefore, our safety and security sessions are designed with the greatest emphasis on helping you make informed and safe choices during your training and period of service. The curriculum follows 11 global topics recommended by the Headquarter office of Safety and Security. These topics have the goal of enabling you to practice behaviors that reduce the risk of a incident during your service. At the end of PST, a written exam on the 11 topics will be administered in which you will have to pass before you can be sworn in. Medical training component During training you will have 7 medical sessions that will provide enough information to ensure that you understand the basics on how to keep yourself healthy – mentally as well as physically. Medical Competency test – the exam will be based on all of the presentations and this will confirm the knowledge you have attained with regards to medical issues discussed during PST. TECHINCAL COMPONENT Project Technical Training Component Your technical training is designed to prepare you to begin working at your site, which for bilingual program Volunteers will be both the school to which you have been assigned and the community where the school is located. Many of you have arrived in Colombia with high expectations about what 42 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -43- you can accomplish or develop with your technical expertise. Therefore, we will ensure your experience and commitment will match up realistically to community needs. Development work is one of the most challenging, frustrating, and rewarding professional experiences you will go through. It is our expectation that you will be able to help local communities become more self-sustainable, transfer new skills and knowledge and help them retain these new skills and knowledge after your departure. However, in order to accomplish these goals you must build trust within your community and have people be interested in what you bring to their communities. The technical training sessions are designed so that by the end of training, you will have clearly demonstrated, to the satisfaction of your Project and Training Specialist (PTS) and your Project Manager (PM/APCD), an ability to successfully perform each of the project technical tasks, or performance objectives, defined for your work assignment. Early in the training cycle these performance objectives will be reviewed and discussed with each trainee by the PTS. The project technical training is based on: a. teaching skills that experience has shown Trainees may lack or need strengthening. b. enabling Trainees to demonstrate and apply their skills, whether newly learned or from previous life experiences, within the Colombian context of work. c. hands-on experiential activities. d. the principle that responsibility for learning is shared by trainers and Trainees. e. the expectation that all Trainees will be ready to begin work upon arrival at their site as PCVs. To an extent, technical preparation is often as much a cross-cultural and participatory experience as it is a technical one, with the learning arena being the work environment. In fact, we have found that Volunteers are usually frustrated not so much by deficiencies in technical expertise as by difficulty in working with counterparts, inexperience with extension skills, impatience with local government bureaucracy, and a difficulty in facilitating decision-making within a new culture. Thus, the crosscultural applications and experiences during PST are extremely important and will help you prepare to begin your service as a PCV. III: Qualifying For Volunteer Service While you have successfully completed the first steps toward becoming a Peace Corps Volunteer, you are not considered a Volunteer until you qualify for service. You will need to demonstrate that you meet the qualification criteria to be sworn-in as a Volunteer. The training is designed to help you develop the necessary competencies to facilitate your successful service. You will have to draw from your inner resources and strengths, perhaps in ways that you have not done before. Peace Corps service is an exciting, challenging, and rewarding experience for those who are motivated and qualified for the job. For those who are not, it can be a dull, frustrating, and miserable experience. 43 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -44- The training staff will do all that they can to help you meet the expectations of the training program. While the selection of a Peace Corps Trainee to swear-in is the decision of the Country Director (in consultation with the Training staff), ultimately, it is your responsibility to demonstrate that you are qualified for Peace Corps service. If a Trainee’s completion of learning objectives or his/her demonstration of motivation, participation, and the ability to live and work in Colombia as an effective Volunteer has been limited, the Training staff may not recommend that person to swear-in as a Peace Corps Volunteer. Finally, a PCT may not be recommended to swear-in as a PCV for inappropriate use of alcohol or improper behavior as a professional within Colombian culture. Peace Corps experience has shown that these actions are often correlated as negative indicators in relation to safety & security. Therefore, any negative situations that involve inappropriate use of alcohol or improper behavior will be documented and reported to the involved PCT and indicated Staff. To close, your effectiveness as a Volunteer is directly related to your enthusiastic and committed involvement during the training process. PST will be as intensive a training experience as you are likely to ever have. In eleven weeks you will go through what is essentially a highly condensed program in language, cross-cultural relations, group dynamics, and management planning, among others. You must bring to Colombia an open mind and a willingness to learn everything possible in a very short time. During training, the harder you work, the more you learn, the more finely you develop your skills (new and old), and the more effective you will be in the field. Although you will be learning throughout your assignment in Colombia, when you arrive at your site you will be expected to perform and conduct yourself as a professional (culturally sensitive and skilled). Training will help you prepare for the exciting and demanding job that awaits you. Your efforts and dedication during PST will pay off during your two years as a satisfied, effective, healthy and safe Peace Corps Volunteer. How we will evaluate your qualifications for service: Peace Corps will assess your completion of learning objectives within each of the PST components by: 1. Evaluating your participation in activities. 2. Evaluating your presentations given during activities. 3. Evaluating your written exams. The Trainee Assessment Process (TAP) What is TAP? The Trainee Assessment Process is based on the achievement of competencies and learning objectives. The process includes objective check-offs, language interviews and monitoring Trainees’ progress toward completing learning objectives. This is followed by informal and formal feedback, documentation, and TAP interviews with the training staff. This happens at three points during the PreService Training cycle. The Trainee Assessment Process is shared with your Peace Corps Project Manager, the Director of Programming and Training, and the Country Director. 44 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -45- Why do we do TAP? The Peace Corps Trainee assessment process is intended to allow both you and staff to mutually determine if it is in the best interests of you and the Peace Corps for you to be sworn in as a Volunteer. It reflects the Peace Corps commitment to Colombia and Colombians to send out qualified and committed individuals to serve in semi-urban and rural communities. Who completes the TAP process? All Trainees and the entire training staff are involved in the on-going assessment process. IV. PST Policies Please note, as trainee and Volunteer, you are responsible for adhering to ALL the policies laid out in this handbook. Nevertheless, there are Pre-Service Training specific policies that we will discuss below that apply during PST. In the following section of this Trainee Handbook, you will find a description of the policies that guide PST and apply to you as a Peace Corps Trainee. It is important that you read these policies and understand them. Violations of policies can result in disciplinary action ranging from reprimands that are placed in your Peace Corps file to Administrative Separation. Trainee Conduct during PST Disciplinary action may be taken for: 1. Unexcused or recurrent absenteeism or tardy arrival to any all training activities. 2. Failure to respond to feedback given on culturally appropriate behavior. 3. Consumption of alcohol that results in behavior that puts a Trainee and/or Volunteer at personal risk, endangers others, and/or is offensive to others. This includes but is not limited to: public drunkenness in the training community or consumption of alcohol during a training day. 4. Disrespectful conduct, use of insulting, abusive, or obscene language and attitude to or about staff, Volunteers, Trainees and/or Colombian community members. 5. Consistently dressing in a manner that is culturally and professionally inappropriate. 6. Riding on motorbikes/cycles, or driving any motorized vehicle. 7. Romantic or sexual relationship with host family members during training. Travel during PST You cannot spend the night away from your host families, at any time (except during the Volunteer visit) and site visit during your 11 weeks designated for pre-service training. During the weekdays you are expected to be in the training area in Colombo Americano or other places defined in advance for the training staff. Day travel is allowed on Saturdays or Sundays per the guidance below. You may travel in Barranquilla on a Saturday or Sunday, and it is advisable that it be in the company of a host family member. If you plan to leave the city on a weekend day you must advise the TM for 45 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -46- approval in advance. When the TM approves, then you will notify the SS coordinator in writing where you will be going, with whom you are traveling, and when you will depart from and return to your home. This advance notice can and should be delivered during regular training hours. If, after training has concluded on a Friday, you determine you will be traveling away from Barranquilla, you must: - contact the Duty Officer 312 451 4301 and provide all the above information. Professional Dress Please see a detailed section on dress in the Section IV of the handbook that follows this section. We strongly believe that your cultural sensitivity to the dress issue will greatly enhance your ability to productively work and socially interact with the people of Colombia. We expect you to observe these norms. Trainees arriving at training activities inappropriately dressed will be sent home to change. We view you as professionals and therefore accountable for respecting cultural norms without having to be reminded. Site Assignment A more detailed discussion of how sites are developed is in the next section. As Site Assignment is an important decision that impacts your service, we provide numerous opportunities for you to express and demonstrate your skills, interests, strengths and preferences with regards to characteristics of an assignment. Opportunities for you to provide your input regarding site assignment include: Individual interviews/meetings: Your Project Manager will meet formally with you at least twice during PST. The PTS will also be part of these interviews/meetings. The first interview will take place during the first week of PST and it is the opportunity for the three of you to start getting to know each other. Project teams will also use this opportunity to confirm and/or clarify information you provided in your résumé. The second interview will take place during Week 5. You are encouraged to use these opportunities to provide your team with as much info regarding your skills, knowledge and experience as possible. Written input: Your project team will provide you a questionnaire/survey aimed at gaining more details about you and your preferences. You will be advised of the deadline for you to submit your written response. Please keep in mind that in order for the project team to fully consider your personal details and preferences, it is your responsibility to submit your questionnaire/survey by the deadline. Informal talks and e-mail messages: As your PTS will be present with you throughout your PST you may speak with him/her at any time. Your Project Manager will be visiting PST a variety of times and when present and available, you may certainly speak with her. If you feel you need to talk with your Project Manager to further discuss a topic, you may request your PTS to set up a call or 46 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -47- perhaps a visit. You may also write your Project Manager an e-mail sharing more info or details about your professional experiences and preferences. Training staff input: All training staff (Language and Cross-Cultural Facilitators, PTSs, Language Coordinator, Host Family Coordinator and Training Manager) are expected to provide on-going feedback both to you and to your Project Manager regarding your performance and progress toward acquisition of training competencies. There are 3 formal times when your Project Manager will meet with training staff and other senior staff to learn about and discuss your performance. These are called round tables. Medical considerations: PCMOs, while not disclosing personal medical information or confidentiality, will advise the Project Manager if there are any characteristics of a site placement that need to be considered. An example of this could be guidance that a particular Trainee might need to be located within a certain distance from a hospital. Special project/programming strategies: There are several projects that may ‘cluster’ Volunteers geographically in order to meet a regional need or to support the implementation of a regional project. As you have read, the Project Manager considers staff observations and recommendations, community needs and your input when s/he makes site assignment decisions. We count on you to be flexible and understand that while your project team aims to make the ‘best match’ it may not be able to meet your preferences. Our expectation is that you recognize it is your responsibility to work to meet the needs of your community. V. Colombia Home Stay Experience The following section applies both to your PST experience as well as your Volunteer experience. In PST, we expect the Host Families to play a crucial role in your language and culture training. As a Volunteer, we are not requiring your family to play such an active role, though we do ask that they make you feel welcome as a member of their family. One of the most valuable aspects of the training program is the experience of living with a Colombian family; this home-stay experience is an important component of your Peace Corps training and a vital step in your adaptation to the Colombian culture. The home-stay can help you make the transition from the U.S. to Colombia, not only in language but also in day-to-day living, making contacts in the community, and giving you personal safety advice. To make this experience rewarding requires work on your part. We encourage you to make every effort to adapt and try to involve yourself as much as possible in the daily activities and events of the family and the community. Reserve time each day to talk with your host family and to observe and participate in their daily routines. The home-stay experience is a two-way street. Both you and your host family have duties and responsibilities in order to make it work. Some of you will hit it off with your families and by the end of training you will feel that you really have a "home away from home". Others will feel more isolated, in extreme cases like a boarder: well-taken care of physically, but not emotionally involved with your host 47 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -48- family. To minimize the latter, make every effort to reach out, but remember, personalities differ; be realistic about your expectations, and flexible to the circumstances you may encounter. Despite the selection process and preparation of host families, it is important to emphasize that training staff cannot possibly know what happens in each and every household at all times. Therefore, during PST you should notify your LCFs of any situation that is uncomfortable, and should consult them or the Language Advisor for advice if you are unsure of how to handle a particular situation, or when you are in doubt if a certain situation is acceptable or not. Do not wait for the situation “to resolve itself”. Experience has shown us that it is actually much better if you bring your concerns or questions to the LCFs earlier on, so they and you are in a better position to adequately manage any situation that might turn into a difficult one. Your responsibilities: 1. Learn the names of your family members and use them. 2. Learn and respect the family's customs regarding hours, use of the telephone, internet, smoking, etc. 3. Take care of the family's belongings (including the thermos or dishes they provide for your lunch). If you lose or break your thermos, you will have to replace it. 4. Keep your areas clean and tidy and odor free. This includes deep cleaning of your bathroom at least once a week, flushing the toilet, sweeping and mopping your room at least once a week, washing your clothes at least twice a week. If you tend to accumulate sweaty clothes, wash them at least twice a week. Clean up immediately in the kitchen after you cook, do not allow dishes to accumulate. While this may seem infantile for us to tell you, this has been a major complaint of our host families and a major source of tension. 5. Entertain visitors or guests in the living room, never in your bedroom. 6. Advise the family of your schedule (i.e. if you will miss dinner or be home late). 7. Dress correctly when at home. 8. Share some of your time with the family and accompany the family when invited. 9. Don't bring alcoholic beverages to the house. 10. Don't ask the family to buy you toiletries or U.S. food items. 11. Don’t make outgoing international telephone calls from your Host Family’s phone. 12. Always ask permission to bring home guests for supper. 13. Lock up your personal valuables, money, jewelry, etc. in your luggage or secure bag. 14. Eat what your family eats without demanding special treatment. (Remember, you are a member of the family, not a boarder). 15. Please conserve water whenever possible; you may have to take bucket baths. 16. Practice what you have learned in language class with your family and utilize your family as a resource in learning about the culture. 17. Include Colombians in your spare time and give a positive image of North Americans and Peace Corps. 18. Attempt to resolve your own problems and maintain open lines of communication with your family, the Host Family Coordinator, as well as with your LCFs. 19. Fully complete evaluations of the family. 48 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -49- Your Family's responsibilities: 1. Be a source of information about the beliefs, culture and customs of Colombia i.e., gender roles, safety in the neighborhood, boyfriend/girlfriend relationships, etc. 2. Provide a balanced diet and a clean room. 3. Provide a homelike atmosphere, and treat the Trainee as if he/she were another family member. 4. Include the Trainee in the family's activities. 5. Provide the Trainee with a key to the house and her/his room. 6. Follow sanitary practices in food preparation and provide the Trainee with purified/treated water. 7. Help the Trainee improve their Spanish by correcting them as desired by him/her and not speaking or practicing English with them. 8. Take care of their belongings (with the Trainee’s cooperation). 9. Maintain good communication with the Trainee and LCFs. 10. Establish the norms that govern the household. 11. Pets should not have access to the Trainee’s bedroom. 12. Advise training staff in case of sickness or accident. Your Family, Host Family Coordinator and LCFs’ responsibilities: 1. Speak with the assigned family before the Trainee’s arrival. Obtain information about the nuclear family, i.e., number of persons, employment, and family activities, norms, and give this information in writing to the Trainee before he/she moves-in. 2. Reexamine with the family the responsibilities and expectations of each of the three parties involved – the family, the Host Family Coordinator and the Trainee. 3. Conduct a training, with help from the SSC and PCMO, on the roles and responsibilities of being a Host Family. 4. Interview PCTs and match them with host families during the orientation weekend. 5. Introduce the Trainee to the family on the day Trainees move-in. 6. Maintain open lines of communication with the Trainee, throughout training, through informal conversations and promptly address problems that may arise. 7. Make periodic (two: before and during the first three weeks) visits to the family aimed at assisting the Trainee to adapt to the culture and to make sure the Trainee is fulfilling his/her responsibilities. Each visit should be followed by a conversation between the LCF and the Trainee. 8. Communicate observations and concerns with the Trainee. 9. For problematic situations the line of communication is Trainee-LCF-Host Family CoordinatorTraining Manager. 10. Encourage the Trainee to solve his/her problems and support him/her with an attitude that demonstrates interest and availability. 11. Give the Trainee the family evaluations, make sure he/she fills them out completely and discuss the comments with him/her. Adapting to the Homestay Experience There are times during your living experience with a Colombian family that you may become confused by household routines or annoyed by incidents, which affect your daily experiences within the household. This is bound to happen, and it is something that will require skill on your part to resolve. 49 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -50- As a beginning step in the development of these skills, we have polled the previous experiences of Trainees and their families and have come up with some hints for dealing with the most common areas of confusion or annoyance. Privacy: Most Americans thrive on privacy. It is one of your principal support systems. Privacy just to lay down and reflect, privacy to read a book, listen to music, privacy where you can be completely by yourself and know that nothing and no one will disturb you. When you have your privacy support systems shattered, you may become frustrated because you cannot satisfy what you view as your personal need for privacy. Most Colombians interpret the American need for privacy as an illness, discomfort, bad manners or lack of courtesy. They have a difficult time understanding why someone would want to be alone if family or friends could surround them. In the majority of the cases you will find your privacy much more limited than it was in the States. You will gradually have to accept and adjust to your new environment. Perhaps a way of making the adjustment smoother is to question yourself sincerely as to how great you really feel your personal need for privacy is. During your family stay, your room may be your only private place, but often curiosity on the part of your family will turn your room into a central meeting area. Noise: One characteristic, which most Americans immediately detect about Colombian culture, especially living in an urban setting, is how noisy it is. If there is not a radio blaring full blast next door, undoubtedly someone will be honking their horn for no apparent reason; cars, busses and even motorcycles and four wheelers contribute to the noise pollution, the dogs will be barking, the TV will be on even though no one is watching it. Noise, noise, noise! It is all around you here, and it is not that easy to escape. One important thing is that there is a certain innate liberty to make noise here even though others may privately complain about it. But only very, very rarely, do you request someone to turn the volume down. That would not be courteous. As in the case of privacy, honestly question your own personal need for more or less silence. You will have to adjust to the noise, whether it is the TV, dogs, radios, horns, motorcycles, buses or just plain screaming little kids. Do not anticipate that they are going to adjust to you. Diet: The Colombian diet is based on rice, beans, potatoes, plantain, yucca root. The host Families generally complements this diet with meat, cabbage, tomato, and other locally grown crops. This will probably be the case in your family. Rice and beans form a perfect complementary protein that allows our bodies to take the greatest advantage of their nutritional value. During the first few days try the various foods offered to you, complimenting the Señora on the ones you especially like. Then in a polite way you can make your preferences known. Do not say directly that you do not like the food, for you may offend the Señora who may have gone through a lot of trouble to try to prepare things you will like. It is perfectly acceptable to ask for additional helpings, and it is likely that it will be taken as a 50 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -51- compliment. If you are a vegetarian, you should not have any problems because animal protein (meat) is expensive and the staples are always readily available. While host families are advised regarding options how to prepare a vegetarian diet, do not expect your Señora to fix you distinct vegetarian dishes. You are expected to adapt. Laundry: Personal laundry is your responsibility. Practically all clothes are washed in cold water. Appearance here in Colombia is paramount; to that end most Colombians iron their clothes, including T-shirts. The family will show you how to wash and iron your clothes when you arrive. However, you are responsible for buying your own laundry detergent and soap. The family will lend you the iron (plancha) when you need it. Your Bedroom: You are expected to clean and maintain a tidy room. Your host family will lend you a broom, mop and cleaning supplies when you need them. Do not expect them to clean your room. This is to maximize your privacy. The Bathroom: You are expected to provide your own personal toiletries (soap, towel, toothpaste, etc.) and these should be kept in your room rather than in the bathroom. Your personal towel is not normally kept in the bathroom, but rather hung in your room or the backyard to dry. You should also keep the bathroom neat and tidy, empty the garbage, clean (and flush) the toilet, etc. Front Door Key: Families are encouraged to give you a front door key. We ask you to understand that we are working with some host-families that are new to hosting Trainees and they may end up not giving you a front door key. Traditionally in Colombia only the heads of the family have a front door key for the home. Nevertheless, the families have been asked and are expected to arrange for you to have access to the home. When the family knows they will be gone, they are expected to ensure you have access to your home as well. If you have special plans to spend the evening away, make sure that before you leave you ask: ¿A qué hora puedo llegar por la noche? ¿At what time should I arrive home in the evening? You will probably find that someone will wait up for you, so you should be courteous in not making your late nights a habit. Most of the host families have asked that Trainees be in by 9:00 pm as many have small children and/or need to get an early start the next morning. In addition, for your personal safety and security and following the Safety and Security Coordinator’s guidelines, you are strongly encouraged to be back in your home by 9:00 pm. Please remember that if you lose a key, you will have to pay for the replacement of that key. Sometimes, this may even mean having to buy a new lock. 51 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -52- Meal Schedule: You should always advise your family when you plan to eat away from home. No voy a comer aquí esta noche. I will not be eating here tonight. Also, if you are away during a normal mealtime but plan to eat when you return, please advise the family. Hoy llego a las ocho, por favor guárdeme la comida. Today I will be home at 8:00 and I would appreciate it if you would save dinner for me. Visitors: If you are going to have a guest over to visit, mention it to the señora or head of household. Hoy va a venir un amigo(a) a visitarme. ¿Está bien con ustedes? Today a friend is coming over to visit me. Would that be all right with you? Visitors should not stay beyond a reasonable hour in the evening and never later than 9:00 pm. Also, if you want to entertain friends of the opposite sex, make sure you do it within the correct cultural context of living with a host family, which means in the living room. Visitors of the opposite sex must never be invited to come in to your room. Guests at meals should be cleared with the señora beforehand, and you should offer to pay for this person’s meals. Valuables: The room in your host family is yours for the period of time you live there and each family has agreed to view it as such. Nevertheless, it is important for you to remember that people may come into the room without malice, or, if the family has other visitors, they may come into your room by accident. Thus, it is important for you to put your valuables, e.g. iPods, laptops, cameras, extra money, etc, in a secure storage bag with a lock. You should try to mitigate or “remove any temptation” in case someone comes into your room by accident. We encourage Trainees to lock their rooms upon their departure each day. Family Invitations: There may be times when the family will invite you to participate with them in certain activities. In the interest of furthering your cross-cultural experience and learning more about your Colombian family, we expect you to take advantage of these offers. If, you cannot attend the activity, refuse politely and give some simple reason such as: Muchas gracias pero tengo que estudiar. Thank you very much but I have to study. Muchas gracias pero tengo otro compromiso. Thank you very much but I have another engagement. 52 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -53- But remember that if you refuse too often, future invitations will not be forthcoming. VI. Medical and Health Issues Throughout PST if you experience a safety and security incident or some other non-medical emergency, you should either immediately contact the Safety & Security Coordinator (SSC) or Emergency Duty Officer or seek out and speak with a staff person. Medical Problems/Questions – During PST Training Business Hours (M-F, 8am-5pm) There are no medical personnel stationed at the training site Colombo Americano. The Peace Corps Medical Officer (PCMO) is based in the Medical Unit at the Barranquilla PC/Colombia office. The PCMO will administer vaccinations, conduct necessary consultations and deliver health sessions at the PC building during the day each week that you will be coming to the office. The Medical Duty Officer (310247-7200) and PCMO (312-451-4303) will also be available for consultation 24/7 via mobile should you need any urgent /emergency medical attention. In the event of a serious accident or illness, the PCMO or Medical Duty Officer will consult/treat when possible or arrange any medical treatment at certain medical facilities already assessed and approved for your treatment or hospitalization. Medical kits will be provided in the initial Orientation session and inside these kits is a list of the different medications that you can use for treatment of a variety of medical ailments from a simple cut to pain relief or allergic reaction. Preventative health care is the key to a successful and healthy service and all trainees/volunteers are reminded that YOUR HEALTH IS YOUR RESPONSIBILITY and adhering to all the Peace Corps Medical policies is very important. If you feel sick during training hours The training team is aware of how stressful PST can be, so if you feel sick at any time please do not hesitate to inform any of the staff members around you and they will let the PCMO know. Depending on what the situation is, the PCMO will then put into action a plan of treatment. In some instances you may be taken for treatment at the Peace Corps Medical Unit or advised to take medications from your medical kit, or you may receive treatment from a pre-approved medical facility nearby – a staff member will accompany you should this be the case. Medical Emergencies–After Hours (evenings & all day Saturday & Sunday & holidays) During training we will have a session whereby we will go through the contents of your medical kit to identify the contents and discuss the use of each item. It is advised that should you fall ill outside of working hours, you will need to call the Medical Duty Officer of the PCMO so that you can be advised about medications that can be taken to help relieve your illness. The PCMO can always be reached at 312-451-4303, and the Medical Duty Officer at 310-247-7200, which is the PC Medical Duty Officer cell phone. The PCMO will talk to you and determine an action plan. If support is necessary, the PCMO will then call the Duty Officer with instructions about what action is to be taken next. There is also a PC Duty Driver to help the PCV and PCMO with transportation when necessary. 