Terms and Conditions for Volunteering at Mira Rai Initiative

Mira Rai Initiative is registered with the Social Welfare Council, and Government of Nepal, The volunteer / intern must be 18+ years old.

By accepting our Terms and Conditions on the website and /or signing the Application Form, you agree to be bound by our terms. If you are uncertain about any of these terms and conditions, or you would like an explanation of any part of them, please contact us. You can also obtain your own legal advice on them, should you wish to do so.

This website will also give you full details of the conditions that we must abide by to maintain our charitable status. We request that all volunteers are fully aware of the nature of the project and country they are visiting before arrival by reading information supplied by our website and other materials easily found on the internet. 

Project information must be used as a guide only, changes may occur in hours worked, volunteer duties or accommodation to allow the projects to be flexible. By making an application for a volunteer placement you are deemed to have agreed to all the terms and conditions in this document without exception. All bookings are deemed to be subject to and governed by the Laws of Nepal Government no matter what the nationality of the volunteer.

  • Complete the online application form by using the “Volunteer” tab.
  • Attach your updated resume / curriculum vitae (CV) with two referees’ contact details. Referees can be from your work / university / family.
  • Await confirmation of acceptance from Mira Rai Initiative.

In order to process your application for a placement, you / your doctor may also be asked to provide additional information on your health. We are also entitled to carry out a check on you with the Criminal Records Bureau (or any equivalent body). 

If in our opinion, the reference and/or health information and/or criminal check we receive about you or any other information you provide make you unsuitable for your chosen placement, we may refuse to process your application further. We honestly believe that all statements made in our website are factual and correct. Every reasonable effort has been made to describe the placement and to provide the amenities described. We cannot be held responsible for any changes that become known after the brochure was produced (up-to-date information can be found on the website), nor can we accept liability for happenings outside our reasonable control. We undertake to advise you of any material changes known to us prior to your departure. You are also advised to obtain any relevant information you need from Mira Rai Initiative.

Cancellation is only available if requested in writing by e-mail at least 4 weeks prior to the start date of your placement. Depending on the reason for cancellation you may be able to claim on your travel insurance, minus any excess they may impose. All claims must be sent directly to your insurance provider.  Mira Rai Initiative can take no responsibility for curtailment or cancellation of a placement by the volunteer as a result of any circumstances not directly related to services provided by Mira Rai Initiative and covered by the placement fee.

Changes to placement dates will be considered provided requests are made in writing (by email) at least 4 weeks prior to your arrival date. Acceptance of requests to change date will be dependent on availability of suitable placements at the project concerned. Date changes of more than twelve months from your original date will not be permitted. More than one date change per volunteer will not be permitted. 

If you request a date change for any reason within ten weeks of your agreed arrival date this will be viewed as a cancellation by you which will mean the loss of all money paid. For this reason we strongly urge you to take out cancellation insurance to cover the dates of your trip as this is the only way you may be entitled to any kind of reimbursement should you cancel your trip for any reason.

If the placement is cancelled by Mira Rai Initiative before your start date then Mira Rai Initiative is not liable for compensation related to any other costs associated with your trip, including flights and other travel costs. If for any reason beyond our control the project is cancelled after commencement then a percentage refund will be made depending upon the time left at the project. Mira Rai Initiative is not liable for any mistakes made by our partner organizations.

