New York Spring Break Program - Student Code of Conduct Under 18


STUDENT RULES AND REGULATIONS

EXPERIENCE AMERICA

 

The Experience America program you have elected to attend offers many unique opportunities and experiences.  Beyond the educational benefits, the trip offers opportunities to form new friendships and to meet the challenges of independence.

We at Experience America promote a program atmosphere where chaperones and students support one another with genuine respect.  As a student participant, it is your responsibility to help make the trip a positive and enjoyable experience for yourself, fellow students, and chaperones.  All participants are expected to demonstrate high standards of conduct and to accept personal responsibility and consequences for their actions. You are expected to exhibit honesty, courteousness, and consideration toward others.  This includes those in your group, as well as anyone else with whom you may come in contact, such as motorcoach drivers, Course Leaders, guides, and restaurant and hotel staff.

Student conduct that occurs on hotel or university property is subject to these policies and regulations where it adversely affects the health, safety, or security of any other member of the community including students, staff, instructors, or homestay family members. In determining whether or not to exercise jurisdiction over such conduct Experience America will consider the seriousness of the alleged offense, the risk of harm involved, whether the victim(s) are members of the community and/or whether the off-campus conduct is part of a series of actions that occurred both on and off University property.

Experience America is responsible for providing an environment for faculty, staff and students that is free from discrimination and harassment on the basis of categories including race, color national origin, gender, age and sexual orientation/identity. Students are in turn expected to comply with all laws, policies and regulations. Experience America may impose discipline for the commission or attempted commission (including aiding or abetting in the commission or attempted commission) of the following types of violations by students:

Our goal at EXPERIENCE AMERICA is to make this program an educational, safe, and enjoyable experience for everyone. We require your  cooperation and commitment to the following behavior standards to help us meet this goal.