53 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -54- Please be aware that every other weekend, from Saturday 8:00 a.m. through Monday 8:00 a.m., the PC Back-Up Physician, Dr. Freddy Farah, carries the PC Medical Duty cell phone. Contacting the PCMO for medical issues If unable to reach the PCMO at the PCMO cell phone (312-451-4303), call: The Medical Duty Officer at 310-247-7200 or The PC/CO Duty Officer at 312-451-4301 If your host family does not have a phone, use a neighbor’s phone. If phone lines are down, go to another Trainee’s house or try calling your LCF so that he/she can contact the PCMO or the Duty officer If you are incapacitated or cannot leave your home, send a family member to bring the staff member to you. How to Help Us Help You to Stay Healthy Please report any illness as soon as possible to receive appropriate, timely care and treatment. Remember that your body needs time to adjust to new foods. Be gentle with your stomach and make sure that you drink at least 2 -3L of water daily. It’s important that you eat three meals daily to maintain sufficient energy to complete activities You should have brought a three-month supply of any special/prescription medications that you need. Please make sure that you have advised the PCMO of any special medications that you need during your initial medical interview on the first week of training. Any illness should be reported before you leave for a field trip, Volunteer visit, or site visit VII. Administrative Odds and Ends: You and your money During PST you will receive a modest “walk-around allowance” to cover personal daily living needs. Payment will be made to you around the 1st and 15th of each month, though this may vary sometimes due to field trips, but payment is always made in advance. During training, accrual of the readjustment allowance begins, and medical costs and any emergency leave expenses are covered. During the first weeks of training a local bank account will be opened at the Banco HELM. This account should be functioning in about Week 4 of PST. Following swearing-in your monthly living and leave allowances will be direct deposited into your account. More specific information on this will be made available during the two Peace Corps/Colombia administrative sessions. The US dollar to Colombian Peso exchange rate is around 1850 COP to U.S. dollar and fluctuates daily. You are strongly encouraged to live on the amount provided. This will help your integration into the training community, as well as create good financial management skills when you move to your site after training. There are no facilities in the training center to exchange your personal money to local currency and Trainees may not request PC staff to exchange money for them. During Pre-Service Training, you will receive the following payments: 54 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -55- Walk-Around: This money covers your personal incidentals or "pocket money" during the Pre-Service Training period. You will receive $11,000 Colombian pesos (abbreviated CP or COP) daily for walkaround money. Your walk-around allowance will be paid out in installments in cash and in smaller bills directly to you. The breakdown of how this amount was calculated will be presented during the first few days of PST. Field Trips and Field Training: When you are on field trips, you will either receive a per diem or payment will be made directly to the service provider that provides room and board. If you are on per diem you will be responsible for obtaining a receipt (factura) for any authorized hotel lodging that you may need to use. If you do not return this receipt to administration upon your return, you will be responsible for reimbursing this money. You must return these receipts in a timely manner. You do not need to turn in receipts for money used for food or transportation on these authorized field trips. Computers and Internet Volunteer Computers: Our Information and Technology Specialist (ITS) will discuss with you proper and allowable use of the ‘Volunteer’ computers located in the PC/C office. You may not use these ‘Volunteer’ computers until YOU have received training and signed the appropriate form(s). Please note that during training hours, use of personal electronic devices- cell phones, tablets, lap tops, etc. is STRICTLY PROHIBITED! The facilitator of the session may temporarily remove the device if the trainee does not store the device after repeated requests from the facilitator. Finally, Trainees may not use Staff phones for personal calls. Internet There are a lot of internet cafes where you can pay by the hour for internet access. The cost varies from COP 2,000 – 3,000 per hour. You should refrain from using these computers to log on to bank accounts, and you should not make credit cards purchases on public computers. VIII. Centro Colombo-Americano Training Site All staff, Trainees and visitors should abide by the following regulations that help to maintain the quality and effectiveness of training. Colombo-Americano, Sede Norte is our training site. Therefore, it is imperative that we always project an appropriate professional and cultural image and discourage activities or behaviors that could be viewed negatively in a Colombian cultural context. The degree to which we culturally assimilate ourselves within the local community is a reflection upon Peace Corps throughout all of Colombia. Peace Corps rents a portion of Colombo Americano as an “office”. This is where staff comes together for meetings, preparing materials for sessions, using computers or printing materials needed at the last minute. You are welcome to come and visit, but please understand that it is indeed an office and appropriate behavior and dress must be observed. Consumption of alcoholic beverages is strictly 55 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -56- forbidden at the Colombo campus. Please know that only staff is authorized to use the equipment available at the “office”. IX. Other Important Information Identification It is very important that you never be without an official document (no-fee passport or official ID card) since you may be asked to identify yourself at anytime, anywhere. Until you have received a Colombian Government Identification Card you should carry a photocopy of your no-fee passport with you at all times. The Peace Corps office will provide you with a photocopy. You will be issued a Peace Corps Colombia Identification card during the first few days of PST as well as a laminated wallet-size card with important security and health related contact numbers. Please keep these with you at all times. Should you lose any official document, you must notify training staff at once. You should make it your responsibility to keep a list of important phone numbers with you in case of unforeseen problems that may arise. Transportation Buses and Busetas are the common transportation means in Barranquilla. There are buses that run from your home in the direction of Centro Colombo Americano, the training site. There are different routes you could take, check with your family and LCFs about them and schedules. Taxis A more expensive, more direct means of transportation: The following phone numbers you could use to reach a taxi is 322-2222, 358-8888, 377-7777, 3191919, 386-8686 if done from a land line, if using a cell phone you should dial 035-386-8686. This usually is safer than taking a taxi on the street. Shopping centers There are several shopping centers that have shops, restaurants, movie theaters and grocery stores throughout Barranquilla. Consult with your host families or staff for logistics to arrive. Here are some of the more popular: Centro Comercial Buenavista Centro Comercial Portal del Prado Centro Comercial Villa Country Centro Comercial Único Centro Comercial Americano Palmas Mall Where to buy food Big supermarkets like Exito, Carulla, Jumbo, Olimpica are the major grocery stores. Every neighborhood has several smaller stores that have the basic essentials and often will deliver them to your house. 56 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -57- SECTION V. PEACE CORPS VOLUNTEER SERVICE A. VOLUNTEER PHILOSOPHY AND LIFESTYLE (Reference Peace Corps Manual Section [MS] 204) 1. General Statement It is Peace Corps policy that Volunteers and Trainees conduct themselves in a manner reflecting credit on the Peace Corps and the United States. Appropriate Volunteer and Trainee (V/T) conduct is critical to the Peace Corps because it is intimately tied to the reputation and effectiveness of the Agency's Volunteer program and the safety and security of V/Ts and post staff. V/Ts have responsibilities more complex than those of private citizens. While V/Ts are expected to learn and respect host country culture and customs, they must also conduct themselves in a way that reflects credit on the United States and the Peace Corps. Indeed, the V/T is often the most identifiable, and frequently the only, U.S. citizen in a community. Accordingly, V/Ts are expected to adopt lifestyles sensitive to host country cultural norms, and exercise common sense and good judgment to promote safety and reduce risks at home, at work, and while traveling. Serving as a Peace Corps Volunteer should be considered an honor and a privilege. With that privilege come responsibilities to uphold a philosophy and lifestyle that allows you to work effectively, safely and to represent the Peace Corps and the United States in the best manner possible. Three guiding principles in fulfilling that responsibility in Peace Corps/Colombia are: a) Live and work as a professional. b) Strive to be as effective as possible on the job. c) Integrate yourself into your local community. Your personal behavior as a Volunteer will influence the degree of success you have in living up to these principles. Remember that you are a guest of the Colombian people and that you should be respectful of and sensitive to their values and ideas, without compromising your own. The Colombian government and people have made requests to the Peace Corps for U.S. professionals who can contribute to the development of their country. Your time is valuable and your skills, dedication and creativity are needed. Each PCV also has the responsibility to represent Peace Corps well so that the image and reputation of PC will meet the high standard to which we are all striving. It is disrespectful to the people of Colombia, to PC/CO and to fellow PCVs, to act or behave in any way less than an adult and professional fashion. The Peace Corps Manual and the PC/CO Volunteer Handbook cannot anticipate every situation or scenario a Volunteer might face. Volunteers are expected to make appropriate decisions, based on the purposes and policies of the Peace Corps, in protecting their own safety and in upholding the best traditions of the Peace Corps. 57 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -58- 2. Enforcement of Policies Basic responsibility for enforcing Peace Corps policies regarding all aspects of Volunteer and Trainee (V/T) conduct rests with the Country Director. The Country Director, with the support of PC/CO staff, is responsible for providing V/Ts with continuous guidance regarding social behavior throughout their terms of service. When the CD becomes aware of infractions of the policies on V/T conduct, he or she will take appropriate disciplinary or corrective action. All Peace Corps program, training, and administrative staff, and contractors, are also responsible for immediately reporting any infraction, or suspected infraction, of the Peace Corps Policies on V/T conduct to the Country Director. In addition, Peace Corps Medical Officers must extend confidentiality to the Country Director regarding actual or possible drug use and excessive use of alcohol. 3. Penalties Any violation of the policies in Peace Corps Manual Section 204 (MS 204) or the post-specific policies on V/T conduct may be grounds for administrative separation. 4. Living Within Your Living Allowance Volunteers should make every effort to live within their living allowance. The Volunteer community is polled on a regular basis to ensure that the allowance remains adequate for the basic needs that the PCV has in country. Volunteers are encouraged to live in such a fashion so as to not alienate coworkers and peers. Those PCVs who have other financial or material resources available to them are requested not to use them, but rather live within their living allowance. If this becomes a problem, administrative action will be taken. While seeking to live modestly, each PCV should live, act and dress as a professional. Each Volunteer is also responsible for managing his/her own resources. Peace Corps will not be responsible for individuals who find themselves with limited cash at the end of the month because of poor money management. 5. Adapting to Change Each Peace Corps Volunteer is expected to adapt to and respect the local culture. Peace Corps is not asking you to deny your values and opinions. We are asking you to view them through the eyes of your counterparts and clients in the field. When you arrive in your site, each of you should become observers, to learn the rhythm of life in your community or barrio and at your workplace. The PCV is in an excellent position to introduce alternatives and options, but not to impose the U.S. point of view or values. Be patient with yourself and your community. Another point to keep in mind is that your social and working life cannot be separated to the extent they can be in the United States. The saying “it’s a small world” applies to life and work in Colombia, 58 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -59- campo or city, where most will be living and working. An indiscreet private life will likely get back to your host family, community and/or your co-workers and may cause tensions during your service. In keeping with the Peace Corps goals, Volunteers are expected to come to Colombia to serve the needs of Colombians and to leave with a better understanding of the country and the people. The best way to achieve these goals is through integration into your site. When Volunteers leave their barrios or communities and travel excessively they can create negative impressions of themselves and other Volunteers in their communities, with their host agencies and with other organizations or persons who may be observing them. Furthermore, they miss the unique opportunity for real integration into their host site. The Peace Corps Colombia vacation policy and out-of-community travel policy (Handbook Appendix C) were developed with the goal of providing Volunteers with needed and well-deserved time for travel while behaving as professionals, being accountable and safe. Each Volunteer is expected to strictly adhere to these policies. 6. Personal Appearance You will frequently be judged by the way you dress. This is true in the United States and is especially important in Colombia. Two things to keep in mind regarding personal appearance are cleanliness and neatness. Colombian professionals take pride in their appearance. Taking pride in your appearance is a gesture of respect to them and yourself. Upon entering your community for the first time, a PCV often does not have the linguistic skills to communicate much about him/herself. Appearance is often the first very important impression that co-workers and the community have. PCVs should look for a peer in the community from whom they can take a lead. For TEL Project PCVs it might be a colleague schoolteacher. For Peace Corps Response Volunteers it might be local community leaders or officials, a local NGO or government extension agent. Few, if any professional men and women wear shorts anywhere but in the comfort of their homes. They do not wear shorts to attend any event associated with work or official travel. We ask that PCVs refrain from wearing shorts in anything but an informal social setting. Colombians for the most part take great pride in the way that they and their family members dress. Even the most humble families will make every effort to have clean clothes that are in good repair. PCVs should make no less of an effort. If during a site visit or during a visit to the PC office in Barranquilla the appearance of the PCV does not seem to be appropriate, staff and other PCVs will point this out. Men’s hair should not be long. It should always be neat and well combed. Clothes for office work are generally more along the lines of sports shirts and slacks rather than blue jeans and work shirts. Earrings are not culturally appropriate when worn by men. Again, take the cue from your co-workers. In the emergency zone activities or in the future when PCVs in Colombia may be working in the “campo,” whether you are a male or a female Volunteer doing extension type work, chances are that once people get to know you, formal dress becomes less important. But remember to be clean and 59 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -60- neat and keep your clothes in good repair. The following list summarizes what is professional dress and provides recommendations on what to avoid wearing: Females Blouses with collars or polo shirts Skirts or dresses Long pants in good condition (jeans, khaki, etc.) Mid-calf and below-the-knee capri pants Bras Sneakers or closed-toe shoes with socks Males Short sleeve or long sleeve dress shirts Shirts with collars or polo shirts Long pants in good condition (jeans, khaki, etc.) Sneakers or close-toe shoes with socks Don’t Wear Shorts of any length T-shirts with political, humorous or loud designs or messages Sleeveless or low-cut-shirts or tank tops Spaghetti strap tops (females) Mini-skirts (females) Torn or ragged clothing Flip-flops Earrings (males) at any time or any place; (females) no more than two in each ear Other visible body piercing (including nose and tongue piercing) or tattoos Hair length below the bottom of the ear, ponytails, or long untrimmed beards (males) Camouflage equipment/clothing The Peace Corps office and Peace Corps workshops held outside the office are professional workplaces and should be treated as such. Volunteers visiting the office or attending workshops are not permitted to wear shorts, flip-flops or garments that are considered revealing such as spaghetti strapped tops or mid-drifts. Body piercings should be covered and, to the extent possible, tattoos as well. Women are expected to wear bras. Volunteers who do not meet these standards will be requested to change. 7. Planning Your Visit to the Office Trainees/Volunteers are always welcome at the Peace Corps office. Family and friends are also welcome during official business hours. We have a Library/Resource Center, a Volunteer work area and computers for your use. Peace Corps staff have flexible work schedules. Many travel a great deal and all have a lot to do to support your work. Therefore, we recommend that if you need to speak to specific staff persons, you call ahead of time to make sure they are available to meet and answer your questions. Additionally, Programming and Training staff have set up official office hours to ensure that they can meet with Volunteers during their high travel times. While staff is available at all times, due to travel schedules, it is during these hours that they will be at their desks and in the office. Furthermore, keep in mind that staff meetings occur on Monday’s (or Tuesday’s if Monday is a holiday) from 9:00-11:00. 60 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -61- P&T office hours are as follows: PM and both PTS’: Monday 1:30-5:00 PM HFC: Friday 1:30-5:00 PM TM- Anytime DPT-Anytime 8. Telephone Policy Local phone calls can be made from the Peace Corps office. For in-country long distance phone calls, you need to ask for clearance in advance from the receptionist. Personal, cellular or home phone numbers of staff and Trainees/Volunteers will not be given out to strangers. 9. Office Attire Trainees/Volunteers should always dress appropriately when visiting the office. We reserve the right to refuse admission if you are not professionally dressed during core office hours (8:00-5:00). (See details above in last paragraph of 6. Personal Appearance.) 10. Fraternization Fraternization means any dating or intimate physical or sexual relationship between any Peace Corps staff member and any Peace Corps Volunteer, or between any Peace Corps staff member and any member of his or her subordinate staff or between any Volunteer and person, including a student, over whom the Volunteer exercises authority. Staff means all direct-hire staff and personal services contractors, whether U.S. citizens, third country nationals, or host country nationals. Volunteer includes a Peace Corps applicant or Trainee. Dating means a social/personal engagement as opposed to a professional appointment or office social event. Having a group of Volunteers over for a cookout or dinner does not constitute dating, but having an individual over or taking an individual out for lunch, dinner, or movies where there is no legitimate professional nexus to the activity does. Fraternization is prohibited by the Peace Corps. Violation of this fraternization policy may result in disciplinary action up to and including termination or administrative separation. B. VOLUNTEER SERVICE 1. Integrating into the Community Peace Corps recognizes that Trainee/Volunteer success and safety are best assured when you are well integrated into the local community, valued and protected as extended family members, and viewed as contributors to development. Trainee/Volunteers are expected to build and maintain respectful 61 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -62- relationships with sponsoring agency representatives, colleagues, and other community members. These relationships help Trainees/Volunteers establish a presence in their new homes, pave the way for many work and social opportunities, and become the basis of their new support systems in country. 2. Volunteer Site Assignment Peace Corps staff in-country are responsible for assessing and approving the communities where Trainee/Volunteers will live and work to ensure that placements are appropriate and safe and that secure housing and work sites are available. Identification of potential site assignments is based on information received from staff, PCVs, host country agencies, and the schools and communities themselves. PCVs, both during service and at the time of COS, provide recommendations for new sites in their area, and follow-up PCVs for their sites. This information can be presented in termination reports, site survey formats (available from PM), or just as additional comments on either positive or negative conditions. A database is kept with this information, which is reviewed by staff prior to any assignment. Agency officials also request PCVs for specific sites, and schools have made direct requests through the PM and through formal communication to the CD. Once a potential site has been identified for TEL project Volunteers, a visit with the schools director and coordinators is set up. The second visit entails visiting with English teachers and completing a survey of the school, and a third visit to finalize the plans for Volunteer placement. The PCMO and SSC are also consulted about health and safety and security issues that exist or may arise. At the same time, the Host Family Coordinator is identifying potential host families and selecting the host family for the site. This process takes about six months with sites prepared and identified by the PM/PTS team prior to the arrival of PCTs for training. These sites are evaluated by the programming team, which consists of the DPT, PM. PCMO, SSC and the CD. Final approval is required from the Country Director. The process of assigning PCVs to sites will take into consideration the PCV's/PCT’s knowledge and skills, demonstrated abilities, and preferences (as expressed in training interviews and surveys). The PCV’s/PCT's strengths and potential for effectiveness are then compared to the needs and conditions of the sites in the project, and a final assignment is made. 3. Policy On Site and Assignment Changes Within Colombia PCVs are expected to serve their entire two years in the same assignment, and approval for a site change will only be granted for very special circumstances. Peace Corps/Colombia staff make every effort to ensure that the site selected will be the best possible fit for you and your assigned community, and the commitment made to the community is one we must honor. However, PC/CO recognizes that site changes may, on occasion, be necessary, and even desirable. Because PC/CO has a responsibility to the agencies and schools with which we work and to which we have made serious commitments, site changes are not automatic. Requests for site changes are considered on a case-by-case basis and take into account the best interests of the PCV, community where the PCVs serves, HCA and PC’s goals. 62 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -63- The following three examples illustrate criteria that must be satisfied in order for an in-country transfer to be approved. If the criteria cannot be met, and if no other solutions are found to eliminate the need for a transfer, then the only alternative may be the termination of a PCV's service: The job to which the PCV was assigned either ceases to exist or becomes modified to such an extreme degree that it can no longer be performed by the PCV. Criteria for transfer: such cases should be clearly beyond the control of the PCV. If this is true, suitable alternate schools will be sought. The job and/or site to which the PCV is assigned have become unsatisfactory due to any combination of technical support or personal factors. Criteria for transfer: since these cases lie more within the control of PC and the PCV, a transfer will be sought only if the staff and the PCV have exhausted all attempts to resolve the problem, and both are convinced that a change in job and/or site will in fact be productive. Criteria for transfer: The security situation of the site has changed, and it is believed that the PCV may be at risk if he/she remains in the site. 4. In-Service Training It is PC/CO’s goal that every PCV reach his/her maximum potential as rapidly as possible. As a result, while Peace Corps/Colombia provides a series of ISTs throughout your service, many key IST activities are planned during your first year of service. As you plan your annual calendar and vacation time, please take the timing of the ISTs below into account. The following are policies and procedures to help implement the IST program: Eligibility: All PCVs will receive language training during their first IST/Reconnect. Technical ISTs may be scheduled at other times, according to the Project. Attendance: Participation in ISTs is mandatory. Per-diem will not be paid for any day in which a PCV does not participate in all scheduled sessions. Schedule: All PCVs will be notified of the IST schedule currently in effect. You may also check with the DPT or your PM if you have any questions. Trainers: The Training Manger will be responsible for the reconnect IST while the PM and PTS will be responsible for the delivery of the technical ISTs. Location for each event will be determined prior to each event. Per Diem: Depending on what PC covers for each event, per diem will be provided. If PC does not provide food, or only provides one meal, per diem will be adjusted accordingly. a. Reconnect IST (after about three months in site) Reconnect IST provides PCVs an opportunity to brush up on their language and technical skills. Additionally, it provides an opportunity to reunite with your peers and share your initial experiences. There also will be sessions with the PCMO, SSC, DPT and CD. Ideally, every PCV should reach an Advanced Spanish level and better at the Language Proficiency Interview by the end of the first year of PC service. Reconnect IST helps to achieve this goal. This training will be scheduled and supervised by our Training Manager and commonly combines language with sessions on programming, safety & 63 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -64- security, technical and medical issues. Reconnect IST is offered although PCVs with special language needs may request a separate IST for Spanish with prior permission from the DPT and clearance from the DMO to ensure availability of funds. This workshop for TEL Project Volunteers generally takes place in March of each year. b. Language Tutoring In-Site Approval for payment of language tutoring in-site may be granted (provided there are available funds) by the PCV's TM after completion of Pre-Service Training. Please consult with your TM before scheduling language tutoring. In-site language tutoring will not normally be approved after one-year of service for Spanish study for those who have reached the Intermediate High level in Spanish. Also, payment is not granted for formal language classes, but only for informal, one-on-one tutoring. c. Technical ISTs The TEL project has one technical IST that focuses on technical aspects of the project during a PCV’s first year of service. Second-year PCVs often help to plan and manage technical ISTs, or give presentations. It is PC/CO’s philosophy to include counterparts in PC-sponsored training events whenever possible. In this manner, counterparts receive the direct benefit of the training program. Additionally, the joint attendance in IST event of a PCV and his/her counterpart helps to promote a team approach to development and strengthens the relationship between the PCV and his/her counterpart. These workshops take place in late August/early September of each year. d. HIV/AIDS Workshop The goal of this workshop is to bring together Volunteers and counterparts to train them on HIV/AIDS awareness as well as how to conduct HIV/AIDS awareness workshops in their schools and communities. Counterparts are not necessarily your work partners but could be a health teacher, school psychologist or community leader. The Volunteer and school will work together to choose the best counterpart. This workshop is led by P&T staff as well as the medical assistant. The workshop also will include leaders from local NGOs as well as second year Volunteers. This is a sub-regional workshop, meaning that one takes place in each of the Santa Marta, Cartagena and Barranquilla sub-regions. The workshops generally take place in May of each year. e. Project Management & Leadership Workshop (PML) – Project Design & Management (PDM) Each PCV will bring a community partner, a leader or a potential leader, to the PML/PDM training. Volunteer and partner will have the opportunity to experience the value of organization, group dynamics and teamwork, the importance of direction, leadership and accountability, and the process of designing and obtaining support for, and then implementing and managing priority community activities. This workshop will generally take place in June or July of each year. 64 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -65- f. Mid-Service IST This training will be scheduled and supervised by the Training Manager and commonly combines a couple of hours on language classes, with sessions on programming, technical and medical issues. MidService IST is normally offered at the end of the first year of service. This IST may be combined with the annual All Volunteer Conference (AVC). The workshop takes place late November/Early December of each year. g. All Volunteer Conference (AVC) PC/CO makes every effort to secure resources for an Annual All Volunteer Conference. The event enables PCVs in the field to exchange experiences and share best practices with recently sworn-in Volunteers, staff and partner colleagues. If the event takes place, it will happen around the Thanksgiving Day holiday. This event will also combine the 11th week of PST and Mid-Service IST. h. Completion of Service (COS) Conference The COS conference occurs about three months before the group’s COS date (late August/early September of each year for TEL Project Volunteers). The goals of the COS conference are to assist the Volunteer in transitioning from Volunteer life to post Volunteer life. This will include sessions on the administrative, programmatic and personal steps to be taken in closing out the Volunteer’s service. Additionally, time is spent in transitioning the Volunteer from Peace Corps Service into readjusting to life in the US, including career advice, resume preparation and other subjects. 