Volunteer Information Pack Application Form CAPE … a tour operator and provides optional packages for your leisure time in Cape Town, whether a vineyard/wine tasting tour; trip to

Volunteer Information Pack

&

Application Form

CAPE TOWN 2018

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Dear Volunteer

Thank you for your interest in the Echo in Africa project. We are grateful for the number of our members willing to offer the gift their time for this collaboration between the BSE and SUNheart/Tygerberg Hospital.

We want to make sure that you have all the relevant detail so that you can make an informed decision to proceed with the project. The next few pages should give you all the information you need, but you can always contact us at [email protected] if you have any additional questions.

Once you have reviewed all the information, should you wish to proceed you will need to complete and return the application form. There are no right or wrong answers to the questions, but your responses will help us to select the most suitable volunteers for the project. For each week of the project we will be looking for members who will become part of a fantastic team working together and supporting each other and all working towards the same goal.

All applications require a signature from the HOD/Clinical Lead that the chosen week(s) will be granted if you are successful with your application. At the end of this volunteer pack you will find a formal letter from BSE requesting that you be supported with Study Leave for your participation in the project.

This is a fantastic opportunity to experience (perhaps) a new country and culture whilst using your skills to help a needy community and we hope you will proceed with your application!

All volunteers will receive a certificate of participation upon returning and will also receive 15 points towards BSE re-accreditation (points are the total for participation and not per week).

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THE COSTS

You will need to consider the following costs:

• Flights

• Minimum contribution amount

• Cape Town travel and subsistence

Flights

We work with the Ian Allen Travel Company who will be able to look into charity flights for you (see page 5 for further information). Currently British Airways is the only airline to fly direct from the UK to Cape Town.

Minimum contribution amount

We are very fortunate to have recently received funding from the Edwards Lifesciences Foundation which means that we have been able to reduce the volunteer contribution cost for 2018. The minimum contribution amount for 2018 is £200 per week of volunteering. All potential volunteers are required to pay the contribution amount with their application. Volunteers applying for more than one week can submit the minimum amount initially then the remainder no later than 3 weeks before volunteering. The amount will be refunded in full if you are not selected to participate. Completing the application and paying the contribution amount does not guarantee you a place, however it is a commitment to attend if you are selected. Once selected for the project, volunteers may then wish to fundraise towards the cost of flights and the wider objectives of the project. EiA has a fundraising account through Virgin Money Giving - http://uk.virginmoneygiving.com/giving/ All selected volunteers who are fundraising are invited to register on the site; this is an easy way to keep track of your fundraising and reach your target quicker by automatically collecting gift aid on donated amounts. Gift aid is paid by HMRC and does not cost you or your sponsors any extra money. Volunteers fundraising toward flight costs will be reimbursed the flight cost amount (only) upon return from Cape Town. Any funds received over and above the flight costs will remain with the project and not be reimbursed. If funds are raised via the Virgin Money Giving site, and the volunteer withdraws from the project before travelling to Cape Town, every effort will be made to return donated funds to the donor.

Cape Town travel and subsistence

Evening meals are not included during the stay in Cape Town however the accommodation is a short distance from the Waterfront which has an array of restaurants to choose from. Tygerberg Hospital is located approximately 20 minutes from the Waterfront, the main commercial area of Cape Town. We will cover the costs of your transportation from the airport to the accommodation on arrival and from the accommodation to the airport for your return journey. In addition, we will cover the cost of a

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return journey from the accommodation to the Waterfront on the Sunday of arrival so that you can shop for supplies, visit a restaurant. This journey will be made as a group once all volunteers have arrived, or from approximately 14:00 when most of the volunteers have arrived.