  1. I agree to follow any such group rules or regulations that Experience US LLC (“Experience America”) may require, and further, to indemnify Experience America and its staff, agents, employees, vendors, and contractors against any consequences which may result as a result of my refusal to comply with such regulations. I agree that my participation in the Experience America program may at any time be terminated by Experience America if I fail to follow these regulations, the instructions of my group leader(s), or Experience America personnel. I agree to being sent home at my own expense and waive the right to any refund of the trip cost.
  2. I understand that if my parent or guardian for whatever reason, declare me ineligible to participate in the enrolled trip, my cancellation is subject to the refund policy described in Experience America’s current-year Booking Conditions.
  3. I agree that any photo or video likenesses taken of me while on a Experience America trip and, any of my comments, are the sole property of Experience America and may be used in future Company publications without any compensation being owed to me.
  4. I hereby waive any and all claims against Experience America and its staff, agents, employees, vendors, or contractors, domestic and overseas, my local school and any staff members or chaperones accompanying the group, arising from any death, injury, loss, damage, accident, delay, irregularity, or expense to person or property incurred from the use of any vehicle or service, strikes, war, weather, sickness, quarantine, government restrictions or regulations, or arising from any act of omission of any steamship, airline, railroad, bus company, sightseeing, hotel or any other service or transporting company, firm, individual, or agency.
  5. Experience America shall have the right, at any time in its discretion and without liability or cost, to cancel any trip or portion of a trip, or make an alteration in itinerary, or accommodation, in the event of any trip being rendered unsafe.
  6. I understand that Experience America is not responsible for my well-being during such periods of time that I may be absent from Experience America’s supervised activities.
  7. Experience America is not responsible for loss, theft, or damage to my belongings or to the belongings of any other person, including passports and travel documents. I understand that Experience America is not responsible for the loss or theft of any of my personal property during the trip.
  8. In the event of an emergency requiring medical attention, I give my consent and permission to the staff of Experience America, school officials, chaperone(s) or attending physician to perform medical treatments and/or surgery. Experience America cannot be held responsible for the quality and timeliness of any such medical care received, nor for any expense incurred. In the circumstance of an injury, illness or other emergency situation, only school chaperones and/or Experience America staff may be with a student without other students or adults present.
  9. I understand that I am responsible for checking with my own doctor and/or travel clinic for needed immunizations and that Experience America does not assume responsibility in providing medical advice to travelers.
  10. Quiet hours at the hotel will be observed from 11:00PM until 6:00AM.  Curfew at the hotel is 11:00PM. Students must remain in his/her room until the start of the following days activities.
  11. The student is to follow the directions and the rules and regulations established by the chaperones both prior to and during the trip.
  12. Alcohol and Tobacco – No use of tobacco for anyone under 18 years old or non-prescription drugs is allowed.  No consumption of alcoholic beverages is allowed during free time or by anyone at any time.
  13. Drugs –International laws and penalties with regard to the possession and usage of narcotics are more severe than those in the United States.  Whether a juvenile or adult, you are out of the U.S. government jurisdiction. All drug use is strictly prohibited.
  14. Arrests – Experience America participants arrested by foreign authorities are not  the responsibility of Experience America. If arrested, the student may be subject to prosecution by local law enforcement authorities and must understand that Experience America has no obligation to defend him/her in such proceedings. Parents and guardians will be informed of the phone number and address of the appropriate law enforcement agency to contact.
  15. The student shall comply with all rules and regulations of the various governmental and vendor  agencies (such as airlines, hotels, bus companies, etc.)
  16. The student shall respect and follow the directions of the chaperones, Program Leader, and Experience America staff.
  17. The use of hotel facilities carries with it the responsibility of leaving them in the same conditions in which they were found.  The student is responsible for any damage.
  18. Students may not leave the group at any time unless specifically authorized to do so by the chaperones and if under 18 years old will need email written approval from students designated parent or guardian.
  19. The student must sleep in his/her assigned hotel room each night. Hotel Programs are 4 person to a room and students will be sharing a queen size bed with one of the other students.
  20. Good common sense, respect, and consideration for others and their property should be practiced daily.
  21. I understand that Experience America and/or the airlines reserve the right to make changes in trip itineraries and departure dates, to substitute airlines and equipment or to make cancellations for insufficient participation.
  22. I understand that if I wish to cancel my enrollment in a Experience America trip, I must do so in writing by either email to [email protected] , to my Designated Program Director or Manager or by direct mail to Experience America Seattle Office, 4556 University Way NE, Suite #200, Seattle, WA 98105
  23. I understand that Experience America has a policy of offering trips with a minimum group size. In the event that the minimum number is not reached, trip and date changes may be approved by Experience America management and in the case that the trip is cancelled for lack of reaching the minimum group size I will be refunded any monies collected by Experience America in full.
  24. I understand that I must make timely and full payments according to the payment schedule determined upon enrollment and/or by my group leader(s) and Experience America. If I fail to meet such payment deadlines, I realize that I will be required to pay a late fee per payment. In the event that my trip is not paid per the prescribed payment schedule or paid in full by the final payment due date, I understand that my trip may be cancelled. Such cancellations will fall under the Standard Cancellation Policy.
  25. I agree to take whatever steps are necessary to obtain the necessary travel documents (passport or visa) in a timely manner. I also agree that I will not hold Experience America responsible in the event I am unable to obtain the necessary documents. Any cancellations necessary because of an inability to obtain necessary travel documents will follow the Standard Cancellation Policy, unless I previously enrolled in the TPP.
  26. I understand that I am financially responsible for any damage I may cause to hotel property, bus or any other facilities while on the trip.
  27. I understand that this agreement, along with other written Experience America documents regarding my trip, includes the entire agreement between Experience America and me. I do not rely upon any verbal promises or agreements made to me by any employees of Experience America, or by my school or chaperone(s).
  28. I certify that I am in good physical and mental health and that I have no special medical or physical conditions, nor any special needs or requirements which would prevent my participation in the trip program, nor be of any harm or inconvenience to myself or the other participants. I understand that walking long distances and climbing stairs may be required activities.
  29. If I have special dietary requirements or food allergies, I will take complete responsibility for my food intake. All allergies, dietary restrictions, and medical needs and prescriptions need to be specifically written into the Experience America application provided to me so that Experience America can assist and communicate with you to aid you in ensuring that do not eat or come into contact with something that will harm you. However, ultimately you are responsible for ensuring that meals and anything you come into contact with does not harm you in any way. You should ask Experience America staff anytime you have a question about a meal, environment or activity that you think may put you in harm and are required to ask specific questions so that Experience America can help you in that case.
  30. This agreement becomes effective when my enrollment is accepted by Experience America  and I understand that this agreement shall be governed by the laws of the State of Washington which shall have sole jurisdiction.
  31. I also understand that this fee is not refundable at any time, even in the event I cancel my trip and am entitled to a full- or partial-trip refund. I also understand that, in these situations, I have the option to pay by electronic check online, or mail a check with no additional fee. All returned electronic or paper checks marked as NSF for any reason are subject to a nonrefundable $35 NSF check fee.

