Peace Corps Policy and Procedure Handbook - in Country Employee Manual

PEACE CORPS UKRAINE
POLICY AND PROCEDURE HANDBOOK
Kyiv, November 2006
Contents
POLICY AND PROCEDURE HANDBOOK...................................................................................................... 4 PEACE CORPS UKRAINE EMERGENCY CONTACTS................................................................................ 4 MEDICAL POLICIES........................................................................................................................................... 6 FEEDBACK ON THIS HANDBOOK.................................................................................................................. 6 ADMINISTRATIVE POLICIES AND PROCEDURES.................................................................................... 6 A. ALLOWANCES............................................................................................................................................. 6
SettlingInAllowance .................................................................................................... 6 LivingAllowanceandMonthlyPaymentofAllowances .............................................. 6 LeaveAllowance ............................................................................................................. 7 ReimbursementforPeaceCorpsOfficialTravel(hotel,transportation+perdiem) ....... 7 ReimbursableTripsNotIncludedintheTravelAllowance ........................................... 9 ExtraReimbursementClaimRequirements ................................................................... 9
B. BUSINESS CARDS...................................................................................................................................... 12 C. CRIMES AND ACCIDENTS....................................................................................................................... 12
PersonalProperty ......................................................................................................... 12 LostorStolenProperty/Cash ....................................................................................... 14

D. CONTACTING VOLUNTEERS IN URGENT SITUATIONS.................................................................. 15 E. MAIL SERVICE............................................................................................................................................18 F. MARRIAGE.................................................................................................................................................. 19 G. MEDIA AND TECHNOLOGY................................................................................................................... 20
MandatoryGuidelinesforVolunteerComputers ........................................................ 20 InternetUsageGuidelines ............................................................................................ 20 NonPeaceCorpsOwnedEquipment .......................................................................... 21

H. OFFICE FACILITIES AND EQUIPMENT................................................................................................. 23 I. OWNING AND/OR OPERATING MOTOR VEHICLES, MOTORCYCLES AND BICYCLES.............24 J. PEACE CORPS PROPERTY........................................................................................................................ 24 VOLUNTEER TRAVEL AND ABSENCES FROM SITE.............................................................................. 26
AnnualLeave ................................................................................................................ 28 UkrainianNationalHolidays ...................................................................................... 29 WeekendTravelwithinUkraine .................................................................................. 29 SickLeave ..................................................................................................................... 29 LeaveWithoutAllowance(LWOA) ............................................................................. 29 WorkRelated/CommunityActivities .......................................................................... 29 HostFamilyVisits ....................................................................................................... 30 AdministrativeLeave ................................................................................................... 30 EmergencyLeave .......................................................................................................... 30
WORKING GROUP AND SUPPORT GROUP POLICY........................................................................................................ 31 ACCOMMODATION IN KYIV WHILE ON OFFICIAL TRAVEL............................................................................................. 33
BuyingTickets .............................................................................................................. 33
TicketOfficesinKyiv ................................................................................................... 33 VolunteerUseofHostels .............................................................................................. 34

PEACE CORPS UKRAINE TRANSPORTATION POLICY..................................................................................................... 34 UKRAINIAN CUSTOMS REGULATIONS REGARDING CURRENCY....................................................................................... 36 PROGRAM POLICIES AND PROCEDURES................................................................................................. 40 A. STANDARD OF LIVING............................................................................................................................ 40 PROFESSIONAL CODE AND CONDUCT.................................................................................................... 40
ProtectAct .................................................................................................................... 40 GuidelinesForVolunteersProfessionalConduct ....................................................... 40

C. VOLUNTEER ASSIGNMENTS.................................................................................................................. 45
AdjustingtoaSite,DifficultiesatSite,andSiteTransferRequests ........................... 45
D. COMPLETION OF SERVICE.................................................................................................................................... 48 E. ADVANCING THE COS DATE.............................................................................................................................. 48 F. EXTENSION OF SERVICE.......................................................................................................................................49 G. EARLY TERMINATION OF SERVICE........................................................................................................................ 49
Resignation ................................................................................................................... 50 MedicalSeparation ....................................................................................................... 50 AdministrativeSeparation ......................................................................................... 50 InterruptedService ....................................................................................................... 51 FieldTermination ........................................................................................................ 52
H. GRANTS....................................................................................................................................................... 53
DemocracyGrant ......................................................................................................... 53 SmallProjectAssistance(SPA) ................................................................................... 53 PeaceCorpsPartnershipProgram ............................................................................... 53

I. LANGUAGE LEARNING............................................................................................................................. 54
LanguageTutoringAllowance ..................................................................................... 54
J. RESOURCE CENTER .................................................................................................................................. 55 K. VOLUNTEER ADVISORY COUNCIL (VAC).......................................................................................... 57 L. PROJECT MONITORING AND EVALUATION....................................................................................... 57
SiteVisits ..................................................................................................................... 57 PlanningaSiteVisit .................................................................................................... 58 SiteVisitReport(FORM9) ......................................................................................... 58 ActivityReports ........................................................................................................... 58
POLICY AND PROCEDURE HANDBOOK

This Ukraine-specific Handbook is intended as a supplement to and clarification of the policies in the Peace Corps Volunteer Handbook and the Peace Corps Manual. The Peace Corps Volunteer Handbook was sent to you before you left the United States. The Peace Corps Manual is a very detailed, comprehensive volume provided by Peace Corps/Washington to all Peace Corps field offices. The Manual is available for use by all Volunteers in each Regional Manager's office, as well as in the Administration and Executive offices. Most questions concerning policy and procedure, except those pertaining to medical issues, are addressed in this Policy and Procedure Handbook. Please consult it whenever you have a question. Whenever there is a question, please contact your Regional Manager. If you dont get an understandable and complete answer, inform the Country Director. This handbook explains and includes examples of all the forms that a Volunteer normally would need to use during service in Ukraine. Please use only the versions of the forms obtained from the Kyiv Peace Corps Office.
