Terms & Conditions

HOST

FELLOW

Host Terms & Conditions Fellow Terms & Conditions

Please read the Terms and Conditions of VIP carefully before submitting your online application. By submitting your application, you certify that you agree to the following VIP Terms and Conditions :

Travel & Allowance

  1. VIP Secretariat is responsible for arrangement and payment for fellow’s travel, specifically including all return airfares from home country or other transport costs to and from the host country. Fellows who are based in ASEAN countries, the airfare from and to Kuala Lumpur will be covered as well.

  2. It is the responsibility of the fellow to carry all necessary documents when traveling abroad and to submit all necessary documents to VIP Secretariat when they are requested. Fellows are also responsible for securing their visas (if needed) and the VIP Secretariat will help by facilitating supporting documents for Fellows.

  3. If a fellow is based in an ASEAN country (except for Malaysia), the monthly stipend of MYR1,500 will be channelled through their respective Host Organisation and the fellow will bear the cost of the bank charges & the difference in exchange rate (if applicable)

Insurance

  1. VIP Fellowship provides the fellow with basic travel insurance.

  2. Basic insurance does not cover for special medical treatments. In case the fellow does need special medical attention then a reference from personal doctor is needed and the cost of treatment becomes the fellow’s full responsibility.

Medical information

  1. An appointment with fellow’s local clinic is recommended before the departure. A qualified doctor can provide more information about health precautions for a trip to ASEAN countries. They may suggest certain vaccinations, malaria prevention tablets, and ways to avoid food and water borne illnesses.

  2. All accepted fellows need to provide a general acknowledgement from their doctor to ensure the medical eligibility for this programme.

  3. If you are successful in your application, you will be asked to provide a general acknowledgement from your doctor to ensure your medical eligibility for this programme.

Personal Risks

  1. The fellow acknowledges and accepts the responsibilities and risks associated with their choice to travel to, temporarily reside in, and provide fellow services in a foreign country. Such travel and fellow work can be hazardous and involves a certain degree of risk, inherently dangerous activities and personal perils to the fellow, both foreseen and unforeseen, all of which are fully accepted by and solely assumed by the fellow. Therefore, the Fellowship, including any and all of its employees, managers, directors, shareholders, host families and independent local teams, is not liable, to the maximum extent of the law, for any loss or harm the fellow or associates may suffer, including but not limited to loss caused directly or indirectly by:

  • Personal injury;
  • Emotional injury;
  • Death;
  • Illness or disease;
  • Damage to or loss of property;
  • Natural disasters;
  • Hostage situations; or
  • War or terrorism.

Housing

  1. VIP is responsible for providing the fellow accommodation for placement period.

  2. When placement period is over, the fellow is required to leave the country on the last day of the VIP program as specified on the website and in the application.

  3. Accommodation will be provided in apartments/ motels/ hostels located in and around Host Organization’s location.

  4. The fellow will be held accountable for damages done to VIP properties. In case damages occur, accidental or on purpose, the fellow is required to pay for any damages done to the accommodation.

  5. Please note that VIP is not responsible for arrangements outside working hours. The insurance provided covers the placement period including leisure time.

  6. Baggage and personal effects are the sole responsibility of the owners at all times.

Complaints and Discriplinary Procedures

For complaints about the procedures leading up to departure, please email fellows@vip.org.my.

During the placement, fellows need to show a high level of independence and initiative in dealing with problems as they arise. If there is any problem or complaint related to work, please discuss the matter first with the supervisor at project placement. If it is not resolved in this way or if it is related to accommodation, please discuss the matter with our senior organizer in your destination country, or one of his or her assistants. Any complaint made or problem known to our overseas offices (including any made to overseas Secretariat members at any time) will be recorded. Individual situations are then discussed and resolved appropriately.

Finally, if problem is not solved at the placement, please contact our Director’s office at +6017-315 9934.

Every reasonable effort will be made to resolve any disciplinary matter before it becomes serious. However, VIP reserves the right to take appropriate action in the event of behaviour which would reasonably be expected to give offence to host, project managers or work colleagues. This includes behaviour such as serious rowdiness or drunkenness, failure to turn up to work, or leaving work without any adequate reason, or in the event of an unreasonable inability, from whatever cause, to do the work expected.