Experience America – Standard Cancellation Policy

  • 90-61 days prior to departure, Experience America retains 30% of the trip cost per person (includes deposit)
  • 60-31 days prior to departure, Experience America retains 50% of the trip cost per person (includes deposit)
  • 30 days or fewer prior to departure, Experience America retains 100% of the trip cost per person (includes deposit)
    • No refund will be issued should you cancel 30 days or less prior to departure.
    • All cancellations must be in writing to our office by the dates listed in your agreement.
  • All cancellations must be made in writing by mail or email to [email protected] or to your designated program director or manager and should include a reason for canceling.

Note: Student conduct that occurs on hotel or university property is subject to these policies and regulations where it adversely affects the health, safety, or security of any other member of the community including students, staff, instructors, or homestay family members. In determining whether or not to exercise jurisdiction over such conduct Experience America will consider the seriousness of the alleged offense, the risk of harm involved, whether the victim(s) are members of the community and/or whether the off-campus conduct is part of a series of actions that occurred both on and off University property.

 

Complaint Resolution

Experience America has the specific responsibility for providing prompt and effective responses to all complaints of sex discrimination or harassment for faculty, staff and students. The Office also responds to concerns from faculty and students regarding other forms of discrimination such as, age, religion, national origin, etc. Any member of the faculty or staff, a student or any other person may file a complaint. Complaints may be filed online via email to [email protected] or communicated in person to any Experience America staff member who is responsible for official documentation of the matter.

Experience America is responsible for intake of complaints alleging violations of the policies and regulations, investigation of alleged violations, issuing charges of policy and regulations violations, participating in the informal resolution process, and presentation of conduct violation cases. Each case is handled individually and, while due process is always provided, every procedure outlined in the following section may not be used in a particular case.

Loss of Privileges and Exclusion from Activities

Exclusion from participation in designated privileges and activities for a specified period of time. A Notice of Loss of Privileges will be emailed to the student identifying those sections of the policies or regulations the student is charged with violating and includes a detailed description of the facts supporting the charges. Violation of any conditions in the written Notice of Loss of Privileges, or violation of Experience America policies or regulations during the period of the sanction may be cause for further disciplinary action, normally in the form of dismissal.

Restitution

A requirement for restitution in the form of reimbursement may be imposed for expenses incurred by Experience America or other parties resulting from a violation of these policies. Such reimbursement may take the form of monetary payment or appropriate service to repair or otherwise compensate for damages. Restitution may be imposed on any student who alone, or through group or concerted activities, participates in causing the damages or costs.

Activity Release of Liability

The “Denmark New York Spring Break” program includes all services provided as a part of the comprehensive program: Education, Room/Board, Activities, Transportation, Meals, and all other services. Activities may include tours in and around New York, and recreational activities organized by Experience US LLC (“Experience America”), of 4556 University Way NE #200 Seattle, WA 98105 and/or use of the property, facilities and services of Experience America. In exchange for participation in the “Denmark New York Spring Break” I agree for myself and (if applicable) for the members of my family, to the following:

I agree to observe and obey all posted rules and warnings, and further agree to follow any oral instructions or directions given by Experience America, or the employees, representatives or agents of Experience America.

I recognize that there are certain inherent risks associated with the above described activity and, as lawful consideration for being able to participate in the Program, I assume full responsibility for personal injury to myself and (if applicable) my family members, and further release and discharge Experience America, its agents, officers, directors, and employees for injury, loss or damage arising out of my or my family’s use of or presence upon the facilities of Experience America, whether caused by the fault of myself, my family, Experience America or other third parties.

I agree to indemnify and defend Experience America against all claims, causes of action, damages, judgments, costs or expenses, including attorney fees and other litigation costs, which may in any way arise from my or my family’s use of or presence upon the facilities of Experience America.

I agree to pay for all damages to the facilities of Experience America caused by my or my family’s negligent, reckless, or willful actions.Any legal or equitable claim that may arise from participation in the above shall be resolved under Washington State law.