5. Monitoring, Reporting and Evaluation system a. Planning & Reporting System The basic purposes of the PC/CO’s planning and reporting system are: To assist the Volunteer in his/her work by providing a structure for regular job performance analysis and planning, and enable Peace Corps staff to better support Volunteers in their work. To enhance Volunteer/staff/host agency communications concerning individual job assignments and inform cooperating agencies and institutions about Peace Corps activities in Colombia. To provide better monitoring of Peace Corps' own progress and challenges, and facilitate better planning for future training programming. Data from Volunteer reports is compiled and a final annual report is distributed to Peace Corps headquarters and later, to Congress as part of an agency-wide report. National and regional HCA 65 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -66- counterparts receive annual, quarterly, or monthly reports, depending on the needs of the agency. Your submissions are crucial to increase communication and coordination with HCAs. Furthermore, with the receipt of your progress reports, your APCD will better understand the status of your work and be better informed concerning your needs and the successes and challenges you are encountering. The planning/reporting system is for your benefit, the benefit of Peace Corps, and the benefit of Colombia. Reporting on Volunteers’ work keeps us accountable to our partners, to Congress and to ourselves. The more information we have about the work you are doing in the field, the better we are able to support your efforts and align our project goals and objectives to meet the needs of Colombia. It also helps us educate our stakeholders and promote the value of our work here in Colombia. b. PC/CO Volunteer Reporting Tool (VRT) and Periodic Reports As mentioned above, the quarterly completion of work plans by all PCVs are mandatory and critically useful. PC/Colombia has developed a project plan according to PC wide programming guidelines. This plan, in addition to facilitating the definition of project goals and objectives, provides an excellent mechanism for measuring progress and accomplishments. PCVs find that the project plan provides them with a sense of where they fit into the overall PC/Colombia program. The Volunteer Reporting Tool (VRT) is then the mechanism PCVs use to plan their activities and is the monitoring tool to measure their progress. At the same time, the VRT serves as a vehicle to provide feedback to the PM on the accomplishments towards meeting the overall project goals and objectives. For this reason, PCV work plans are extremely important. Work plans allow PC to measure progress in terms of project goals. The work plan development and review process also provides PCVs and their PM with the opportunity to evaluate PCV activities and discuss plans for the future. Work plans are also invaluable for ensuring that PCV activities are coordinated with Host Country Agencies and that the activities are related to PC and Agency goals. Work plans provide PCVs with the added advantage of structuring their work by performing regular job analysis and planning (something which is easily put-off, or forgotten, in the daily routine of things). Work plans also enhance communication among PCVs, PC staff and HCA officials. While reports cannot replace site visits and meetings, they do provide a comprehensive basis for discussion. Finally, work plans provide PC with data concerning PCVs’ accomplishments which are useful for the preparation of annual reports that are presented to HCA, PC/Washington, the United States Congress, and funding institutions. The work plan should cover anticipated work in the ensuing four months and the progress report should include activities of the past four months. If the PCV wishes to elaborate, he/she should feel free to attach additional, narrative statements. To the extent possible, the PCV should work with his/her contact in formulating the work plan and in evaluating progress. Please note the space on the form for the comments of the contact and PM. Each person should suggest changes or helpful ideas in the space on the form and should sign the report after seeing the plan and recommending changes or 66 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -67- suggestions. All VRTs should be prepared in Spanish. Work plans must include the signature of the PCV's contact. An unsigned work plan will be returned by the PM so that the contact may sign it. In order to provide timely and useful feedback to your Volunteer Reports, it is the policy of PC/Colombia that all members of the project management team (the two Program and Training Specialists and Project Manager) divide the responsibility of providing written or verbal feedback to Volunteers. On a quarterly basis, responsibility will shift so that each member of the project management team will have an opportunity to provide feedback to each Volunteer over the course of the year. It is the expectation that the feedback will be delivered no later than 30 days after the last Volunteer Report is received. Overall feedback to Volunteers is not limited to written feedback to your VRT. Feedback may take place in the form of site visits, formal and informal meetings, emails and phone calls at any time during your service. Both in format and purpose, the work plan/progress report may differ markedly from reports utilized by partner agencies, which some PCVs may also be expected to prepare. Both reports are designed to help the PCVs be more effective in their work. 6. Staff Visits Volunteers receive site visits from various staff, including the APCD/PM, PTS, CD, DPT, SSC, HFC, PCMO, as well as from other Volunteers, throughout their service. Your PM or PTS will first visit you during the initial 4 months of service to assist you and the staff in assessing how you are doing. They will address your community assessment results, your work plan and your overall cultural and emotional adaptation, and will allow time for visiting with counterparts and other members of the community. Upon completion of a site visit, both you and the PM or PTS will assess your progress to date and the usefulness of the visit itself. While the PM or PTS will routinely plan future site visits, do not hesitate to request and coordinate an appropriate time for a special site visit when the need arises. 7. Extensions As you near the end of your service you may think about extending. If so, keep in mind the following. a. Project Related Extensions Talk with your PM about your desire to extend your Peace Corps service. Your interest may be in a special program support position or to complete a specific project in your site or to do something specific that has yet to be proposed. In those cases, submit a letter of interest to your PM including a description of what you propose and a work plan, how it would benefit the program, the results you expect to see at the end of the extension, and the dates you would like to extend. You must have the approval of both your PM and the CD for an extension. If you are asking to stay in your site, please include a letter from a host country partner supporting the work and identifying the benefits to the host country partner’s agency and/or community. Submit the 67 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -68- request for an extension at least 4 months prior to your COS date. An interview will be required with the PM and/or Country Director prior to approval. b. Volunteer Leader Extensions (For 3rd Year PCVs) Peace Corps Volunteer Leaders will be an important component of Peace Corps/Colombia’s support system for Volunteers when the PC/CO program grows. One Volunteer Leader will be placed in each sub-region, currently the sub-regions of Cartagena, Santa Marta and Barranquilla. This is generally a third year Volunteer, but on exceptional cases we may consider a Volunteer in the second year of their service. PC Colombia will formally announce the position in August of every year. If interested, you should send a letter of interest with a resume. Interviews will take place with the PM, PTS and DPT, and final decisions will require the concurrence of the CD. Selections of PCV Leaders will be announced at the COS conference. The letter of interest must include your: Motivation for the job Specific skills you offer Highlights of your PC service You will be asked to include a reference letter from a host country partner, as appropriate, supporting your work as a Volunteer Leader. An interview will be required with the Country Director and DPT prior to approval. Project related and Volunteer Leader extensions are approved based on the following: Motivation in seeking the extension Previous conduct of the PCV The quality of the PCV’s service to date Degree to which the host country officials support the extension PM approval DMO approval of funding for the extension CD approval of extension Medical clearance from the PCMO Regional approval from PC/Washington for extensions over one year c. Medical Clearance & Special Leave For extensions more than six months in length, the Volunteer must be medically cleared for the extension. For approved extensions of 12 months, the Volunteer is entitled to a one month special leave paid for by PC. This month of special leave is in addition to the 12 months of service, bringing the total extension period to 13 months. These special extensions are reserved for Volunteer Leaders and Volunteers who have had an outstanding service and will be working on specific projects to the benefit of PC/Colombia and our partners. In order to have final approval, there have to be available budget resources as well as medical clearance. If approved, it is strongly encouraged that special leave be 68 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -69- scheduled at the conclusion of the two years. If special leave cannot be taken at the conclusion of the two years, it should be taken during the first three months of the extended period. Exceptions must be approved by the Country Director and have the concurrence of the host country counterpart/official. Due to the time it takes to process extensions in the administrative system, all extensions must be requested no later than four months prior to a Volunteer’s COS date. As pointed out in PC Manual Section 281 “In unusual situations an extension request made during the last two months of a Volunteer's service may be considered for approval by the Country Director.” However, please note “unusual situations” and “may be considered”. With regard to the Readjustment Allowance, Volunteers extending less than 12 months may not receive a one-third check at the time of extension. Volunteers extending for 12 months or more are entitled to a one-third readjustment allowance check at the time of their original COS date. Finally, PCVs that extend for a full year and take Special Leave are required to complete the 13 months of service in order to COS. Volunteers who fail to fulfill that commitment forfeit their right to special leave and, if they have already taken special leave, may be required to refund certain amounts to the Peace Corps. If they do not take special leave, they may be eligible for COS before they complete the full year. 8. Termination of PCV Service a. Completion of Service (COS) PC schedules a mandatory group Completion of Service (COS) Workshop approximately 3 months before a group’s COS date to discuss personal preparation for returning to the U.S. (e.g., administrative issues, reverse culture shock, resumes, interviewing, getting a job, etc.), to assess support received during PC service, and to provide recommendations as to how PC/CO could improve the development and management of the country program. Information, instruction and forms for regular Completion of Service (COS) will be provided at the COS workshop. Finally, please refer to the loans section in this handbook for important information regarding management of your student loans upon COS. Language Proficiency Interview (LPI): Language proficiency interviews are optional at a PCV’s completion of service. For PCVs considering future international employment or academic career, a high LPI rating can be an excellent addition to a resume. b. Early COS According to the PC Manual (MS 281 2.1), “Each PC Volunteer is expected to honor fully his/her commitment to serve the people of the host country to the best of his/her ability for the period of time – usually two years – specified by the PC.” If the CD, with the concurrence of host country officials and the PM, determines that an individual PCV’s request is justifiable, that he/she will complete primary and secondary assignments before the established COS date, and that there is no other assignment which the PCV could perform in the period remaining before the COS date, the CD may advance the PCV's COS date up to 30 days before the official COS date. In order to advance the COS date by more than 30 days, approval must be requested from the Regional Director at Peace Corps Headquarters. 69 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -70- c. Early Termination (ET) Service in the Peace Corps is voluntary, but once the commitment to serve is made, expectations are created on the part of the Peace Corps and Colombia. By accepting enrollment, Volunteers commit themselves to serve the people of Colombia to the best of their ability for two years within the framework established by the Peace Corps. The Peace Corps, for its part, commits itself to select those Volunteers who have the capacity and motivation for effective service, to train them properly, to place them where their abilities and skills can be utilized, and to support their activities to the extent feasible. Nevertheless, there are circumstances under which it becomes apparent that in the interest of the Peace Corps, the host country, or an individual Trainee or Volunteer, the Trainee or Volunteer cannot or should not remain in service until his or her completion of service. These circumstances may include, but are not limited to the following: an inability to adjust culturally, inadequate job performance, unacceptable personal conduct, the inability to resolve a serious personal problem in country, or a medical problem. Should you be the one to have cause to consider Early Termination, you should contact your PM or other appropriate staff member at the earliest opportunity to help resolve the issues that are leading you to consider termination. Problems which PCVs do not discuss with anyone for a long period of time tend to inflate to the bursting point. Good discussion and airing of the problem could help bring the situation into perspective. Early Termination (ET) is defined as any event that results in the termination of a PCV’s/PCT’s service prior to the completion of service date. There are four types of Early Terminations: Resignation: a decision by a PCV/PCT to end PC service, regardless of the reasons, before the completion of service date. Medical Separation: a decision by the Office of Medical Services to separate a PCV/PCT from PC service because the PCV/PCT develops, or is found to have, a medical condition which requires medical disqualification at that time from PC service. Administrative Separation: a decision by the CD that a PCV/PCT will not be allowed to continue in PC service, because of the PCV’s/PCT’s failure to comply with PC policies or conditions of PCV/PCT service, or because of unsatisfactory performance. Interrupted Service: a decision made by the CD, in consultation with the PCV/PCT, that continuation in PC Service is not currently practical for reasons generally beyond the individual Volunteer’s control. Because the regulations and procedures concerning each type of Early Termination are complex and different for each type of termination, they are explained in some detail below: Resignation A resignation is a decision by a Trainee or Volunteer to terminate Peace Corps service, regardless of the reasons, before the completion of service date. There are many reasons why Volunteers decide to end their service. Whenever possible, PC/CO will work with the Volunteer to see if there is anything Peace Corps can do to help him/her overcome whatever obstacles are in the way of having a satisfying and 70 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -71- productive service. If a Volunteer does not communicate to staff that he/she feels frustrated or burnt out or worried about someone back home, the staff will not able to provide support to that Volunteer. Before a Volunteer makes a decision to resign, it is PC/CO’s sincere hope that he/she has spoken to members of the staff so that the staff may support the Volunteer in the best way possible to help make a final decision. Talking to another Volunteer, while important, is not always enough. If a staff member is not aware of the Volunteer’s struggles, it is almost impossible for staff to be of help. PC/CO staff has experience in helping Volunteers negotiate some of the ups and downs that come with service, and will explore with the Volunteer a variety of options, one of which is resignation. Our motive is to help the Volunteer make an informed decision, no matter what that decision is. Detailed below are some of the common “myths” that exist around the topic of resignation, and PC/CO’s clarifications. Myths about When and How to Resign: Myth: It is shameful to harbor thoughts about resigning. Staff will have a lower opinion about me if they find out. That is false. It is normal to have doubts during your service. If your doubts grow stronger, you need to talk them over with a staff member. If you keep these doubts to yourself or wait until you cannot take it any longer, there is little we can do to help you. Our goal is to support each Volunteer as his/her service evolves, even if this involves an ET. We respect a Volunteer’s decision to ET. Myth: If I ET I will make Peace Corps/Colombia look bad. In the end Peace Corps service is a personal commitment and experience. As a team, we at PC/CO seek to understand the reasons a Volunteer resigns so that we can identify and correct any weaknesses in our support systems, should those have contributed to the Volunteer’s resignation. We all take Volunteers’ reasons for resigning very seriously and explore with other staff members how to improve PST or site development or Volunteer support based on relevant feedback. Myth: Peace Corps/Colombia will do almost anything so that you will not resign. As stated, this is not entirely true. On the one hand, the Volunteer who is up front about his/her misgivings or trials is more likely to get support that can turn around his/her attitude about his/her service. We can provide counseling, facilitate a visit with another Volunteer, grant a few days of leave, do an impromptu site visit to help resolve a problem and provide follow up support. On the other hand, we as staff might give you the encouragement you need to resign. This might surprise some Volunteers but there are cases when a staff person recognizes and agrees that the best decision for you (and perhaps for the community or partner organization) is the decision you have taken to resign. Myth: If I decide to ET, I only have 72 hours to leave the country. 71 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -72- This is untrue. You can inform a staff member of your plan to resign as early as you like and they will work with you so that you have the smoothest possible exit. By advising the PM or other staff, we have time to discuss with the Volunteer ways to tie up loose ends, inform co-workers and community members, and make sure matters are left in order, especially when it is decided that there should be a follow-on PCV assigned to the site. Myth: There is no right way to ET. False. A Volunteer should strive to end his or her service with as much care as he or she began it. Concretely this means that the Volunteer should advise his or her host family, cancel all debts, pack and transport all personal belongings, personally inform counterparts and key community members and bring as much closure to matters underway as possible. It is important that the Volunteer show respect to community, family, friends and colleagues by saying proper good-byes and expressing appreciation for their support. Skipping town without the proper good-bye’s, without informing counterparts and co-workers, and with projects and personal belongings in disarray is not the way to leave. It is unfair to the community, to colleagues and counterparts, and to Peace Corps and the people who have to pick up after the Volunteer leaves. In short, we as a team want to do all we can to make a Volunteer’s service fruitful and enriching. As Volunteers hit bumps in the road that threaten their commitment, we want to be there to support them. If the Volunteer decides, after conferring with others and exploring options, that he or she needs to resign, we will work with him or her to have the smoothest transition possible. Volunteers who resign are responsible for completing the same documentation as COS-ing Volunteers (see following manual section). Medical Separation If a PCV/PCT has a medical problem so serious as to raise questions about continued service, then a medical separation or evacuation will be effected. If the PCV/PCT is determined to have a reasonable chance to recuperate and return to service he/she will likely be medically evacuated; otherwise the PCV or PCT will be medically separated. If the PCV or PCT is evacuated, the PC Office of Medical Services will evaluate as soon as possible, and within 45 days after the PCV/PCT’s arrival in the United States, the PCV/PCT’s medical fitness for further service. If during this 45 day period Medical Services determines that the PCV/PCT is medically unfit for further service, he or she will be medically separated. If the PCV/PCT is cleared for further service, but not for return to the original country of service, he/she will be referred to the Desk Unit from the country of original service for a period of administrative hold while transfer opportunities are explored. If a suitable assignment cannot be located the individual's service may be non-disciplinarily discontinued. Finally, a Volunteer may be medically separated while in country if it is determined by both the PCMO and PC Office of Medical Services that their medical condition cannot be resolved in a timely manner. Administrative Separation 72 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -73- Below are among the most serious offences that are grounds for the CD to administratively separate a PCV/PCT: Failure to meet either the Trainee selection standards or standards of suitability, or the selection or suitability standards developed for a particular program or country. Supported allegations of use of illegal drugs. Leaving Colombia for any reason without previous authorization from Peace Corps. Riding on a motorcycle (or any other two-wheel motorized vehicle) either as a driver, or as a passenger, except for extenuating circumstances (such as evacuation at risk of life or limb). Arrest and/or conviction for any criminal offense under State, Federal, or host country law, while serving as a PCV/PCT. Violation of any policy set forth in the PC Manual, the PC Handbook, or any other policy manual for PCV/PCT, whether PC-wide or developed for a particular program. Any conduct which presents a reasonable possibility of risk or injury, or physical harm to the PCV/PCT or others or, in the judgment of the CD, presents a reasonable possibility of loss or destruction of property. Information revealed as a result of a National Agency Check, full field investigation, or other source indicating either that the individual is unsuited for PC service by reason of conduct prior to PC enrollment or would present a risk to the national security of the United States if allowed to continue PC service. Unauthorized absences from work, training, and/or other assigned duties when the individual’s whereabouts are known and confirmed (when the whereabouts of a PCV/PCT are unknown, the case is treated as a disappearance which may also result in separation). Unsatisfactory work performance, including but not limited to, failure or refusal to perform a PCV/PCT assignment. Active involvement with any (U.S., host country, or other nations) intelligence gathering or counter-intelligence efforts including drug enforcement or control programs other than an interview by U.S. or host country officials about a specific incident. Failure to take required immunizations or prophylaxes. The Peace Corps Medical Officer should consult with VS/MS on all cases of refusal to take required vaccinations or medical prophylaxis prior to recommending administrative separation to the Country Director. Providing misleading, inaccurate, or incomplete information during the PC application process. Interrupted Service The CD may discontinue the service of a PCV/PCT, as a non-disciplinary action, based upon a determination that one of the following circumstances exists: Lack of a viable assignment in Colombia for which the PCV/PCT is qualified. Inability to meet technical or language requirements. Circumstances in Colombia or at the PCV’s/PCT’s assigned site which make it reasonably certain that the PCV’s/PCT’s safety is, or may be, endangered. Circumstances which may affect the effectiveness of the individual PCV/PCT or the credibility or effectiveness of the PC program. 73 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -74- Removal from Colombia is requested by the Colombian Government or other cooperating agency to which the PCV/PCT is assigned for reasons which would not be grounds for Administrative Separation. Termination of the PCV’s/PCT’s spouse. The CD shall, upon making a determination that a non-disciplinary discontinuance of service is warranted, initiate a transfer request in coordination with PC/Washington in order to locate another assignment for the PCV/PCT. If another assignment is not available, the PCV’s/PCT’s service may be discontinued. 9. Protect Act Guidance Inappropriate sexual behavior by PCVs/PCTs is addressed in the PC Manual section on Volunteer conduct, MS 204. Staff, PCVs/PCTs should also be aware that the Prosecutorial Remedies and Other Tools to End the Exploitation of Children Today Act (Protect Act) authorizes prosecution of Americans who sexually abuse minors abroad. A minor is defined as a person under the age of 18. Even if the age of consent in the host country is lower than 18, it is the legal age of consent set out in the Protect Act that controls. Staff and PCVs/PCTs are strictly prohibited from having sexual contact with any person less than 18 years old. Sexual contact is not limited to intercourse. Violation of the Protect Act is a felony punishable by up to 30 years in prison. In addition, it is PC policy that dating or having contact of a sexual nature with anyone under the age of 18 will be cause for termination or Administrative Separation. Anyone in PC, regardless of nationality, should immediately report to the Office of Inspector General if they have reason to believe an American in PC has had sexual contact with anyone under the age of 18. 10. Marriage a. Marriage between a Volunteer or Trainee and a Non-Volunteer or Non-Trainee U.S. Citizen A PCV/PCT who wishes to marry and continue service as a PCV must, in advance of the proposed marriage, consult with the CD and receive written authorization to do so and remain a PCV/PCT. The CD will not authorize that a PCV/PCT marry until the country Name Check and National Agency Checks have been completed. This process can take up to 120 days. A PCV/PCT who marries without written determination by the CD that he/she may continue in service after the marriage may be administratively separated. This procedure is neither an attempt on the Peace Corp’s part to interfere with the PCV’s/PCT's right to marry, nor to pass judgment on the choice of spouse. Rather, the CD’s concern is whether the PCV/PCT will be able to serve effectively once married. Therefore, the CD’s decision is a "clearance to continue PC service,” rather than an "approval" of the marriage. Because PC is not authorized to provide support of any kind, including allowances, health care (except for pregnancy), or transportation to a non-PCV/PCT spouse, or to increase a PCV’s/PCT's allowance for this purpose, the CD must be satisfied that the PCV/PCT will be able to support a dependent. At the same time, it must be clearly understood that once married, the PCV/PCT and spouse must live at the same economic level as other PCVs/PCTs. 74 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -75- PCVs/PCTs should seek guidance on the effects of a marriage to a foreign citizen on his/her legal status, citizenship and property rights. PCVs/PCTs are also encouraged to visit a counselor, with the prospective spouse and at PC’s expense, to explore the issue of marriage and to assure that they have asked themselves the “hard questions.” PCVs/PCTs who have done so have reported that it was a beneficial experience and recommend that others do so. As stated in MS 205, the CD must request that a National Agency Check be done on a prospective spouse who is a non-US citizen, or who is a non-PCV US citizen (unless that person is an RPCV or PCT who left PC within the last year, or has a current security clearance granted by an entity of the U.S. Government). The check must be requested at least 120 days prior to the intended date of marriage. However, the marriage may not take place (and the PCV/PCT continue in service) until the checks are completed. If a PCV/PCT wishes to marry a non-U.S citizen, the CD must also request that the U.S. Embassy conduct a Country Name Check (CNC) and submit the results to the CD for his evaluation before clearance is granted for continued service. In order to request permission to marry and remain a PCV/PCT, you should: Write a memo to the CD asking for authorization to marry and remain a PCV/PCT. This memo should state how your future spouse will be supported and whether or not you will be able to continue with your primary and secondary activities. Submit a Standard Form 85P (available from the Admin Unit) on the prospective spouse at least 120 days prior to the date of marriage (but keeping in mind that it could take longer for the clearance to be completed, before which you may not marry and remain a PCV/PCT). The CD will then request in writing that the appropriate department of the United States Embassy perform the check, and will be advised of the results. Provide the following information about your fiancée so that the CD may request that the Country Name Check be performed: Full Name Country of Citizenship Date of Birth Place of Birth Current residence (and telephone number if applicable) Occupation Cédula Number Father’s Full Name Mother’s Full Name b. Marriage between a PCV/PCT and another PCV OR PCT In addition to considering the issues listed in Peace Corps Manual Section 205 paragraph 2.2.1 (a) through (c), a Country Director shall not authorize a Volunteer or Trainee who intends to marry another Volunteer or Trainee to continue service unless the prospective spouses are able to resolve differences in service dates consistent with Section 3.0 of this same Manual Section. 75 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -76- c. Determination on Continuation of Service (2.2.1) The CD shall determine in writing whether the Volunteer or Trainee who has given notice of his or her intent to marry may continue in service after the marriage. The determination shall be based on consideration of the following issues: Whether the marriage would prevent or diminish the ability of the Volunteer or Trainee to serve effectively; Whether the marriage would require the Volunteer or Trainee to transfer to a new site or assignment and whether a transfer would be feasible and acceptable to the host country; Whether the marriage would financially burden the Volunteer or Trainee or the Peace Corps program; and When the prospective spouse is not another Volunteer or Trainee, whether the prospective spouse's background and lifestyle are consistent with the Agency's goals and philosophy. d. Accommodating Volunteers Who Wish to Marry (3.0) When two Volunteers who wish to marry each other have different completion of service dates, they may choose one of the following two options: Each PCV may retain his or her original completion of service date as long as the date of one Volunteer does not interfere with the effective service of the other; or The PCV may "split the difference" of their remaining time, if they are authorized to do so by the CD. To "split the difference" means reducing one Volunteer's service time and extending the other's so that both PCVs have the same completion of service date. This option may be authorized by the CD if the proposed extension of time for one PCV is consistent with the criteria for extensions of service in MS 281 (Completion of Service Date Advancement and Extension of Service), and the reduction in service time for the other Volunteer in no way jeopardizes Peace Corps' ability to fulfill its commitment to the host country's Peace Corps project. 11. Volunteer Pregnancy A PCV/PCT who suspects she is pregnant must report this to the Medical Officer immediately. The Office of Medical Services of PC/Washington has determined in all cases to date, that PCVs/PCTs in Colombia may not give birth in-country. PCVs/PCTs for whom this determination has been made, must be medically evacuated (medevaced) before the 12th week of pregnancy, and medically terminated. 12. Volunteer Paternity According to Manual Section 204.3, a PCV who fathers a child by a woman to whom he is not married may be administratively separated if the CD determines that the PCV's action has impaired his ability to perform in his assignment or the credibility of the PC program, or has violated host country law or custom. Regardless of any disciplinary action taken by the CD, the PCV, prior to his departure from the host country, should be encouraged to fulfill, or arrange to have fulfilled, his responsibilities for 76 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -77- providing support to the mother and child. To that end, he must provide the CD with a written statement describing his plans for meeting these responsibilities. 13. Alcohol and Drugs a. Alcohol The use of alcohol is common in Colombia, especially at social and family events, and among PCVs/PCTs when they gather in central locations or at special events. We understand that alcohol is often an integral part of these activities, and that you may face significant pressure to drink. However, excessive drinking may affect your health, your work performance, and the image you project. Furthermore, as you are working in schools, it can affect your reputation and ability to serve as a role model for the students. It may also affect your safety, contributing to your getting into high-risk situations or being unable to deal with them if they occur. Therefore, we strongly recommend that you limit your alcohol consumption, in public as well as in private, in your communities, in Barranquilla, Santa Marta and Cartagena, and at organized events. If you feel that you could have a problem with alcohol, we encourage you to seek advice from the Medical Office, which can provide confidential support and guidance. Additional resources could include your Program Manger, PTS, PCMO or any other PC staff and, of course, your friends. We also encourage you to provide support to other PCVs/PCTs who are at risk of excessive alcohol use. If your consumption of alcohol begins to affect your health, work performance, or ability to project a positive image of PC, you may be subject to administrative or medical separation. PCVs/PCTs are encouraged to avoid situations in which Colombians are drinking heavily (such as at fiestas, estaderos, bares, licoreras y cantinas), since these often generate arguments that lead to violence. PCVs/PCTs should be aware of the fact that the legal age for drinking in Colombia is 18 years of age; therefore, it is prohibited to sell alcohol to minors, or to provide alcohol to minors in public places. PC/Colombia asks that you remember the power you have as a role model, and that you demonstrate respect for the law by not encouraging minors to drink. Finally, alcohol may not be consumed at the PC Office or at the training center. b. Drugs The PC Manual states that: "A PCT or PCV found to be involved with drugs, including marijuana, in any way, will be terminated immediately and encouraged to return to PC/W for consultation. The PC enforces this strict policy not only because the cultivation, manufacture, traffic, and use of drugs, including marijuana, is illegal in most countries, but also because the consequences of drug involvement by PCVs/PCTs in any country could seriously jeopardize the entire PC program." This is especially the case in Colombia, a country that has seen more than its share of violence fueled by the drug trade. Because of the potentially serious social, political, and legal impact of such incidents, every case of PCV/PCT drug involvement is brought to the personal attention of the PC Director. 