The Mira Rai Initiative code of conduct requires that volunteers and staff must:

  • Behave honestly and with integrity, act with care and due diligence and treat everyone with respect and courtesy, and without harassment or discrimination.
  • Maintain appropriate confidentiality in your dealings with any member of staff, volunteer or persons representing Mira Rai Initiative or our partner projects, and in regard to any information that may be shared with you in the course of your work with us
  • Disclose to Mira Rai Initiative management any involvement, formal or informal, with any other professional or charitable organization or NGO whilst you are working with or for Mira Rai Initiative, and take reasonable steps to avoid any conflict of interest, real or apparent, in connection with your work with Mira Rai Initiative.
  • Not provide false or misleading information in your application for work with Mira Rai Initiative

Use provided resources in a proper manner and not make improper use of:

  • information gained whilst working with Mira Rai Initiative
  • your duties, status, power or authority in order to gain or seek to gain a benefit or advantage for yourself or for any other person.
  • Behave at all times in a way that upholds the Mira Rai Initiative values, our integrity and the good name of Mira Rai Initiative and our partner organizations, and to never behave in such a way that may bring the Mira Rai Initiative name into disrepute.
  • comply with all the rules of any partner project you work with as part of your role with Mira Rai Initiative
  • pay for any damage you may cause at any partner project or at Mira Rai Initiative offices.
  • Respect the culture of the country in which you are based, refrain from engaging in any religious or political preaching, proselytizing, or demonstrating, and to respect locally acceptable standards of dress code and public personal conduct .
  • Respect all local laws and regulations of the country in which you are based. In addition misconduct will be considered to have occurred if your actions may jeopardise the functioning or good name of Mira Rai Initiative or our partner organizations in any way. Misconduct is considered as but not limited to:
  • Physical violence, Excessive alcohol consumption, drug abuse, deliberate damage to property, theft or fraud.
  • Negligence which causes serious consequences for Mira Rai Initiative or partner organizations.
  • Breaking the laws of the country in which you are based whilst working with or for the Mira Rai Initiative, even if it is not an offense in your country of origin.

If the volunteer is considered to have committed misconduct or any serious breach of the Mira Rai Initiative code of conduct occurs, the volunteer may be removed from the project. This will be effective immediately and no compensation will be forthcoming in these circumstances.

You will receive an induction / orientation to include health and safety advice and program related topics. The length of training (1 day to a week) depends on the nature of the work and the length of your stay with Mira Rai Initiative. Training/orientation is included as part of your volunteering program and is mandatory.

You should be clear about your work plan and schedule during this phase. The possibilities (Optional) if you wish to learn the culture and language of Nepal you need much time but the class will be run from your help. Language and culture class will not be covered by Mira Rai Initiative. If you wish to visit the community during the program orientation phase, Mira Rai Initiative will take you there so that you have a better understanding about the community you will work for. You will also be taken on a half day sightseeing tour in Kathmandu valley to help you learn about the culture and history of the area, e.g. Pashupatinath / Boudhanath / Swayambhunath. You should however cover the entrance fees.

It is a condition of your placement booking that you are prepared to be flexible in relation to your placement and its location. Participants are also asked to be flexible when arriving during major Hindu festivals such as Dashain and Tihar as there is often a disruption to services during these times and it may be necessary for Mira Rai Initiative to assign a temporary alternative work placement.

Food during your placement is included in the program fee. You should receive two to three meals a day throughout the placement, which will be of a Nepali standard, usually Daal–Bhat (lentil soup – rice), vegetable curry, pickle etc. If you wish to supplement your diet with other food, these expenses are yours. We will only cover food and accommodation for the period agreed for your placement and only at your placement.

If you go trekking or wish to stay in Nepal after your agreed period of placement, you will be responsible for your own expenses. If you decide to go away during your placement Mira Rai Initiative will not be responsible for that. In most cases you will be staying with a host family after the program orientation and will share the same food with them. Should you have any dietary conditions, you should let us know before your arrival in Nepal. In case of going around the city or out of the valley, you must cover your food and accommodation costs yourself. In case you want to make any trips during your placement, the period is still counted within regular placement time and that time won’t be extended to your date.

Due to the nature of the countries in which our projects operate, the standards of accommodation and hygiene may, in some cases, be below Western standards. There may be occasions when specified accommodation may change at short notice due to circumstances beyond our control. We Mira Rai Initiative will provide alternative accommodation of similar standards in this instance.