PEACE CORPS UKRAINE EMERGENCY CONTACTS

The Medical Unit located in is staffed by Peace Corps Medical Officers (PCMO), and a Medical Assistant. The PCMOs will also travel periodically to visit Volunteers. During these visits, local physicians are identified for emergency use. All referrals to competent local physicians should be made by the PCMO when necessary. Volunteers should not consult any local physician without the consent and/or notification of the PCMO, except in case of emergency. To Contact the PCMO or other PC Staff Your first person to contact in case of illness or injury is the PCMO. The PCMO can be reached by mobile phone, 24 hours a day, seven days a week. If you are unable to contact the medical staff, next call the Peace Corps Duty Officer and then the staff mobile phone numbers, starting with the Country Director. The other staff when contacted will assist in contacting the medical staff. The following phone numbers should be kept with you at all times for emergency situations:
24-hour Emergency Medical contact mobile phone: 8-050-330-2122 STAFF MOBILE PHONE NUMBERS: Duty Officer Mobile Phone: 8-050-331-8625 Peace Corps Duty Guards: 8-050-357-7642 Serhiy Pashynskyy (Safety and Security Coordinator): 8-050-312-7903 Diana Schmidt (Country Director): 8-050-331-1908 Helen Petrozzola (Deputy Country Director/PTO): 8-050-331-1896 US EMBASSY Duty Officer: 044-490-40-00, 8-050-311-1796 US EMBASSY Post One: 044-490-44-54 The 911 emergency telephone number in Ukraine is "02". Inform the person on duty of the type of assistance needed and your location. You will be taken to a local hospital in your area.
Modified: September 2006
Policy and Procedure Handbook
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THE PEACE CORPS OFFICE IN KYIV

The Peace Corps Office is open for visitors Monday through Friday 9:00 AM - 6:00 PM. The phone is answered in the English and Ukrainian languages. The standard lunch hour for staff is from 1:00 PM to 2:00 PM. The Volunteer lounge and computer room are open for use by Volunteers and Trainees from 9:00 AM till 10:00 PM daily. Late night use should be by traveling Volunteers who need a safe place to wait for late departures or a place to go when arriving early in the morning. The lounge is not a hostel. The Country Director's and Deputy Country Directors appointments and daily schedule are coordinated by Valya Pyrozhko (phone: 8-044-247-6840), Executive Assistant. Please contact her to arrange a meeting. Medical Office hours are 9:00 AM - 1:00 PM and 2:00 PM - 6:00 PM. Appointments are necessary for all visits except emergencies. Medical kit supplies are available during office hours through Natasha Nikolayeva (phone: 8-044-247-6844), Medical Assistant. Administration Office hours are 9:00 AM - 1:00 PM and 2:00 PM - 6:00 PM. Cashier Hours are 11:00 AM to 1:00 PM and 4:00 PM to 5:30 PM on Monday, Tuesday, Thursday and Friday. The Cashiers window is closed on Wednesdays to allow her to process vouchers and complete bank-related tasks. In case of an emergency, please contact the Administrative Officer. Programming Staff are available for meetings with Volunteers during working hours Monday through Friday. To ensure that the person with whom you would like to meet is available, please schedule an appointment in advance. If the Regional Manager you need to see is traveling, please call his/her cell phone to find out who is covering for him/her.
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MEDICAL POLICIES
Information about specific medical policies is not included in this Handbook. Medical policies are found in the Peace Corps/Ukraine Health Manual (a copy of which you received at PST). Please note that medical policies are intended to assure your maximum health and safety. Your observance of them is essential. Failure to follow medical policies may be grounds for administrative separation.
FEEDBACK ON THIS HANDBOOK

The goal of this Handbook is to provide a reference for Volunteers. If you do not find answers to your questions in this Handbook, please send questions to your Regional Manager. Your help in identifying gaps in the information provided here will ensure that subsequent versions of this Handbook will help improve our communication with all Volunteers.
ADMINISTRATIVE POLICIES AND PROCEDURES A. ALLOWANCES
Settling-In Allowance Each Volunteer receives a settling-in allowance at the end of training and before moving to his/her permanent housing after the home-stay. This allowance is to be used for items that are not included among those provided by Peace Corps and the site. Decisions about all items to be purchased from the settling-in allowance are at the Volunteer's discretion. The items become the property of the Volunteer.