77 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -78- The primary purpose of the policy is not to punish the drug user. Rather, it is to protect the PC from the damaging impact that allegations of drug use among PCVs/PCTs could have on our programs, both by alienating host governments and the local citizenry, and by presenting a negative image of PCVs/PCTs to Congress and the American people. Thus, enforcement of the regulations must be looked upon as a deterrent and as a means of removing PCVs/PCTs who have endangered, or may in the future endanger, PC/host country relations or the PC image because of their use of marijuana or hard drugs. Due to the magnitude of the potential for harm to our programs, regulations require the mandatory termination from PC for PCTs/PCVs found to be involved with marijuana or drugs in any way. The policy is deliberately broad in its application. Involvement could consist of sale, use, possession, or cultivation. Mere suspicion of drug use, including marijuana, could also be grounds for Administrative Separation. As mentioned above, in Colombia drug issue is particularly sensitive. Mutual efforts between the U.S. and the Government of Colombia are on-going to avoid the smuggling of marijuana, cocaine and heroin into the U.S. Accusations of involvement with drugs in Colombia could result in years of imprisonment with no trial. Therefore, immediate Administrative Separation is taken, in part, for the PCVs’/PCTs’ own protection. 14. Political Activity One of the chief reasons for PC success is the fact that it attracts people who are interested in public affairs and who want to do something about the things they think need improving. Political activity is often an effective response to these challenges. However, it has always been and will continue to be a guiding premise that PC is strictly non-political. This means as an organization and as individuals, whether staff or PCVs, we avoid any involvement whatsoever in political matters of the host government. To the extent that we are able to speak and act as private citizens, we are free to do so. A PCV overseas, however, is an extraordinary citizen -- one whose views are accepted by others as representing "The PC position.” PCVs must exercise discretion and caution, and not make any statements that could be interpreted as PC policy. Just as PCVs must avoid the appearance of participation in political activities, concerns for safety and security dictate that PCVs should avoid involvement in political manifestations, strikes, etc. It is not uncommon that bystanders at such activities are injured by randomly flying stones or bottles, and the reaction of security forces at such demonstrations is unpredictable as well. All PCVs should give a wide berth to such activity wherever it is encountered. 15. Funding For Community-Based Projects During the process of doing community development, the need may arise to seek funding for projects that were generated by that process. PCVs should first encourage and assist their communities, schools 78 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -79- and groups to raise the money themselves locally. Looking for support within a community, from a local community/regional NGO, or governmental sources is another option. Only after the process of working to raise funds locally should communities and PCVs look to outside funding sources. There are many factors that you should consider before becoming involved in pursing outside funding. Depending on your site and working situation, you may be quickly approached, or even pressured, to assist the school or community in securing funds for a school or another project. The needs may be visible and vast; often a small input of financial aid could make the difference between the success or failure of a project. Such monetary assistance can have debilitating effects, on both the PCV and the community. Fund procurement may appear to be the easiest route to credibility and a sense of usefulness for the beginning PCV, but s/he may later wonder --with cause -- whether s/he has any credibility beyond that as a conduit for outside material help. The community, in turn, may begin to view external assistance as the only means of completing a successful project. This prevailing mentality of dependence may effectively hobble any local initiative to embark upon or to complete community improvement projects if outside funds are not forthcoming. Also, funding agencies tend to view the PCV as a "safe way" to distribute resources at the local level. In view of all of the above and advice from PCVs, PC/CO has established a policy that no PCV should pursue outside funding until s/he has been in site for at least six (6) months. If you do chose to go forward with finding funding, please keep the following in mind: Do not become involved in a request for funding until you know the people with whom you are working, and have surveyed the relative needs and support available for projects in the community. Emphasize community and school fund-raising or in-kind contributions as the basic resources for project implementation. If a request is to be made to an outside agency, the PCV should work as facilitator, not as gobetween or money manager. Assist community and school project leaders in planning the project, in preparing and presenting the request, and in the management of grant funds, but be sure that they are the principals in name and fact. If feasible, encourage a system for further projects through a plan of re-payment by project beneficiaries into a community-controlled rotating fund. The planning and organization for a continuing loan fund should begin at the planning stage of the project. Avoid direct involvement in large grants for projects in which the potential pressures and misappropriation of funds is great. In general, avoid any projects that rely too heavily on one person, require management, or administrative skills of a sophisticated nature, were not developed by the community and are not presently accepted, or in which the procurement of funding is the main force driving the project. Also, remember to only undertake a project that can be completed before the COS date of your original two-year assignment. Extensions will not always be granted to complete an unfinished project; you are responsible to plan wisely and ensure the project is completed before the end of your service. 79 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -80- PCVs frequently ask if it is appropriate to seek or to receive funding directly from family friends, church groups, or others from “back home.” It is important that PCVs realize that while PC is one of the few federal agencies authorized to accept donations and gifts from the public, PC’s gift acceptance authority is subject to legal restrictions that apply overseas as well as in the U.S. PC’s Office of Private Sector Initiatives (OPSI) is responsible for coordinating the acceptance of all gifts to PC. As such, PCVs may solicit funding support for community-initiated projects, but they may not accept gifts-in-kind or money directly from groups, friends, or family members in the United States or from individuals and organizations in Colombia. The OPSI does, however, manage the PC Partnership Program that serves to link in-country projects with U.S. contributors or project sponsors; this is the venue through which communities/PCVs should receive donations from the U.S. Advantages of this system include the fact that PC’s financial management system is used to transfer funds to post, which is faster and safer than mailing checks, and that the donor may receive documentation for tax purposes. The PC does not provide shipping services or pay for costs related to the shipment of gifts-in-kind to overseas Posts. Costs may include shipping, processing fees, storage and customs duties. Donors who wish to give a gift-in-kind will be required to sign an agreement (available through OPSI) stating that they will assume all responsibility for such costs. PCVs who are offered a gift-in-kind for their community or the PC should refer the donor to the Office of Private Sector Initiatives (OPSI) at pcpp@peacecorps.gov or via telephone at (202) 692-2170. PC/CO makes available to communities through their assigned PCVs two agency-sponsored funding programs. They are: The USAID/PC Small Project Assistance (SPA) Grant Program which is administered by PC. The PC Partnership Program (PCPP), which matches financial needs for small scale development projects with U.S. contributors or project sponsors. a. USAID/PC Small Project Assistance (SPA) Fund The SPA Program was established in 1983 between the USAID and the PC. The program's purpose is to assist communities, acting in collaboration with PCVs, to identify common community concerns, develop strategies to address these concerns, and design and implement small-scale, sustainable community-level projects. SPA makes grant funding available for community-initiated projects that transfer skills or otherwise strengthen the community’s ability to carry out activities that will improve their quality of life. SPA funds also support training of Host Country National (HCN) partners, NGOs, and Community Contacts to enhance their skills and empower them to assume greater responsibility for their own development. SPA grant funds can be used for: Community-based training projects Community development projects Technical exchanges 80 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -81- Projects funded with SPA grants in PC/Colombia must follow basic criteria that require that the project must: Be conceived and implemented by a local community organization or group, in conjunction with a PCV. Promote sustainable community development activities. Involve a clear capacity-building or hands-on training component, even when project activities include production or construction efforts. The project’s target population is primarily underprivileged groups such as youth, AfroColombian communities and service providers who work with underprivileged groups. Include the local community organization or group’s commitment of its own resources, in cash or in-kind (minimum 25% or more of the total budget cost), to the activity. Have the PM’s approval prior to submission. Be scheduled for completion within one year of the establishment of the obligation, and within a reasonable period of time before the PCV’s COS (at least one month). Build local self-reliance and not encourage future dependency on continued external assistance. Successful projects rely on well-developed professional and personal relationships. Therefore, Volunteers may not apply for a SPA grant during their first six months of PCV service. Nor may Volunteers apply for a SPA grant during their last three months of service due to the need to complete the project prior to your COS date. For detailed information, guidelines, and all appropriate application and reporting forms, PCVs should get a copy of the PC/Colombia SPA Program Handbook from the SPA/PCPP Coordinator. The handbook can also be found on the PCV computers. i. Successful SPA Projects The success of a SPA project is determined by more than the end product. The process of a community working together to address an identified need is as much a part of the success as the end result. Successful SPA projects should build technical capacity and enhance a community's ability to organize, plan and make group decisions. They should result in a community being more confident and able to transfer organizational and technical skills to other aspects of their work and community efforts. PCVs may play an important role in helping to ensure that a SPA project is successful. A PCV who assumes the role of a "facilitator" rather than a "doer" of a project, helps to transfer technical skills, enhance leadership capacity, and increase self-reliance. PCVs who have worked with SPA projects have identified the following as crucial to the accomplishment of a project and to the process of skill transference and capacity building. ii. Ownership of the Project A successful project is conceived and "owned" by the school or community organization. A PCV brings skills that can help the community to define a problem, identify a solution, access resources, and 81 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -82- implement the activity. It is the school/community, however, who must have identified the project as a priority and who must take ownership of the project. iii. Problem Identification A successful project addresses a clearly defined problem, one that can be broken down to basic causes. A PCV's analytical skills can be extremely useful in helping the community to identify possible causes of a problem and thereby select the most appropriate solution and implementation strategy. iv. Planning Successful projects depend on thorough planning before implementation. PCVs can help in the planning process by introducing simple planning methods and asking clarifying questions. The community group, however, needs to be involved in and take responsibility for the planning. v. Implementation Projects that have significant contribution from the community, both in-kind and financial, are more likely to succeed. During the implementation phase of a project a PCV may be instrumental in training participants in new and/or improved technical skills related to the project. The transfer of skills during this training is essential for the long-term success of the project. vi. Record Keeping SPA projects are funded with U.S. government money and must, therefore, be accounted for with proper receipts and vouchers. Before a project request is submitted, arrangements are made for handling the project money. vii. Monitoring and Evaluation Throughout the life of the project, the community group and the PCV should monitor their progress towards the project's goals. By this process, the community organization can make any adjustments necessary to ensure the ultimate success of the project. For each SPA project, the community is required to submit a final report which reviews the project to see whether the original goals were met, identifies lessons learned, and discusses benefits of the project. b. Peace Corps Partnership Program The PC Partnership Program is one of PC’s primary channels for your host community and you to obtain financial support for community-based, small projects. Unlike other sources of funds, however, the Partnership Program does not directly fund projects, but instead serves as your link to interested individuals, groups, foundations, and service organizations in the U.S. private sector who would like to contribute to the valuable work that you and your host community are doing. The program helps to establish a direct communication between groups and individuals in the United States and communities overseas to facilitate an understanding of different cultures and ways of life. Guidelines for Partnership Program Project meets a pressing community need; Project is community initiated and directed; A well-developed plan for project implementation and sustainability exists for the project; 82 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -83- The community contributes at least 25% of the total project cost; Indicators for success have been outlined in the proposal; A well-developed budget in local currency and U.S. dollars detailing both the community contribution and requested funds; The proposal contains a statement to the effect that the community has been informed and understands that there will be no additional funding beyond the authorized amount on the proposal as submitted. The Partnership Program may help meet needs across a wide spectrum of project areas, from constructing schools to developing environmental education materials, from digging wells to enhancing small business development programs. Partnership projects range widely in their scope of objectives and amounts requested. While there is no set limit to how much may be requested through the Partnership Program, it is strongly recommended that no project exceed US$5,000. Historically, projects kept under the $5,000 limit have proven the most successful in terms of achieving full-funding, implementation and management. Generally speaking, it can take an average of 1 month to raise $1,000 USD, so please take this into account in your planning. Your first step should be to discuss the idea with your PM. After you and your community group have written a proposal, it is reviewed by the SPA/PCPP committee, approved by the CD and then sent to PC/Washington. Once a proposal has been accepted, it is put on a list of projects posted on Partnership Program’s website: www.peacecorps.gov/contribute/partnership.html. Any referrals (family, friends, church groups, etc.) that you provide are then contacted. Donors may then donate to PC via web, phone, or mail. The average time needed to fund a project is three months, but this depends greatly on the amount of funds requested. The PCV is responsible for accounting for all funds, and facilitating ongoing communications with the community, Partnership Staff, and the U.S. Partner. PCVs are permitted to send thank you letters to donors of SPA and PCPP grant projects via the Diplomatic Pouch (DPO). The letters will be sent from Washington D.C. to the marked addresses. PCVs (not Peace Corps Staff or PC/CO) are responsible for providing the appropriate U.S. postage and envelopes as well as addressing the letters. For detailed information, guidelines, and all appropriate application and reporting forms, PCVs should see the SPA/PCPP Coordinator, or look in SharePoint. i. Guidelines for Peace Corps Volunteer Solicitations (Peace Corps Headquarters, Washington, D.C.) Volunteer Solicitation Defined For the purposes of these guidelines, solicitation is defined as, “The personal request, written or oral, by a Volunteer for gifts in support of a specific project initiated by their host community, school or organization.” Solicitation is one of the ways to help Peace Corps Volunteers financially support community-based projects. While Volunteers are not permitted to solicit gifts on behalf of the Peace Corps as an organization, they can and often do request financial support for community-initiated projects from friends, family and contacts in their host countries. 83 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -84- Gift Defined A gift is defined as, “a gratuitous transfer of property, money, or voluntary services.” (See Manual Section 721, Section 4.0 Definitions). Raising Funds for Project Support Solicitation for community-based projects is a means of facilitating community development, but should not become a Volunteer’s primary activity or a measure of a Volunteer’s success. Volunteers should be concerned with money only to the extent that it is needed to fund local, community-initiated projects that meet Peace Corps defined standards of sustainability, community involvement and community need. Accepting Gifts on Behalf of Peace Corps The Peace Corps is a governmental agency with gift acceptance authority. Those who may accept a gift on behalf of the Peace Corps include the Peace Corps Director, the Director of the Office of Private Sector Initiatives (OPSI), and Country Directors (who may accept donations up to a specified limit). Although Volunteers are official representatives of the Peace Corps, they are not among those who may accept gifts. (See Manual Section 721, 5.0 Policies, for complete list). ii. Volunteer Solicitation vs. OPSI Solicitation What is the Difference? Why Choose OPSI? Volunteers play a pivotal role in helping the Office of Private Sector Initiatives (OPSI) staff identify potential donors for community-based Peace Corps projects. While it makes sense for Volunteers to solicit support for community-initiated projects among friends and family, it is often preferable that the volunteer defer to OPSI staff to solicit for project support for a number of reasons: OPSI is the only designated office within the Peace Corps that has authority to accept gifts on behalf of the Peace Corps and for Peace Corps projects. Volunteers do not have the authority to accept gifts; OPSI has systems in place that guarantee Volunteer referrals are contacted and followed-up with in a timely manner, unlike Volunteers who must often depend on unreliable or erratic means of communication; OPSI ensures that gifts are received and disbursed in accordance with Peace Corps policy; OPSI is able to ensure that donors are aware of all of their options with regard to making gifts to Peace Corps; Gifts made through OPSI are tax deductible, while those made directly to a Volunteer or his/her host community are not; and OPSI is able to guarantee that all gifts meet the criteria set forth in Peace Corps’ manual section 721, 5.0 Policies. In their commendable efforts to raise funds for their projects, Volunteers sometimes contact donor agencies or corporations with whom OPSI is in the process of developing a formal partnership. This unintentional interference may make a potential donor feel overwhelmed and decide to contribute 84 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -85- elsewhere or could result in negative Peace Corps relations. Therefore, we recommend that Volunteers coordinate any planned solicitation activities with OPSI and their Country Director. In summary, while Volunteers are not prohibited from soliciting support for their community-initiated projects, they are prohibited from accepting gifts. iii. Who Do Volunteers Solicit for Support? Volunteer friends, family and professional contacts Corporations Private individuals Civic & Community groups Foundations Faith-based groups 16. Clearances for Press Interviews, Articles and Letters Even in the short time we have been in Colombia re-establishing the Peace Corps program, facts regarding Peace Corps’ purpose and activities have been distorted and published in the media. As a result we all need to take necessary precautions and be sensitive to how our comments can be interpreted. Trainees or Volunteers are free to discuss their role in the Peace Corps with media representatives. However, they should notify their Country Director of such discussions before they take place. In no case should you grant an interview with the press, radio or television without prior approval from the Country Director. Trainees and Volunteers must be aware of, and be sensitive to the impact their personal comments may have on themselves, their coworkers and program, and the Peace Corps worldwide. The Peace Corps encourages Volunteers and returned Volunteers to share their stories and experiences with the media, as this is part of the third goal of the Peace Corps and bringing the world home. However, please keep in mind that in today’s age of digital information, what you say will be read by a large audience of Americans and Colombians. While you may think you are only speaking for yourself, remember that readers will take what you say or write as a reflection of your fellow Volunteers, the people of Colombia, the Peace Corps program here, and also the Peace Corps program as a whole. Peace Corps' credibility – and hence its ability to perform its mission – is contingent on your keeping in mind the responsibility you hold as an ambassador for the organization and your country. You should also remember – as stated above - that Peace Corps policy requires you to inform your Country Director of all media opportunities. In addition, you are asked not to make any public statement regarding politics or other controversial issues in your host country, as this could impair the effectiveness of the Peace Corps program in Colombia and the effectiveness of other Volunteers serving today and in the future. 85 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -86- Once again, all publications within or outside of Colombia must be previously authorized by the CD. Otherwise, relax and share your stories and experiences. In the end, honest and detailed stories will help others learn about other peoples and cultures – their traditions, values and challenges - and the Peace Corps experience. 17. Volunteer Support Systems American Diversity In view of both the visible and invisible diversity among the PC population in Colombia, staff and PCVs will receive ongoing training to provide each other with needed support and celebrate the richness of our diversity. Support groups at Peace Corps posts are often established to attend to the needs of the variable groups of PCVs who look to each other for their primary support. Volunteers in Colombia have set up a Diversity Committee to help Volunteers with diversity issues as well as do trainings for staff and Volunteers. You can communicate with them via Lindsay Thielmann (lthielmann89@gmail.com). 18. Volunteer Support and Work Groups The following are examples of Volunteer support and work groups that are found at many PC Posts. PC/Colombia strongly encourages Volunteers to take the steps to form such groups when the interest and need exist. Please contact the DPT or CD for guidance in the formation of these Volunteer support groups and the procedures to follow. a. Volunteer Advisory Council (VAC) The primary mission of the Volunteer Advisory Council (VAC) is to promote an open line of communication between staff and volunteers by presenting volunteer concerns and needs to the administration as well as addressing staff concerns that relate to Volunteers. The VAC is made up of regional Volunteer representatives, elected by the PCVs. They generally meet quarterly and in a departmental capital. VAC officers then share the results of the meetings with the Country Director and other office staff and address action pending issues at national VAC meeting in the PC Barranquilla Office. The frequency of the national meetings is agreed to jointly by the CD, DPT and the VAC officers. The VAC sends the VAC officers and one additional representative from each subregion to the national meeting to present regional concerns, openly discuss and search for resolutions to these concerns, and share other news of interest from each area. Volunteers are encouraged to contact VAC officers or representatives of the VAC with any issues that they would like addressed during future meetings. The VAC is also responsible for assisting with the planning of the All-Volunteer Conference (AVC), which is held annually, budget-permitting. b. Women in Development/Gender in Development (WID/GAD) 86 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -87- The GAD, or Genero en Desarollo (GED), committee is a group of Volunteers committed to promoting women's rights and gender awareness among Colombian men, women and youth and the Peace Corps community through training conferences and workshops. The two principal activities of GAD are: Train PCVs and HCNs and provide them with a network of contacts and information in order to execute gender development activities at the community level. Facilitate seminars to promote GAD vision and related topics, as well as bridge cultural differences among participants. c. HIV/AIDS Awareness While HIV/AIDS rates among Colombians, especially on the Caribbean coast, are relatively low, especially compared with other countries in the region, the rates among vulnerable populations are worrisome. Adding to that the fact that the cities we work in are port and tourism cities, there is opportunity for working with service providers, community members, teachers etc. to implement HIV/AIDS prevention and awareness activities. Furthermore, PC/CO will provide a training for all Volunteers and at least one counterpart in your first year for designing and implementing HIV/AIDS awareness and prevention trainings and activities. This work group brings Volunteers together and works with staff to design and implement the post’s strategies for training counterparts, youth, and community members in the area of HIV/AIDS prevention. d. Youth This work group promotes youth work through the design of variety of activities such as trainings, manuals and camps. Many of you will naturally work with youth via your primary assignment. This is a priority target population group for us as we seek out opportunities to develop the potential of young people and help prepare them for an increasingly competitive work place in Colombia. There are a number of NGOs and community-based groups working in this area and a youth work group could help serve as a liaison between these NGOs and the youth in your communities. e. ¿OISTE? ¿OISTE? is the Peace Corps/Colombia Volunteer newsletter that was started by a small group of Peace Corps Response Volunteers in 2010. The Volunteer work group compiles the ¿OISTE? newsletter largely from articles submitted by Volunteers and office staff, and in addition to being a source of important information regarding Peace Corps, has been a fun publication. It can be an effective tool to document Peace Corps/Colombia’s continuing dialogue on development as well as a great place for exchanging ideas and thoughts on work and life in Colombia. Contact the DPT if you are interested in joining the ¿OISTE? work group. Other groups may be formed depending on interest and need. Again, please contact the DPT or CD if you have any questions or ideas. 19. Vacation and Related Leave Policies 87 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -88- a. Vacation Policy Philosophy PC Colombia believes in the commitment of Volunteers to their project, and the organizations and community members with whom they work. Based on this belief, PC/CO expects all Volunteers to dedicate their time and effort to the Colombians they have come to serve in their respective project locations. PC/CO believes that vacation time should be utilized as a complement to PCV service, not a primary focus. PC Colombia emphasizes the importance of PCVs understanding the implications of vacation days, and the need for PCVs to utilize these opportunities with care and professionalism. Over the years at Peace Corps posts a frequently heard complaint is that Volunteers come and go from their project locations as they please, all too frequently, and without the approval of the counterpart organization. Whether this is true in all cases or not, it has been the perception in many cases - a perception that reflects poorly on the PCV and the Peace Corps. Please understand this, and respond with the appropriate level of professionalism by following the criteria and parameters outlined here. If there is some doubt about the policy, consult with your Project Manager, DPT, or Country Director to clarify the situation. Vacation leave provides Volunteers the opportunity to increase their understanding of the host country and region, while allowing time for rest and relaxation. Because Volunteers are deemed to be on duty seven days a week, all types of Volunteer leave are computed in terms of calendar days rather than work days. b. PC Colombia's Criteria and Parameters for Taking Vacation i. Volunteers accrue two vacation days per month of service. The Project Manager (PM) and Project Training Specialist (PTS) tabulate and monitor accrued and taken leave. Check with them ahead of time to ensure you have the available days for your planned leave. ii. To ensure that vacation leave is an integral part of a Volunteer's service, annual leave is discouraged during the beginning or end of service, and should not be taken during the first three months or last three months of service, except when the Country Director approves leave under special circumstances, or in conjunction with an authorized emergency leave. c. Leave Authorization: Vacation plans must complement the Volunteer's work schedule and be approved by his/her Colombian supervisor and Project Manager, in writing. An example vacation request form, "Solicitud de Vacación", is located at the end of this handbook for your use and reference (Appendix D). Additional copies are available you’re your PTS. An electronic copy is available via SharePoint. A departure on vacation without first securing the approval of the host agency and the Peace Corps is a violation of policy, which could result in administrative separation from Peace Corps service. To avoid unnecessary misunderstandings and delays, PCVs should discuss with the agency Supervisor and Project Manager before making vacation plans when would be the most appropriate time to take 88 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -89- vacation. If the Project Manager is not available, PCVs should consult with the PTS. Both the Vacation Request and In-Country Travel Request (for travel inside of Colombia outside the sub-regions of Cartagena, Barranquilla and Santa Marta) must be submitted to OM/EA Sandra Macias no later than 15 days before departure. Sandra will route them through for approval, verify the documentation, calculate vacation days and provide the Volunteer with final approval. All vacations must be approved at least 14 days before departure. That is to say, all vacation requests must be approved by the Volunteer’s agency supervisor and received at the Barranquilla office at least 15 days in advance of the planned vacation for your PM’s review and consideration. A specific itinerary, as detailed as possible, must be submitted for each trip, so that PC can locate Volunteers in case of emergency. For the same reason, when traveling outside Colombia on an international trip PCVs will need to check in with PC offices or U.S. Consulates in the countries visited. Travel Days: For international trips and some local trips, travel days (the departure and arrival dates) will not be included in the calculation of vacation days. The calculation of these days is at the discretion of the Country Director. For example, if you are planning a trip to Bogota with departure at 8:00 AM, the day may be counted as a vacation day. However, if the departure is after 5:00 PM, the day may not be counted as a vacation day. Each time a PCV returns from vacation, he/she must call or notify the Barranquilla office by the day the approved vacation period ends, otherwise vacation days will continue to be deducted. Volunteers must notify the Peace Corps office if health, money, transportation problems, or other unforeseen circumstances prevent them from returning on time. This allows Peace Corps staff to know where PCVs are in case of an emergency, and to advise contacts in your site and the counterpart organization of your delay. Usually, PCVs can notify PC/CO free of charge by contacting the nearest U.S. Consulate, Embassy, or PC office. Volunteers who travel to countries where Peace Corps is present must adhere to that host countries travel policy. On occasion, certain countries will be off-limits for Volunteer travel due to temporary disturbances, either natural or otherwise. The Country Director will provide communication to Volunteers when travel restrictions are in place. Volunteers who travel outside the country without authorization, either in conjunction with approved vacation (such as leaving early or returning late) or otherwise, are subject to administrative separation. The Country Director has the discretion, upon the recommendation of the PM or in his/her absence of the PTS, to advance annual leave, not to exceed the amount accruable during the Volunteer’s service. 