Public transportation is extremely limited, and not advised for tourists, so we make use of a well reputed private shuttle service for all your transportation requirements. The service we use, P2P, is also a tour operator and provides optional packages for your leisure time in Cape Town, whether a vineyard/wine tasting tour; trip to the local shopping mall or safari trip. Due to the scarcity of public transportation, the private services are charged at a premium and BSE has no control over these charges. The 2017 volunteers found the highest expenses to be transportation, but this was offset somewhat by the cost of eating out which is relatively cheap; a three-course meal with wine can be around £15-20 at a standard restaurant in the Waterfront.

The 2018 tour package from P2P will be made available to all selected volunteers.

All applicants will be required to complete and return the application form along with the contribution amount. The amount is to confirm your acceptance of and commitment to the project on the specified dates. It will be returned in full if you are not selected to participate.

The contribution amount can be paid by cheque payable to BSE or directly into the project account at:

Nat West bank

Account: 73699535 Sort Code: 53-70-15

If you pay directly into the bank account, you must use your name as the reference as this is the only way we will be able to identify that the payment belongs to you.

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Travel As already stated, the cost of flights to Cape Town will be the responsibility of each volunteer selected to attend. We are working with the Ian Allan Travel Company which has relationships with the airlines and will be able to help you with charitable and flexible fares and arrange your flights. BSE will not be responsible for, or reimburse, any travel costs such as airfares, UK/SA based taxi fares, visa fees, subsistence or other expenses incurred in relation to this project unless otherwise specified. What you need to know about charitable and flexible fares “Charity” fares are sometimes, but not always the cheaper fares; sometimes they have other benefits such as free additional luggage. If selected as a volunteer, and once you have confirmed dates for travel, if there is a charitable fare available you will be able to select and book it, but you would not be required to pay at the time of booking. The reservation would be held until nearer the departure date, or when the ticket was required. This option would give you more time to set aside money each month to go towards the final cost of the flight. Charity tickets can also be changed and are refundable prior to departure provided any reservation is cancelled prior to the day of outbound travel. An alternative would be a “flexible” fare. Flexible fares would be higher than a charity fare, and will also allow you to book a specific seat on a flight. These fares can also be held without the requirement to pay straight away. Flexible fares also allow for last minute amendments at no cost, but do not have any additional baggage benefit. There are cheaper fixed fares, where changes and refunds are not permitted, and full payment would be required at time of booking. Sometimes these fares involve an indirect route to the final destination. While there are direct flights from London to Cape Town you might get a cheaper fare that takes you via Europe. This is something you should consider when looking at flight costs. The Ian Allan Travel Company has been authorised to arrange flights to Cape Town for our volunteers. You can contact them now to get current charity/fixed fares/flexible rates for flights from your local airport; bear in mind that fares quoted will not be guaranteed but can help to give you an indication of the rates that might be available should you be confirmed as a volunteer. The contact for the Ian Allan Travel Charity Travel Desk is – [email protected]. When you contact them, you should quote the BSE Project; Echo in Africa, state the dates you are hoping to travel and your preferred departure airport(s). An Ian Allan Transaction fee of £25 will apply to standard fares, but does not apply to any Charity Fares, please ask at time of booking if a fee would be applicable to your booking.

You must not book a flight until you receive confirmation that you have been accepted as a volunteer.

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Daily routine

During the first 4 days of the volunteer week volunteers will scan students in pre-selected schools using hand held scanners. A full briefing of how to use the machines and basic scanning protocol will occur on the first day of scanning. The remaining day(s) will be used for follow-up scans in the Echo in Africa unit at Tygerberg Hospital for all student who were flagged during the previous days.

Most afternoons and all evenings are free for volunteers to explore Cape Town, there are several excursions that you can choose from including wine tasting, a visit to Table Mountain, an evening at Cape Point and (on Friday to Saturday only) a Safari! All excursions are at cost to each volunteer and we will provide options and rates ahead of your travel. One weekday afternoon will also include a visit to a local charity project, for those who wish to help distribute clothing and toys to the local children who live in the Townships.