The amount of the settling-in allowance is continually checked and, if necessary, revised. The basis for determining the amount is a survey that all new Volunteers are required to complete and send to the Peace Corps office within one month of living at your permanent housing. At the end of service, many Volunteers pass the items they purchased from the settling-in allowance to other Volunteers or to a local worthy cause. If you break or damage property that was loaned to you by your site or the landlord, you must compensate the site and/or landlord for its repair or replacement. Living Allowance and Monthly Payment of Allowances Peace Corps Volunteers are entitled to a living allowance in order to be able to serve effectively and safely overseas. Consistent with the Peace Corps philosophy that development and mutual learning are most effectively achieved when people live and work together, it is important that Volunteers live modestly by the standards of the people they serve, yet not in a manner which would endanger their health or safety. The living allowance is based on local living standards and costs. In addition, Peace Corps provides each Volunteer with sufficient funds to travel from his/her site to Kyiv on official business. Peace Corps also reimburses Volunteers for approved language tutoring charges or
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one-time language materials procurement up to 130 UAH per month. During the mandatory 1 (one) month homestay at your permanent site: Peace Corps Volunteers are responsible to reimburse their host-families for food in the amount of 600 UAH per month; Peace Corps pays an additional 93 UAH each month for utilities; Peace Corps pays an additional 150 UAH to the PCV to pay for their host-family stay. Volunteers are expected to pay twice a month ahead in cash. Once deposited, your allowances are your property and responsibility. The amount of the living allowance is re-evaluated annually through a survey completed by Volunteers in Ukraine. In years when fewer than 70% of Volunteers respond, the living allowance remains at its then current level. It is Peace Corps policy that Volunteers are paid in the currency of the country in which they work (UAH) Your living allowance is not a salary, but a subsistence allowance. It is based on local living costs and should cover food, normal clothing replacement, transportation from home to work, utilities, household supplies, recreation and entertainment, personal telephone, mobile calls and email fees, incidental personal expenses, reading materials and laundry. Every month Peace Corps/Ukraine will transfer your Living Allowance to a ProCredit bank. Peace Corps assists you in opening individual bank accounts in the local currency. On the first of every month your living allowance, along with your monthly leave allowance, one-twelfth of your annual official travel allowance and any approved reimbursement for language tutoring, are deposited into your account. If the deposit is not available for withdrawal by the fifth (5th) day of the month, inform the Administration Office. To make any changes in your bank arrangements other than withdrawing money, you must have Peace Corps permission. At the end of service you are responsible for closing your bank account.
Leave Allowance Volunteers accrue vacation credit at the rate of one day per any portion of a half-month of Volunteer service. Accrual and payment of leave allowance begins only after a Volunteer swears in. Every Peace Corps Volunteer worldwide is paid $12.00 of leave allowance for each vacation day ($24.00 for each month of service), whether or not the vacation days are actually taken. Your leave allowance is deposited monthly along with the living allowance. It is deposited in UAH.
Reimbursement for Peace Corps Official Travel (hotel, transportation+per diem) (THIS POLICY IS CURRENTLY UNDER REVIEW AND MAY BE MODIFIED).
Modified: September 2006 Policy and Procedure Handbook page 7
Volunteers in-country official travel costs are covered by Peace Corps for program, medical, training or other Peace Corps business related travel only. The relevant Peace Corps staff member must approve such travel in writing. Monthly payment of one-twelfth of the Annual Travel Allowance for official round trips from your site to Kyiv is made with your monthly Allowances payment. All job/site related travel should be paid by the Ukrainian organization the Volunteer is working with. Travel between home and your work is part of your Living Allowance. Each Volunteers travel allowance is sufficient for reasonable, direct, and immediate travel to the Kyiv office from his/her site four times in a calendar year. If a Volunteer requests an additional travel allowance, Peace Corps will review actual expenses to date and decide whether additional funds are needed. Volunteers should keep receipts from all official trips in case they are needed for such a review. Peace Corps does not reimburse, nor provide for any extra costs levied by a travel agency or other third party. In the case of official train travel and to promote Volunteers safety and security, Peace Corps will reimburse for entire second-class coupes. Please note that when traveling with other Volunteers, coordinators, or other colleagues, reimbursement for the whole coupe is not authorized. No other classes of train travel are valid for reimbursement of the entire compartment. Volunteers purchasing the whole coupe may be reimbursed for the remaining three berths when complete receipts are presented. The travel allowance includes funding for sheets on trains. If you buy the entire coupe when traveling, please present the round-trip ticket to the Administrative Officer, and the money will be sent to you in your next living allowance deposit. You will be reimbursed for the extra three berths in the full coupe, as you have already been allotted money for one. If a Volunteer travels to Kyiv on project or assignment related travel and then later decides to visit the Peace Corps office to talk with the Regional Manager, this does not constitute authorized Peace Corps official travel. There is no per diem reimbursement for travel that is less than 12 hours (6 FAM 155.c). Peace Corps will reimburse per diem in local currency at rates established according to market basket surveys and with the Country Directors approval.
Travel Allowance Components: Your travel allowance is calculated using the costs for travel from your site address to Kyiv, including transportation, sheets, and per diem. The following amounts have been estimated for one trip: Per diem: 1st day 54.75 UAH 2nd and 3rd days 146.00 UAH (73.00 UAH @ 2 days) last day 54.75 UAH Total per diem 255.50 UAH 1 seat in a coupe or/and 1 bus seat or 1 marshrutka seat.
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During official trips, lodging in Kyiv is provided by Peace Corps. Our assumption is that you make four such trips per year. Please note the beginning of your year is your Swearing-in date. The total amount for four trips divided by 12, and this makes your monthly travel allowance. Please note that you should use your travel allowance for the following official trips: Medical or program related trips during your Peace Corps service approved by Country Director, Programming & Training Officer, Lead Specialists, Regional Managers and Medical Staff. Program/Medical travel prior to Medical Evacuation (Medevac), Emergency Leave (EL), Early Termination (ET), Special Leave (SL), and close-of-service (COS) or extension. Site development/site assessment travel. Pre-conference planning group meetings. SPA; VAC; PAC; GAD; Safety and Security; Warden Training; IT; HIV/AIDS; MAG; Gay, Bisexual & Lesbian; Healthy Lifestyles; Environmental; Peer-Listening, and other committee, working and support groups members as well as Nu Shcho!? editors are expected to the maximum extent possible to incorporate medical and program travel into their office visits.