89 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -90- Vacations are limited to a maximum of 21 continuous vacation days away from your site. It has been determined that longer absences can have detrimental effects on your work, and inhibit effectiveness in your community. Education PCVs are expected to take vacation during school breaks. A maximum of one week vacation outside of school breaks may be granted under exceptional circumstances. Holidays & Weekends: Host country holidays that co-workers observe are also holidays for Volunteers without charge to leave if the Volunteer is spending the vacation time in Colombia. Weekends during any vacation period spent within the country are, however, counted as vacation time. If a Colombian holiday or weekend falls within any vacation period spent outside the country, both the holiday and/or weekend will be counted as vacation time. Please refer to the holiday list on page 15 of this handbook for a guide of Colombian holidays recognized by PC/CO. Also double check with the office to confirm the holidays when you submit your vacation request. Colombian holidays are subject to revision or decree and will be simultaneously posted at the office in Barranquilla and communicated to all Volunteers and staff. Please note that during Semana Santa, some host country agencies close their offices for the entire week; those employees are given Holy Thursday and Good Friday as holidays while the rest of their days off are counted as vacation time. Other types of Leave: Examination Leave: According to the Peace Corps Manuel, Section 220.7.4, a Volunteer may be authorized up to three days of Administrative leave to take exams related to post-service activities. Examples may include graduate school entry exams or the Foreign Service exam. Leave Without Allowance (LWOA): All Leave Without Allowance (LWOA) must be approved by the Country Director. LWOA is reserved for exceptional circumstances that require a V/T to be absent from their training or project site for personal reasons; LWOA is not to be used to extend the vacation limit beyond the 21-day maximum. LWOA absences for up to 30 days can be approved at the discretion of the Country Director. The Country Director's decision must be based on a determination that a Trainee's absence will not adversely affect his/her training, or that a Volunteer's absence will not adversely affect the Volunteer's project unduly or Peace Corps' effectiveness in the host country. In all circumstances, PCVs must first solicit LWOA from their PM who makes a recommendation for consideration to the CD. While on LWOA status PCVs receive no allowances or readjustment allowance accruals. The monthly living allowance is discontinued except for amounts needed to meet on-going expenses at the project site such as the rent or an electric bill. Emergency Leave: The Office of Special Services (OSS) in Washington may authorize emergency leave and travel, at Peace Corps' expense, for V/Ts in the event of a family medical emergency, as defined below (see more in Section III Peace Corps Volunteer Service B.16 regarding “Back Home” Family Emergencies). A medical emergency is defined as: (a) a terminal illness; (b) a critical, life90 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -91- threatening illness or injury; (c) onset of para/quadriplegia; (d) death; (e) a situation in which the personal presence of the V/T is required to make new living or care arrangements for an ill or injured family member. The term family medical emergency means a medical emergency directly affecting: (a) a member of the V/T's immediate family, i.e., a parent, spouse, sibling, child, or grandchild related to the V/T by blood, marriage, or adoption. This definition includes step-relatives, e.g., step-mother, but does not include in-laws, e.g., mother-in-law. A Country Director may authorize a V/T spouse to accompany a V/T who is authorized to take emergency leave; (b) a caregiver who, in the absence of one or both parents, lived with the V/T and performed parental duties in the absence of parents. OSS will evaluate the situation to determine whether a family medical emergency exists, including verification of the emergency with a third party (e. g., doctor, nurse, funeral director, coroner), and then authorize or deny emergency leave. Neither the Country Director nor his/her staff has the authority to approve emergency leave. Emergency leave is limited to a maximum of 14 days, plus travel time. After confirming a continuing medical emergency, the Office of Health Services/Counseling and Outreach Unit (OHS/COU) may authorize, with the concurrence of the Country Director, an extension of 14 days' additional leave to be charged to accrued annual leave or to leave without allowance (LWOA) Extended absence from critical periods of service, such as pre-service training and the first three months in-site, may not be advisable. Although OSS may authorize 14 days emergency leave, the Country Director has the authority to set a shorter limit to the number of days a Trainee may be absent. In some cases, it may be necessary for a Trainee to resign from Peace Corps and re-enter at a later time. Please take special note: A PCV may not leave Colombia or travel to any parts of Colombia outside the sub-regions of Santa Marta, Barranquilla or Cartagena for any reason without previous authorization from PC/CO. As a result, even for day travel outside the greater city areas of Cartagena, Barranquilla and Santa Marta, the Volunteer must submit the “In-Country Request Form” for clearance to travel to that location. Circumstances may make it necessary to submit the request form with less lead time, but should normally be submitted through the CD at least 15 days in advance for the purpose of assessing the security situation at the location to be visited. A V/T’s well-being is PC/CO’s greatest concern. A V/T will be considered “missing” if after 48 hours of trying (or less should there be clear reason for concern) the Peace Corps is unable to locate or otherwise make direct contact with the V/T. PC/CO must notify PC/W when the Volunteer or Trainee is considered missing. d. PC/CO Whereabouts Policy (Revised August 2013 ) (For the complete PC/CO Whereabouts Policy and Annual Leave Policy, see Appendix C) 91 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -92- For security and communication reasons Volunteers are required to inform their host family and the Peace Corps office any time (including official Peace Corps events) they will not be spending the night in their communities. PC/Colombia has established a process whereby Volunteers can notify the Peace Corps office of any and all absences when they spend the night(s) away from their home/community. This process is put in place so that PC/Colombia staff can support your safety and security while serving in Colombia. It is not meant to hinder your freedom or to ‘check-up’ on you, but rather to ensure that we can contact you as soon as possible in an emergency. Reasons for needing to contact you are: Family or other emergencies in the U.S. Local emergencies (natural disasters, etc) Activating the Emergency Action Plan (alert, standfast, consolidation and/or evacuation) Testing of the Emergency Action Plan To aid/communicate with other Volunteers regarding accidents, medical or security events. Plan your trips away from your community wisely, using your time effectively, and minimizing the total time away from your community. When you are away from your community for work or medical reasons, take care of personal needs as well. The focus of a your service, especially in the first months, needs to be settling and integrating into the community, being accessible to new work partners, host family, neighbors; and, building personal familiarity and professional credibility with the community at large. Time away from your community solely to take care of personal needs should be taken infrequently, and must not be abused. What is a reasonable period of time? When the days are taken over a weekend - for example, departing your community on a Friday and returning on a Sunday - three consecutive days - two nights/three days may be a reasonable length of time to be away from your community solely for personal reasons. A reasonable length of time is normally different when personal days are taken during a normal work week. In these circumstances the personal days should never interfere with one’s work and professional duties. Furthermore, when a Volunteer wishes to be away from the community for more than three consecutive days (2 nights/3 days), solely for personal reasons, he/she must request and use annual leave for the entire period. ‘Personal time’ cannot be tacked onto annual leave. They are different and should not be confused or combined. Personal time away from your community may be spent anywhere within Peace Corps Colombia’s work territory – which is the sub-regions of Cartagena, Barranquilla and Santa Marta, but not outside of these areas and you must inform via whereabouts if you visit them overnight. 92 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -93- If you feel a desire or need to be away from your community frequently then you should talk with your Project Manager to examine your work activities and community integration. From experience, when Volunteers think they may be away from their community too much, then they probably are. In summary, the purpose of this policy is to be able to locate you in case of an emergency or a safety and security issue. We take our responsibility seriously to notify you immediately if there is an emergency in your family or if there is an issue affecting your safety and security. PC/HQ – and often your families – expects us to know where you are at all times. We need your cooperation to do this. Your Accountability for Notifying Peace Corps of Your Whereabouts Who to Notify In all cases, it is the responsibility of the Volunteer to inform their host family and the PC/Colombia Barranquilla office if he/she is going to be away from his/her home/community overnight or multiple nights. The email for notification is whereabouts@co.peacecorps.gov, or alternatively you can call or text the Duty Officer with your whereabouts: 312-451-4301. When to Notify With as much lead time as possible but no later than prior to departing your site and knowing that you will be spending one or more nights away from your home/community, you must call by phone or text message or e-mail your whereabouts to the PC/Colombia office. This means that for any reason – personal, work, medical, IST, PST, safety and security, brigade work, professional exams, etc., and including at the start and end of pre-approved annual (vacation) leave – Volunteers who leave their community for one or more nights, must notify the Peace Corps office of their absence from their community and of their whereabouts. [All departures from Colombia must be pre-approved. See the Annual Leave Policy.] If Volunteers depart their community with the intention of returning back to their home that same day, but then find that, for whatever reason, they will be away from their community that night, they must contact the PC/Colombia office or the Duty officer and provide the above detailed information. They should also let their host family know that they are going to be away longer than anticipated. If Volunteers find that for whatever reason they are not going to return to their community on the day they had originally communicated, they must contact the PC/Colombia office or the Duty officer and provide a new return date and update any contact information as may be necessary. They should also let their host family know that they are going to be away longer than anticipated. Please note that ANYTIME you are out of site overnight you must notify the PC office, even when you are at PC-sponsored events. It is not the staff’s responsibility to report your whereabouts if PCColombia has asked you to come into the office or attend a training. It is yours. 93 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -94- What Notification Information to Provide Volunteers must provide the following information, when notifying the PC/Colombia office of their whereabouts when they are absent from their community: their full name the date they are departing their community the date they are returning to their community the purpose of the absence from community, their personal cell phone number and any other phone number at which they can be reached all locations (aligned with the dates) they will be at while they are away from their community A contact location (the hotel/residence address and landline phone) or/and contact name and contact number (name of other Volunteer and their phone/contact number, name of Colombian organization/colleague and their contact number) for all locations the Volunteer will be at while they are away from his/her community. Example email whereabouts notification: I am letting you know about my whereabouts. 1. John Doe 2. departure date: May 27 3. return date: May 29 4. to visit the beach 5. my cell phone: 315-672-8644 6. 5/27-5/29: Santa Marta 7. contact: Hotel Verde cra 5 #70 - 100 Phone: 656-7231 How to Notify PC/Colombia has designated Duty officer phone number 312-451-4301 as its official whereabouts phone number and whereabouts@co.peacecorps.gov as the official whereabouts email address. Methods for communicating your whereabouts with PC/Colombia include: During PC/Colombia work days and hours (8:00 a.m. – 5:00 p.m.) you may call 385-1060 to provide your whereabouts information. When you call the office, explain that you are calling to provide your whereabouts info and the SSC or other staff person will take down the above detailed information. If you would like, the staff person will call you back. After hours, call the Duty Officer to provide the required information. 94 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -95- At any time, you may send a text message to 312-451-4301. You must provide all the required information. At any time, you may send an email to whereabouts@co.peacecorps.gov. You must provide all the required information. If you send an email or a text message and you have not provided all the required information, then you have NOT fully complied with your notification responsibility. You must provide all required information. This notification process is not negotiable. If you do not comply with this process, disciplinary action will be taken, up to and including administrative separation. Consequences If You Don’t Notify We expect all Volunteers to be honest, forthright, and professional about their time away and notify the PC/Colombia office about their time away from their community. If you leave your community and do not notify the PC office of your whereabouts, the consequences are severe. A Volunteer’s failure to report his or her whereabouts in accordance with PC/Colombia’ procedures may be grounds for administrative action up to and including administrative separation from Peace Corps. For example (but not limited to this), if you are away from your community and have not reported your whereabouts, and an emergency event occurs or a communication test is conducted, or you have not returned to your community at the time that you have stated you would, you will likely be administratively separated. Note that Peace Corps policy states that Volunteers who are not where they have stated they will be considered “missing”. This includes Volunteers who have not returned to their community on their specified return date. If you are not administratively separated, disciplinary action may include: continued service only under conditions outlined in individualized performance improvement plan being restricted from traveling to certain places and/or at certain times the requiring of pre-approval of all future absences from community prior to departure from community staff not providing letters of recommendation and references for future employment and graduate school admission e. Visitors In order to foster integration into a PCV’s new site, the PC’s worldwide policy discourages vacations during the first three months of service. PC/CO also discourages international visitors during the first three months of service (after training), and suggests that families and friends delay visits until six months after the PCV has sworn-in for service. Consistent with PC world-wide policy not permitting 95 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -96- non-married couples to serve together, PC/CO will also not permit “non-PCV significant others” to establish permanent residence with the PCV during service. When parents and relatives visit a PCV, the time spent in-site is not counted as vacation time provided the Volunteer continues with a normal work program, but time spent outside the site (even if still in the country) is considered to be vacation. Long-term stays of friends or relatives at the Volunteer’s site (over two weeks) are strongly discouraged and must be approved by the PM. PCVs are asked to schedule visits from family and friends in such a way that they do not conflict with events at which Volunteers must participate, such as In-Service Trainings. VI. SAFETY & SECURITY Safety & Security of the PCV/PCT is a top priority of the Peace Corps. PCV/PCT safety is also a shared responsibility. PC will take every precaution to not put PCVs in sites or situations that are known to be dangerous or potentially dangerous. However, in day-to-day living as a Volunteer personal safety is primarily the responsibility of each individual. The importance of personal safety is not something new, nor is it unique to PC/Colombia, though the country does present special safety and security considerations for Peace Corps. As Volunteers you come to Colombia with personal safety knowledge gathered over the years, but here you will face new, barely understood social and cultural challenges which can be frustrating, confusing and sometimes frightening. Again, personal safety is a learning process and as you live in Colombia and learn more about its history and culture, you will also develop new personal safety skills and learn when and how to apply them. In the end, in addition to the valuable skills you develop, common sense will always serve you well! As Volunteers in this initial phase of Peace Corps’ re-entry to Colombia, most of you will be living and working in urban and peri-urban areas that increase certain safety risks and call for strong mitigation strategies. PC/CO’s policy to have you live with a host family (required for your entire service), as well as other precautionary measures that will be shared and discussed with you, will help make you safer but can never hope to reduce risks completely. A. PERSONAL PROPERTY/THEFT AND BURGLARY PCV/PCTs are personally responsible for safeguarding their personal property (including property purchased with PC allowances), PC property in the PCV/PCT’s possession, living and other allowances, and personal cash. The PC is not an insurer of personal property or cash and, except as provided herein, will not replace or reimburse personal property lost by PCV/PCTs. It is recommended that PCV/PCTs purchase insurance to cover property items of value they bring to country, and keep personal funds in a bank account. Peace Corps will provide personal property insurance information to PCV/PCTs and will, upon request, 96 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -97- arrange a withdrawal from a PCV/PCT's readjustment allowance account to pay the insurance premiums. You should adopt recommended measures to safeguard your money and goods against loss or theft: locking your room or house when you leave, and being watchful of your backpack, purse, camera, cell phone and billfold on crowded buses (best to hide money, credit cards, etc. on your person, not in your pocket). We also recommend that you purchase a lock for a bag (could be one of your travel bags) to keep valuables. Peace Corps will not replace or reimburse V/T property if lost, damaged, or stolen, except for special circumstances such as the following: When the lost item is essential to the health, welfare, or continued service of the V/T; The V/T will not be able to meet some or all of his or her anticipated living expenses prior to receipt of the next living allowance; The unusual circumstances surrounding the V/T's loss (other than a living allowance) lead the Country Director (CD) to determine that full or partial reimbursement is appropriate and fair. Only in very unusual cases or where the PCV/PCT will not be able to meet their living expenses lost or stolen living allowance money may be reimbursed in an amount that equals the stolen portion of a living allowance that corresponds to the days remaining until the next living allowance deposit, at the discretion of the CD. There can be no reimbursement for lost or stolen vacation money, readjustment allowance, or COS payments in lieu of travel costs, or for money stolen which was not living allowance. The procedures for receiving reimbursement are as follows: A copy of a police report must be obtained from the nearest Estación de Policías (police station) and delivered to the Admin Unit. 1. Report the incident to the Safety and Security Coordinator (SSC), and fill out a) the PC Incident Report Form, and b) the PC Property Claim Form with the related information. 2. Deliver the Incident Report Form to the SSC and the Property Claim Form to the Admin Unit 3. In all cases, whether a claim is filed or not, the PCV/PCT needs to report the incident to the SSC and fill out the PC Incident Report Form and deliver it to the SSC. This includes incidents such as attempted theft or similar crime in which you actually lost nothing, and crimes committed while you are out of the country on vacation. Lost, damaged, or stolen property purchased with allowance money, may be considered for reimbursement only if the PCV/PCT has a continuing need for the lost allowance or property in order to function effectively as a PCV/PCT and/or to assure PCV/PCT’s safety & security. Loss of other property may be reimbursed if the loss is deemed of primary importance to PCV/PCT’s health and safety. 97 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -98- Finally, PC/CO cannot hold personal cash for Volunteers at the PC Office. To safeguard personal cash, it is recommended you deposit it in your personal account at the Helm Bank. B. POLICE In case a uniformed police officer or uniformed military officer should stop you, you should present your documents when asked. Do not resist, question or argue, even though it may be an inconvenience. In case you are arrested, make every effort to inform a PC staff or fellow Trainee/Volunteer that you have been arrested. Make an effort to explain that you are a Peace Corps Volunteer and that Peace Corps is a part of the U.S. Embassy Mission in Colombia. Insist on calling the Duty Officer or Peace Corps. In the case of serious accident or hospitalization, contact the PCMO and/or the Duty Officer. If you cannot make the call yourself, have someone else make the call for you. C. INSURANCE Since Peace Corps will not reimburse for stolen items, it is strongly encouraged that you purchase insurance if you have not already done so. Clements is generally the company many use for overseas coverage (http://www.clements.com/) but there are others as well that you may use. D. FIRE ARMS No PCV is to own or control the use of a gun or other firearm. No firearms or ammunition are ever, under any circumstances, to be present in a Volunteer’s living quarters. E. EMERGENCIES PCV Emergencies and Accidents Here in Colombia, as anywhere, good communication and careful advance planning are essential for handling an emergency. Please prepare yourself for the emergency that may never happen by adhering to the following instructions. If an emergency occurs during office hours, the PCV/PCT should call the PC Office. During evenings, weekends and holidays, PCVs/PCTs should call the Medical Emergency Duty Phone 310-247-7200 for medical emergencies, or the Duty Officer Phone 312-451-4301 for non-medical emergencies. If for any reason you cannot get through to these numbers, call the Country Director, the DPT or DMO, or any other staff member for assistance. You will be provided with a card with these numbers, but you should also program them into your cell phone and share them with your host family, counterparts or other close contacts in your site. F. SITE LOCATOR FORMS (SLF) Site Locator Forms (SLF) are the most important tools we use for staff to quickly locate a Volunteer in case of an emergency. A poorly done or not updated site locator form delays communication with the PCV and may delay the amount of time it takes to notify the PCV in case of a family emergency, or other kind of emergency. 98 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -99- The fundamental building block of the communication system is the SLF. Each Volunteer is responsible for maintaining his/her SLF with accurate updated information. It is the SSC who receives all Volunteer SLFs and ensures that VIDA is updated to include new SLF information. It is the SSC’s responsibility to distribute the SLFs (new and revised) to the EAP Warden/Coordinators and make them available for senior staff. Within 30 days in your site, you should know: (1) the best as well as alternative means of getting to and from the PC Office; (2) the means of transportation to Barranquilla from your site, including, when applicable, at least two Puerta/Puerta providers, and the Berlitur terminal to terminal alternative; (3) two or three people with vehicles who could take you to Barranquilla or the nearest hospital in the case of an emergency; (4) the PC-approved medical centers and their locations in Santa Marta, Cartagena and Barranquilla; and (5) your closest PCV neighbor and how to reach him or her by phone as well as by bus. Within the same 30 day time period, you must fill out and return the Site Locator Form (SLF) to the Safety and Security Coordinator (SSC) for review and to ensure completeness. The SSC will retain the original SLF and distribute copies to appropriate staff. The SLF must include the above information, plus a map showing the location of your host family home, best means of transportation to and from your site, nearest medical care, and any other pertinent information. Please be sure the site locator form is as accurate as possible, and that someone will be able to locate you using only this form. Whenever necessary, and particularly in the event of any site change, please also ensure that the SLF is updated with the clearest and most accurate data. Vacations will not be approved if you do not have an accurate SLF on file. In summary: 1. Complete a SLF Immediately upon arrival to your site. 2. Submit a new SLF if you change residence and move to another host family. 3. Submit a revised SLF every time you need to change any of the information requested. G. SEXUAL ASSAULT Sexual assault is as severe a problem in Colombia as it is anywhere else. To avoid it, try to remember that this is a culture of sheltered women and act accordingly. Women, especially, should never be alone on the street after 9 p.m. Do not camp out alone under the stars. If you must be out late make sure you are accompanied -- preferably by a male you know and trust, or take a taxi you have ordered to the house, not hailing one on the street. Please read carefully the following section on Sexual Assault Risk Reduction and Response. Commitment to Sexual Assault Victims 99 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -100- Peace Corps is committed to providing a compassionate and supportive response to all Volunteers who have been sexually assaulted. To that end, the Peace Corps makes the following commitment to our Volunteers who are victims of sexual assault. 1. Compassion: We will treat you with dignity and respect. No one deserves to be a victim of a sexual assault. 2. Safety: We will take appropriate steps to provide for your ongoing safety. 3. Support: We will provide you with the support you need to aid in your recovery. 4. Legal: We will help you understand the relevant legal processes and your legal options. 5. Open Communication: We will keep you informed of the progress of your case, should you choose to pursue prosecution. 6. Continuation of Service: We will work closely with you to make decisions regarding your continued service. 7. Privacy: We will respect your privacy and will not, without your consent, disclose your identity or share the details of the incident with anyone who does not have a legitimate need to know. Peace Corps staff worldwide will demonstrate this commitment to you through our words and actions. All reports of sexual assault are handled with the utmost confidentiality and the PCV/T has the choice of restricted reporting where PII is only provided to designated staff, and standard reporting where PII is provided to the CD, Police, RSO, and OIG. All reports of sexual assault are treated initially as restricted reports with the PCV/T contacting the PCMO immediately. Peace Corps Sexual Assault Risk Reduction and Response Program General Description of Peace Corps’ Sexual Assault Risk Reduction and Response Program Peace Corps has in place a comprehensive Sexual Assault Risk Reduction and Response (SARRR) Program that reflects its unwavering commitment to reducing risks for Volunteers and responding effectively and compassionately to reports of sexual assault and other crimes. The program takes a two-pronged approach. The first is to reduce risks through training for Volunteers, including bystander intervention, risk assessment, and other skill-building sessions during Pre- and InService Training; the second is to ensure that Peace Corps staff responds effectively and compassionately when incidents do occur, through staff training, the Office of Victim Advocacy, and the appointment of trained Sexual Assault Response Liaisons (SARLs) at each post. The Peace Corps offers a wide variety of support services to victims of sexual assault. If you are the victim of sexual assault or even if you are unsure if you have been victimized, we strongly encourage you to report this to staff at post so that you can get the services that you need to aid in your 100 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -101- recovery. No one deserves to be the victim of a sexual assault. We are committed to treat you with dignity and respect and to respect your privacy. The SARRR Program includes new and updated policies, extensive training for Volunteers and staff, and clearly defined procedures for reducing risks and responding to Volunteers who are victims of sexual assault. It reflects Peace Corps’ ironclad commitment to the physical and emotional well-being of every single Volunteer and our desire to create an environment where Volunteers can feel confident seeking support from Peace Corps. Below are descriptions of the critical training, policies and procedures related to the SARRR Program. Volunteer Training on Sexual Assault Risk Reduction and Response Peace Corps wants every Volunteer to have a safe, healthy and productive service. To that end, Peace Corps has designed four comprehensive personal safety and security training sessions for PreService Training centered around Personal Safety and Risk Reduction, Sexual Assault Awareness, Sexual Assault Impact, Reporting and Response, and a peer-based support model widely used in the United States called Bystander Intervention. In addition, each Peace Corps post integrates critical information into language and cross-cultural training sessions in both Pre-Service and In-Service Training. These trainings cover topics such as dealing with unwanted attention/harassment, gender issues and dating, site entry and integration, and how to report incidents and access support from the Peace Corps. A Volunteer-Centered Approach to Reporting Sexual Assaults: Restricted and Standard Reporting If a Volunteer is sexually assaulted, she/he has the option to make either a restricted or standard report. Volunteers may, for a variety of reasons, be reluctant or unwilling to report sexual assaults. As a result, the Peace Corps has developed two confidential reporting options to provide Volunteers with a choice when reporting a sexual assault. By giving Volunteers these two options, we hope to encourage all Volunteers who are the victims of sexual assault to come forward so they receive the services that they need. Restricted Reporting: A Volunteer who wishes to make a restricted report about a sexual assault should contact the PCMO or the other Designated Staff (SSC, SARL or Victim Advocate) directly. Restricted reporting strictly limits access to information about an assault to only those providing support services requested by the Volunteer. Under restricted reporting a Volunteer has the ability to request medical, counseling, advocacy and legal services without sharing personal information or the details of the assault beyond those who directly provide services, and without triggering an investigation. Peace Corps service providers at post, called Designated Staff, include the PCMO, the SSC, and the SARL. Service providers at Headquarters are also Designated Staff and include an Assigned Security Specialist in the Office of Safety and Security, and the Victim Advocate. 101 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -102- Standard Reporting: A Volunteer who wishes to report a sexual assault should contact the PCMO or other Designated Staff (SSC, SARL, or Victim Advocate) directly. Standard reporting provides a Volunteer who has been sexually assaulted the ability to seek criminal, legal or administrative action against the offender. Standard reporting also allows a Volunteer to widen the circle of support by including the Country Director or other staff as needed. Standard reports are confidentially shared with the Country Director, and may be shared with other staff who have a specific need to know the information contained in the report in order to perform specific tasks that are part of their official duties. Restricted Report Services Standard Report Services 1. 