Terms & Conditions

Wild Packs Program Agreement – Summer 2018

This agreement is between Wild Packs Summer Camps Ltd and/or Summer Camp Jobs America (part of the Wild Packs group) (herein known as Wild Packs/we) and yourself the applicant (herein known as the participant or you) who will be identified by the name and signature at the bottom of page 4. Please read the following agreement carefully. If you have questions pertaining to any point, please get in touch with the team at Wild Packs head office.

Wild Packs Ltd cooperates with International Exchange of North America (IENA) in the United States. IENA, International Exchange of North America coordinates the program in the US and, will be the designated sponsor of your J-1 visa. Wild Packs Ltd is your primary contact in the UK but is NOT your visa sponsor.

 

Fees: By signing this document you are agreeing to pay the program fees appropriate to your application in the time frame dictated by Wild Packs (which will be no longer than one month from the date they are set). All fees must be paid in full before we will coordinate sponsorship of your visa with IENA. By paying your fees in full you are giving consent to Wild Packs to apply for visa documentation on your behalf and recognise that no refund will be possible once this process has begun.

 

First time to Camp: to be confirmed (please email info@wildpacks.com for fees in other currencies)

Returning to Camp: to be confirmed (please email info@wildpacks.com for fees in other currencies)

 

You accept that you will also be responsible for all 3rd party costs, which include, but are not limited to a Police Background Check (approx. £60), a US Embassy appointment (approx. £160) and return flights to the USA (approx. £450). You may also have to cover the cost of a medical to complete your medical form. If you require your visa paperwork to be mailed to an address outside of your home country then you will be billed for this cost, from Wild Packs, in advance.

 

You accept that there will be no refund of fees paid to Wild Packs once we have been authorized by you to initiate the application of the required visa sponsorship paperwork. You authorize the initiation once you pay your fees in full. Wild Packs Ltd will not be held accountable for the cost of lost program fees, flights lost, missed or changed, denied visas or medical costs incurred out with the terms of the medical policy.

Application: You agree to truthfully complete all required application forms and inform Wild Packs if any information changes at any point throughout the season. You consent to the information on your application being shared with our associated camp directors, and external visa processing teams in the USA. Wild Packs will not share your personal details with any third party organizations other than those listed above and ‘Student Universe’ who, as our recommended travel agent, will contact you with details of current flight deals. However, please note that you are not obligated to book with them.

You agree to truthfully disclose any pre-existing medical conditions. You recognise that disclosing information about any pre-existing health conditions or criminal convictions on your application form may prevent you from being able to participate in our program. You acknowledge that Wild Packs has an extensive knowledge of the J-1 visa and the summer camp industry and will give open and honest advice about why you may be unable to participate, without prejudice.

 

Wild Packs reserves the right to withdraw support for a participant’s application at any point throughout the season if we have reason to believe they are not suitable for the program. If this decision is taken, Wild Packs shall endeavor to give the participant a reasonable explanation as to why.

 

Wild Packs will not under any circumstances, discuss an application with anyone other than the participant whose name it is in. Parents or other family members who contact us regarding an applicant will not be given any information regarding the status of their application.

 

The staff at Wild Packs will always endeavor to treat our participants with respect and fairness; therefore we do expect that our participants do the same. If Wild Packs come across any aggressive or inappropriate behavior from any applicant (or persons associated to the applicant), at any time during the season, then we reserve the right to remove them from the Wild Packs program. The journey to camp should be seen as one interview process from when you initially submit an application to when you arrive at camp.

 

Acceptance & Proof of Intent: An applicant will only ever be accepted onto the program following a successful interview with a member of the Wild Packs recruitment team. Acceptance is granted to those who Wild Packs believe have the necessary skills and personality traits to be successfully hired by one of our partner summer camps in the USA. Once your application is accepted you agree to pay the first £100 of your fees as a proof of intent. This payment acts as your PROOF OF INTENT to participate in the J-1 cultural exchange program and your commitment to engage the services of Wild Packs Ltd and its associated partners.