Reimbursable Trips Not Included in the Travel Allowance Travel allowances for some Conferences and Workshop (e.g. ISTs, COS, Regional, and Sector, Language Refreshers, TEFL Practical Projects conferences, National Olympiad, etc.) are not included into the regular lump sum of travel allowance. Whenever its possible, the funds for such events will be transferred to your bank accounts ahead of time. Otherwise youll be paid at the event itself. In case you do not participate in the event, the pre-advanced amount will be subtracted from your next monthly allowances. Extra Reimbursement Claim Requirements If you take more than four trips to Kyiv on official and approved travel, it may be possible to be reimbursed for these trips. In order to do so, you must have an approved Absence from Site form on file with your Regional Manager (for all official trips) and receipts for all trips.
In case of Medical/Admin hold in Kyiv over 5 calendar days (6, 7, etc), please see the Administrative Officer with approved Absence from Site Form to get approval to deposit funds to your bank account, or receive per diem in cash at the Peace Corps office during cashiers hours.
The Claim for Official Travel Reimbursement form (FORM 1) can be used to keep track of your official trips and expenses. This form can be submitted to claim additional travel reimbursement when you believe that the payment of additional travel allowance is warranted. Together with the form, Volunteers are required to submit approved copies of Absence from Site forms and transportation receipts for each trip (see FORM 1A as an example). The Claim for Official Travel Reimbursement form can be found on Volunteers computers. If you want it to be e-mailed to you, please contact Travel Assistant Natalia Solyanikova at (nsolyanikova@ua.peacecorps.gov). Volunteers can submit Claim for Official Travel Reimbursement every 6 months starting from their swearing-in day, or 4 times per Volunteers regular service.
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B.
BUSINESS CARDS
Business cards may be appropriate for some Volunteers work assignments. They must be purchased at personal expense and cannot be reimbursed by Peace Corps. The Peace Corps logo can be included on Volunteers business cards in addition to a Ukrainian site logo. The Volunteer can be identified on a business card as a Peace Corps Volunteer (consultant, business faculty, teacher, etc.). Site contact information should be used and not the address and phone numbers of the Kyiv Peace Corps office. Do not use logos from agencies like the Eurasia Foundation or USAID. If in doubt about what to include on your business card, consult with your Regional Manager.
C.
CRIMES AND ACCIDENTS
Every Volunteer who is the victim of a crime or accident is responsible for notifying immediately at least one of the following: the Peace Corps Safety and Security Coordinator, the Peace Corps Medical Officer, the Country Director, the Deputy Director (Program and Training Officer) and/or his/her Regional Manager. The Volunteer also should immediately notify his/her Coordinator, and possibly local authorities (depending on the severity of the incident). Volunteers who have doubts about reporting an incident to the local authorities or who desire assistance in filing a police report should inform the Peace Corps Safety and Security Coordinator. Volunteers must immediately contact the Peace Corps Medical Officer if the incident has caused physical or emotional harm. It is very important to report all crimes and accidents. This reporting helps Peace Corps monitor the overall safety and security situation for Volunteers in Ukraine and guides decisions about measures needed to protect all Volunteers. Contact Peace Corps by the most immediate means possible. After office hours and on holidays and weekends, contact either the Duty Officer (phone: 8-050-331-8625) or the Medical Duty Officer (phone: 8-050-330-2122). An Incident Report form must be completed for each crime or accident. This form should be given to the Medical Officer and/or Safety and Security Coordinator. Personal Property Volunteers are responsible for making arrangements for safeguarding personal funds and property. When the Volunteer or Trainee does not have another safe option, Peace Corps/Ukraine is authorized to take custody of Volunteer or Trainee property for safekeeping of the following items: living allowances, other allowances, personal cash, credit cards, travelers checks, or other cash equivalents. Contact the Administrative Officer to store these items.
Except for the Administrative Officer, Peace Corps staff is not authorized to take custody of your property. In accordance with Peace Corps Manual section 235, Volunteers and Trainees
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are required to be advised of the following regulations regarding items held in custody for Volunteers/Trainees (Volunteer /Trainee Property Claim (FORM 3): Peace Corps will not reimburse personal cash losses over $750 regardless of how much cash Peace Corps accepts for custody. Peace Corps will not reimburse claims without a receipt or other satisfactory evidence of the amount and type of cash that is placed in Peace Corps custody. Volunteers or Trainees who put traveler's checks in Peace Corps custody should keep a list of the check numbers for reimbursement from the issuer.
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All Volunteer or Trainee cash or cash equivalents held in Peace Corps custody is kept in a U.S. Government-approved safe or bar-lock cabinet separate from the safe holding Peace Corps office funds. The Administrative Officer personally sets the safe combination. He is the only employee who has access to the combination. When accepting cash, the Administrative Officer counts the cash; seals it in an envelope; notes the name, date and amount and type of funds in an electronic log kept by Peace Corps for this purpose. When a Volunteer or Trainee withdraws any cash, the Administrative Officer makes corrections in the log.
For suggestions on how to safeguard your personal property, please see the Safety and Security Handbook. Lost or Stolen Property/Cash Volunteers are strongly advised to have personal property insurance. See the Administration Office for insurance information Peace Corps/Ukraine does not reimburse Volunteers for lost or stolen property except in extraordinary circumstances. The Country Director may reimburse or replace a Trainee's or Volunteer's lost, damaged or stolen property, equipment, supplies or allowance only if the Trainee or Volunteer clearly needs the lost, damaged or stolen items in order to continue to work effectively as a Volunteer. Make sure that you have completed all necessary steps in reporting the crime to the local militia. Without a militia report, replacement or reimbursement is not possible. To claim
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reimbursement after theft of all or part of your monthly living allowance, you must complete the Volunteer/Trainee Claim Form for Living Allowance Reimbursement (FORM 4). To apply for reimbursement for other losses use the Volunteer/Trainee Property Claim form (FORM 3). These forms are available from the Administration Office. All claims for reimbursement must have a copy of the relevant police report attached.
