[The following Responsibilities and Policies & Regulations were approved by ASB Planning Board 2010-2011 on 24 April, 2011]
RESPONSIBILITIES
Section 1: Trip Facilitator Responsibilities.
1. Scheduling, attending, and facilitating weekly group meetings with trip members;
2. Planning and attending the trip;
3. Serving as the main contact to the organization with which the trip is working;
4. Accurately and thoroughly informing participants of the details regarding their trip;
5. Holding one cube hour per week after the Trip Facilitator retreat until the trip;
6. Organizing and facilitating reflection during the week of the trip;
7. Understanding, abiding by, and upholding ASB policies;
8. Attending Trip Facilitator trainings, which are weekly during the semester until trip departure;
9. Attending the Trip Facilitator retreat(s), orientation, and re-orientation;
10. Facilitating and participating in pre-break and post-break service projects;
11. Facilitating group education and discussion on issues pertaining to the trips.
12. Facilitating and participating in coffee talk and post-trip coffee talk discussions.
13. Assisting with or attending ASB-wide fundraisers.
Section 2: Participant Responsibilities.
1. Attending weekly group meetings with their trip members;
2. Participating in trip activities and attending the trip;
3. Participating in reflection during the week of the trip;
4. Participating in a pre-break and post-break service project;
5. Participating in coffee talk and post-trip coffee talk discussions.
6. Reading, understanding, and abiding by the policies of ASB;
7. Attending orientation, and re-orientation.
8. Participate in their trip’s fundraisers.
Section 3: Trip Treasurer Responsibilities.
1. Attending one policy and procedure meeting with the Treasurer;
2. Understanding and abiding by all ASB policies, specifically spending policies;
3. Signing a demand note;
4. Receiving a check from the Treasurer in the amount of the trip's budget to purchase groceries, gas, tolls, parking fees and anything else specified by the Treasurer;
5. Depositing the check from the ASB Treasurer in a timely manner;
6. Making all ASB approved purchases with ASB money while on the trip;
7. Keeping an accurate ledger;
8. Staying within the trip budget specified by the Treasurer;
9. Keeping all receipts;
10. Returning the ledger, receipts and any other requested materials to the Treasurer within one week of returning from the trip;
11. Responsible for communicating with the emergency contact in the event that emergency funds are needed.
POLICIES & REGULATIONS
Section 1: Emergency Money.
The emergency money is to only be spent in emergency situations. Since emergency situations cannot be predicted, emergency money will not be quantified and physically given to trip treasurers prior to their trips. Emergency money will be reimbursed by ASB when the trip returns, provided its use was approved by the emergency contact. One of the designated ASB emergency contacts must be notified prior to or as soon as possible after the emergency money is spent to approve the expenditure(s). If the request is denied by an emergency contact, the participants on that trip are responsible for reimbursing the extra money spent. All receipts for reimbursement money spent during the trip must be turned in by two weeks following the trip, unless otherwise specified by the Treasurer.
Section 2: Final Confirmation of Participation.
No participant spot is secure until the balance of the ASB participant fee has been paid in full.
Section 3: Travel.
All ASB participants must leave from and return to Champaign-Urbana with their entire group, regardless of the location of the site. At no time may vehicles rented by ASB be driven outside of the United States.
Section 4: Alcohol and Drugs.
ASB is an alcohol and drug-free program. Participants are expected to refrain from purchasing, possessing, or consuming alcohol and illegal drugs throughout the duration of the trip and during all ASB-sponsored activities. Participants who do use alcohol or illegal drugs can be asked and expected immediately leave the trip immediately and are responsible for their own transportation home. Participants in violation of the alcohol and drug policy will not receive refunds, will be ineligible to participate in future ASB trips, and will be ineligible to serve on the ASB Planning Board. Trip Facilitators who do not violate the alcohol and drugs policy but fail to enforce the policy by reporting the offense to the emergency contact will be held accountable and wil be deemed ineligible for future leadership roles on ASB trips and planning board.
ASB is an alcohol and drug free program for the following reasons:
1. Legal – Alcohol is illegal for participants under the age of 21 and “drug” refers to any drug deemed illegal and prohibited by the government and the University of Illinois
2. Practical -Age difference and personal practice vary within groups therefore alcohol and drug use is problematic to group dynamics and safety.
3. Symbolic – In supporting our campus efforts and the local organization as we become short term members of their community during trips, we commit to not bring, purchase, or consume alcohol or illegal drugs at any time when we are representing ASB and the University.
Participants are expected to refrain from purchasing, possessing, or consuming alcohol and illegal drugs throughout the duration of the trip and during pre-break meetings. Participants who use alcohol or illegal drugs will be asked and expected to immediately leave the trip meeting and trip site and are responsible for their own transportation home.
