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2023
1.1 Membership Fees
1.1.1 The participant must pay YouthAdvance:
a) the initial upfront registration fee according to the level being started, as outline on the Cost Table in the Our Fees page.
b) if on a Standard Membership – an ongoing monthly registration fee of $55 starts automatically following the minimum timeframe outlined in the Cost Table. This ongoing monthly registration will be charged each month thereafter for each month that the participant’s “Duke of Edinburgh’s International Award” (herein referred to as the Award) profile remains active in the Award’s national Online Record Book system (herein referred to as the Online Record Book).
c) if on a Basic Membership – the initial fee will be recharged automatically should the participant still be completing the same Award Level at the end of the extended timeframe stipulated in the Cost Table.
d) the State Registration Fee may be payable directly to YouthAdvance depending on the State you are registering in. YouthAdvance will then be invoiced by the State Award Office for that portion of the fee.
1.1.2 The participant will not be charged any ongoing monthly registration fees, or another initial fee, after the date the participant successfully completes their applicable Award Level (as determined by the relevant State Award’s office).
1.1.3 The participant may otherwise cancel their registration with YouthAdvance at any time in accordance with condition 1.2 below.
1.1.4 YouthAdvance may de-activate a participant’s profile on the Online Record Book if the participant has not paid a monthly registration fee within 14 days of YouthAdvance attempting to charge the participant for the monthly registration fee. The participant may request that their profile on the Online Record Book be re-activated once they have paid any outstanding monthly registration fees.
1.1.5 YouthAdvance reserves the right to adjust fees as per inflation rates and or other supply chain purchasing increases. One month’s notice will be given in the event of fee changes
1.2 Cancellation / Refund Policy
1.2.1 A participant may elect to cancel the registration of their Award with YouthAdvance at any time by completing a cancellation of services form.
1.2.2 No refunds will be provided to a participant in respect of any initial or monthly registration fees incurred by the participant up to the date of cancellation.
A 7 day ‘change of mind’ period applies to all new registrations.
1.2.3 A participant who chooses not to progress to the next level within seven days of completion of the prior level (with the exception of a Gold student who must wait until they turn 16), will have their Online Record Book deactivated and their account with YouthAdvance cancelled. To start the new level, you will be required to pay the “Paused” administration fee as per Clause 1.2.4.
1.2.4 A participant may reactivate their profile on the Online Record Book with YouthAdvance at any time after pausing or cancelling their registration mid-level/between levels by paying YouthAdvance a $75 administration fee.
1.2.5 A participant has up to 7 days from the initial registration date to request a refund of the State Affiliation Fee. This request must be in writing and is only available if the Online Record Book has not been requested and/or approved.
1.3 Membership Structure
1.3.1 Standard Membership:
a) Monthly Award health checks will include our Award Leaders running a report from the Online Record Book and reaching out to students who require assistance i.e. If a participant is logging hours consistently and is working towards their stated goals, they may not receive an email in that month.
b) Adventurous Journeys will be arranged for School Partner Award Centres provided there are more than 15 participants at that school on the Standard Membership. If there are less than 15 participants on this Membership, or if you are part of our Open Award Centre, YouthAdvance will assist with the organisation of your Adventurous Journey but it will not be arranged for you.
c) Downgrading to the Basic Membership will require the participant to pay the YouthAdvance Basic Membership Initial Fee outlined in the Cost Table in order to start their extended timeframe. No refund will be provided on fees already paid associated with the Standard Membership.
1.3.2 Basic Membership:
a) Capped phone and email support is limited to 1 email per week and 1 scheduled half hour phone call per month. Should more support be required, YouthAdvance recommends upgrading to the Standard Membership.
b) Adventurous Journeys will not be organised by YouthAdvance for this membership level. Participants will have access to our program calendar to find and book into a program that meets their Online Record Book requirements.
c) Upgrading to the Standard Membership will not incur a fee. Participants will be moved directly onto the $55/month ongoing monthly subscription (outlined in Clause 1.1.1b) as they have already paid their Initial Fee and State Registration Fee.
2.1 Late / Change of Booking Policy
2.1.1 For all Individual Program Solutions & Open Programs – bookings that are received within 2 weeks of the program commencement date will be charged a late booking fee in accordance with the booking page relevant to that program.
2.1.2 For all Individual Program Solutions & Open Programs – change of booking requests that are received within 4 weeks of the program commencement date will be charged a $75 administration fee to transfer the booking. Extra charges may also apply if the program fees have increased since the initial booking.
