Terms and Conditions




CODE OF CONDUCT AT THE OCEANS RESEARCH INSTITUTE

These rules apply to all those accepted by Oceans Research Institute (hereby referred as Oceans Research) and all its programs and associates. Please read through them carefully. It is your responsibility to know of the code of conduct of Oceans Research.

These rules were made to (a); ensure your safety and that of all the other participants in the program and (b) to facilitate the easy running of the program in general. These rules will be dealt with on a case by case basis; consequences can include (but are not limited to) verbal warning; removal of privileges; and dismissal from your program at the discretion of the program directors. Should it become necessary for you to leave, there will be no refund of your fees.

Oceans Research is an equal opportunity organisation who will not tolerate any discrimination of persons based on their race, ethnicity, gender or sexual orientation.

The directors want to ensure your stay here to be beneficial, educational and enjoyable, as much as for the other participants. We all hope you have a very successful stay with us.

LIVING TOGETHER

  1. Always leave the common work and living areas clean and tidy. Don’t leave work notes, laptops or personal possessions in the common areas after use, even if you are coming back in 15 minutes. This will avoid loss and breakage.
  2. Do not take linen, including towels, supplied by the hotel to the beach or any other place outside the campus.
  1. No candles, no unattended braais (barbeques), no fires, no smoking will be allowed in the rooms, common areas or near buildings of the Campus. Smoking is allowed only in designated areas. Do not tamper with fire alarms.
  1. Please do not use extension cords excessively and ensure you have a voltage converter if you’re from a country with a different voltage. Please ensure that all lights and electrical appliances are turned off (not just on standby) when not in use and when leaving the rooms/Campus.
  1. There is a strictly NO OVERNIGHT GUEST policy of Oceans Research.
  1. Please refrain from any sexual activity in public areas of the premises and your individual dorms;
  1. Please note that any damage caused to the Oceans Research utilities, furniture and on any equipment used for the research or media activities will be at your cost. You will be responsible for any actions and activities that occur in your room and it is your responsibility to remind fellow participants of the rules and regulations. Costs of any damages or missing items (including room keys) will be divided equally among roommates unless the individual responsible makes themselves known to the Campus Coordinator.

BEHAVIOUR

  1. Resting and sleeping are important. Quiet Hours are enforced from 9:00pm to 7:00am Sundays through Thursdays and 11:00pm through 9:00am Friday and Saturday: this includes balconies, yards, garages with open doors, or any other location that can be considered open to the public, and potentially a source of noise. Any activities normally considered “rowdy” or inappropriate are banned: we reserve the right to define such behaviours and noise levels.
  1. Disruptive behaviour is prohibited while on Campus, towards any members of staff or fellow participants within the campus facilities. This includes, but is not limited to, sexual contact, sexual exposure, physical abuse and/or assault, harassment and threats.
  1. Consumption of alcohol is strictly prohibited on the boats and in the vehicles, and anywhere in excessive quantities. Anyone, whose behaviour suggests the consumption of alcohol prior to participation in activities, will not be allowed to attend, and disciplinary action may be taken.
  1. Consuming alcoholic beverages during week days or any other day, with work the next day must be kept to a minimum (max 5 standard drinks) and last drinks have to be before 11:00pm.
  1. In order to enforce these rules, participants must be back on campus no later than 10:30 during the week or on nights where there is work the next morning; should you return back later than 10:30 you will be removed from your morning activity.
  1. Staff is available to help participants get settled in South Africa and assist with any questions or concerns participants may have; they are employees and therefore we expect a level of professionalism in the relationship between staff and client. No sexual interactions are permitted, and relationships are subject to disciplinary action should Management feel lines have been crossed.
  1. While on Campus or during any sponsored activities, the staff member attending you on the activity is in charge; and you are expected to listen to their direction in order to ensure the safety and productivity of all projects and participants.
  2. Possessing or using ANY illegal drug is STRICTLY prohibited, and all staff members of the campus are required to report any suspicion of such illegal activity. In addition to being bound by local laws and methods of prosecution, any violator of NO DRUG policy will be subject to a disciplinary hearing, directors reserve the right to automatically dismiss violators of this offence, with no refunds.
  3. We have a zero tolerance policy for any type of gender, race, or sexual discrimination. Our house is a safe place for individuals of all backgrounds, orientations and life choices. We expect all persons to feel safe and secure in our house and while participating in our programs. Should any person be made to feel uncomfortable, unwelcome, or unsafe, this issue will be dealt with by the Campus coordinator – should it be deemed necessary any infringement of this nature could result in the immediate dismissal of a student
  4. Is my program a holiday? The short answer is no. Your primary purpose for being here is to participate in program activities and expand your practical knowledge in your selected field. A keen and willing attitude to work with, whatever the task presented or requested of you, will make your stay enjoyable. Ask questions! We encourage you to ask any questions about anything. We expect some initiative from you. Please do not wait to be asked to do daily duties after they are explained to you. But think before acting; NEVER do anything that you are not sure of, since it could have dangerous and/or destructive effects.