 

Being accepted onto the program does not necessarily guarantee placement on a summer camp. The participant must acknowledge that they are ultimately responsible for securing employment by impressing a camp director at the interview stage. Wild Packs cannot be held responsible if a participant is not successful at securing a position although we pledge to offer the necessary advice, support and guidance throughout the entirety of the process.

 

Full Fees (All Participants): The full balance of any fees owed will be due within a time frame stipulated by Wild Packs. You acknowledge that this could be either before or after a placement is confirmed.

Recommend a friend program: Wild Packs offer £100 credit for any friend that is recommended to our program by our participants. This scheme is applicable only for those who are new to camp and new to Wild Packs. It may not be used for direct placements (applicants may not already be talking to/hired at a camp). It is applicable for referrals who have been to camp before, through a different agency but are trying a new camp, as a new staff member through Wild Packs. Only one referral credit may be claimed for any individual applicant.

Is not applicable to staff who have been referred however applied in a different season, put their application on hold and are now applying for 2018 (the referees will be eligible for £25 for these applicants).

The applicant must have been accepted onto the program, and paid their proof of intent fee before the referral fee is deducted from referees Wild Packs fees.

A maximum of two referrals will be credited per referee. The £100 (per referral) will be removed from the referees’ fees, if the referee is going (back) to camp. If the referee went to camp in 2017, or a previous year, and is not going to camp in 2018 the referee must complete an invoice form and send this to ella@wildpacks.com

Placement: You acknowledge that you will only be eligible for placement once you have been accepted onto the program, completed your Wild Packs application as required and paid your £100 proof of intent.

You accept that there is no guaranteed time frame for securing a placement at camp. The placement season runs from approximately September 10th 2017 -June 20th 2018 and you may receive an employment offer at any time during this period.

Wild Packs agrees to display your completed application profile to potential employers via our online searchable database, and will endeavour to notify you when it is being reviewed by a camp director.

Whilst your application is on review with a camp, you acknowledge that it is not visible online to other potential employers.

As the applicant, you reserve the right to accept or reject any offer or potential offer of employment that you are presented with, however please note that Wild Packs can never guarantee that an alternative position will be found for you elsewhere.

The Wild Packs team will help, support and guide you as required in order to maximise your chances of successfully securing a camp placement. We endeavor to match you to a camp job that best fits your skill set and experience and shall, where possible, take into account your preferences pertaining to the type of camp you are placed at (religious, special needs etc.).

You accept that we cannot guarantee to honor requests from applicants wishing to be placed in a particular location within the USA, or to be placed with other individuals on the program, or to be placed specifically at a co-ed or single sex camp.

Flights: You are responsible for booking and paying for your own flights. Wild Packs are happy to offer advice about flights, and use ‘Student Universe’ as our recommended travel agent. You understand that booking your return flights before having your J1 visa issued is at your own risk.

 

Documents: In order for us to apply for your J-1 visa sponsorship paperwork there are a number of important documents that you need to send to us. These need to be sent to us as soon as possible in order for us to have enough time to apply for your visa documentation (which is then taken to your US Embassy Appointment). The documents are:

 

Passport Picture Page – This must be a clear scan of the picture page in your passport. We must be able to see the picture and all of the information clearly. For visa regulations Passports must have a minimum of 6 months expiry left on them after the end of August 2018, therefore we can only accept passports with an expiry date no earlier than March 2019. You will need to renew your passport if it expires before this.

Wild Packs Program Agreement 2018 (this document) – Please read this document thoroughly, sign and date the final page to accept our terms and conditions and send us a copy.

Police Background Check – You must send us an ‘Enhanced’ police background check from any country where you have lived since the age of 18. Unfortunately we are unable to accept the Scottish PVG police checks at this time. If you are from the UK, and do not currently have a valid enhanced check that meets our requirements, you must apply for an International Child Protection Certificate (ICPC). This costs £60 and can be processed in 10 days. We will send you information on how to apply once you are accepted on to the program. If you fail to start this process within a month of being accepted (after 1st November 2016) there will be a £50 fee charge. Please note we can only accept checks dated after 1st November 2018 so that they are current for our 2018 summer camp season.