2.1.3 School partner students that elect to book onto a school holiday Open Program will be charged an additional fee of $75. Please consider this fee before booking on the Open Program, or you will be moved back to the school program.
2.2 Cancellation Policy
2.2.1 Twelve weeks prior – If an individual booking is cancelled more than 12 weeks before the initial program commencement date, any fees paid may be refunded or transferred to the next available program. Extra charges will be incurred on a transfer if the program fees have increased since the initial booking.
2.2.2 Twelve weeks to four weeks before – If an individual booking is cancelled between 12 weeks before, to 4 weeks prior to an initial program commencement date, any fees paid may be transferred to the next available program. Extra charges will be incurred on a transfer if the program fees have increased since the initial booking.
2.2.3 Less than 2 weeks – If an individual booking is cancelled less than 2 weeks before the program commencement date, all fees paid to YouthAdvance will be forfeited.
2.2.4 If a participant fails to attend the program and no notice is given, all fees paid to YouthAdvance will be forfeited.
2.2.5 If adverse weather or extenuating circumstances require YouthAdvance to postpone a program before its starts, YouthAdvance will transfer your booking to an alternate date and no administration fee or additional program fees will apply.
2.2.6 If a transfer has occurred between programs, the terms within the date ranges listed above are applied as of the initial booking date NOT the new program date.
2.2.7 All booking transfers will occur a $75.00 administration fee, unless the transfer falls under Clause 2.2.5
2.2.8 If a parent collects their child more than 15 minutes late for a program collection, they will be charged a Late Pick-up Fee of $75 to cover the staff wages.
2.3 Postponement Policy
2.3.1 If a program is postponed either due to external or internal factors then all current and valid paid program registrations, equipment hire will be automatically transferred to the new program date once confirmed.
2.3.2 If a new program date can not be offered within 12 months of the last postponed date, full refunds will be offered for the program registration and hire equipment.
2.3.3 If a client refuses to accept alternate options available to them within the 12 months then all fees paid to YouthAdvance will be forfeited.
2.3.4 If a program is postponed either due to external or internal factors, all purchased equipment will be shipped to the clients supplied address.
2.3.5 If a transfer has occurred between programs, the terms within the date ranges listed above are applied as of the initial booking date NOT the new (most current) program date.
For example, a program scheduled in March is postponed 2 weeks prior to program and moved to June due to adverse weather conditions. A participant who then wishes to withdraw from the program in June would forfeit all fees as the transfer occurred within 2 weeks of the INITIAL program date.
For example, a program scheduled in March is postponed 4 weeks prior to the program and moved to June due to not reaching minimum numbers. A participant who then wishes to withdraw from the program in June would be eligible for a transfer to a different program in the year if the June dates aren’t suitable as the transfer occurred within 4 weeks of the INITIAL program date.
3.1 Late / Change of Booking Policy
3.1.1. All group bookings (completed and signed program documents) that are received within 4 weeks of the program commencement date will be charged a late booking fee of $300.00.
3.1.2 All group change of booking requests that are received within 4 weeks of the program commencement date will be charged a fee of $300.00. Extra charges may also apply if the program fees have increased since the initial booking.
3.2 Cancellation Policy
3.2.1 If a whole group booking is cancelled more than 8 weeks prior to the commencement date of the program, fees paid can be applied to an alternate program.
3.2.2 Less than 4 weeks – If a group booking is cancelled less than 4 weeks, 50% of any fees paid to YouthAdvance will be forfeited.
3.2.3 Less than 2 weeks – If a group booking is cancelled less than 2 weeks prior to the commencement date of the program, any fees paid to YouthAdvance will be forfeited.
3.2.4 All cancellations require written notification to YouthAdvance.
3.2.5 If adverse weather or extenuating circumstances require YouthAdvance to cancel a program prior to it commencing, YouthAdvance will transfer your booking to an alternate date and no administration fee or additional program fees will apply.
4.1 Terms of Participation
4.1.1 Alcohol/Drugs – Under no circumstances is any alcohol or any non-prescribed drug to be brought onto a YouthAdvance program. Any prescription drugs must be declared on a participant’s medical form.
4.1.2 Smoking – Smoking is not permitted on any YouthAdvance program.
4.1.3 Flora & Fauna – YouthAdvance maintains a minimum environmental impact policy. Participants must not disturb any flora and fauna while on a YouthAdvance program.
4.1.4 Equipment – It is the responsibility of the participant to ensure that they attend programs with adequate and reliable equipment. YouthAdvance does not take responsibility for the participant’s equipment or suitability of their equipment.