Visa application UK citizens and most European passport holders do not require a visa to visit South Africa. If you do not hold a passport issue by the UK you can check passport eligibility here. If you hold a passport from a country that does require a visa we can produce a letter of invitation for you. You will be responsible for all costs associated with obtaining the visa. In addition, you will not need a “volunteer visa”. Volunteer visas are only required for stays of more than 90 days. As a basic requirement you should be able to provide on entry

• Passport that is valid for no less than 30 days after the expiry of intended visit • At least three blank visa pages in your passport • A yellow fever vaccination certificate, if you have travelled or intend to travel through a yellow

fever endemic area • Proof of sufficient funds to cover the living expenses during the sojourn in the Republic in the

form of: o Recent bank statement (3 months);

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o Salary advises (3 months); o Travellers’ cheques.

• A return or onward ticket. • Statement and/or documentation confirming purpose and duration of visit • Documentation detailing the purpose of the visit and institutions or persons in the Republic

involved, if any • Proof of fixed employment or other commitments thereof

BSE will provide documentation regarding the purpose of the visit.

One of the two scanning rooms (five bays in each)

Insurance

Focus Oxford LLP has arranged the following group policy for Travel, Medical Malpractice and Public Liability insurance. Please note that this is just a summary of cover provided. Definitions and the full policy details will be provided to all confirmed volunteers. MEDICAL MALPRACTICE & PUBLIC LIABILITY INSURANCE The BSE policy has coverage of £5m (total) for Medical Malpractice and £5m Public Liability Insurance (inclusive of defence costs). Includes coverage for: Medical Malpractice Loss of Documents Breach of Professional Confidentiality Libel and Slander Inquest Costs GROUP TRAVEL INSURANCE

• NIL claims excess

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• Unlimited Medical Expenses

• No upper age limit

• No pre-existing medical conditions exclusion Includes but is not limited to: Lump sum compensation in the event of accident: Death (only as the result of an accident) Loss of Limbs Loss of Eyes, Speech and Hearing Permanent Disability Medical and Emergency Travel Expenses, Rescue and Assistance Provides for costs arising in the event of illness, injury or death during an Insured Trip, for emergency medical assistance and (if medically necessary) air ambulance rescue following illness or injury and for travel advice and assistance. There is no cover: when travelling against the advice of a medical practitioner or if the purpose of a trip is to receive medical treatment or advice, as a result of the use of non-prescribed drugs which can not be legally obtained from a pharmacy, as a result of suicide, attempted suicide or self-inflicted injury. Personal Property Provides cover for property owned by or in the custody or control of an Insured Person if it is lost, stolen or damaged during an Insured Trip. There is no cover: for any item valued at more than £2,000 unless the Insured or an Insured Person pays 25% of the amount in excess of £2,000 up to the sum-insured, for wear and tear. Money Provides cover for cash and travellers cheques lost or stolen during an Insured Trip. There is no cover: for loss of cash in excess of £2,000 unless the Insured or an Insured Person pays 25% of the amount in excess of £2,000 up to the sum-insured, for credit card fraud unless all the terms and conditions of the card have been complied with. Cancellation, Curtailment, Travel Disruption, Replacement & Travel Delay Provides cover for travel and accommodation expenses that have been paid or are due to be paid under a contract and cannot be reclaimed if a Trip is cancelled, cut short or altered. There is no cover: for cancelling, cutting short or altering a Trip unless the reason is outside the control of the Insured or an Insured Person, for claims resulting from the default of any provider (or their agent) of transport or accommodation and claims resulting from an Insured Person failing to follow the itinerary supplied. Hijack Provides cover in the form of a daily benefit for forcible or illegal detention as a result of Hi-jack. Kidnap, Kidnap for Ransom, or Hostage

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Provides cover for payment of ransom and consultant costs as a result of being kidnapped or held hostage. There is no cover: for fraudulent, dishonest or criminal acts of the Insured, for incidents within an Insured Person’s permanent country of residence. Political Evacuation Provides cover to reimburse the costs involved in evacuating an Insured Person due to expulsion from, or political instability in, the country in which they are working. There is no cover:

- for violation of the laws of the country in which an Insured Person is living, - for failure by an Insured person to hold the correct visa and documentation, - for debt, insolvency, commercial failure, repossession of property or any other financial cause, - for failure to comply with a contract or licence, - for any loss arising out of the implementation of currency exchange rates, - for any person living within their country of citizenship.