Regarding loss of cash, Peace Corps/Ukraine will replace your living allowance, prorated from the date of loss to the end of the month. If you urgently need funds because of theft, you may request an emergency withdrawal from your readjustment allowance. The maximum cash withdrawal for this purpose is $200.00. Be aware, however, that this is a one-time option for the entire length of service. Discuss this carefully with staff prior to pursuing it. If you lose your no-fee passport or Ministry of Foreign Affairs accreditation card, a.k.a. "pink card", contact the Administration Office immediately for help with replacement.
D.
CONTACTING VOLUNTEERS IN URGENT SITUATIONS EMERGENCY LOCATOR FORM AND ABSENCE FROM SITE FORM
The Country Director and all Peace Corps staff are responsible for each Volunteers safety and security. Given the steady increase in safety and security risks throughout the world, this responsibility is of utmost seriousness. In order to fulfill this responsibility, the Ukraine Peace Corps Office must know where each Volunteer is every day. Each Volunteer is required to have a completed accurate Emergency Locator Form on file continuously at the Peace Corps office. This form Peace Corps Ukraine Emergency Locator Formmust be submitted to the Volunteers Regional Manager within one week of a Volunteers arrival at his/her site and, again, within one week of any change of residence or work site address. For each temporary absence from site of one Manager must be notified before travel begins. form, if the Volunteer has not already done so. Locator Form when the Volunteer is away from policy). or more nights, the Peace Corps Regional He/she will complete an Absence from Site This form takes the place of the Emergency his/her assigned site (see Absence from Site
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Insurance company name and address:
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E.
MAIL SERVICE
Peace Corps/Ukraine sends a bi-weekly mail packet to each Volunteer that includes official letters and memos, a copy of Newsweek and other items as possible within the size and weight limits. This mailing is sent on each second Monday afternoon, unless there are extenuating circumstances. Mail addressed to Volunteers originating from other sources and received at the Peace Corps/Ukraine Office is held at the office until the Volunteer can pick it up. You will be notified that you have a package and you can designate a staff member or other Volunteer to pick it up for you if you will not be in Kyiv. Ask family and friends to send personal mail directly to you at your mailing address (not the Peace Corps Office in Kyiv) as soon as possible after arriving at site. Notify Peace Corps immediately of your current mailing address and phone number after you arrive at site. If you move or change your address, notify Peace Corps immediately of the change.
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Post office boxes are safer than mailboxes at residences. Consider renting a post office box instead of using your residence mailbox. Your Coordinator may also be of help in determining the best mailing address to use. Parcels valued at $99.00 or less are delivered without a customs declaration. Ask family to estimate the parcel value less then $100.00 as it will greatly ease the pick-up process for you. Your passport and MFA ID (pink) card are required for parcel pick-up. Ukrainian Customs Law does not allow foodstuff, medicines, money or jewelry to be sent across the border. Parcels containing these items CANNOT be cleared through Ukrainian customs and will be sent back. For full list of prohibited items, please contact Peace Corps General Service Officer. Packages from the United States normally take about two months to arrive in Ukraine via surface mail, and two to three weeks via airmail. The post office may charge a set rate per parcel that you must pay when you pick it up. Due to the Volunteers official status all private parcels/packages go through Ukrainian Customs without official customs fees. Please use the phrase Private goods: clothes and newspapers or similar in accordance with the parcel content, to simplify pick-up. Sending of CDs and/or videotapes is not recommended but possible as private products have no commercial value. All items left with the PC Ukraine Senior Guard which cannot be mailed by regular post to PCVs can be picked up by the addressee or designated staff member or other Volunteer. Most mail sent to Ukraine from abroad arrives in good condition, although occasionally letters or packages are tampered with. Given this fact, Volunteers are encouraged to advise family and friends not to send culturally sensitive messages, cash or other valuables. When you leave Peace Corps/Ukraine, you will be asked to provide a forwarding address. If you provide one, Peace Corps/Ukraine will forward any mail received for you to that address for the first three months after your final departure from Ukraine. As a returned Volunteer, please inform correspondents of your new address as soon as possible.
F.
MARRIAGE
While serving in Ukraine, a Volunteer wishing to marry and continue in Peace Corps service after the marriage must discuss, in advance, his/her proposed marriage with the Country Director and obtain the Country Director's approval. Make an appointment with the Country Director well in advance of any planned marriage. Be aware that background checks of your intended spouse must be completed by the United States Embassy and the Peace Corps Security Office in Washington at least three months prior to the marriage. Your Regional Manager can furnish the required USG background check forms, and the Country Director will request the Embassy and the Washington Security Office to undertake the background check. The Country Director determines whether the marriage is likely to be consistent with the Volunteer's continued effective service. Factors to be considered are the Volunteers ability to continue in his/her assignment Note that according to the Peace Corps Manual, no support or assistance can be given to a non-volunteer spouse, regardless of citizenship.