1. he option to make either a restricted report or a standard report, including an explanation of Peace Corps reporting options. T ll restricted report services. 2. ssistance in filing a report with law enforcement authorities. 2. P rovision of a Sexual Assault Response Liaison (SARL) and a Victim Advocate. 3. ssistance in any legal proceedings related to the sexual assault. 3. P rovision of a sexual assault forensic exam in accordance with host country laws. 4. rovision of emergency health care, to treat medical complications from the sexual assault. 5. etention of legal counsel to represent the Volunteer in legal proceedings. 4. P onsideration of site or host-family change. 5. 6. rovision of counseling and psychiatric medication, if necessary. P bility to report to, and receive assistance from, the Office of Inspector General or the Office of Civil Rights and Diversity. 6. ompletion of a Safety Plan and a Medical Treatment Plan. C 7. bility to initiate formal Peace Corps administrative processes, including initiating a complaint of sexual misconduct if the assailant is another Peace Corps Volunteer. 7. vacuation for medical treatment accompanied by Designated Staff at the request of the Volunteer. 102 E PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -103- 8. 8. n explanation of law enforcement and prosecutorial options, including, for this purpose, legal representation. A upport and assistance from the Country Director and other nonDesignated Staff, as needed. 9. ny other services deemed necessary in the particular circumstances. If you have any questions about services provided under restricted or standard reporting, contact the PCMO, SSC, SARL or Victim Advocate. Conversion of Restricted Report into Standard Report: A Volunteer’s report of sexual assault is presumed to be a restricted report until she/he exercises the option to make the report a standard report or until it is otherwise converted into a standard report in accordance with Peace Corps procedures. Under no circumstances may a restricted report be converted into a standard report without the consent of the Volunteer or unless the Office of the General Counsel, in conjunction with the Assigned Security Specialist or the Office of Health Services, has determined in accordance with Peace Corps procedures, that an exception applies. Exceptions to Sharing Personal Information from a Restricted Report: In cases where Volunteers elect restricted reporting, disclosure of personally identifying information (PII) is authorized to the following persons or organization when disclosure would be for the following reasons: 1. Peac e Corps staff or law enforcement when authorized by the Volunteer in writing; 103 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -104- 2. Peac e Corps staff or law enforcement to prevent or lessen a serious or imminent threat to the health or safety of the Volunteer or others; 3. SARL S, Victim Advocates, or health care providers for the provision of services; 4. State and Federal courts when ordered, or if disclosure is required by Federal or State statute. If you have any questions about exceptions to sharing PII from a restricted report, contact your PCMO, SSC or Victim Advocate. Immunity from Peace Corps Disciplinary Action for Victims of Sexual Assault The Peace Corps’ policy is to encourage reporting of sexual assaults and to not focus on the victim’s behavior or otherwise blame the victim, either directly or indirectly, for the assault. In furtherance of this policy, the Peace Corps will provide the victim of a sexual assault, as well as any witness who provides information or assistance in relation to the sexual assault of a Volunteer or Trainee, with immunity for policy violations related to the incident. No victim of a sexual assault or any such witness will be subject to any disciplinary action for any violation of an agency-wide or post-specific policy that may have taken place in connection with, or in the same general time frame as, the assault. There are certain exceptions to this policy. While policy violations will not be handled as disciplinary matters, any implications that such violations may have for the ability of the Volunteer or Trainee to continue to serve in a safe and effective manner may be addressed in professional counseling. Also, if a case involves particularly severe conduct that has an impact on a Volunteer’s or Trainee’s ability to continue to serve safely and effectively or that has a significant impact on the programs or operations of the Peace Corps, it may be addressed through consultations among the Victim Advocate, Peace Corps headquarters and the post, with a final decision to be made by the Deputy Director. This policy only applies to disciplinary action by the Peace Corps. It does not grant immunity for criminal or civil liability for violations of U.S. or local law. Sexual Assault Response Liaisons Two Sexual Assault Response Liaisons (SARLs) have been appointed at every Peace Corps post. SARLs provide services at the request of the Volunteer and may assist Volunteers making Restricted or standard reports. When requested, a SARL acts as a member of the Designated Staff whose primary purpose is to respond to and support Volunteers who report a sexual assault. A SARL works collaboratively with other Designated Staff to ensure the Volunteer is safe and then provides a comforting presence throughout the in-country response, including meetings with Peace Corps staff 104 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -105- or law enforcement, appointments with medical providers for sexual assault forensic exams, and court proceedings. SARLs may also accompany a victim of sexual assault on medevac. SARLs receive comprehensive training about the dynamics of sexual assault and its impact on victims, effective and compassionate response to victims, and the importance of confidentiality and privacy. To request the services of a SARL, talk to your PCMO or contact your SARL directly. Office of Victim Advocacy A Victim Advocate based in Washington, DC is available 24-hours a day for any Volunteer who has been a victim of a crime, including sexual assault. The Victim Advocate can assist Volunteers/Trainees in understanding their medical and legal options, accessing support services and making informed decisions. A Victim Advocate is one of the Designated Staff for restricted reports and will proactively reach out to every victim of a sexual assault. The Victim Advocate may be reached by calling or texting +1-202-409-2704 or emailing victimadvocate@peacecorps.gov. Sexual Misconduct The Peace Corps strives to create a respectful, non-threatening environment between Volunteers/Trainees. The Peace Corps’ Volunteer/Trainee Sexual Misconduct policy describes a broad range of behaviors that are deemed inappropriate and will not be tolerated. Sexual misconduct includes non-consensual sexual activity, non-consensual sexual contact, sexual exploitation, sexual harassment and stalking. The Peace Corps’ Volunteer/Trainee Sexual Misconduct policy encourages prompt reporting of all types of sexual misconduct by Volunteers and Trainees and provides for a timely and fair resolution of sexual misconduct complaints. The policy establishes an administrative process to manage a Volunteer/Trainee’s allegations of sexual misconduct against another Volunteer. As long as the accused Volunteer/Trainee continues to serve in the Peace Corps, there is no time limit for bringing a complaint of sexual misconduct. However, Volunteers/Trainees are encouraged to report sexual misconduct immediately in order to maximize the Peace Corps’ ability to obtain evidence and conduct a thorough, impartial and reliable investigation. The administrative process under the Volunteer/Trainee Sexual Misconduct policy is only available under standard reporting of sexual assault. If the complaining Volunteer is not sure if she/he wishes to make a report of sexual assault under standard reporting, she/he can discuss her/his options with a PCMO and a Victim Advocate before making a decision. Once the Volunteer has decided to make a complaint under the Volunteer/Trainee Sexual Misconduct policy, the first step is to bring the complaint to the attention of the Country Director. The Volunteer/Trainee Sexual Misconduct policy applies only to complaints of sexual misconduct by other Volunteers or Trainees. A Volunteer who is the victim of a sexual assault committed by a Peace Corps staff member or contractor, or any other person who receives funds from Peace Corps, can make a Restricted Report and receive support services. However, if the Volunteer wishes to report 105 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -106- the incident to law enforcement authorities or to the Country Director, the Office of Inspector General or the Office or Civil Rights and Diversity, it will have to be converted into a standard report. Stalking Stalking is serious and can escalate over time. Incidents of stalking should be reported like other crimes and post staff will quickly respond with appropriate action to ensure the Volunteer’s safety and well-being. Stalking is a course of conduct directed at a specific Volunteer that would cause a reasonable person to fear for his/her safety or the safety of others, or to suffer substantial emotional distress. Volunteers who are victims of stalking, including cyber-stalking, are strongly encouraged to report the incident to Peace Corps. Confidentiality Protection Peace Corps will ensure that the confidentiality of Volunteers who raise allegations of wrongdoing and other concerns is protected. Peace Corps staff must take appropriate measures to ensure the Volunteer’s safety and confidentiality, and to ensure the allegation is given serious consideration, including referral to the Office of Inspector General, as appropriate. Retaliation of any kind against the Volunteer is prohibited. Peace Corps’ Confidentiality Protection policy describes the right of a Volunteer or Trainee to report activities which may constitute: a violation of federal law, rule, or regulation; mismanagement; serious misconduct; gross waste of funds; abuse of authority; or a substantial and specific danger to the public health and safety relating to the programs and operations of the Peace Corps. Volunteers and Trainees have the right to report an allegation to the Office of Inspector General, senior staff at headquarters, your Country Director or other senior staff at post regarding any activity which you believe falls within the categories listed above. This policy also encourages you to discuss with Peace Corps staff allegations or concerns that are beyond the legal jurisdiction of Peace Corps, such as behavior by a host country national not directly involved in a Peace Corps program. To make an allegation or raise a concern, contact the Country Director. You may also contact the Office of Inspector General at +1 202 6922915 or toll-free in the United States at (800) 233-5874; or at OIG@peacecorps.gov. 106 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -107- COMMITMENT TO SEXUAL ASSAULT VICTIMS Peace Corps is committed to providing a compassionate and supportive response to all Volunteers who have been sexually assaulted. To that end, Peace Corps makes the following commitment to our Volunteers who are victims of sexual assault. 1. COMPASSION We will treat you with dignity and respect. No one deserves to be a victim of a sexual assault. 2. SAFETY We will take appropriate steps to provide for your ongoing safety. 3. SUPPORT We will provide you with the support you need to aid in your recovery. 4. LEGAL We will help you understand the relevant legal processes and your legal options. 5. OPEN COMMUNICATION We will keep you informed of the progress of your case, should you chose to pursue prosecution. 6. CONTINUATION OF SERVICE We will work closely with you to make decisions regarding your continued service. 7. PRIVACY We will respect your privacy and will not, without 107 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -108- your consent, disclose your identity or share the details of the incident with anyone who does not have a legitimate need to know. Peace Corps staff worldwide will demonstrate this commitment to you through our words and actions. H. EMERGENCY ACTION PLAN PC/Colombia’s Emergency Action Plan (EAP) was developed to ensure the safety of PCVs/PCTs in the event of civil unrest, natural disaster, or other emergency. Its purpose is to identify the type of emergency situations anticipated by PC/CO, and to plan contingencies to meet those emergencies. Every PCV/PCT should have a copy of the PCV Short Version of the EAP. In the event of an emergency, please refer to this document for further information. An integral part of PC/CO’s Emergency Action Plan (EAP) is the PCV/PCT Emergency Contact System, which is made available for communication with all PCVs/PCTs. The PCV/PCT Emergency Contact System is also designed to mobilize PCVs and direct them to Embassy approved evacuation points in the event that evacuation of all U.S. citizens becomes necessary. In implementing a PCV/PCT Emergency Contact System, PC has assigned each PCV/PCT to an Emergency Contact Group (ECG), which is a cluster of PCVs/PCTs that live reasonably close and with relative ease of communication (also referred to as a nucleus for integrated programming purposes). For each Emergency Contact Group (ECG), PC designates a Regional Warden/Coordinator and an alternate in case that person is not available. Regional Warden/Coordinators are selected principally on basis of location, ease of communication, and availability of public transportation. PC/CO will send all Regional Warden/Coordinators (and Alternates) up-dated information concerning their responsibilities and contact information concerning each PCV/PCT in his/her ECG at the end of each training cycle. During an emergency, PC/CO will rely on the Regional Warden/Coordinators to communicate with PCVs/PCTs, and to receive status reports concerning each PCV/PCT within each of the PC zones. Steps are as follows: PCVs/PCTs should maintain contact with the Regional Warden/Coordinator during an emergency. If the Regional Warden/Coordinator cannot be located, PCVs/PCTs should contact the alternate. If the Regional Warden/Coordinator and the alternate cannot be located, PCVs/PCTs should contact the PC/ CO office directly or the Liaison for their Emergency Contact Group. If a PCV/PCT receives a message from the Regional Warden/Coordinator or office, he/she must return the call to confirm that the message was received and understood. If a PCV/PCT first hears of an emergency, it is his/her responsibility to communicate with the Regional Warden/Coordinator to seek 108 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -109- further instruction. If this is not possible, the PCV/PCT should communicate with the PC Office or the U.S. Embassy. In an emergency situation, it is imperative that PC/CO has a complete status report on all PCVs/PCTs. A listing of the status of each PCV/PCT will be maintained and updated at the PC Office. 1. Warning Phases Based upon the severity of the emergency, PC/CO will use a system of four warning or emergency phases. The decision to activate any phase will be made in consultation with the Embassy. The phases are as follows: Phase I Alert This means: PCVs should notify PC if they leave site, and provide contact information in case additional communication is required. PCVs may need to seek permission to leave their sites, depending on the situation. Phase II Stand Fast This means: Phase III This means: Consolidation Phase IV Evacuation ALL CLEAR Stay in your site until further notice. Go to pre-arranged consolidation point and await further instruction. This means: Move to designated evacuation point. Contact your Regional Warden/Coordinator or the PC Office to receive instructions on the most appropriate evacuation route for the situation. Different options include: Evacuation 1: Move to Barranquilla, Cartagena, Santa Marta Evacuation 2: Move to neighboring country. Evacuation 3: Move to airport/airstrip for air evacuation. This means: The danger has passed. This code would probably be used to call off a stand fast. If in consolidation or at evacuation point, there should be phone communication in order to transmit the all-clear message. 2. Safety & Security: City Specific Information Arroyos in Barranquilla: Since Barranquilla does not have a storm drainage system, when it rains, dangerous flash flooding quickly takes place. There are several streets where this flooding in severe and renders the streets impassable as they become raging rivers or “Arroyos.” Generally when it is threatening to rain, the city’s citizens quickly get to the “safe” side of the known arroyos. And when the rain starts, people stay put until it clears and the arroyos recede. We highly suggest when in Barranquilla or if you live here, take the following chart into account, especially if you are here during the rainy season (essentially May-December) or need to be someplace at a set time. Remember, culturally it is 109 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -110- acceptable to miss a meeting or be late due to the rain. Everyone will understand, even at the PCoffice. SECTION VII. GOVERNMENT ORGANIZATION IN COLOMBIA National Authority Ramas del Poder Público: Poder Legislativo Poder Ejecutivo Poder Judicial Congreso -Senado -Cámara de Representantes Presidente Vice-Presidente Corte Suprema de Justicia Corte Constitucional Consejo de Estado Consejo Superior de la Judicatura Tribunales Juzgados: Civil Comercial Criminal Laboral Ministerios Interior Justicia y del Derecho Relaciones Exteriores Hacienda y Crédito Público Defensa Nacional Agricultura y Desarrollo Rural Salud y Protección Social Trabajo Minas y Energía Fiscalías Comercio, Industria y Turismo Educación Nacional Vivienda, Ciudad y Territorio Ambiente y Desarrollo Sostenible Tecnologías de la Información y Comunicaciones Transporte Cultura Departamentos Administrativos Decentralized Authorities Colombia is divided into Departments. Each department has a capital city and is further divided into districts or municipalities. Each district has an urban center (or casco urbano), often surrounded by peri-urban barrios or rural villages. Key authorities at each level are as follows: Department Level: Gobernador (similar to a Governor in the U.S.): elected by the Departmental electorate There is one Governor in each Department. A Gobernador is the top authority for the Department. He/she holds office in the capital city of the Department at a building called La Gobernación. Secretarios: Heads of cabinet offices or Secretariats; appointed by the Gobernador. 110 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -111- District Level: Alcalde (Mayor): As of May 1991 elected by the community by direct vote. Secretarios: Heads of cabinet offices or Secretariats; appointed by the Alcalde. Comisario (Police Chief): Police chief responsible to a departmental head and the national police head in Bogota. 111 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -112- APPENDICES 112 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -113- Appendix A - VOLUNTEER HANDBOOK SUPPLEMENT VOLUNTEER HANDBOOK SUPPLEMENT We encourage trainees to be familiar with the Volunteer Handbook. It is the most comprehensive collection of Peace Corps Colombia policies for Volunteer work and conduct. But for those of you who like short, crisp summaries of what is important, or if you are easily distracted, a synopsis of the major do’s and don’ts of Peace Corps Colombia is provided below. For other information about how to work the administrative minutia of Peace Corps Colombia, like vacation request procedures and emergency leave, you will want to read the Volunteer Handbook more closely. TOP ELEVEN HIGHLIGHTS OF THE VOLUNTEER HANDBOOK 1. Follow all Safety & Security guidelines and policies 2. Do not do drugs – ever! 3. Do not ride a motorcycle – ever! 4. Do not leave country without permission – ever! 5. Do not drive (except on vacation days). 6. Do not ride a bicycle without a helmet or ride in a boat without a lifejacket. 7. Do follow Whereabouts Reporting procedures whenever you leave your residence site overnight. Also make your whereabouts known to family, neighbors or counterparts - where you will be and when you will return (write it down). 8. Do build a strong relationship with your APCD/Project Manager - send monthly calendars; touch base frequently by email or phone calls.. 9. Do attend all Regional Meetings (March and September). These meetings are mandatory and a great opportunity to share ideas and receive support from colleague PCVs and staff. 10. Do comply with all medical requirements – vaccinations, malaria prophylaxis, etc. 11. Do raise the bar as a role model and representative of the Peace Corps. This includes a demonstrated commitment to your community and the work of Peace Corps. Behavior unbecoming a PCV may lead to administrative separation. 113 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -114- Appendix B PC- Colombia Transportation Policy February 2013 Peace Corps Colombia’s Transportation Policy is based on criteria set forth by Manual Section 450 and is applicable to Peace Corps Colombia Volunteers and Trainees, Peace Corps Response Volunteers, and Peace Corps Volunteers travelling to Colombia from other posts. Where the term Volunteer is used, it is applicable to all. Manual Section 450 requires that Volunteers adhere to the transportation policies of their country of service while they are in their assigned country. Volunteers on official travel or personal leave to another post outside of their country of service must adhere to that post's transportation policies. Volunteers are also responsible for following the restrictions on travel destinations of the post in the country being visited. PC/Colombia staff (primarily the SSC) will assist the Volunteer in obtaining the policies of the destination country. This policy will be reviewed on an annual basis as to ensure that it is kept current and relative to Volunteer needs. Volunteers must adhere to this policy and failure to comply may be grounds for administrative separation. This transportation policy is consistent with and complementary to Post’s Out-of-Site Policy and Volunteers must abide by them at all times. Peace Corps Office Colombia Calle 77B # 57-141, Suite 713 Centro Empresarial Las Américas Barranquilla, Colombia Switchboard: (035)385- 1060, ext. 100 Country Director: George Baldino Home phone: (035) 301-4513 Cell: 312-451-4292 gbaldino@peacecorps.gov whereabouts@co.peacecorps.gov Director of Management & Operations: Casey B. Welch Cell: 312-451-4293 cwelch@peacecorps.gov Colombia phone country code: 57-5 Safety & Security Coordinator: Viviana Ardila Cell: 312-451-5503 vardila@peacecorps.gov whereabouts@co.peacecorps.gov Back up Safety& Security Alberto Maldonado almaldonado@peacecorps.gov Phone(035)385-1060, ext 502 Duty Officer Phone Number 312- 451-4301 Medical Duty Officer Phone Number: 310247-7200 Peace Corps Medical Officer (PCMO): 312-451-4303 114 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -115- U.S. Embassy Consul Office Barranquilla (57-5) 353-2001 U.S. Embassy Bogota (57-1) 275 0811 RSO: (57-1) 275-2903 Mobile: 313 870 1518 ARSO: Cartagena Mobile: 314-359-2660 Office phone: (57-5) 664-9369 ext 2229 Police and Emergency Phone Number: 123/112 Barranquilla: 321-394-3979 Cartagena: 320-304-6557 Santa Marta: 320-295-2489 Transportation risks are some of the more serious safety and security concerns faced by Volunteers in Colombia. The Safety and Security Coordinator (SSC) is the staff person responsible for monitoring transportation issues, for providing recommendations and updates on transportation companies, carriers, road closings and conditions, and for responding to questions or concerns about transportation safety. General Travel Guidelines Failure to fully comply with any part of this Peace Corps Colombia travel policy may result in Administrative Separation for PCVs/Ts. The entire travel policy applies equally to both Peace Corps Volunteers (PCVs) and Peace Corps Trainees (PCTs), and applies to PCVs/Ts at all times (including vacations) while they are in Colombia. Public Transportation In order to ensure Volunteer/Trainee safety on public transportation, PCVs/Ts are encouraged to get to know buses and drivers that travel scheduled routes at assigned sites. PCVs/Ts are encouraged to get off a bus or colectivo when feeling unsafe. Due to the risk of an accident or sudden evasive action by the driver, which could result in death or serious injury, Volunteers may not ride in the back of any regular pick-up or on top of any vehicles. Other transportation safety rules for Volunteers to follow include: Where multiple options exist, the safest transportation option that is within the Volunteer living allowance should be used; Seat belts should be worn whenever available. Whenever possible, a radio dispatch taxi company for taxi pickups in Barranquilla, Santa Marta or Cartagena should be called. Taxis must not be shared with strangers in the PCVs/Ts assigned city or other urban areas. 115 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -116- Night travel along the coastal highway, between Barranquilla, Santa Marta, and Cartagena is prohibited (night is defined as any period of darkness). In recent months there has been an increase in armed robberies on buses in the metropolitan areas of Colombia’s major coastal cities. Volunteers should consult with the SSC or other senior staff for special guidance if intra-city or inter-city bus transportation is deemed necessary. Buses, Colectivos For inter-city bus trips between Cartagena and Barranquilla and between Barranquilla and Santa Marta, Volunteers have two options for inter-city travel: the vans popularly known as Puerta a Puerta (which is door-to-door) and Berlinatur Van Service. Note that the Berlinatur Van Service operates from terminal to terminal, not door-to-door, for inter-city travel. The terminals are located in safe zones of Barranquilla, Santa Marta and Cartagena, and the addresses and phone numbers are listed in Appendix A. Only after arrival to Barranquilla, Santa Marta or Cartagena, are Volunteers permitted to use the regular intra-city public buses. For safety reasons, PCVs/Ts should always sit on the right side of the bus, on the side opposite the driver, from the second through the 8th rows. In case of accident, this is typically the safest part of the bus, as the left side is most often impacted. PCVs/Ts should never sit in the last row on either side, due to the danger of an impact from behind. Also PCVs/T should sit close to the hall, not in the corner, for getting out the bus if necessary and avoid the risk of robbery or sexual assault.. While major accidents involving inter-city buses occur with some regularity, buses are also sometimes targeted for attack by armed actors, a factor that raises special concern. Many illegal groups from the decades-long civil conflict continue to operate to varying degrees throughout the country. These groups can and do present a legitimate threat on the country’s highways. Therefore, it is necessary to place specific restrictions and provide guidelines on traveling within and between cities throughout Colombia. Volunteers must use air transportation for any inter-city travel outside of the north coast highway area. Volunteer bus travel is limited to the bus lines listed in Appendix A. If Volunteers are interested in visiting other Mission approved cities in Colombia, they must consult PC/Colombia staff to confirm what travel options are permitted in that area, prior to travelling. Volunteers may not travel on overnight busses anywhere in Colombia. There are no general restrictions on utilizing intra-city buses. However, Volunteers must comply with site-specific restrictions on bus routes which pass through the following high-risk neighborhoods: When traveling to the south Atlántico area of Campo de la Cruz and Suan, or in Barranquilla to the Ernesto Cortissoz Airport along the corridor (Calle 30) between Soledad and Malambo and the Circunvalar, Volunteers are not allowed to transfer to 116 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -117- another bus along the corridor itself. When transfer to another bus is required, the transfer should be made at the SENA bus stop across from Carrera 4, or at the police station, Coca-Cola, and Jumbo supermarket locations between Carrera 18 and 20. These locations offer a better security environment. Further, if required to support a work-related activity or attend a work-related function in “off-limits” inner-city locations such as Malambo or Soledad in Barranquilla, approval must first be requested from the PC/Colombia CD, with details provided on travel plans and coordination with the PC partner or community organization. Travel Chart The chart below will help Volunteers understand which types of land travel are authorized at different times of day and in different locations. Travel Location Day Road Night Travel? Travel? Road Use of Buses? Intra-City on Coast Inter-City on Coast Inter-City to other Mission approved cities from the Coast In and around Mission Approv. Cities outside Coast Yes Yes Yes Puerta a Puerta &Terminal to Terminal (Berlinatur Vans Service) N.A. Yes No No Yes No No No No Yes No Yes (but consult Yes (but consult PC before trip) PC before trip) Taxis Taxis are relatively inexpensive and plentiful throughout the Caribbean Coast region of Colombia and are often the only practical means of transportation between two points. Volunteers should become familiar with reputable taxi services in their communities. If a Volunteer needs to take a street taxi, the Volunteer should be careful to take a duly registered taxi, with the license number painted on the side, and a taxi decal permanently attached to the roof. The Volunteer should note the license plate number of the taxi, and is encouraged to make a cell phone call from the taxi or send a text message to the Duty Officer, SSC or the Project Manager indicating the license number. Volunteers should never take a taxi 117 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -118- that only has a removable “taxi” placard on the windshield. Volunteers have been robbed in such “taxi bambas.” Volunteers should be aware that taxis (usually small vans) that function as colectivos are often crowded, putting passengers at risk of petty theft and pick pocketing. These vans normally wait for, or pick up multiple passengers along a fixed route For intra-city travel during nighttime hours, it is recommended that Volunteers use radio dispatched taxis whenever possible. Bicycles Volunteers should be aware of the challenges of bike riding in Colombia, given the lack of respect shown to bike riders by drivers of other vehicles and the conditions of many streets and roads. Volunteers are required to receive prior approval from the Country Director to ride bicycles in Colombia, whether for personal or work-related reasons. If approved, a Volunteer must wear a helmet at all times when riding a bicycle, and failure to do so will result in disciplinary action, up to and including administrative separation. For a Volunteer who must ride a bicycle to carry out his/her assigned work, PC/Colombia will provide an appropriate helmet. Motorcycles A PCV/PCT is not allowed to drive or ride as a passenger on a motorcycle. A "motorcycle" is any two-or three-wheeled motorized vehicle (including "mopeds" and ATVs) intended for transportation of passengers. This includes motorcycles used as taxis and counterpart-owned motorcycles. The only exception to this policy is for specific motocarro use described below. Volunteers who drive or ride motorcycles will be subject to disciplinary action, including immediate administrative separation. Motocarro (Taxi) Volunteers are allowed to ride a Motocarro (a three wheeler motor vehicle) in specific communities where heavy congested traffic is not an issue. Volunteers may currently ride this type of transportation in the communities of Campo de La Cruz, Suán, Galapa, Juan de Acosta, Piojó, Tubará, La Playa and Puerto Colombia. This list may expand as additional communities are approved for PCV site placement. However, Volunteers are not allowed to use a motocarro service – “motocarro” or “bicitaxis” - on major highways, even when close or adjacent to the communities mentioned above. Boats Volunteers sometimes travel by boat in tourist destinations or may need to travel by boat in certain work sites. Whenever traveling by boat, Volunteers must use lifejackets and ensure that appropriate flotation devices are available. Boats range from large riverboats to small craft on lakes or the ocean. For Volunteers assigned to sites that require water travel, PC/Colombia will provide a type IV USCG approved lifejacket to the Volunteer site. These lifejackets can be used 118 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -119- for work related travel or for travel associated with approved leave. Horses In unusual circumstances, Volunteers may need to utilize horses for transportation. Since the purchase and care of a horse can be expensive and time consuming, Volunteers should normally rent or borrow instead of purchasing horses. If a Volunteer wishes to purchase a horse, they are required to seek CD approval. Volunteers should be cautious about where they ride. Isolated trails are locations vulnerable to assaults and robberies. Further, Volunteers must wear bicycle helmets or similar riding helmets when riding horses. For a Volunteer who must ride horses to carry out his/her assigned work, PC/Colombia will provide an appropriate helmet. Hitchhiking Hitchhiking in the American or European sense is unknown in Colombia and is prohibited for Volunteers. Even when offered a ride by a community colleague, friend or acquaintance, a Volunteer should exercise caution, prudence and good judgment. Peace Corps vehicles Only staff members may drive vehicles, except as provided for in Peace Corps Manual Section 522. Peace Corps vehicles are for transporting staff, Volunteers, and others on official business. PC vehicles may not be used for personal reasons except in approved exceptional circumstances contemplated in the Peace Corps Manual Section 522. All drivers and passengers must use seat belts, even for short trips. Enforcing this regulation is the responsibility of the vehicle's driver. Trips to the Tayrona Park Tayrona Park is a heavily visited tourist area with various activity attractions, including hiking, horseback riding, scuba diving, rafting and kayaking, among others. After receiving prior CD approval, a Volunteer must take extra care to comply with a detailed and complete whereabouts notification, including the names of persons traveling with the Volunteer, lodging information if applicable, the best means of communication, and the departure and return date and type of transportation to be used (public or private). In addition, when travel is approved, the traveler must comply with PC/Colombia’s Tayrona Park monitoring requirement by sending a text message on a daily basis to the Duty Officer or SSC. As with all requests that require prior CD approval, the necessary travel request form is to be submitted at least fifteen days prior to the start of the trip. Further, if the trip involves vacation days, the vacation request must be submitted to the Program Manager for approval at least 15 days prior to the planned vacation. Volunteer driving in Colombia Volunteers may not drive in Colombia. They may not own, rent, or borrow a motor vehicle in Colombia (including an automobile, motorcycle, or three-wheeled cycle). 