Last Updated: February 21, 2020

This policy lays out the rules around participating in the UCR University Extension Impact Academy’s International Fieldwork component. 

Any information we provide, including but not limited to information about visas, vaccinations, healthcare, climate, baggage, and special equipment is given in good faith for informational purposes only. 

Documentation required

Personal information

In order to participate in the fieldwork component you will be required to provide the information below:

  • Legal name
  • Phone Number
  • Email Address
  • Date of Birth
  • Criminal history
  • Medical history – including mental health, current medications and any medical requirements
  • Dietary requirements
  • Citizenship & country of residence

You confirm that all information you provide us is complete and correct. You must update us if this information changes prior to your program commencement or during your program. Failure to provide complete, accurate and truthful information on the application will be grounds for cancellation without refund.


You are required to secure travel and medical insurance to protect yourself against losses caused by travel loss or damage of baggage or possessions, non-refundable airfare, emergency medical evacuation and other medical expenses. We cannot be held responsible for any loss you suffer as a result of your program. The policy must cover the entire duration of your fieldwork. The details of your insurance policy must be provided prior to program commencement for your protection. 

Background/police check

You must supply a background (police) check at your own expense. Details on how to complete this process will be supplied prior to commencing fieldwork. You agree that your participation in any fieldwork is subject to the outcome of this check.

Health & medical Forms

A medical form, and a PADI medical form, if applicable,  will be provided to you.

Our field support team are not medical professionals, and the standards of medical care in countries where we operate are likely to be lower than you are used to. You, and your primary care physician, are responsible for ensuring you are able to manage your own mental and physical well being, including administering any medication,  for the entirety of your fieldwork.

It is your responsibility to visit a local travel clinic and ensure you have any necessary vaccines or medications for the full duration of your fieldwork. 

We reserve the right to require documentation from a doctor or specialist and/or to speak with your medical and mental health professionals regarding your physical and mental fitness to undertake this program.

We reserve the right to deny your participation in fieldwork on the grounds of either doctor’s comments or advice. Any medical documentation we require will be at your own expense.

Emergency contact

Prior to program commencement, you must supply us with emergency contact details of a friend or family member. We reserve the right to contact this person should we deem it necessary.

Other documentation

In order to comply with local visa and permit requirements you might also need to provide additional documentation and information. This could include information like passport details, flight arrival and departure information. A full list will be provided before your fieldwork component. If this information is not returned to us by any stipulated deadline we may have to cancel your spot in the field without refund. 

Visas & passports

It is your responsibility to ensure you have any necessary visas and a valid passport for your program. Any visa information we provide is done in good faith and we cannot be held responsible for any country’s decision to change visa rules, deny a visa application, refuse entry, exit or the right of passage (national and local laws governing immigration). In certain cases, we may require you to enter the country on a specific visa to comply with local country laws and regulations. 

Your time in-field

Health & safety

You must always respect and follow our health and safety procedures, whether communicated by staff or our representatives.

Our field support team reserves the right to make decisions on your emergency medical care deemed essential by the most qualified field support team member in the event you are not able to do so. We will not be held liable for the outcome of such care.

We reserve the right to search your bag, room or property where there is deemed a health and safety, legal or other serious risk including the possession of illegal and illicit substances.

In the event you break any local laws, we will bear no liability and will not be required to mediate on your behalf with local authorities. 

Disciplinary procedures including expulsion

We reserve the right to issue a warning of any kind or to censure you. The result of these may include expulsion from the program without a certificate and without recourse for refunds.  This applies regardless of whether any prior warnings were given. All disciplinary action will be documented and take place in front of a witness, where appropriate. 

Your first offense will usually result in a verbal warning or a written warning where appropriate. Repeated offences following a warning may lead to a written warning or a final written warning as appropriate. Thereafter any further repetition will result in dismissal.

A full list of program and in-country rules, regulations and procedures will be provided at the start of your fieldwork, during your health & safety briefing. 

The following non-exhaustive list details actions that are grounds for immediate expulsion:

  • Possession, taking, or supplying of illegal or mind-altering substances, including marijuana;
  • Consuming alcohol or being intoxicated while at the hub or when interacting with our program partners;
  • Breaking local laws;
  • Bullying, displaying cruel, thoughtless or rude behaviour or committing acts which could injure or harm another student, field support team, community member or any other person;
  • Disobeying health and safety instructions from staff or representatives; 
  • Disruption or obstruction of fieldwork activities
  • If the field support team feel it is in the best interests of your health and safety or the program in general; 
  • Committing an act or displaying behaviour which could jeopardise our future programs within the host country or harm relations between us and the host communities or country;
  • Any kind of sexual harassment or sexual misconduct.

In the event of expulsion for any reason, you will not be entitled to any reimbursement from us, nor will we be responsible for any additional costs incurred by you as a result of expulsion.

If you are unhappy about a disciplinary procedure or your expulsion from the field please first communicate with your hub director. Should the issue still not be solved satisfactorily, then please share your feedback with us as per the Complaints section below. 

Activities outside of program

International travel provides an opportunity for various tourist activities and experiences. We cannot bear any liability for activities that you choose to undertake that lie outside of the scope of activities we directly organise and control. 

Program data and media

We reserve the right to use any research, date, reports, photographs videos or other multimedia or other content you produce or collect while in the field. This may be for both non-commercial or commercial purposes. Any use will be without compensation to you. 


You should direct any complaints to  We will not engage with any third parties unless explicitly directed to do so in writing by you.

Personal risk and Indemnity

You accept that you will be subjected to various emotional, physical and physiological demands by participating on a Program. You are aware and accept that the standard of living in the relevant country, including food, hygiene and accommodation, may be below the general standards of your own country.

You also understand that certain risks may arise, including, but not limited to:

  • personal injury, illness and or disease;
  • emotional harm and or distress;
  • death;
  • hazards of travelling in remote areas; 
  • travel by automobile, van, bus, aeroplane, boat, train or any other means of conveyance; 
  • the forces of nature; 
  • civil disturbances; 
  • national or international conflicts; 
  • terrorism; 
  • arbitrary itinerary changes made by foreign governments or vendors; 
  • dive related accidents, boat accidents; 
  • interacting with dangerous wildlife; 
  • personal injury or illness from the local environment; 
  • accident or illness in remote locations without immediate evacuation or medical facilities; or
  • negligent acts of third parties. 

You confirm and agree to all of the following:

  • you understand these and other risks inherent in such a program;
  • you also confirm that your participation is completely voluntary;
  • you assume all risk associated with your fieldwork;
  • you agree to indemnify us and those involved in delivering the fieldwork component against any claims of any kind that arise from your participation. 
  • These claims include those arising both directly and indirectly from your participation in the program.


In cases of death or personal injury caused by our negligence, our liability is limited to the financial amount that will be paid out by our insurance. If no compensation is received from these policies, then any and all liability whatsoever, including without limitation, claims grounded in negligence, are hereby limited to a maximum amount of the total enrollment fees you paid.

Force majeure

We bear no liability of non-performance, delay in performance of any of our obligations under this policy where the failure is caused by circumstances beyond our reasonable control such as:

  • Acts of God including, but not limited to
    • Natural disasters
    • Disease outbreaks
  • War
  • Acts of terrorism
  • Riots or civil unrest
  • Fire
  • Acts or changes in sovereign law or other official government action.