Mira Rai Initiative uses local transport for our volunteers which may be very different to your home country. Public buses, tuk-tuks and shared taxis are common and the most efficient and economical ways to get around. We do not usually use private tourist transport as the cost can be considerable and detracts from the experience of being a volunteer and part of the in country team.

On receipt of your flight details, We will organize an airport pick up and drop off to your accommodation in Kathmandu. This is covered by your program fee and as such there will be no charge and we will endeavor to be on time. We cannot be held accountable for problems such as traffic jams but we will do our best to meet you punctually. Also please note that we are not allowed into the Arrivals Hall of the airport so we will meet you just outside the main EXIT Hall with a name plate with Mira Rai Initiative. The area is not big and it should be easy to find each other. Please note that any offers to carry your luggage will come from outside parties (not Mira Rai Initiativestaff) so if you are approached and accepted, you will be expected to pay a tip. We strongly advise not to accept those services as it encourages begging. Should you leave the country immediately after the volunteering / internship, Mira Rai Initiative staff can drop you at the airport but you should cover the cost of the transportation fare.

Mira Rai Initiative considers comprehensive travel insurance, provided by a well established company, to be of an absolutely essential nature. Please do not forget to take all documentation provided by your insurer with you when you travel. Travel insurance should be purchased upon confirmation of your volunteer placement, you must declare to your insurer the nature of your volunteer work.

It is a condition of booking for some projects that all volunteers have a valid travel insurance policy to cover the entire duration of their trip which extends to include volunteer work. If you are unable to provide documentary evidence of a valid insurance, your booking may be cancelled at the sole discretion of Mira Rai Initiative without any refund.

Visit your doctor for your vaccinations, tell your doctor where you will be going and, you can then discuss the vaccines required. Some vaccines can take months to become active so please consult your doctor at the earliest possible opportunity.

It is each volunteer’s responsibility to ensure you are fully informed about any possible health risks you will be taking when attending one of our projects.

You agree that Mira Rai Initiative or project staff can give consent for you to be treated if you are unable to give that consent for yourself due to your medical condition.

We advise that all volunteers follow the up to date information and advice from their own countries governments regarding safety while travelling abroad.

You are responsible for all of your personal expenses during your training and placement, which includes drinks and entertainment, the cost of transport from your placement to other activities such as trekking or checking email. We can provide approximate costs if you request them from our office. As a volunteer, you agree that you will not request any payment for day to day transportation. You will be placed in Kathmandu Valley and if the project requires you to travel inside the valley or outside the valley; Mira Rai Initiative does not cover any travel expenses. You will also need some pocket money (e.g. 40USD monthly) for bottled water, internet and so on.

You are solely responsible for arranging all your visa and transportation needs to reach the projects. We will not be held liable for your being refused access to Nepal or transportation due to failure by you to obtain the correct documentation.

Mira Rai Initiative will not be responsible for any extra costs incurred due to flight cancellations or delays.

You may obtain a tourist visa in advance in your home country (recommended) or at the Kathmandu airport immigration office. Please note that the latter option can sometimes involve long queues. You will be responsible for the visa cost. To see up-to-date Visa information.

The nature of volunteering in developing countries means that occasionally things do not go as planned. Our in-country teams and partners will always do their best to mitigate against any adverse circumstances. By agreeing to our terms and conditions you agree to take all necessary steps to notify our staff and partners of anything you are dissatisfied with at the time in order to give us the opportunity to put things right before it is too late.

In addition we have a formal complaints procedure in the unlikely event that your placement is not up to expectations.

Mira Rai Initiative collects applicant’s data for internal use only. The personal data you supply to Mira Rai Initiative will be used only by us and our partner projects and will not be passed to or sold to any outside organization. Your email, contact details and all the information supplied on the application are to ensure a high standard of product quality and line of communication. We take your privacy very seriously and do everything possible to protect it. Date.  …………………… Name: …………………………………………………………………    Sign. …………………………………….