119 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -120- Air travel Air travel will be authorized for Volunteers when necessary to attend official Peace Corps events. Volunteers may also travel by air for vacation purposes, and such travel must be in conformity with PC/Colombia in-country travel policies. When for emergency or other special purposes, travel in non-commercial charter or private planes, or helicopter is deemed necessary, prior CD approval is required. Approved Travel Locations The security situation in Colombia is improving, though significant challenges still exist. Personal security continues to pose serious risk to Colombians and foreigners alike. In order to ensure that Peace Corps Volunteers are best positioned to serve successfully and safely, the Peace Corps, in collaboration with host government and US government partners have determined the following list of cities and towns to be approved for Volunteer travel. Any town, city or department not specifically listed in the table below is considered to be off limits for Volunteer travel. Any proposed travel to a location not listed below must be approved in advance by the Country Director. Caribbean Coast Places Greater Cartagena Greater Barranquilla & Atlántico Department Greater Santa Marta Any PCV Site & Others that require Whereabouts Travel Request Form Reporting for overnight Cartagena, Tierra Bomba, Caño de Oro, La Boquilla, Pasacaballos, Manzanillo del All other sites near Cartagena, Barranquilla and Santa Marta, Mar Barranquilla, Tubará, Piojó, or near cities in other Campo de la Cruz, Juan de departments – these include Acosta, Suan. Others: Puerto fincas or family homes of Colombia, Salgar and Santa colleagues or friends even for a Saturday, holiday or Verónica weekend Santa Marta, Minca Other Mission Approved Cities/Departments TRAVEL REQUEST FORM REQUIRED Cities in the “coffee triangle” departments of Risaralda, Caldas, and Quindio Medellin and southern Antioquia Bogotá and Cundinamarca 120 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -121- Cali, Bucaramanga Boyacá Leticia (Amazon tour itineraries) San Andrés and Providencia Tayrona Park (special requirement) Special guidance: While visiting the sites listed above may be allowed with prior CD approval, Volunteers are required to use air transportation for travel to these destinations. After arrival, ground transportation may be permitted to travel from these locations to immediate surrounding areas. However, Volunteers should note that in some sites, travel to immediate surrounding areas may be restricted. Therefore, it is the Volunteer’s responsibility to determine whether prior approval is required for a specific itinerary before purchasing airline tickets. Further, in every case, including day trips, a full itinerary is to be submitted, indicating time of arrival and departure for each location. The above are approved locations as of December 2012 and are subject to change. All requests must be submitted at least fifteen days prior to travel. For this the Volunteer will need to complete the Travel Request Form to be reviewed by the SSC and approved by the CD. The SSC, Back-up SSC or CD will provide upon request the Travel Request Form to be used. If invited to visit a farm or community located in a restricted area, a Volunteer must also submit a request for approval at least fifteen days prior to travel. If a Volunteer is unsure if a certain area of Colombia is approved for travel, the Volunteer must contact a PC/Colombia Staff member (preferably the SSC, Back-up SSC, DPT or CD) prior to traveling to that area, in order to confirm the status of the area. When necessary, the Volunteer completes the Travel Request Form with detailed information: where, with whom, when, the route of travel, and the best contact data; and submits the request to the PC/Colombia staff at least fifteen days prior to the planned travel in order to allow sufficient time to conduct a security review and process the request. Special Note: As a result of a recent security incident in Santa Marta, effective October 31, 2012 and until further notice, the open air market in the city of Santa Marta (Department of Magdalena) is off limits for all Volunteers, including those visiting Santa Marta from other areas of Colombia or from other countries. To implement this approval procedure Volunteers are reminded that all Annual Leave requests must be submitted to the Peace Corps Office at least 15 days prior to plan travel. Volunteers are cautioned not to finalize travel arrangements or purchase tickets for travel until all approvals are received. Safe /Danger Off-limits zones: 121 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -122- Likewise, there may be areas of Colombia that at the last minute are declared off-limits because of political demonstrations, a natural disaster, or some other occurrence. In such cases, all Volunteers will be notified, and Volunteers may have to change their travel plans, even if already approved. Special note regarding coastal beaches: Beaches along the coast are places where Volunteers and the general public are vulnerable to theft, and, especially when alone and at night, to an assault. Volunteers should take extra precautions to protect themselves and their belongings on any of the coastal beaches, including Santa Marta and the Tayrona National Park, Puerto Colombia, and the Cartagena and Barú beaches. A Volunteer must never be on the beach when alone after dark. Travel to Third Countries Since Peace Corps is responsible for the health and safety of Volunteers throughout their service, Peace Corps may disapprove Volunteer travel to a particular foreign destination where there may be high health or safety risks or foreign policy concerns (e.g., travel to Cuba, only with the necessary legal documentation). Volunteers must have Country Director approval before making plans to travel outside Colombia. It is Peace Corps worldwide policy that Volunteers visiting a country that has a Peace Corps program follow the travel policies of Peace Corps in that country. This includes not traveling to any parts of the country that Peace Corps has declared off-limits for Volunteers serving in that country. Before traveling to a country that has a Peace Corps program, Volunteers are responsible for obtaining from the Country Director or Safety and Security Coordinator the travel policy information of Peace Corps in that country and following that policy after arrival. Monitoring and Review The Safety and Security Coordinator will be responsible for regularly monitoring transportation issues and disseminating relevant information, such as recommendations on bus companies or updates on road conditions. At the close of every calendar year, post’s SSC will coordinate a regular review of transportation and related policies. Changes to these policies will be made by the Country Director only with concurrence of the Embassy Regional Security Officer (RSO) and the PC/South America Security Officer. 122 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -123- Transportation Policy: Transportation services. (Please note: PC/Colombia does not endorse any specific transportation company.) Puerta-Puerta – Door to Door Van Transportation All the Puerta –Puerta services in the Caribbean coastal region have a cost of $30,000 pesos (approx. $14 USD). Marymar Transporte: Barranquilla Carrera 43 # 84-74, Local 1 Phone: (57-5) 378 6780/ 304 12 68 Santa Marta –Rodadero, Mobile: 300 207 4665 /312 675 6089 Cartagena, Mobile 300 539 0711/312 675 7355 Marsol Transportes: Barranquilla Carrera 55# 74-169 Local D (57-5) 369-0999/368 -3272; Mobile 300 808 3147 Cartagena (035)656 -0302; Mobile 300 8083 3151 Santa Marta (035) 422-2683; Mobile 300 808 35 25 Trancell Transporte: Barranquilla Carrera 45 # 70-162 Local 11ª Phone: (57-5) 378 7718 /358 4365; Mobile 300 815 0091 Cartagena: 300 833 6613 Berlinatur Van Transportation - Terminal to Terminal Service Scheduled departures leave every 30 to 40 minutes. Cost: 17,000 pesos when between each of the three major cities of Cartagena, Barranquilla and Santa Marta. (The fare for direct service from Cartagena to Santa Marta is $30,000 pesos.) Barranquilla, Barrio El Poblado Carrera 46 # 93-151; Phone: 373 8530 / 378 3932 Mobile: 318 354 5454 Carrera43# 74-133; Phone: 369 1914 / 369 1868; Mobile: 318 396 6969 Cartagena, Barrio Crespo Avenida 1# 65-129; Phone: 663 0454, Mobile: 318 724 2424 Santa Marta, Barrio El Rodadero Carrera 3 #8-69 Mobile: 318 743 4343 Taxi Service: Taxi service is generally safe to use; however, situational awareness is essential to avoid victimization by theft or assault in crowded places and at bus stops. When traveling to and from airports it is recommended to use taxis dispatched by taxi cooperatives or taxis 123 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -124- stationed at major hotels. When calling, the taxi dispatcher will provide a code number which must be verified by the taxi that arrives. If the code does not match, the taxi should not be used. A Volunteer/Trainee should always ask the price of the fare before getting in a taxi. The fare from Barranquilla airport to the Northern area of Barranquilla is normally $25,000 pesos (approx. $13 USD) In Cartagena the fare from the airport to the old city is approximately $6,000 pesos and to Bocagrande $8,000 pesos. Barranquilla: Taxi ejecutivo: (5) 322 2222, Taxis 3191919 or PuntoTaxi: (5) 386 8686 (from a cell phone dial only #386) Cartagena: Comunicamos Tele Taxi: (5) 660 0000 Santa Marta: Rodadero taxi service: (5) 422 7255 Taxi Ltda: (5) 420 1345 Air travel: Avianca, Copair and LanChile provide services to all major Colombian cities. Offices in Barranquilla: Avianca: (5) 334 8396 LanChile Air (5) 358 9473 Copair (5) 358 4261 Transportation Policy: National Police phone assistance: A Volunteer/Trainee should carry a photocopy of his/her passport, but not the actual passport. It is actually against the law to walk the streets in Colombia without proper I.D., but a copy will suffice in most situations. The Colombian Cedula is the only legal document needed to carry and show. One should never hand over one’s passport to anyone who does not produce a convincing official government I.D. 124 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -125- National Police hotlines: 123/ 112 From landline: 018000 – 910600, 018000 - 910112 From a cell phone: (035) 315 91 12 From a cell phone: (035) 315 91 11 Barranquilla: 312-394-3979 Cartagena: 320-304-6557 Santa Marta: 320-295-2489 Transportation Policy: Medical Emergency Services - Peace Corps/Colombia Medical Emergency Barranquilla Clínica Bautista: (5) 369 6700 / 7700 Contract Clinic Carrera 38 & Calle 71 corner, Barrio Delicias Emergency Room: (5) 369 6719 Clinicabaustista.org In Barranquilla other medical facilities in the area: Hospital Metropolitan (5) 365 5109 / 358 7275 Hospital Universitario ESE CARI (5) 330 9000 Hospital Nazareth (5) 365 0360 Medical Emergency Cartagena Medihelp Medical Center Barrio Bocagrande Contract Clinic: Phone: (5) 665 9400 Carrera 6 # 5-101 Contact person: Sr. Jaime Ibáñez; Mobile: 313 574 1421 Hospitalization: Mobile: 313 574 1425 125 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -126- Cuidados Intensivos: Mobile: 313 574 1420 Consulta externa: 310 621 3549, Verónica Negrete, Enfermera In Cartagena other medical facilities in the area: San Juan de Dios (5) 667 5088 Universidad del Caribe (5) 665 0072 Naval de Cartagena (5) 665 1073 Medical Emergency Santa Marta Clinica El Prado, Barrio Prado Phone: 432 9200 – Emergency (5) 432 9202 - Carrera 5 calle 26 Esquina Centro de El Rodadero: Phone (5) 422 1806 - Carrera 4 # 7A – 12, Other Medical Emergencies Contact information for the five major cities. Cartagena Hospital Bocagrande, Phone: (5) 650-2800 Ext. 113, 665-5270 Hospital Naval de Cartagena, Phone: (5) 665-1073/7073/5360/61/62/63/64 (5) 655-5360 and (5) 655-8405 Bogota Santa Fe Hospital (24 hours) Phone: (57-1) 603-0303 Clinica de County, Emergency Room Phone: 343-6600 Ext. 1105 City Emergency Medical Service (24 hours), Phone: 123 Prevention and Medical Emergencies, Phone: 310-7087 Accidents and Transit, Phone: 123 Red Cross Ambulance (24 hours), Phone: 437-6369, 310-260-2323 SETELMEC (24 hours), Phone: 634-9457/58 Cali City Ambulance Service; Phone: (2) 123 or (2) 132 Clinica Fundacion Valle de Lili (24 hours), Phone: (2) 331-9090/7474 Ext. 3276 Clinica de Occidente (24 hours), Phone: (2) 660-3000 and (2) 608-3200 Medellin City Ambulance Service; (4) 123 Clinica las Americas (24 hours); Phone: (4) 342-1010 Ext. 1170 Emergency: (4) 342-2262 Clinica Soma (24 hours): (4) 567-8400 Option #4, (4) 576-8480/8555 Barranquilla City Ambulance Service; Phone: (5) 132 126 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -127- Police; Phone: (5) 123 Cruz Roja; Phone: (5) 358-8514 Defensa Civil; Phone: (5) 144 Clinica del Caribe; (24 hours) Phone: (5) 3564861/340100 Dr. Freddy Farah; Phone: (5) 358-6590, (5) 356-4291; Mobile: 315-721 6246, Cra. 51 B #52-41 Transportation Policy: Banking For security reasons one should use ATM machines only at large shopping centers or inside bank lobbies. One should change passwords regularly and avoid using ATMs located on the street. To report the loss of a Helm Bank debit card, one should contact customer service by calling (5) 385-1818. Transportation Policy: Safe/Danger Zones: North Caribbean Region of Colombia: Santa Marta - Barranquilla - Cartagena The North Caribbean Corridor is one of the safest regions of Colombia. However, the three main cities, Santa Marta, Barranquilla, and Cartagena, are dealing with typical big-city crime and have high-risk crime areas that should be avoided. The following are basic recommendations about neighborhoods within each city considered safe or dangerous. Inter-City Routes The route between Barranquilla and Cartagena is well maintained and safe. There are two routes but the only approved route for Volunteer/Trainee travel is the coastal road (Via al Mar). The second route is La Cordialidad, which is not CD approved, and requires special approval from the CD when travel is deemed necessary. There is only one road between Barranquilla and Santa Marta. The route takes the traveler through urban and crowded neighborhoods, and traffic can be very heavy when entering or leaving Barranquilla. It should also be noted that the neighborhoods on the outskirts of Barranquilla are high crime areas. The traveler should not make stops and be alert when passing through the areas of *Soledad,*El Bosque, *Chinita, *La Luz and *Rebolo. (Travel on this route is limited to daytime travel, since nighttime travel involves undo risk and is therefore not allowed.) Santa Marta Santa Marta is generally considered the safest of the three major cities of the coastal region. There is little to no pandilla activity, but there is a presence of drug trafficking and organized BACRIM groups. The northern parts of the city are typically less safe; and the following areas should be avoided due to a heightened risk of crime. Danger Zones in Santa Marta 127 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -128- *11 de Noviembre (known to be the area where many of the demobilized guerillas live) *Pando *Maria Eugenia *Pastrana *San Martin *Bastidas *Juan XXIII *Chimila *San Fernando *La Encenada *Pescadito & Centro (Mercado area) *El Boro (Considered by the PNC to be the worst area) *Villa Tabla *San Jorge *Nacho Vives *Bolivariana *17 de Diciembre *San Martin *El Pantano *El Oasis *Las Murallas *La Teneria *Correa *Tayrona *Gaira (PNC advised that this place is safe enough to work but due to increased drug trafficking, and drug and alcohol abuse, not a desirable place to live) Eastern National Park Tayrona, Cabo San Juan or Cabo Beach, (1 hour north of Santa Marta) Travel to this area requires prior CD approval. When travel is approved, the traveler must comply with a PC/Colombia’s monitoring requirement by sending a text message on a daily basis to the Duty Officer or SSC. Entrance fee to the park is currently 35,000 pesos (approx. $16.00 USD). Van transportation to the park costs 5,000 pesos and is available at Carrera 16 and Calle 14 (Avenida Libertador) near the Villa Country mall. In addition, vans are available at Carrera 11 with Calle 11 near El Mercado. Safe Zones in Santa Marta Nightlife: Historic Center near downtown area. Beach: The preferred and safest options are approximately 20 minutes outside the city at Rodadero and Taganga - communities frequented by backpackers and scuba divers. Barranquilla Barranquilla with a population over 1.8 million is a much larger city than Santa Marta, and therefore, has more inner-city urban and industrial areas that present higher risks for visitors. Barranquilla also experiences powerful flash-flooding during the rainy season, closing roads and carrying debris through the streets. Travelers should pay close attention to road conditions and avoid flash-flood areas, when storms occur. Barranquilla also has a presence of pandillas, BACRIM and drug activity. The Municipality of Soledad, located near the airport in the southern area of Barranquilla, is considered a particularly dangerous area. Arroyos in Barranquilla 128 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -129- Barranquilla lacks a drainage system, and the city often comes to a halt during a storm. Some of its streets can turn into flash floods, strong enough to drag vehicles. When cars or people are avoiding an area, one must do the same and wait until the waters recede. Danger Zones in Barranquilla: Barrios *La Paz (This is a squatter settlement, which has been deemed safe enough to live and work in, but is surrounded by high crime barrios.) *Evaristo Sourdis *Los Rosales *Las Malvinas *La Chinita *Rebolo *Barlovento *El Bosque *Santo Domingo de Guzman *Carrizal *Las Americas *Me Quejo *La Pradera *Montes*Las Nieves *Siete de April *San Luis * Las Americas *Barranquillita* La Luz *Siete de Agosto *San Pedro 1 *California *La Esmeralda *El Romance *Por Fin *La Manga *Los Olivos Primera Etapa *Nueva Colombia *Siape *Las Flores *Lipaya *Ciudad Modesto *Los Angeles *Los Olivos Segunda Etapa *La Cangrejal sector (lower end of La Playa) *Cuchilla de Villa *Villa Flor * Siape Safe Zones in Barranquilla: Nightlife: In general, the advice from locals is to stay in the neighborhoods north of Calle 76. (The historic zone in Barranquilla, also referred to as El Centro, is not a safe destination for going out in the evening.) Beach: Puerto Colombia is approximately 20 minutes from Barranquilla, on the way to Cartagena. It is a safe community and the closest beach area to the city of Barranquilla. The bus service is excellent and operates on 15-minute intervals. The bus fare is less than 2,000 pesos and the charge for direct taxi service is 20,000 pesos (approx. $10.00 USD) Cartagena Cartagena is the biggest draw for tourists on the north coast. With many large historic centers that offer shopping and dining options, Cartagena is crowded with both Colombian and international tourists. However, Cartagena does have pandilla activity, drug activity, BACRIM and neighborhoods that are known for high crime levels. Several gangs operate in these areas, including the two principal gangs comprised of late-teen members, “Los Tanconeros” (Olaya) and “Los Panela” (Líbano, sic). 129 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -130- Danger Zones in Cartagena: *La Candelaria, *Olaya Herrera *Boston *Líbano *Nelson Mandela *Las Faldas de la Popa *20 de Julio *Petare *Loma Fresca *Paulo VI *Paraiso *Santa Rita (known for a lookout point at the top of the hill. This hill is controlled by pandillas and is considered an extremely dangerous area) *Marlinda *Villa Gloria *Paseo Bolivar *El Pozon *Fredonia *Las Americas *Las Lomas *La Esperanza *Pie del Cerro * La Campiña * Castillete *La Maria Safe Zones in Cartagena: Nightlife: Colonial Historic Area (to include neighborhoods of Boca Grande and Castillo Grande) Beach: Areas of Bocagrande, and La Boquilla, 10 minutes before Cartagena along the coastal highway (Via al Mar). 130 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -131- Transportation Policy: Traveling Sites 131 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -132- Transportation Policy: Maps 132 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -133- 133 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -134- Appendix C - PC COLOMBIA WHEREABOUTS POLICY AND ANNUAL LEAVE POLICY PEACE CORPS COLOMBIA WHEREABOUTS POLICY AND ANNUAL LEAVE POLICY (revised August 2013) I. Preface to Whereabouts Policy and Annual Leave Policy [Peace Corps Manual Section 220] Peace Corps has made a commitment to the government and people of Colombia to provide technical assistance and exposure to the culture of Americans. Because Volunteers are promoting the three goals of Peace Corps 24 hours, 7 days a week, you are expected to spend as much time in your community as possible to enable you to meet Peace Corps’ goals. Your consistent presence enables you to build positive, trusting, professional relationships with the people associated with your primary assignment, demonstrating that you are serious about your commitment and diligent about your assignments. Beyond work activities, secondary projects and community integration are hallmarks of successful and satisfying Volunteer experiences. It also enables you to develop relationships with Colombians, establish credibility within the larger community, better understand the opportunities for the transfer of skills, and become involved in other community and Volunteer initiated activities. Further, Peace Corps' strategy for the safety and security of Volunteers is based on the belief and proven experience that Volunteers are safest when they are well integrated into their communities; and, apart from the Volunteers themselves, friends, neighbors and other members of the community are the most important guardians of their safety and security. Successful integration requires being in your community, embracing it, and learning to love it. From experience, we know that Volunteers who stay in their communities gain the confidence of counterparts and community members, maintain contact with the activities of the community, and strengthen their language learning. Absenteeism has an adverse impact on effectiveness and job satisfaction. Moreover, Volunteers who are frequently out of their communities will create a negative image (Cuerpo de Paseo) for Peace Corps in Colombia and make it more difficult for other Volunteers to gain the respect of their communities and host country agency counterparts. If it is found that excessive absence from community is limiting your contribution or impairing your effectiveness, your Project Manager and/or other senior staff have the responsibility to investigate it. We all need to get away occasionally, but if you feel you must leave your community frequently, something is not working, and you have the personal and professional responsibility to seek counsel from a Peace Corps staff member. Sometimes a staff or fellow 134 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -135- Volunteer visit will help energize or refocus you on the possibilities for expanded involvement in your home community. The reason for the Whereabouts Policy and the Annual Leave Policy is to ensure that we are fulfilling our commitment to serve the people of Colombia, that your experiences is as full and rewarding as possible, and that we are able to locate you for safety and security reasons or in the event of an emergency. Therefore, we all must take these policies very seriously. All violations will be subject to disciplinary actions up to and including immediate separation from the Peace Corps. Time Away from Community We recognize there are appropriate reasons for Volunteers to occasionally be away from their communities. Reasons include, but are not limited to: Participate in functions sponsored by Peace Corps, such as in-service trainings (ISTs), project workshops and conferences. Visit Barranquilla or other locations related to work, project, training, administrative and medical reasons. Take care of personal needs including: personal shopping, checking e-mail, mentally reenergize, visit other Volunteers and/or Colombian colleagues and friends, and attend local cultural events. Visit other sites within Colombia to provide or benefit from professional development with fellow Volunteer and Colombian colleagues. Visit other sites within Colombia to better appreciate Colombia and its culture. Conduct assignment-related travel required by your host agency/organization. Take annual leave vacation in order to come back to your primary assignment with renewed energy and enthusiasm. Go on medical leave or medical hold. Take care of emergencies that may arise back in the U.S. II. Whereabouts Accountability Policy For security and communication reasons Volunteers are required to inform their host family and the Peace Corps office any time (including official Peace Corps events) they will not be spending the night in their communities. PC/Colombia has established a process whereby Volunteers can notify the Peace Corps office of any and all absences when they spend the night(s) away from their home/community. This process is put in place so that PC/Colombia staff can support your safety and security while serving in Colombia. It is not meant to hinder your freedom or to ‘check-up’ on you, but rather 135 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -136- to ensure that we can contact you as soon as possible in an emergency. Reasons for needing to contact you are: Family or other emergencies in the U.S. Local emergencies (natural disasters, etc) Activating the Emergency Action Plan (alert, standfast, consolidation and/or evacuation) Testing of the Emergency Action Plan To aid/communicate with other Volunteers regarding accidents, medical or security events. Plan your trips away from your community wisely, using your time effectively, and minimizing the total time away from your community. When you are away from your community for work or medical reasons, take care of personal needs as well. The focus of a your service, especially in the first months, needs to be settling and integrating into the community, being accessible to new work partners, host family, neighbors; and, building personal familiarity and professional credibility with the community at large. Time away from your community solely to take care of personal needs should be taken infrequently, and must not be abused. What is a reasonable period of time? When the days are taken over a weekend - for example, departing your community on a Friday and returning on a Sunday - three consecutive days - two nights/three days may be a reasonable length of time to be away from your community solely for personal reasons. A reasonable length of time is normally different when personal days are taken during a normal work week. In these circumstances the personal days should never interfere with one’s work and professional duties. Furthermore, when a Volunteer wishes to be away from the community for more than three consecutive days (2 nights/3 days), solely for personal reasons, he/she must request and use annual leave for the entire period. ‘Personal time’ cannot be tacked onto annual leave. They are different and should not be confused or combined. Personal time away from your community may be spent anywhere within Peace Corps Colombia’s work territory – which is the cities of Cartagena, Barranquilla and Santa Marta, but not outside of this area and you must to inform to whereabouts if you visit them overnight. If you feel a desire or need to be away from your community frequently then you should talk with your Project Manager to examine your work activities and community integration. From experience, when Volunteers think they may be away from their community too much, then they probably are. In summary, the purpose of this policy is to be able to locate you in case of an emergency or a safety and security issue. 136 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -137- We take our responsibility seriously to notify you immediately if there is an emergency in your family or if there is an issue affecting your safety and security. PC/HQ – and often your families – expects us to know where you are at all times. We need your cooperation to do this. Your Accountability for Notifying Peace Corps of Your Whereabouts Who to Notify In all cases, it is the responsibility of the Volunteer to inform their host family and the PC/Colombia Barranquilla office if they are going to be away from their home/community overnight or multiple nights. The email for notification is whereabouts@co.peacecorps.gov. Alternative you can call or text the duty officer with your whereabouts: 312-451-4301. When to Notify Prior to departing your site and knowing that you will be spending one or more nights away from your home/community a Volunteer must call by phone or text message or email their whereabouts to the PC/Colombia office. This means that for any reason – personal, work, medical, IST, PST, safety and security, brigade work, professional exams, etc., and including at the start and end of pre-approved annual (vacation) leave – a Volunteer who leaves their community for one or more nights, must notify the Peace Corps office of their absence from their community and of their whereabouts. [All departures from Colombia must be preapproved. See the Annual Leave Policy.] If a Volunteer departs their community with the intention of returning back to their home that same day, but then finds that, for whatever reason, they will be away from their community that night, they must contact the PC/Colombia office or the Duty officer if necessary and provide the above detailed information. They should also let their host family know that they are going to be away longer than anticipated. If a Volunteer finds that for whatever reason they are not going to return to their community on the day they had originally communicated they would, they must contact the PC/Colombia office or the Duty officer if necessary and provide a new return date and update any contact information as may be necessary. They should also let their host family know that they are going to be away longer than anticipated. Please note that ANYTIME you are out of site overnight you must notify, even when you are at PC-Sponsored events. It is not the staff’s responsibility to report your whereabouts if PCColombia has asked you to come into the office or attend a training. It is yours. 137 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -138- What Notification Information to Provide Volunteers must provide the following information, when notifying the PC/Colombia office of their whereabouts when they are absent from their community: their full name the date they are departing their community the date they are returning to their community the purpose of the absence from communitytheir personal cell phone number at which they can be reached all locations (aligned with the dates) they will be at while they are away from their community A contact location (the hotel/residence address and landline phone) or/and contact name and contact number (name of other Volunteer and their phone/contact number, name of Colombian organization/colleague and their contact number) for all locations the Volunteer will be at while they are away from their community. Example email whereabouts notification: I am letting you know about my whereabouts. 1. John Doe 2. departure date: May 27 3. return date: May 29 4. to visit the beach 5. my cell phone: 315-672-8644 6. 5/27-5/29: Santa Marta 7. contact: Hotel Verde cra 5 no 70 - 100 Telephone: 656-7231 How to Notify PC/Colombia has designated Duty officer phone number 312-451-4301 as its official whereabouts phone number and whereabouts@co.peacecorps.gov as the official whereabouts email address. Methods for communicating your whereabouts with PC/Colombia include: During PC/Colombia work days and hours (8:00am – 5:00pm) you may call 385-1060 to provide your whereabouts information. When you call the office, explain that you are calling to provide your whereabouts info and the SSC or other staff person will take down the above detailed information. If you would like, the staff person will call you back. After hours, call the Duty Officer to provide the required information. 