Please understand that the required consultation and background checks are not meant to interfere with the decision to marry, nor to pass judgment on the choice of spouse. However, you should realize that if it is apparent to the Country Director that the marriage would hamper continued effective service at the assigned site, approval will not be granted. If you marry without the Country Directors approval, you may be administratively separated from Peace Corps. If you want to marry during your Peace Corps service, please consult with the US Embassy for regulations regarding registration of marriages, and, if the spouse is a non-US citizen, for regulations regarding US visas and entry procedures. The US Immigration Service is entitled to decide on a case-by-case basis whether the non-US citizen spouse will be issued with the necessary documentation required to enter the United States as an immigrant. Marriage to a US citizen is not assurance that such documentation will be issued by the Immigration Service. For further information please see the U.S. Department of Justice Immigration Web Site at http://www.usdoj.gov/immigrationinfo.htm.
G.
MEDIA AND TECHNOLOGY
Mandatory Guidelines for Volunteer Computers Please keep in mind that these computers are Peace Corps-owned and are shared by many Volunteers, thus they may be different from what you may be accustomed to either at home or other places of business. The computers have been set up in a standard way to ensure that the data are secure and that the computers are stable. Volunteers should not attempt to change the computer setup in any way, including installing applications and/or changing settings. Any changes to the setup in any way may cause instability, security vulnerabilities, licensing problems, incompatibilities, and other problems that make the computer less productive for other Volunteers. If any changes are made, Peace Corps staff will reformat and reconfigure any computer at any time in order to restore them to the standard setup. If such action is required, Volunteer data will be lost on that particular computer and Volunteers may lose access to the computers and/or the Internet. In order to ensure stable, secure computers for ALL Volunteers, you must follow the following basic guidelines:
Under NO circumstances are Volunteers allowed to use staff computers. Volunteers may only use the Volunteer Workstations. Read and follow the Peace Corps Internet Usage Guidelines, such as: Do not download large documents from the Internet (i.e. MP3 songs, or other large documents). You are not allowed to install Software on the Volunteer Workstations. This includes Games, Instant Messenger, Internet Chat Programs, Utilities, etc. When finished using the computer, please logout to prevent unauthorized use and to protect your documents. Any violation of the mandatory computer system guidelines is grounds for possible Administrative Separation. Internet Usage Guidelines The following list of inappropriate Internet usage is applicable to all Peace Corps employees and contractors, both foreign and domestic, and all Volunteers/Trainees. These guidelines apply at all times (duty or non-duty hours) and from any location (remote location, local office or Overseas Post) when Peace Corps Internet Services are used. Inappropriate use of Peace Corps provided Internet services include:
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Any personal use that could cause congestion, delay, or disruption of service to any government system or equipment. Examples of uses include, but are not limited to: greeting cards, large file attachments (including video and sound), "push" technology on the Internet such as Pointcast services, and continuous data streaming such as RealPlayer services. (Approval for business use must be obtained through IRM); Use of any government system for any "hacking" or "cracking," including as a staging ground or platform to gain unauthorized access to other systems; Knowingly creating, copying, transmitting, or retransmitting of chain letters or other unauthorized mass mailings regardless of the subject matter; Use for activities that are illegal, inappropriate, or offensive to peers or the public. Such activities include, but are not limited to: hate speech, or material that ridicules others on the basis of race, creed, religion, color, sex, disability, national origin, or sexual orientation; The creation, downloading, viewing, storage, copying, or transmission of sexually explicit or sexually oriented materials for non-business purposes; The creation, downloading, viewing, storage, copying, or transmission of materials for participation in gambling, illegal weapons, terrorist activities, or any other illegal or prohibited activities; The deliberate propagation of any virus, worm, Trojan horse, or trap-door program code; The re-use of your network user ID or passwords for access to non-Peace Corps computer systems or any Internet sites, such as Hotmail, AOL, etc; The downloading of any software to Staff or Volunteer desktops and laptops unless prior approval has been obtained through existing Peace Corps procedures. This includes shareware and freeware such as AOL Instant Messenger; The attempt to disable, defeat or circumvent any Peace Corps security resource or service; and The transmission of files containing sensitive data that are transferred in any way across the Internet without encryption.
Note: Peace Corps has software and systems in place that can monitor and record all Internet usage. We also reserve the right to inspect any and all files stored in non-shared areas of our network in order to assure compliance with Peace Corps policy. Non-Peace Corps-Owned Equipment The extent to which you have access to computer equipment owned by other entities, such as a sponsoring agency, local non-governmental agency, or private donor, may vary from site to site. Use of this equipment should follow applicable computer use policies and be aware that the Peace Corps will not be responsible for the maintenance or replacement of this equipment. In addition, you are encouraged to purchase personal property insurance to cover the maintenance and replacement of computer equipment that you bring overseas or purchase incountry. Media Trainees or Volunteers are free to discuss their role in the Peace Corps with media representatives, however they should, if possible, notify their Country Director or Regional Manager, of such discussions before they take place. Volunteers and Trainees must be aware of, and be sensitive to, the impact their personal comments may have on themselves, their coworkers and program, and the Peace Corps worldwide.
Volunteers may write articles for publication; however, these should be discussed in advance with the Country Director or Regional Manager. Publication of material, contrary to the advice of the Country Director, which subsequently results in adverse consequences for the Volunteer or the program, may be grounds for administrative separation. This policy applies whether or not you mention Peace Corps in the article or interview. Remember that Peace Corps is apolitical and that it is against Peace Corps policy to express personal political views in the media relevant to Ukraine's political climate or situation. Volunteers are invited guests in Ukraine and as such should not criticize the Ukrainian government or Ukrainian culture and people in any media form.