SECURITY

  1. Ensure that all doors and windows are secured at all times; keep car gate closed and locked after 20:00
  1. Please venture out in groups no smaller than 2 people; never walk alone at night or accept rides back to the campus from strangers;
  1. When you are at the campus and out in town, please bear in mind that you are still representing us and your country. Be responsible and respectful when dealing with local citizens, hotel guests and other participants.
  1. Do not carry large amounts of cash; utilise the safe for important belongings.

INSURANCE /  UNDERTAKINGS

I presently have medical and travel insurance in force which is valid in South Africa. Therefore, theft/loss or any medical condition arising during the programme will be paid for by my own insurance policy. I affirm that Oceans Research, and all its partners, affiliates, employees, and agents will not be liable for any medical payments or other on my behalf. I agree to be restricted and prevented from pursuing any liability claims of whatever nature regarding losses, injuries or illnesses sustained while participating in any of the Oceans Research program. However, any and all other non-liability action or claim must be filed and pursued only in South Africa under the laws of the Republic of South Africa, and I consent to the jurisdiction of the Mossel Bay Magistrates court or the George District High court for these purposes

DANGEROUS ACTIVITIES

I am aware and fully understand that field work at sea or on land, research, scuba diving, cage diving, wildlife interactions and boat activities and all other adventure sports and activities that I may participate in, without exception, are potentially hazardous and dangerous activities, and I am voluntarily participating in these activities with full knowledge of the danger involved and hereby agree and accept any and all risks, including injury and death. I further understand that the working / sea conditions can be uncomfortable and rough at times.

EXCURSIONS AND TIME AWAY FROM THE PROGRAM 

I understand that any activity undertaken on my own, whether a night out, a one-day or multiple-day trip, will be at my own risk and responsibility. I understand that for that time, I will temporarily not be part of my respective program and I will inform Oceans Research staff members of my whereabouts and will provide them with the information of a contact person. I will not pursue any complaint, nor sue, nor pursue any legal settlements against Oceans Research, or any of its partners, its directors and families, employees, staff, affiliates or agents, and I accept responsibility for any and all risks, including injury and death while I am not, temporally or permanently, part of the program.

TERMS AND CONDITIONS

I agree to abide to all the rules and regulations (Code of Conduct) of Oceans Research, its partners and associated organisations as contained herein. Not conforming to these rules and regulations could lead me to be expelled from the programme without any further claims or rights toward any fee or refund.

PAYMENTS AND CANCELLATIONS

I understand that I have paid a non-refundable deposit in order to hold my place in the program; this is non-refundable; however with more than 3 months notice we can offer to defer your deposit to another month within the same year. Full payment of the program is due 60 days prior to my arrival in South Africa; 90 days prior to the program’s state date there are no refunds for cancellations. Once in South Africa, there are no refunds for early departures from the program, I am responsible for the full balance of any and all program fees, including bank fees, for which I have registered to participate.