By agreeing to the terms and conditions you are indicating that you have read and fully understood the policies stated above, and agree to voluntarily surrender any legal rights which do not abide by them.

Loss or Damage to Experience America Property

As a part of the “Denmark New York Spring Break” program students may receive property from Experience America such as a smart phone if they would like to use one of our smart phones. Any damage to Experience America property will be at the cost of the student and their family if there is damage or if they fail to return the property at the end of the program.

By agreeing to the terms and conditions you are agreeing to abide by the above stated property rules.

Student Hotel Obligations and Waiver

By agreeing to the terms and conditions you are entering into a contract regarding the Hotel Stay of this program. You agree to the following requirements regarding your Hotel Stay.

General Requirements

Students should keep their bedroom clean and respect the hotel room and facilities at all times. Students should clean up after yourself in all areas of the hotel and remain considerate of the hotel and keep noise to a minimum. Students should behave courteously in the hotel and with their roommates and communicate in a respectful way. Students should also take responsibility for their own basic needs and communicate any problems or concerns to Experience America staff.

Guests

Ask permission of your Experience America chaperone and program staff before meeting any person who is not a part of this program. At no time should you meet any person without talking with an Experience America staff member throughout the entire program and at no time should you bring any person to the hotel room or anywhere on the program  who is not a part of the Experience America program without asking and getting confirmation from Experience America staff. In the case that students wish to meet a friend or family member on this program, Experience America will need the approval of your parent or guardian in regards to meeting this specific person and we will be checking you in and out of this meeting with the approval and rules set out by your designated parent or guardian.

Leaving the Hotel

For no reason whatsoever should you leave your hotel room at night or walk off the hotel property unless you are with an Experience America staff member. If for any reason you decide to leave the hotel without telling Experience America staff, this will result in immediate dismissal from the program and you will be put on a flight at your own expense back to meet your family back home. This will be a part of the dismissal process that was laid out in this code of conduct and terms of agreement document.

Concerns

Advise your Experience America Program Directors and Managers and Staff  immediately of any concerns regarding your health or welfare so we can ensure safety and security on our programs for our students and the appropriate communication with families.

In case of an emergency, the care provider(s) should first try to contact your Experience America designated chaperones which will be given to you and assigned before the program. If you are unable to reach them for any reason you will be given Experience America emergency contact information which you can reach at any time. If for some reason they cannot be reached, the care provider should then contact the following person(s) in the order listed below:

Liability

Student agrees to INDEMNIFY, DEFEND and HOLD HARMLESS Experience US LLC “Experience America” and Experience America, its agents, officers, directors and employees, from and against any and all current and future claims, actions, suits, procedures, costs, expenses, damages and liabilities, including attorney’s fees brought against Experience America as a result of any issue related or associated with the Hotel or the Student, including but not limited to the loss of property, personal injury, illness, accident or death sustained by the Student or any guest thereof, or any member of the Homestay Family or guests thereof incurred as a result of any action taken by the student.

 

Although Experience America introduces the parties, and may assist in facilitating a contract between the Student and the Hotel, any agreement for a Hotel or related services shall be between the Student and the Experience America Chaperones and shall not be between either party and Experience America is not liable to either party in regards to the obligations of any housing or lodging agreement or related services. Accordingly, The Student agrees to INDEMNIFY, DEFEND and HOLD HARMLESS Experience America from and against any and all current and future claims, actions, suits, procedures, costs, expenses, damages and liabilities, including attorney’s fees brought against Experience America as a result of any issue or any dispute between the Hotel, Experience America staff and Student, or any related or associated individual.

By signing and agreeing to all terms and conditions presented in this contract:

Code of Conduct

Activity Release of Liability

Loss or Damage to Property

Student Hotel Obligation and Waiver

Authorization of Medical Treatment; and

Waiver of Liability

I acknowledge that I have read its contents and warning, that I understand its contents and warning, and that I agree to its terms.

Student Name:

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Signature Certificate
Document name: New York Spring Break Program - Student Code of Conduct Under 18
Unique Document ID: 55b262736e3fe648a1fda4cf9197bae0a7f6faeb
Timestamp Audit
February 12, 2019 11:45 am PDTNew York Spring Break Program - Student Code of Conduct Under 18 Uploaded by Olen Anderson - [email protected] IP 184.65.137.17