Web Sites Volunteers who create their own Web sites, or post information to Web sites that have been created and maintained by others, should remember that (unless password-protected) any information posted on the Internet can be accessed by the general public, even if that is not intended. Because search engines regularly index most sites on the Internet, it is possible that members of the public could locate a Volunteer Web site by searching for information about the Peace Corps or a certain country. This is possible even if the Volunteer does not actively promote his/her Web site. Given these realities, Volunteers are responsible for ensuring that their IT use is consistent with the following guidelines: Notification Volunteers who create their own Web sites or post material to Web sites created by others are responsible for discussing the content in advance with the Regional Manager to ensure that the material is suitable and complies with general and countryspecific guidance. Disclaimer Any web site maintained by a Volunteer during his/her Peace Corps service must reflect the fact that it is not an official publication of the Peace Corps or the U.S. Government. The site, therefore, must be labeled clearly and prominently with an appropriate disclaimer such as: "The contents of this Web site are mine personally and do not reflect any position of the U.S. Government or the Peace Corps." Use of the Peace Corps Logo Because use of the Peace Corps logo is reserved for official activities authorized by the Peace Corps Act, the logo cannot be used on Volunteer Web sites. As a safety precaution, Volunteers are urged to omit from their Web sites information about their precise living location or those of other Volunteers, as well as information about events to be attended by Volunteers. For example, Volunteers who live in remote areas should use care before placing the name of their towns or villages on their Web site and, instead, should refer to the general area of the country where they live. For their own protection, it is also advisable not to provide information about Volunteers personal possessions. Volunteers should be aware of the risk of identity fraud and other security concerns connected with the posting of any personal information about themselves, family members and others on Web sites.
Consistent with Peace Corps policy regarding publications, Volunteers may not accept payment for anything they write or photograph that appears on the Web. Articles, manuals, teaching materials, and other work-related products developed in connection with Peace Corps service and/or financed by Peace Corps funds are considered part of the public domain and
may not be copyrighted or used for personal gain. When materials are submitted for publication to Peace Corps, release forms (PC-2064) are to be signed by Volunteers, staff and the general public. Volunteers should be advised that posting materials to the Web, which they have not authored or created, might violate U.S., host country, or other applicable copyright laws.
H.
OFFICE FACILITIES AND EQUIPMENT
Volunteers are welcome to work in the Resource Center at the Kyiv office and use the computers in the Volunteer lounge. However, office supplies, desks, typewriters, computers and telephones assigned to office staff are strictly reserved for their use. The photocopier is available to Volunteers for limited, job-related purposes only. You may make up to 15 photocopies for a work-related job, with authorization from your Regional Manager. The copier may not be used after hours or on weekends. For international calls, unless you have a calling card, obtain the Administrative Office permission before placing a call. Permission will be granted only in an unusual and urgent situation. If you have a calling card that uses a local telephone number for access, you may place a call from the PCV Lounge area.
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I.
OWNING AND/OR OPERATING MOTOR VEHICLES, MOTORCYCLES AND BICYCLES
Volunteers may not, without the express written approval of the Country Director, own or operate any type of motor vehicle. Such approval can be given only in very specific and special circumstances. Due to the very high incidence of motorcycle accidents that have resulted in injury and death of Volunteers all over the world, Volunteers will not be permitted under any circumstance to own, operate or ride a motorcycle. Peace Corps Volunteers may own and operate bicycles, but they are required to wear Peace Corps approved bicycle helmets while riding a bicycle. It is the law of Ukraine and US Government policy that a driver and passengers must wear seat belts at all times when in a moving vehicle. This law applies to all persons riding in Peace Corps vehicles
J.
PEACE CORPS PROPERTY
Each Volunteer is responsible for all Peace Corps property in his/her possession, whether for project or personal use. Items are checked out from the GSA/Property Manager by signing a property receipt, which becomes part of a Volunteers personal file maintained in the office. Notify the GSA/Property Manager if any item is lost or stolen. If you terminate your service early, you must return all accountable Peace Corps property in good condition to the GSA/Property Manager in the Peace Corps office. You will be requested to reimburse in cash the value of lost or stolen accountable property. In exceptional situation, the value will be deducted from your readjustment allowance, unless you demonstrate that you exercised proper care and control of such items. Peace Corps provides the following equipment: Heater Oil heater for 1.5-2.0 KW is provided to every Volunteer before departure to site after swearing-in. Since the term of use for such type of equipment is maximum 2 years, Peace Corps will not request to return the heaters if a Volunteer is Closing his/her Service (COS). Mattress Mattresses (or actually money) are provided to Volunteers only in concurrence with the Medical Unit and the amount is $80 maximum (or $120 for couples). There is no need to return the mattress bought by a Volunteer to Peace Corps prior to Closing of Service or ET: it can be donated to the community or a Volunteer
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. Helmet Peace Corps is ready to lend Volunteers bicycle helmets that should be returned to Peace Corps when a Volunteer is closing his/her Service (COS).
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Carbon Monoxide Detector Peace Corps provides to every Volunteer before departure to site after the swearing-in. Since the term of use for such type of equipment is 5 years, it should be returned to Peace Corps when a Volunteer is closing his/her Service (COS).
Fire Extinguisher Peace Corps provides to every Volunteer before departure to site after the swearing-in. Since the term of use for such type of equipment is maximum 2 years, Peace Corps will not request to return the heaters if a Volunteer is Closing his/her Service (COS).