138 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -139- At any time, you may send a text message to 312-451-4301. You must provide all the required information. At any time, you may send an email to whereabouts@co.peacecorps.gov. You must provide all the required information. If you send an email or a text message and you have not provided all the required information, then you have NOT fully complied with your notification responsibility. You must provide all required information. This notification process is not negotiable. If you do not comply with this process, disciplinary action will be taken, up to and including administrative separation. Consequences If You Don’t Notify We expect all Volunteers to be honest, forthright, and professional about their time away and notify the PC/Colombia office about their time away from their community. If you leave your community and do not notify the PC office of your whereabouts, the consequences are severe. A Volunteer’s failure to report his or her whereabouts in accordance with PC/Colombia’ procedures may be grounds for administrative action up to and including administrative separation from Peace Corps. For example (but not limited to this), if you are away from your community and have not reported your whereabouts, and an emergency event occurs or a communication test is conducted, or you have not returned to your community at the time that you have stated you would, you will likely be administratively separated. Note that Peace Corps policy states that Volunteers who are not where they have stated they will be considered “missing”. This includes Volunteers who have not returned to their community on their specified return date. If you are not administratively separated, disciplinary action may include: continued service only under conditions outlined in individualized performance improvement plan being restricted from traveling to certain places and/or at certain times the requiring of pre-approval of all future absences from community prior to departure from community staff not providing letters of recommendation and references for future employment and graduate school admission e. Visitors In order to foster integration into a PCV’s new site, the PC’s worldwide policy discourages vacations during the first three months of service. PC/CO also discourages international visitors during the first three months of service (after training), and suggests that families and friends 139 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -140- delay visits until six months after the PCV has sworn-in for service. Consistent with PC worldwide policy not permitting non-married couples to serve together, PC/CO will also not permit “non-PCV significant others” to establish permanent residence with the PCV during service. When parents and relatives visit a PCV, the time spent in-site is not counted as vacation time provided the Volunteer continues with a normal work program, but time spent outside the site (even if still in the country) is considered to be vacation. Long-term stays of friends or relatives at the Volunteer’s site (over two weeks) are strongly discouraged and must be approved by the PM. PCVs are asked to schedule visits from family and friends in such a way that they do not conflict with events at which Volunteers must participate, such as In-Service Trainings. III. Annual (Vacation) Leave Policy Peace Corps Volunteers are development professionals; and our expectations for compliance with professional behavior are high. Vacations during service should be planned around your work obligations. We strictly uphold professional expectations and standards for all Volunteers. We expect your primary commitment to be to your project, your site and to integrating into your community. Your vacations and plans should complement your service. Peace Corps’ Manual Section 220 states the following with regards to Volunteer Annual Leave. - “Annual leave, also known as vacation leave, generally provides Volunteers the opportunity to increase their understanding of their host country and region, or to travel to areas outside of their country or region, while allowing time for rest and relaxation. However, Volunteers must comply with the transportation policies set out in MS 450, Volunteer and Trainee Transportation, and Interim Policy Statement, 5-05, Restrictions on Volunteer Travel Destinations.” - “Volunteers accrue two days of annual leave allowance for each month of Volunteer service.” - “To ensure that annual leave is an integral part of a Volunteer's service, annual leave is discouraged during the beginning or end of service, and should not be taken during the first three months or last three months of service, except when the Country Director approves leave under special circumstances, or in conjunction with an authorized emergency leave.” - “Annual leave must be taken any time a Volunteer travels out of the country of assignment for vacation purposes. Annual leave for out-of-country travel is computed in terms of calendar days, including weekends and host country and U.S. holidays. The day after departure from the country of assignment through the day of return to the country of assignment are counted as annual leave days. The computation of annual 140 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -141- leave days does not include the necessary minimum time to travel between the Volunteer’s site and the point of exit out of or entry into the country of assignment.” - “When annual leave is taken within the Volunteer’s country of assignment, host country holidays are not counted in computing annual leave days. All weekends and U.S. holidays that fall within the annual leave period are counted in computing annual leave days.” - “Volunteers may be excused, according to Post policy, from work on holidays during which their host country counterparts do not work. Volunteers are not ordinarily excused from work on U.S. holidays, which are not observed by their co-workers. During host country vacation periods, Volunteers, unless otherwise permitted in this manual section, are expected to take annual leave or use this time to work on Peace Corps activities.” PC/Colombia’ annual leave policy has been established as follows: Annual leave cannot be taken in the first three months or the last three months of service, except when the Country Director approves leave under special circumstances, or in conjunction with an authorized emergency leave. Assuming that a Volunteer serves their full two year tour, this means that their 48 days of annual leave must be taken between the beginning of their 4th month of service and the close of their 22nd month of service. Annual leave may not be taken for three months following a site change. Leave request forms must be filled out completely – with your designated Colombian supervisor’s signature and full itinerary – prior to submission. Annual Leave requests must be received at least fifteen (15) days prior to your anticipated departure. This means that you must plan well in advance. Leave is not permitted during official Peace Corps training events and conferences at which your presence is mandatory. Leave will not be granted if it interferes with your primary project related work. Leave will not be granted when school is in session. Volunteers are expected to turn in their Volunteer Project Reports, which may fall due during their annual leave, prior to their departure. Leave days must be requested and claimed for all travel outside of Peace Corps Colombia’s work territory which is the cities of Cartagena, Barranquilla and Santa Marta. When a Volunteer is requesting annual leave outside of Colombia, leave days are counted from the day after the Volunteer departs Colombia through the day the Volunteer returns to Colombia. This computation is contingent upon the Volunteer traveling directly from their community to the point of exit (airport/border/port) from Colombia and returning directly to their community from the point of re-entry (airport/border/port) into Colombia. If, as part of their annual leave request, a Volunteer is visiting locations within Colombia for vacation purposes prior to and/or after their international travel, these days will be counted 141 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -142- as annual leave. ‘Personal time’ as described in the Whereabouts Accountability notification policy cannot be tacked on to international annual leave requests. When a Volunteer is requesting annual leave wholly within Colombia, leave days are counted from “door to door” meaning that it starts when you leave your community inclusive to when you return to your community. ‘Personal time’ as described in the Whereabouts Accountability notification policy cannot be tacked on to domestic annual leave requests. In determining leave days, weekends must be included. In determining leave days, official Colombian national holidays when spent in Colombia are not counted. Colombian national holidays spent outside of Colombia must be counted. In determining leave days, official U.S. national holidays must be counted whether they are taken in or outside of Colombia. This means, that when a Volunteer is taking annual leave, during which time an official U.S. national holiday occurs, the holiday will be counted as annual leave. Leaving Colombia without permission is grounds for administrative separation. Leave days must be requested and counted when friends and relatives come to Colombia to visit, unless you remain in your community and honor your work routine and schedule. Days traveling and touring with your friends and relatives away from your community are considered annual leave. Volunteers may not be out of their communities for more than 21 days consecutively. A maximum of 24 days of annual leave may be taken during the Volunteer’s first year of service. At the one year anniversary of the Volunteer’s swearing-in date, the second year’s 24 days of annual leave will automatically be advanced. When your leave occurs in countries where a Peace Corps program exists (i.e., Ecuador, Peru, Panama, etc.) you will be sent an electronic copy of that Peace Corps Post’s Transportation Policy. You are required to adhere to that Post’s policy when you are in their country. You are responsible for notifying PC/Colombia via email at whereabouts@co.peacecorps.gov or the whereabouts phone at (57) 312-451-4301, of any delay in your return to your community beyond the date listed on your leave request form. While you are on annual leave, if you are going to a country that has malaria (ask the PCMO if you are not sure), you must take malaria prophylaxis. If, while you are on leave, you think you have symptoms of malaria, you should try to contact the PC/Colombia medical unit to advise them and get guidance. You should also contact the local PC medical unit if you are in a country that has a PC program. If you are in the U.S. then you should contact the PC Office of Health Services in Washington, D.C. If you are in a country that does not have a PC program then you should get tested by a local doctor. Some countries may require you to present your WHO card upon arrival. Your WHO card is kept by the PCMO and you should arrange to obtain it prior to departure. 142 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -143- How to Request Annual Leave Fully complete an Annual Leave Request Form. Have your designated Colombian supervisor (typically the Coordinator) sign the completed form indicating their agreement. Submit your leave request form to your Project Manager and/or PTS at least fifteen (15) days prior days before the period of leave you are requesting it to start. All requests for leave within Colombia that are outside of PC/Colombia’s work territory (the cities of Cartagena, Barranquilla and Santa Marta) must be approved by the U.S. Embassy. Many Volunteers begin planning international trips months in advance. You are strongly encouraged to submit your annual leave request well in advance of when you wish to take your vacation. Submit your request form by faxing it to the PC office or by scanning and emailing it to your PM/PTS. If you have not received any response from your PM or PTS one week prior to your intended departure from community then you should seek a verbal update re the status of your request from your PM/PTS. If they are not available, then you should speak with the PTO (or CD, if PTO is not available). Do not assume your leave request is approved without prior approval notification. Do NOT purchase plane, bus or boat tickets or pay for hotel reservations until after you have learned that your annual leave has been approved. Consequences If You Don’t Request Annual Leave PC/Colombia expects all Volunteers to be honest, forthright, and professional about their time away from their community and requesting annual leave. If you leave Colombia without obtaining PC/Colombia permission, you will be administratively separated. If anywhere within Colombia you are on leave without having requested and been granted the required annual leave approval, you will be subject to disciplinary action, up to and including administrative separation. Failure to return to your community on the approved date, or to notify/request PC/Colombia of a revised return date, or any extended unaccounted absence from your community will result in administrative separation. Note that Peace Corps policy states that Volunteers who are not where they have stated they will be will be considered “missing”. This includes Volunteers who have not returned from annual leave on their specified return date. 143 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -144- Appendix D - PCV VACATION REQUEST FORM PCV VACATION REQUEST FORM Itinerario de este Formulario, en este orden: para: Contacto Comunitario: CUERPO DE PAZ Colombia Executive Assistant Director del Sector: Director del Cuerpo de Paz: Executive Assistant SOLICITUD Copias Director del Sector: Caja del Voluntario: DE VACACIONES Nombre: ________________________________________ E-mail: __________________________________________ Fecha: __________________________________________ Solicito vacaciones desde el _____/_____/_____ hasta el ______/______/_____ inclusive. Total: ______ días Fechas de Viaje: Saldré de mi sitio: Regresaré a mi sitio: Firmas necesarias que autorizan el uso de las vacaciones solicitadas, en este orden: Firma del Voluntario: ________________________________________________ Firma de Contacto Comunitario: _______________________________________ Control (Admin): ___________________________________________________ Le quedan _________________________________________ días de vacaciones 144 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -145- Formulario de Información sobre el Sitio (Site Locator Form) actualizado: SI NO Director del Sector: __________________________________________________ Director del Cuerpo de Paz: ___________________________________________ 145 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -146- Appendix E- MANDATORY GUIDELINES FOR VOLUNTEER COMPUTERS MANDATORY GUIDELINES FOR VOLUNTEER COMPUTERS As part of the Agency’s effort to improve the computer systems in overseas offices, you will notice that new computers have been installed for Volunteer use. Please take time to review this memo that includes some helpful information for using the computers as well as some mandatory guidelines to follow while using Peace Corps’ provided computer equipment. Applications All new computers include licensed copies of basic applications that meet Volunteer needs. These applications include the Microsoft Office XP Suite including Word, Excel, and PowerPoint as well as Internet Explorer for web browsing. Printing In addition to the computers, Volunteers have been provided with a high-capacity workgroup Printer. All Volunteer computers are able to print to this printer. Email Peace Corps does not provide Volunteers with local email accounts; however Volunteers will be able to set up and access a web-based email account via the Internet, using email providers such as Hotmail or Yahoo. MANDATORY GUIDELINES FOR VOLUNTEER COMPUTERS Please keep in mind that these computers are Peace Corps-owned and are shared by many Volunteers, thus they will be different from what you may be accustomed to either at home or other places of business. The computers have been set up in a standard way to ensure that the data are secure and that the computers are stable. Volunteers should not attempt to change the computer setup in any way, including installing applications and/or changing settings. Any changes to the setup in any way may cause instability, security vulnerabilities, licensing problems, incompatibilities, and other problems that make the computer less productive for other Volunteers. If any changes are made, Peace Corps staff will reformat and reconfigure any computer at any time in order to restore them to the standard setup. If such action is required, Volunteer data will be lost on that particular computer and Volunteers may lose access to the computers and/or the Internet. In order to ensure stable, secure computers for ALL Volunteers, you must adhere to the following basic guidelines: 1. Under NO circumstances are Volunteers allowed to use staff computers, computers of Volunteer Leaders/Coordinators, the general workstation and loaner laptops. Volunteers may only use the Volunteer Workstations. 146 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -147- 2. Read and follow the Peace Corps Internet Usage Policy (for example: Do not download large documents from the Internet - i.e. MP3 songs or other large documents). 3. Volunteers are not allowed to install Software on the Volunteer Workstations. This includes Games, Instant Messenger, Internet Chat Programs, Utilities, etc. 4. When finished using the computer, please logout to prevent unauthorized use and to protect your documents. 5. Any violation of the mandatory computer system guidelines is grounds for possible Administrative Separation. I, ______________________________________________ (print name): Have read the Mandatory Guidelines for Volunteer Computers; Verify that I understand and will abide by such rules of behavior; Understand that I may be subject to penalties for non-compliance and that, depending on the severity of the violation and at the discretion of management, I may be administratively separated. SIGN:_____________________________ DATE:______________________ 147 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -148- Appendix F - SURVIVAL SPANISH VOCABULARY LIST SURVIVAL SPANISH VOCABULARY LIST For your host family: DON, DOÑA: Historically signified “of noble origin.” Old Castillian ways of showing respect that came to America with the Spanish conquerors. Used widely in Colombia with people over age 35 approximately. Some Colombian married women dislike being called “Doña” because it implies advanced age. VARÓN: Male baby, female baby is niñita. Other words for baby are, “nene”, “bebé”. MUJER: The female or “wife” of a “marido” in a common law union ( Directly translated into English, it means woman; however, if you refer to a woman in a conversation in Spanish, it is advisable to use the terms “señora” or señorita”. It is much more respectful. Also, with the term for man (“hombre”), when referring to a man in conversation, it is more acceptable to use “señor”. MARIDO: Husband or companion. May refer to the husband in a legal marriage, or in a common law union. Generally the term “esposo” is considered more dignified for “husband”. PADRINO: Godfather. MADRINA: Godmother. AHIJADO: Godchild. For example, Juan is the “ahijado” of his godparents. LA MUCHACHA: Person employed by a family to clean, cook, wash, etc. Literally translated, the worker means “worker” (feminine gender), but is not considered degrading; it is like “maid”. Most middle class families have a “trabajadora” as the large migration of unskilled, rural women to the cities provides an ample pool. She receives a salary, may live in the house, and usually is not related to the family. Other terms that may be used include “sirvienta” or “criada”, both of which may be considered somewhat demeaning. (Empleada) NIÑERA: Person employed to take care of the small children; family baby-sitter. 148 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -149- HIJO DE CRIANZA: An adopted son or daughter, usually not legally, but raised by the adoptive family. The child may have been “regalado” by a relative or friend. HIJOS NATURALES: Traditionally used for children born out of wedlock; or born into the second family of a man. COMPADRES: Godparents. Establishes or affirms a special relationship with the parents of the godchild. “Compadres” are frequently a relative or close family friend. Entails a set of responsibilities for the “compadres” including providing gifts for the godchildren for birthdays and Christmas, and the baptismal outfit. The responsibilities assumed are also long-term and considerable. Godparents may be chosen due to their power, prestige, or economic level. More Spanish that will be helpful: ESPAÑOL Buenos días Buenas tardes Buenas noches Hasta luego Chao, adiós Don Doña Señorita Por favor Permiso Gracias Perdone Desayuno Almuerzo Cena Comida Ensalada Refresco Cerveza Sal Azúcar Agua Leche ENGLISH Good morning Good afternoon/evening Good night See you later Bye Mister Mrs. Miss Please Excuse me Thank you Sorry/Excuse me Breakfast Lunch Dinner Food/meal Salad Soft drink Beer Salt Sugar Water Milk 149 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -150- Carne Huevo Pan Café Cama Baño Silla ¿Cómo se llama usted? ¿Cómo se dice...? ¿Qué es ésto? ¿Dónde está…? ¿Dónde queda...? Yo necesito Yo quiero Yo tengo ¿Tiene usted...? ¿Le gusta...? Me gusta Tengo hambre/sed Tengo frío/calor Yo me llamo... ¿Cuánto cuesta? ¿Qué hora es? ¿Qué hay para comer? ¿Dónde hay...? Chevere Meat Egg Bread Coffee Bed Bathroom Chair What's your name? How do you say...? What is this? Where is...? Where is...? I need I want I have Do you have...? Do you like...? I like I'm hungry/thirsty I'm cold/hot My name is... How much is it? What time is it? What is there to eat? Where can I find...? Cool 150 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -151- Appendix G - PEACE CORPS ACRONYMS & LINGO PEACE CORPS ACRONYMS & LINGO A Admin Sep Adminstrative Separation APCD Associate Peace Corps Director APCD TEL Associate Peace Corps Director- Teaching English for Livelihoods AVC All Volunteer Conference CBT Community-Based Training CD Country Director COS Close of Service / Completion of Service D Director's Office DMO Director of Management & Operations DOS Description of Service DOW Description of Work DPT Director of Programming & Training EH Environmental Health EL Emergency Leave EOD Enter on Duty ET Early Termination EXT Extension FODA Fortalezas, Oportunidades, Debilidades, Amenazas (assessment tool) FY Fiscal Year GAD Gender and Development C D E F G H 151 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -152- HC Host Country HCA Host Country Agency HCC Host Country Contribution HCN Host Country National HOR Home of Record HQ Headquarters IAP Inter-America and the Pacific Region ICE Information Collection And Exchange ICT In-Country Training IG Inspector General IRC In-Country Resource Center IST In-Service Training IT Information Technology LCF Language and Cultural Facilitator LPI Language Proficiency Interview Medevac Medical Evacuation MI Master's International MOU Memorandum of Understanding NGO Non Governmental Organization P&T Program And Training PA Programming Assistant PACA Participatory Analysis for Community Action PC Peace Corps PC/CO Peace Corps/ Colombia PC/W Peace Corps/ Washington PCMO Peace Corps Medical Officer I L M N P 152 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -153- PCMS Peace Corps Manual Section PCPP Peace Corps Partnership Program PCR Peace Corps Response PCRD Peace Corps Response Director PCRV Peace Corps Response Volunteer PCT Peace Corps Trainee PCV Peace Corps Volunteer PCVC Peace Corps Volunteer Coordinator PCVL Peace Corps Volunteer Leader PD Position Description PML Project Management and Leadership PDM Project Design and Management PLWHA People Living with HIV/AIDS PSR Project Status Report PST Pre-Service Training PS Program Specialist PTS Program Training Specialist RA Readjustment Allowance RL Regional Leader RPCV Returned Peace Corps Volunteer RSO Regional Security Officer RVS Returned Volunteer Services SLF Site Locator Form SPA Small Project Assistance SSC Safety and Security Coordinator SWOT Strengths, Weaknesses, Opportunities, Threats (assessment tool) TC Training Class TCN Third Country National R S T 153 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -154- TD Training Director TEL Teaching English for Livelihoods TEFL Teaching English As A Foreign Language TESL Teaching English As A Second Language TOT Training of Trainers Ts Trainees TT Technical Trainer UNDP United Nations Development Program USAID U.S. Agency for International Development VAC Volunteer Advisory Council VAD Volunteer Assignment Description VS Volunteer Support Vs Volunteers V/T Volunteer /Trainee WFP World Food Program WID Women In Development WWS World Wise Schools U V W 154 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -155- Appendix H- VOLUNTEER HANDBOOK/ACKNOWLEDGEMENT FORM VOLUNTEER HANDBOOK/ACKNOWLEDGEMENT FORM PEACE CORPS COLOMBIA VOLUNTEER HANDBOOK/ACKNOWLEDGEMENT FORM I have read and I understand the contents of the Peace Corps/Colombia Volunteer Handbook. I agree to abide by the policies and procedures outlined therein. I understand that any violation of these policies may lead to disciplinary actions, up to and including Administrative Separation. ____________________________________________________ PCV Name ___________________________________________________ PCV Signature ____________________________________________________ Date 155 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -156- Appendix I YOUTH CAMPS YOUTH CAMPS Youth Camps could be an integral part for successfully working with youth. Nevertheless, they do come with some risks. While all may be well planned, accidents do happen. As a result, our policy regarding PCVs and Youth Camps coincides with what is dictated by Peace Corps Washington Guidelines (listed below). PCVs can work with HCAs, NGOs, Host Country Counterparts to set up and supervise youth camps. PCVs, however, are not allowed to 1) take the lead in organizing and supervising youth camps or 2) be the sole supervisors at a youth camp. As you are planning your youth camps, the two points above must be taken into consideration before PC/CO will allow you to carry out a youth camp. Failure to adhere to these guidelines may lead to administrative separation. If you have questions about how to adhere to the guidelines, please feel free to consult your PM, DPT and/or CD. Peace Corps Guidelines for Youth Camps Importance of youth camps Peace Corps Volunteers’ successful work in developing the assets and capabilities of youth is well known. Volunteers and their local counterparts decide on the most appropriate and effective approaches, such as: Promoting positive attitudes and life choices; Acquiring leadership skills; and Becoming better prepared to assume future roles in society. Youth camps can be seen as one method for developing the assets and capabilities of young people with the benefits of Peace Corps’ 50 years of experience in the field. In addition to more traditional sports and recreational activities, training in a camp setting creates a safe learning environment for youth (often between the ages of 13 and 18) to engage in activities around leadership, health, language, information and communications technology, and environmental education. Camps are a culturally accepted and versatile method of delivering youth-focused training that provides multiple benefits to youth, local partners and communities. The Peace Corps-developed youth camp model is intended to strengthen broad relationship building and participation by both youth and related communities or organizations. The role of Volunteers is to collaborate with host-country organizations that sponsor the camp programs; it is not to assume primary responsibility for organizing or sponsoring camp programs. Thus, Volunteers may collaborate with local counterparts, teachers, and NGOs to share responsibility for organizing the camps, to build the planning, fundraising and management skills of the local organizations, and to ensure appropriate content, curricula, and 156 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -157- safety during the camp training itself. Volunteers may also work with parents, community leaders, service providers and youth to help them plan and manage camp training activities. Numerous Peace Corps publications provide guidance and examples for choosing camp-related trainings, developing the content and curricula for camp trainings and subsequent follow-up, and providing advice on co-facilitating and securing funding for camps. Liability A Peace Corps/Washington Legal memorandum, dated July 22, 2003, outlines the liability policy for Volunteers involved in camp activities. In summary, a Peace Corps Volunteer should not assume principal responsibility for sponsoring and organizing a camp but should work with local groups, that may include government entities, NGOs, Community-Based Organizations (CBOs), a local association of individuals or parents, or youth service organizations that are sponsoring the camp. Funding Volunteers may train their communities to identify and mobilize local resources for camps. In addition, two Peace Corps sources of funds are also available. The two sources are: The USAID-Colombia funded Small Project Assistance (SPA) Program The Office of Private Sector Initiative (OPSI) Partnership Program. While each of the two programs have specific funding guidelines, all of the Peace Corps funding sources share two common required elements for funding: sustainability, and monitoring and reporting. Sustainability The key questions to consider in addressing sustainability concerns: How will youth camp participants demonstrate that they have acquired knowledge and skills as a result of attending the camp? How will participants apply the new information or skills in their communities? Are there opportunities for the local host organization to increase their capacity to plan, design, fund, and implement a camp in the future as a result of their collaboration with Peace Corps? 157 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -158- Monitoring and Reporting Key questions to consider in designing a monitoring and reporting plan: What does the post want to achieve? Have the camp objectives been clearly defined? What would a successful camp look like? Did the post assess the needs and resources with youth, parents, and community partners? What is the plan to get there? What steps will ensure success? How will the post follow up? Have partners outlined ways to follow up with camp participants to see how new skills have been applied? Available Technical Resources The Center has partnered with the Regions to develop a number of resources to assist with the assessment, design, implementation, and monitoring of camp related activities. The ICE Catalog has many publications that can be used by staff and Volunteers in planning such activities. Follow-Up Support and Assistance for Camps Several offices within Peace Corps headquarters can assist posts to ensure their involvement with camps is consistent with Agency recommendations and guidelines. For information on camp alternatives, lessons learned, and how camps are used in particular sectors, contact a Center Specialist in your sector. For questions related to youth development content, gender and development approaches, technical resources available in ICE, or practices from other posts, contact: WID/GAD Coordinator at the Center for Field Assistance and Applied Research; Youth Development Specialist at the Center for Field Assistance and Applied Research; HIV/AIDS Programming and Training Advisor in the Office of AIDS Relief; PC/Colombia SPA Coordinator or OPSI. 158 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -159- Appendix J- SITE LOCATOR FORM SITE LOCATOR FORM SLF VOLUNTEER SITE LOCATOR FORM (SLF) Please complete form and email to: SSC at vardila @peacecorps.gov within 30 days of arrival at your site. PCV Name: Date completed: Your Spanish name at site: Email: Cedula # Cell Phone: Residence phone: Address: City: Barrio: Department: Atlantico Bolivar Host Family “Mom” Magdalena Cell Phone: Landline: Host Family “Dad” Cell Phone: Host Brother Landline: Cell Phone: Host Sister Landline: Cell Phone: Host Landline: Cell Phone: Host Cell Phone: Landline: Landline: Residence mailing address at USA Emergency Contact Person & Phone: 1. 2. 3. 4. Work Site Name: 159 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -160- School /SENA: Landline Phone: Address: Barrio: School Rector’s Name: Cell Phone: School Coord’s Name: Cell Phone: Landline: Site Key Contacts: Who are the best people in your site who will pass on a message on to you or who will seek you out in case of an emergency? Name Relationship Landline Cell During the day? During the evening? Another good contact? Closest Medical Center within your site: Address: Phone: Emergency Transportation: List two people in your community/barrio who have vehicles and who have said they would be willing to drive you to medical facilities within your site or possibly to Barranquilla in an emergency? (Peace Corps can reimburse the driver for the cost of your transport in an emergency) Name Relationship Cell Landline 1. 2. Radio Station: What are the radio stations in your city? (Colombian radios: La W & RCN for emergency messages) 1. FM 2. AM Other: National Police Unit (CAI): Address: Barrio: Phone: 160 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -161- Detailed Barrio/Community Map and Travel Instructions: Describe how a person in a vehicle, who has never been to your site, can most easily arrive at your home. Use barrio and street names; carefully note right and left, distances and landmarks.(Please use MAPS.GOOGLE.COM ) Draw a detailed map that identifies your home, your school/SENA location and other easily identifiable landmarks (i.e. church, store, park, etc.) within the barrio or community you live and work. Include street names. Please use MAPS.GOOGLE.COM 161 PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -162- Appendix K – TRAVEL REQUEST FORM IN-COUNTRY TRAVEL REQUEST REQUEST DATE: INSTRUCTIONS: Complete in full and submit directly to S&S office 15 days before you depart on planned travel. Name(s) of Traveler(s) Section Ext. Home Telephone 1. 2. 3. 4. 5. 6. DESTINATION: DEPARTURE DATE AND TIME: RETURN DATE AND TIME: TRAVEL: Official SUPERVISOR’S NAME/SECTION: SUPERVISOR’S HOME TELEPHONE #: MODE OF TRANSPORTATION: AIR/Name of Airline and Flight # (or USG): CAR/Route: Make/Model/Color/Year/License Plate #: NAME/ADDRESS/TELEPHONE # OF HOTEL: Notes: 162 X Personal Cell Phone PC Colombia Trainee/Volunteer Handbook for Colombia CII-4 Page -163- 163