VISAS

I understand Oceans Research has instructed me that there are two options for visa applications. If staying in South Africa for less than 90 days, Oceans Research is responsible for applying for a Section 11 (2) endorsement letter for my stay. I am responsible for providing Oceans Research, at least one month prior to my arrival, a copy of my passport and full flight itinerary in order to apply for the endorsement letter. Failure to provide Oceans Research with these documents one month prior to my arrival may lead to my inability to fully participate in the program. If my volunteer period, and/or additional travel extend more than 90 days, it is my responsibility to apply for a volunteer visa through the South African Consulate in my area. Oceans Research will aid in the processing of this application but are not responsible for its completion. Any issues with entering and or exiting South Africa due to negligence, is my own responsibility and not the responsibility of Oceans Research or any of their employees, affiliates or agents. I further agree that no oral representations, statements or inducements apart from the foregoing written agreement have been made. Furthermore, I hereby certify that I am over the age of 18 and I am not under the influence of alcohol or any illegal drugs.

OCEANS RESEARCH – Copyright and Confidentiality Agreement

I herewith agree and fully understand that no scientific data or information acquired during my staying in South Africa while assisting as intern for Oceans Research and/or for Oceans Research collaborative projects, may be published, duplicated in any form (photocopy, copy, electronic, transfer, etc.), rendered public or used for any personal or academic use without the prior written permission of Oceans Research. Therefore:

  1. All data issued to students remains the sole property of Oceans Research
  2. The data set issued is for the purpose of an internal project only, and no popular or scientific paper may be published that includes any results, data, or special knowledge that may have arisen due to having access to the field and the released data
  3. A standard list of data sets available will be offered to interns, from which they can select the subject that most interests them I understand that his information has been collected for different research and scientific projects run by Oceans Research and associated organisations. I hereby decline any rights towards any of the data and/or information collected during the internship and staying in South Africa.

I will allow Oceans Research to use, sell and/or publish any photography/ video/ film footage that show me in whole or part for any purpose. There will not be any further arrangements necessary, nor any financial payment and/or contribution from Oceans Research or any other division of Oceans should the picture (motion or still) be published, used, and/or sold for other purposes.

I understand that footage and photographs collected by me can be used commercially if I abide by the following conditions set by Oceans Research. These conditions are: (a) Oceans Research will have right to review any article written in popular media, (b) 50% gross revenue raised by sale of pictures and/or video footage will be donated to Oceans Research, and (c) that written permission for the sale is issued by Oceans Research prior to any sale.

 

I hereby acknowledge that I am well acquainted and fully aware of and appreciate the real dangers and risks that are associated with and arising from the activities and the real risk of suffering bodily harm, injury, death and/or loss to property which may arise as a result of any of the activities whether on the premises or property of Oceans Research, in a vehicle or participating in an activity organised by Oceans Research.

I hereby waive all claim or claims of whatsoever cause or nature, whether being a negligent nature or not, or loss, howsoever arising against the owners of Oceans Research, their associates, servants, employees and/or any person connected whether directly or indirectly with the running of Oceans Research arising out of harm, injury, death or loss suffered whilst on the premises or property of Oceans Research and whether arising from an act of commission or omission on the part of those hereby indemnified or anyone of them.

I therefore indemnify and hold harmless and free, the owners of Oceans Research, their associates, servants and employees and/or any person connected whether directly or indirectly with the running of Oceans Research from any and all claims of whatsoever cause or nature which may arise on behalf of my spouse / common law wife/husband, partner, my children, whether minor or adult, or relatives and/or persons accompanying me to Oceans Research whether as my invitee, guest, or otherwise or at all who suffer injury or loss whilst on the premises or property of the Oceans Research and whether arising from an act of commission or omission on the part of those hereby indemnified or anyone of them.

I hereby acknowledge that I am well acquainted and fully aware of and appreciate the real dangers and risks that are associated as a passenger travelling in the vehicle and declare that I will not hold the owners of the vehicle, their associates, servants and employees responsible for any bodily injuries, death or damage to personal goods incurred as a result or in the event of an accident, theft or hi-jacking.

By signing this indemnity, I acknowledge that I have read and understood the conditions appealing immediately above my signature and that I am bound thereby.

This concludes the terms and conditions for participation in Oceans Research related programs.

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