Section 5: Gambling and Gaming.
All ASB participants agree not to participate in any gambling activities or patronize any gaming establishments during the trip or group-building activities.
Section 6: Participation on International trips.
International trip participants must have participated in a domestic ASB trip prior to this trip and possess medical insurance that will cover them in the country that they will be visiting.
Section 7: Policy Enforcement.
The enforcement of ASB policies is the prerogative of the ASB Planning Board. Failure to abide by the Constitution and/or Bylaws can result in expulsion from the trip and/or Planning Board, and exclusion from future participation in the ASB program and functions. All ASB participants agree to the stipulations of the ASB Planning Board and the consensus of their group and Trip Facilitators. Trip Facilitators who fail to enforce any policy by reporting the offense to the emergency contact will also be held accountable and will be ineligible for future leadership roles on ASB Trips and planning board.
Section 8: Selection Process.
Applicants may be placed on ANY trip not clearly marked with an “X”. In order to receive full consideration, an application must be:
1. Submitted by the earliest stated deadline on the appropriate web page, unless otherwise determined by the Co-Directors;
2. Completed in full
3. Submitted with the appropriate deposit, submitted to the YMCA/ASB safe by the stated deadline;
Section 9: Refunds
1. Applicants who are not placed on ANY trip will have their application fee fully refunded.
2. Applicants placed on any trip they did not clearly mark with an “X” WILL NOT receive a refund for any reason.
Section 10: Final Confirmation
No participant spot is secure until the balance of the ASB participant fee has been paid in full.
Section 11: Attendance
1. All ASB trip participants are required to attend orientation and reorientation, attend their trip’s pre-break and post-break, attend their trip’s coffee talk and post trip coffee talk, participate in their trip’s fundraising, and attend all weekly site meetings organized by the group.
2. All ASB Trip Facilitators, in addition of participant attendance requirements, must also attend all weekly Trip Facilitator training sessions.
Participant Agreement:
As an important part of this organization, whether as a general participant, Trip Facilitator, or ASB Planning Board member, I understand the policies regarding ASB and agree to the following:
● I understand and agree to the ASB Attendance Policy. As an Alternative Spring Break participant I understand that team building activities and local service are crucial to the ASB experience. I will participate in ASB orientation, all weekly group meetings, coffee talk, reorientation, and the pre-break and post-break service project.
● I understand and agree to the ASB Fundraising Policy. I understand that my trip will be expected to fundraise $200 (or an amount otherwise determined by the ASB Planning Board). I will adhere to all policies and participate in all fundraising activities decided upon by the ASB Board and my group.
● I understand and agree to pay all costs/fees/deposits associated with ASB in full and on time. I have included a $75 deposit with my application. I understand this deposit will count towards the total participant fee listed on the ASB website for my trip season. I understand that the participant fee includes all housing, transportation and food for the duration of the trip. I understand the fee does not cover food purchased in restaurants or other entertainment activities my trip group may elect to participate in while we are on our trip. I understand that if I am not placed on a trip my deposit will be refunded. I understand that if I am placed on a trip and I decide to drop my trip at any point in time, both the deposit and the remaining balance are non-refundable.
● I understand and agree to the ASB Selection Process. I have ranked all of the sites I am willing to participate in and have crossed out those sites I am not willing to participate in. I realize it is possible for me to be selected for any site I did not cross out, and my deposit will not be refunded if I am selected and decide to drop at a later date. If I am not selected for any of the trips, I understand that my deposit will be returned.
● I understand and agree to the ASB Travel Policy. I will leave from and return to Champaign with my group , regardless of the location of my site. At no time will I drive or travel with our vehicle outside of the United States.
● Alternative Spring Break is a substance-free organization. Alcohol and all illegal substances cannot be consumed or purchased at any ASB-sponsored activities including fundraisers and the entirety of the trip. I understand and agree to the ASB Drug and Alcohol Policy. I understand that violation of this policy will result in expulsion from my trip without refund and without guarentee of transportation home.
● I agree to read my e-mail regularly.
● I agree to abide by all ASB policies, determined by the planning board or by the consensus of my fellow participants. I will abide by the stipulations of the ASB Board and the consensus of my group and Trip Facilitators. I understand that failure to abide by these policies can result in expulsion from the trip and exclusion from all future ASB programs.
Final Note:
1. The enforcement of above policies is the prerogative of the ASB Planning Board.
2. Failure to abide by any of the above policies can result in expulsion from the trip and exclusion from future participation in the ASB program and functions.
3. In addition to the above policies, all ASB participants agree to the stipulations of the ASB Planning Board and the consensus of their group and trip facilitators.