2 references – We need 2 professional references to support your application. Please download the reference templates in the ‘Documents’ section of your online account. Please read the reference templates carefully when you choose who to send them out to as they need to be from individuals who have worked above you in a senior position.

Camp Contract – It may take a few weeks for your camp contract to come through after you are placed, but please sign and scan a copy of it over to Wild Packs as soon as you get it.

Vital Statistics – This form, found online in your documents section, can only be completed once you have your camp contract and are placed at a camp. It provides us with all the supporting information required to apply for your visa paperwork. This form is HUGELY important so please make sure you enter the information carefully and correctly.

 

There may be a couple of additional documents depending on your circumstances i.e. if you are a returning applicant using Wild Packs for the first time we will require scanned copies of any previous J1 visas you have had previously. On some occasions we may also require any previous camp references. We will explain any additional documents that you may need to send over to us once your application has been submitted.

 

You will also be required to complete the Wild Packs medical form and send it to both your camp and Wild Packs.

 

Visa & Embassy: You recognize that in order to legally work at a summer camp in the USA you are required to obtain a J-1 Visa which will be sponsored by International Exchange of North America (IENA). You can expect that Wild Packs will offer you the necessary support and guidance throughout the visa application process and will thoroughly check and submit your application to IENA on your behalf to minimize the risk of error.

In order to have your visa approved you must attend an appointment at a US Embassy. In the UK these are located in London, England and Belfast, Northern Ireland. UK residents applying to camp for the first time acknowledge that this appointment will be booked for you by Wild Packs and that you will be billed for the cost. Returning staff members based in the UK will have the option of either booking an appointment themselves or using Wild Packs to do this on their behalf. The cost of an appointment at the US Embassy is subject to change based on the fluctuating exchange rate, although should remain in the region of £160. You understand that Wild Packs are limited by the appointment dates and regulations that are specified by the US Embassy personnel. We therefore cannot guarantee that appointments will be available on particular dates. You are responsible for arranging and funding transport to and from the US Embassy. Where possible, Wild Packs will allow you to choose your preferred location.

Participants outside of the UK will be responsible for scheduling and paying for their own Embassy appointment in their home country (or the country they are currently in, providing they are in that country for the duration of attending an embassy appointment and waiting to receive their passport and visa back from the embassy). Details and advice on this process will be provided as soon as all of your supporting documents have been sent in to us and we have applied for your visa sponsorship paperwork. We will mail you out your visa paperwork. Wild Packs recommend that you choose to have your paperwork delivered by Fedex (for an additional charge of £50). If you choose not to opt for this option WP will send it via the Post Office; their delivery service tends to be slower and less secure.

You agree to complete all the required documentation prior to attending your appointment at the US Embassy and to abide by all rules and security regulations that are enforced during your time there. Wild Packs agrees to inform you of the documents that you are required to present well in advance of your appointment.

Wild Packs will start the visa sponsorship process for you as soon as your documents and application fees have been submitted / paid. Wild Packs will send to you the necessary DS-2019 Certificate of Eligibility document and SEVIS Receipt which are required in order to attend an appointment at the US Embassy. However, please note that we cannot issue this paperwork or book your appointment until all of the following apply:

  • You have submitted a copy of your passport, police background check, 2 character references, completed the Wild Packs Vital Stats form and signed a copy of this agreement (these documents should be submitted within 2 weeks of initial acceptance onto the program).
  • You have paid your program fees and your Embassy appointment fee in full.

You may not have been offered employment at a summer camp and have signed a contract confirming this before we apply for your visa sponsorship paperwork.

You agree to send Wild Packs a signed copy of your camp contract as soon as you have received this from your camp and signed it.