Accommodation and facilities Volunteers will be staying at Bellvista Lodge during their stay. Accommodation will be provided from arrival on Sunday to departure on Saturdayfor each volunteer week. If any volunteers wish to stay outside of these dates then personal arrangements must be made by the volunteer.

Project dates

The 2018 project will take place the following weeks:

Week 1: 8th - 12th October Week 2: 15th - 19th October Week 3: 22nd - 26th October

You are strongly advised to review the date options with your Head of Department and your fellow colleagues before selecting which date(s) you want to apply for. Once confirmed as a volunteer we will ask you to commit to those dates. As much as possible we will try to confirm volunteers for their first preference dates however we cannot guarantee this. For volunteers able to negotiate the time, it would be possible to attend for consecutive weeks. You will be able to select a preference of any three weeks or “any week” on the Volunteer Application Form. When making your selection you must choose a whole week as listed above; it is not possible to volunteer for partial weeks The dates given are Monday through Friday. Your accommodation will be covered for a Sunday morning arrival and departure the following Saturday.

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The selection process Are we still happy to have non-accredited volunteers?? Yes, provided they can provide sufficient evidence of competence including the HOD support. There will not be an interview however if you want to take part you will be required to fully complete and submit the application form provided in this pack. Applications will not be reviewed unless the contribution amount has been paid. This will be refunded in full if you are not selected for the project. Applications will be considered on a first come, first served basis for the dates selected and will continue until enough volunteers are confirmed for a given week. We aim to review and advise you of the outcome within three weeks. As a reminder, we are looking for a diverse range of volunteers and there are no wrong answers to the application questions. The information provided will help us to select the most appropriate candidates for the project. Your application will be reviewed by at least two project team members. Once reviewed your application will either be: “Accepted” Volunteers are accepted onto the project and selected to attend for either the

1st, 2nd or 3rd week(s) of choice or another if “any week” is ticked. “Unsuccessful” The team may feel that you don’t yet have enough echo experience for this

project or if you are limited in the weeks that you are available we may have enough volunteers for that period already.

In some cases, we may be able to offer you an “accepted” placement on an alternative week or keep you in reserve for the requested week(s) in case an accepted applicant is unable to commit. In this case we would let you know as soon as possible.

You should not book leave until you are confirmed as a volunteer with confirmed travel dates.

Once each week of the project fills your details (name and email) will be shared with other volunteers for that week. This will allow you to connect with your “team” in advance. If you do not wish your details (name and email) to be shared you must indicate so on the application form.

Training Prior to commencement of the screening camps each selected volunteer will be required to participate in, and pass, a short training programme. This will be in the form of a distance learning module you will be given access to. There will be no charge for confirmed volunteers to complete the module. In addition, you will receive the scanning protocols for the duration of the project. There will be no requirement to attend an external venue for training.

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2018 Echo in Africa Volunteer Application Form

Please complete CAREFULLY and IN FULL

Title First name

Surname

DOB Membership

Number

Email Address

Gender

Mobile number

Daytime telephone

Are you actively working in echocardiography? Clarify whether NHS, private or community?

What is your job title?

How long have you been performing echo?

Do you hold or have you ever held accreditation (or equivalent) in adult or paediatric echocardiography? Which?

What qualifications do you hold that are relevant to echocardiography?