A disciplinary problem would be brought to fellow’s attention in writing or, if they were notcontactable, delivered to accommodation address. If the problem still stood after five working days (or shorter period if urgent), a further letter would be sent saying that, if the matter was not resolved to our satisfaction within a further five working days (or shorter period if urgent), fellow would be repatriated as soon as the arrangements are made. It would be at the discretion of VIP to suspend the fellow from work during any disciplinary process. Fellows are under the authority of VIP and their overseas host organizations and organizers throughout the period of the project placement.

Termination

  1. In the case of VIP Fellows, their failure to report for duty, attend training or briefing or carry out their designated role or job function within the Host Organization shall be deemed to be a material breach of this Terms and Conditions with the VIP Secretariat.

  2. VIP Fellows are not allowed to exit VIP Programme before deadline unless it has been approved by VIP Secretariat based on reasonable evidence of illness, home emergency or other valid circumstances.

  3. In both cases of termination, failure to report to duty or leaving the programme without the approval of VIP Secretariat, the fellow becomes responsible of covering all travel, visa, insurance and accommodation costs.

Indemnity

  1. The fellow agrees to indemnify VIP and the independent local team against any and all liability which VIP or the independent local team incurs arising directly or indirectly out of, or in connection (in any way) with, the fellow’s travel to, living in and performing services their nominated country.

Drug and Alcohol use

  1. The fellow must abide by the rules put in place by the independent local team, fellow placement institution, and the host family in regards to alcohol consumption.

  2. Drug use (unless prescribed by a doctor) is strictly prohibited and will result in instant dismissal from the program with no refund. Drug trafficking is punishable by law and will result to death penalty in Malaysia. Do not carry luggage for other people, they might contain drugs.

Privacy Policy

  1. VIP collects personal information through an application form on its website and via direct communications with participants. VIP respects and protects the privacy of website users and any personal information collected is used solely for the reasons it was given. Personal information is only used by VIP and our local teams for the purpose of providing participant support. Where a participant applies using a school or university email address, or indicates that they are a student of an educational institution, we reserve the right to share name, contact details and program details with this institution. The sharing of personal information in these instances is solely for the purpose of promoting participant safety and supporting institutional insurance requirements. VIP does not provide personal information obtained through its website to other third parties unless written permission is given.

  2. Although best precaution is being taken, VIP does not guarantee that website visitors will have uninterrupted or error-free access to, and use of the website. VIP does not guarantee that any files that are able to be downloaded are error-free and free from viruses or other defects. All website users need to rely on their own judgment in relation to the accuracy, completeness and suitability of all content on the VIP website.

Please read the Terms and Conditions of VIP carefully before submitting your online application. By submitting your application, you certify that you agree to the following VIP Terms and Conditions.

Requirement

The Host Organisation must identify a meaningful and relevant project for five (5) VIP Fellows assigned by the VIP Secretariat to work on from beginning to end in the duration of four (4) months. The Host Organisation agrees that, at all time, each VIP Fellow shall be reporting directly to the VIP Secretariat and their role in the Host Organisation is as a volunteer and not a staff of the Host Organisation.

Application Process

Application for becoming a Host Organisation for VIP Programme have to be submitted via an online application system. All information requested must be written in English and all mandatory questions have to be answered.

Focal Point

The Host Organisation is required to assign a dedicated Manager/Mentor in its organisation for the five (5) VIP Fellows who will be the focal point between the VIP Secretariat and the VIP Fellows for the duration of four (4) months.

Grant Remittance

An amount of MYR10,000 will be transferred to the selected Host Organisation’s bank account. All fees relating to the transfer will be charged to the receiver.

DISCLAIMER : VIP Secretariat is not responsible for any bank charges incurred when transferring the grant money to the Host Organisations. If there are any bank charges incurred by the bank holder of the respective Host Organisations, the Host Organisations is responsible for it.

Privacy Policy

VIP collects personal information through an application form on its website and via direct communications with Host Organisations. VIP respects and protects the privacy of website users and any personal information collected is used solely for the reasons it was given. Personal information is only used by VIP and our local teams for the purpose of providing support. VIP does not provide personal information obtained through its website to other third parties unless written permission is given.

Although best precaution is being taken, VIP does not guarantee that website visitors will have uninterrupted or error-free access to, and use of the website. VIP does not guarantee that any files that are able to be downloaded are error-free and free from viruses or other defects. All website users need to rely on their own judgement in relation to the accuracy, completeness and suitability of all content on the VIP website.