You accept that the decision to grant your visa is completely at the discretion of the US Embassy officials. Wild Packs will endeavor to inform those who may be at higher risk of visa denial or administrative processing, however you accept that we cannot guarantee the outcome either way, for any applicant. In the event that your visa is denied, Wild Packs will not refund any of your program fees, Embassy appointment fee or third party costs.

You acknowledge that once your Embassy appointment has been booked, the fee is non-refundable under any circumstances; however the credit may be used for an appointment on an alternative day. You agree to read and abide by the conditions of the J-1 visa program and your DS-2019 form during your time in the USA. First time applicants in the UK agree to Wild Packs booking their embassy appointment for them.

Please note that the US Embassy is an independent institution, which Wild Packs has no control or influence over. In the event of any unforeseen issues with the Embassy (including but not limited to; technical issues, system failures, strikes, US government shutdown) then Wild Packs will not be held liable and cannot guarantee a refund of any monies lost as a result.

If you damage your DS-2019 Certificate of Eligibility form, or forget to take this essential document with you to camp, then you agree to pay for a re-print. You agree to return your DS-2019 form to Wild Packs if you withdraw from the program or have your visa denied.

 

Camp: You accept that you will be required to sign a separate contract with the camp you are placed at and agree to abide by their conditions. It is your responsibility to read and understand the terms of this contract prior to signing it. You acknowledge that Wild Packs accepts no responsibility for the terms outlined in your individual camp contract. Although we require a copy for visa sponsorship purposes, the terms and conditions outlined in the camp contract are outside of Wild Packs control.

 

You acknowledge that your salary will be negotiated directly with the camp that offers you employment and if you do not complete your contract in full your pay will be calculated as per the terms of the camp contract.

 

You are employed independently by the camp that you sign a contract with. You acknowledge that Wild Packs is not your employer and thus holds no responsibility for any issues that arise once you are at camp. However, we will be available to assist wherever we can and provide a 24 hour helpline in the event of any issues or concerns whilst you are at camp.

 

You agree that your primary role whilst taking part in this cultural exchange program is to work as part of a team delivering the highest standard of care/ instruction to children of varying ages. Regardless of your position at camp, you promise to act in a responsible, caring and mature manner at all times. You understand that you will be responsible for the physical and emotional safety of the children in your care. Whilst accidents may happen, you agree to ensure that you never deliberately act in a way that could result in another person coming to harm.

You recognize that if you are unable to perform the duties in your contract due to any physical/mental health issues/conditions then your camp director reserves the right to terminate your camp contract. You may also be liable to pay the ‘failure to complete’ fine (see ‘failure to complete’ section below).

You can expect to be part of an extensive staff orientation prior to the arrival of the children that will outline the rules of the camp and what is expected of you during the summer. This orientation will be run by your camp and associated parties upon your arrival in the USA.

You agree to respect the customs, laws and eccentricities of the American culture and never assume that your home life is in any way superior to that of the children and or the staff you will meet.

You agree that if domestic transport to camp is not provided, you will be responsible for arranging your own travel to a pick up point agreed with camp management. Most camps will cover this cost but unless otherwise agreed, you will be responsible for the cost of all 3rd party transport.

You agree to be responsible for all personal and incidental expenses before, during and after the camp season. You acknowledge that there may be an additional charge for laundry and/or uniform. Food and accommodation will generally be provided for free as part of your camp contract, in the rare instance that this is not the case, you will be notified by the camp in advance.

You agree to complete any additional paperwork requested by your camp in a timely manner/by the agreed deadline.

Grace Period: You acknowledge that as a participant of the J1 camp counselor program you are entitled to 30 days ‘grace period’ both before and after your visa validity period. During this period, you may enter/remain in the USA as a tourist, but you are not permitted to work.

Failure to complete: You understand that if your camp contract is terminated early, either as a result of direct dismissal or by personal choice, you must notify IENA of your departure prior to leaving camp. If you fail to do this you will be charged $100. Wild Packs agrees to provide all relevant contact information and instructions prior to your departure. If your contract is terminated you will be required to leave the country within a time frame specified by IENA and changes to transportation will be at your expense. You may be required to make your way to an airport via public transport.