Do you have any paediatric scanning experience? If yes, please explain briefly

How long do you want to volunteer for? i.e. 1 week, 2 weeks

Do you have a specific time period when you are able to travel? Looking at the camp dates on page 10 please rate in order of preference Please note that preferred weeks cannot be guaranteed as we will need to arrange rotas to ensure an adequate number of female volunteers.

1st preference Week (s) _____________

2nd preference Week (s) _____________

3rd preference Week (s) _____________

If you are flexible and can attend ANY week tick here

Are you willing to share accommodation? If yes and you know of another applicant that you are willing to share with please provide their name. (Twin rooms will be same sex only.)

Share: Yes No

I would share with:_______________________________

This is: Friend / Colleague Partner

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Title First name

Surname

Which ultrasound machines are you familiar with and confident using?

Which (if any) handheld ultrasound machines are you familiar with and confident using?

Why are you volunteering for this project? What do you hope to gain from participating?

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Title First name

Surname

What qualities can you bring to the project? Why should you be selected?

Do you have any previous volunteer experience? (Related to healthcare or other). What did/do you enjoy most and least about your previous volunteer experience(s)?

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Title First name

Surname

Do you have any experience of - Training or teaching in

echocardiography? - Echo related research - Valve clinics

If you wish to provide any other information in support of your application please enter it here

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Please initial in the right-hand column to confirm that you are aware of the following should you be confirmed:

Title First name

Surname

Volunteers are required to send £200 with their application which will be used as the minimum contribution amount or be refunded if not confirmed as a volunteer.

BSE is arranging group travel insurance for the duration of the project. It is a requirement of the insurance policy that you do not travel if you have been advised not to do so by a medical practitioner.

Volunteers will be required to fund their own flights and can use the services of the BSE authorised Ian Allan Travel Company should they wish to.

Volunteers will be responsible for applying for their own visa (if required) and any fees associated with the application.

Volunteers will not be reimbursed for any expenses in relation to volunteering for the project i.e. transportation costs, visa fees or subsistence (unless otherwise specified).

I have reviewed, understood and signed the Volunteer Agreement. (Once confirmed as a

volunteer the Agreement will be countersigned on behalf of BSE and a copy returned to you).

BSE has arranged travel insurance however all volunteers should be mindful for their own health and safety while in South Africa and will be required to abide by the rules and laws and customs of South Africa. The following links will provide further information and volunteers are encouraged to research further. Smoking Safety Advice Foreign Office Travel Advice

BSE has the option suspend/delay/cancel the project at any time if there is deemed to be significant risk to the volunteers due to political or civil unrest or other perceived dangers. Funds raised will be held in the Echo in Africa account until such time as the project can recommence.

Volunteer Signature ………………………………………………………………………..…………. Date ………………………………………

Head of Department Signature …………………………………………………………………… Date ……………………………………… (Head of Department signature is require to confirm that leave is authorised if accepted as a volunteer)

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RE: Echo in Africa 2018 Dear Head of Department / CEO Your staff member has volunteered to contribute to Echo in Africa. This is a charitable initiative from the British Society of Echocardiography with the objective of screening underprivileged African children for rheumatic heart disease. Volunteers are raising the money to support their trip and will contribute by screening children for one or two weeks over the summer. This initiative has both a humanitarian benefit and a major educational component. Specific training will be delivered and this is an opportunity to learn in great detail about a disease which, although rare in this country, is the third largest cause of heart failure on the continent of Africa. We hope that you will support your staff member by granting them leave (we consider study leave to be appropriate because of the educational content), and by permitting them to fund raise from fellow staff in and around the Trust. You can find further information on the BSE website (www.bsecho.org). Many thanks in advance for your support. Yours sincerely

Keith Pearce President, British Society of Echocardiography

BSE Administration, Docklands Business Ctr, 10-16 Tiller Road, London E14 8PX

Tel: 020 7345 5185 Fax: 020 7345 5186 e-mail: [email protected]

The British Society of Echocardiography is a Company Limited by Guarantee Registered Charity No 1093808