4.1.5 First Aid – All participants must carry their own personal first aid equipment and medication as prescribed.
4.1.6 In the event that a participant needs to be evacuated from the program for medical reasons, it is the responsibility of the person designated as the “emergency contact” on the participant’s booking information to provide transportation from, in the opinion of the responsible YouthAdvance Program Director, the most convenient access point.
4.1.7 Safety – YouthAdvance reserves the absolute right to exclude a participant from a program if, in the opinion of the YouthAdvance Program Director, the health or the behaviour of the participant creates a risk to the safety of other participants or will be a determent to the program.
4.1.8 Weather – YouthAdvance reserves the absolute right to cancel, change, or postpone any program at any time if, in the opinion of the YouthAdvance Program Director, it is unsafe for the program to proceed.
4.1.9 Swimming – the participant is not permitted to free swim without the use of a personal flotation device.
4.1.10 Equipment Replacement – all equipment lost/damaged/not returned to YouthAdvance will incur a replacement fee.
4.2 Discipline
4.2.1 YouthAdvance reserves the absolute right to exclude any participant from continuing the program if, in the opinion of the YouthAdvance Program Director, terms and conditions have not been adhered to.
4.2.2 If a participant is excluded from the program, it is the responsibility of the person designated as the “emergency contact” on the participant’s booking form to provide transportation from, in the opinion of the YouthAdvance Program Director, the most convenient access point.
4.2.3 If a participant is excluded from the program, all fees are forfeited.
4.3 Buy/Hire Equipment Terms and Conditions
4.3.1 Equipment must be paid for in full prior to the relevant program commencing.
4.3.2 Equipment will be available for pick up at the beginning of a program and must be returned at the end of a program.
4.3.3 The participant must pay the replacement value of any lost or stolen hire equipment (including tent pegs).
4.3.4 Any repairs to equipment beyond reasonable wear and tear will be paid for by the participant.
4.3.5 Hire equipment cancellations require written confirmation and will not be refunded within 2 weeks of the hire commencement date.
4.4 Risk Warning & Release
4.4.1 All activities a participant will participate in during a YouthAdvance program will involve some risk of injury or even death. Generally, these risks may include but are not limited to:
4.4.2 By participating in a YouthAdvance program, the participant (and the participant’s parent / guardian where the participant is under 18 years of age) acknowledges it has read the preceding risk warning and accepted the risks involved in participating in all activities and agrees on its behalf and its heirs, executors and assignees to release YouthAdvance and its servants, contractors, employees, directors and agents from all claims, actions, suits and demands from loss or injury to themselves arising from participation in such activities.
4.5 Disclaimer
4.5.1 The participant (and the participant’s parent / guardian where the participant is under 18 years of age) acknowledges that YouthAdvance will not be responsible for any loss or damage to any property brought on to the program. Should any claim be made for such loss or damage to property owned by any person associated with the participant, the participant and its heirs, executors and assignees will indemnify YouthAdvance in respect of all such claims.
4.6 Privacy Notice
4.6.1 YouthAdvance collects only personal and sensitive information that we believe is reasonably necessary in order to facilitate participation in our programs.
4.6.2 By providing us with this sensitive information the participant (and the participant’s parent / guardian where the participant is under 18 years of age) consent to our use or disclosure of this information for a secondary purpose directly related to the primary purpose. Unless permitted by law, YouthAdvance will not use this information for any other purpose without your consent. The information YouthAdvance collects includes the information you provide to us on this form, any additional information you provide to YouthAdvance staff verbally or otherwise and any information YouthAdvance may need to collect about you from third parties on your behalf (if applicable). The participant may request access to the information YouthAdvance holds about the participant at any time by contacting YouthAdvance. By not collecting this information, YouthAdvance may not be able to provide the participant with the services YouthAdvance offers and /or to look after the participant’s needs during its participation in YouthAdvance programs.
4.6.3 YouthAdvance may need to disclose personal and sensitive information the participant has provided to organisations and individuals that carry out functions on behalf of YouthAdvance and other external organisations. These organisations and individuals may include health care providers, emergency services and insurance providers. The participant (and the participant’s parent / guardian where the participant is under 18 years of age) consents to such disclosure if required.
4.6.4 By participating in a YouthAdvance Program, the participant (and the participant’s parent / guardian where the participant is under 18 years of age) acknowledges that they have read and understood this privacy notice and agree to provide the personal and sensitive information to YouthAdvance as required.
Thank You,
YouthAdvance
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