You accept full responsibility for your actions during the summer and during any post-camp travel. You agree to adhere to the rules and regulations pertaining to the J-1 visa program and your camp contract. Should you fail to complete your camp contract in full, you will incur a failure to complete program penalty of $450 which will be invoiced by and paid to Wild Packs directly. This fee will offset the loss of income to Wild Packs as the result of your early departure from camp.

You agree not to hold Wild Packs Ltd or its associated partners accountable for your actions and or any subsequent negative consequences.

Insurance: Wild Packs will provide you with up to 4 months medical insurance as standard. However you must notify us of the dates that you will be in USA to ensure that the necessary cover is granted. You will also be given the option to upgrade your policy to include travel benefits at an additional cost. You recognise that there will be additional charges for insurance cover that exceeds the maximum time frame of 4 months.

 

Refund Policy

First Time to Camp: If you opt to withdraw from the program at any point during the application process you recognize that your £100 proof of intent payment is non-refundable.

If Wild Packs fails to place you at a summer camp prior to June 20th, and ALL of the following apply, then you will be entitled to a refund of £295 in program fees, plus the cost of your embassy fee (approx. £160).

  • You paid all required fees before the agreed deadline
  • You attended the US embassy and were successfully granted a J1 visa
  • You submitted all required documentation within 30 days of acceptance onto the program/ or by a date agreed with Wild Packs
  • You did not turn down more than one potential offer of employment from a camp, either before or after the interview stage, prior to May 31st
  • You did not turn down any potential offer of employment, either before or after the interview stage, after June 1st

If your visa application is denied at the embassy, or entry is denied at US Border Control, you acknowledge that Wild Packs will not be held liable, nor will we offer any remuneration/compensation for monies lost as a result.

If you withdraw from the program once the visa process has been initiated, then you will receive no refund of program fees paid to Wild Packs. If you withdraw from the program once your embassy appointment has been booked, you will not receive a refund of your embassy fee payment.

If you withdraw from the program before the visa process has been initiated and/or your embassy appointment has been booked, then you may be entitled to a partial refund of funds paid to date (not including the proof of the intent). However you acknowledge that Wild Packs reserve the right to deduct an administration fee of up to £100 for program cancellation. If you withdraw from the program due to a medical/family emergency, then this fee may be waived, however you acknowledge that you may be required to provide proof of such incident.

Please note that no refund will be offered if you have failed to submit required documentation as required in order to process your visa application, either within 30 days of your acceptance onto the program or by a specific date agreed with Wild Packs.

Returning to Camp: If you opt to withdraw from the program at any point during the application process you recognise that your proof of intent payment is non-refundable. If you withdraw from the program once the visa process has been initiated, then you will receive no refund of any program fees paid to Wild Packs. If you withdraw from the program once your embassy appointment has been booked, you will not receive a refund of your embassy fee payment.

If you withdraw from the program before the visa process has been initiated and/or your embassy appointment has been booked, then you may be entitled to a partial refund of fees paid to date (not including the proof of the intent). However you acknowledge that Wild Packs reserve the right to deduct an administration fee of up to £100 for program cancellation. If you withdraw from the program due to a medical/family emergency, then this fee may be waived, however you acknowledge that you will be required to provide proof of such incident.

Please note that no refund will be offered if you have failed to submit the documentation required in order to process your visa application, either within 30 days of your acceptance onto the program or by a specific date agreed with Wild Packs.

You will endeavor to represent yourself, your country and Wild Packs Ltd in a positive and mature manner at all times. We wish you a great summer and hope it is the first of many.

By signing this agreement you confirm that you have read and understood its terms fully and agree to abide with all terms and conditions outlined on all pages.

 

 

Name:

Signature:

Date:

Terms & Conditions December 28, 2016

Company registration number: SC342393
Liberty Business Centre, 16 Cromarty Campus, Rosyth, Fife, KY11 2WX, Scotland