VOLUNTEER TRAVEL AND ABSENCES FROM SITE

ABSENCE FROM SITE PROCEDURES GUIDE DEMO VERSION Any overnight absence from site requires the Volunteer to let Peace Corps know how to contact him/her. This may be done by submitting an Absence from Site Form (FORM 5) or sending information by email, SMS, Fax or smoke signal before the Volunteer leaves the site. The Volunteer must not leave the site until the Regional Manager has responded that the information has been received. Minimum information includes dates of travel, location and contact number. When the Coordinator's approval is needed for travel, send the signed form to your Regional Manager. You can leave your site before the approval form reaches Peace Corps. Reconcilable no yes no no no
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Activity
Approval
Notification
Notes
Overnight Weekend Travel in Ukraine Sick Leave, coming to Kyiv to see PCMO Annual Leave PCMO Coordinator RM
RM
Coordinator Coordinator RM
Day trip to nearby community Ukrainian Holidays
We encourage Volunteers to limit overnight weekend travel to only one weekend a month PCMO will notify RM and others as appropriate CD must approve all AL out of Ukraine; up to 7 days may be advanced; cannot be taken in during first 3 or last 3 months at site. No action required Official holidays not all school and work breaks
RM, if absent overnight

Leave Without Allowance (LWOA)
CD
Coordinator RM
Used in special cases when the Volunteer does not qualify for Emergency Leave and has no accrued AL
no
Emergency Leave Administrative Leave
PC Washington (OSS) Coordinator, only if work is in session RM
Coordinator RM Coordinator, only if work is in session RM RM
yes Up to three days per no service year for taking exams such as GRE, SAT, ACT, Foreign Service Exam When work site is closed no for summer holiday or vacation. Up to 7 days allowed per service year Limited to 14 days during no the first three months of service. After that 21 days total per year is recommended. Peace Corps will also notify Coordinator when training is sponsored by PC Travel with colleagues and/or students, working with other PCVs, research or consultation with experts, etc. Limit is one Working Group and one Support Group plus VAC or NuSho Trainer for PST or IST Yes if PCspons ored no
Host Family Visits
Summer Camps or Projects
Coordinator, only if work is in session
Coordinator, only if work is in session RM
Training sponsored by site or Peace Corps Work Related/Community Activities PC Ukraine Working Groups and Support Groups PC Ukraine Requests
Coordinator RM Coordinator, if Coordinator, if during working during working hours hours RM Coordinator, if Coordinator, if during working during working hours hours RM Coordinator, if Coordinator, if during working during working hours hours RM Coordinator, if Coordinator, if during working during working hours hours RM RM
yes
yes
Meeting with PC Staff
yes
Summary of Approvals needed: 1 RM approval is needed for Annual Leave, Administrative Leave, meeting with PC Staff. 2 CD approval is needed for Leave Without Allowance and all travel out of Ukraine. 3 Coordinator approval is needed for absences during working hours, except for Peace
Corps sponsored training. PCMO approval is needed for illness requiring a trip to Kyiv.
Remember, all overnight absence from site for any reason requires RM notification prior to travel. Failure to notify your RM is grounds for Administrative Separation. Volunteers should seriously consider current US Government warnings against travel to certain destinations before deciding on where to visit. These warnings are distributed to all PCVs as they are issued. Copies of currently valid warnings can be obtained from the Safety and Security Coordinator. Volunteers traveling to countries with Peace Corps programs must notify our Safety and Security Coordinator of their plans. The Safety and Security Coordinator will inform the Country Director and the Safety and Security Coordinator in the Peace Corps destination country and provide the Volunteer with relevant travel and safety information. Peace Corps Ukraine will make hotel reservations for Volunteers who are on authorized official travel status. Peace Corps Ukraine will not make transport or hotel arrangements for PCVs who are not on authorized travel status. Volunteers should notify their Regional Manager or his/her designee within 24 hours of returning to their sites after each absence. Violation of any aspect of this policy may be grounds for administrative separation from Peace Corps. In accordance with Peace Corps Manual Section 220 and specific guidance from Peace Corps/Washington, Peace Corps/Ukraines policies for Volunteer Absence from Site are as follow: Annual Leave Annual leave provides Volunteers with the opportunity to increase their understanding of the host country and region, while allowing time for rest and relaxation. Volunteers' use of annual leave should be consistent with their host country colleagues' time off. Volunteers annual leave accrues at the rate of two days for each month of Volunteer service. Time spent traveling from sites to the leave destination and back to sites also counts as annual leave. Annual leave is calculated on the basis of a seven-day week, i.e. Saturdays and Sundays count as annual leave days. To ensure that Volunteers concentrate initially on adapting to their sites, annual leave may not be taken during the first three months of service after Swearing-In. Likewise to ensure that Volunteers close their sites appropriately, annual leave is not permitted during the last three months of service. The only exception is when such leave is in conjunction with authorized emergency leave. Volunteers planning annual leave are required to consult with their site supervisors about their plans and to make their leave plans in such a way as not to cause a negative effect on the functioning of the site school or organization. Volunteer teachers should take leave when their schools are not in session, and Volunteers working in NGOs and other organizations should plan their leave to coincide with off-peak periods.
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Ukrainian National Holidays In addition to vacation leave, Volunteers may be excused from work on holidays during which their host county co-workers do not work. Volunteers may also travel on these holidays if such travel does not cause them to miss their work or other responsibilities in the community. Volunteers are not excused from work on U.S. holidays, which are not observed by their coworkers. Weekend Travel within Ukraine Peace Corps permits occasional weekend travel within Ukraine, usually one week-end each month, and does not count this travel as Annual Leave if: The Volunteer does not miss work during this travel. The Volunteers absence from site does not extend beyond the time between 6:00pm on Friday and 8:00am on Monday.
Sick Leave Sick leave is authorized for Volunteers by the PCMO and with the notification of the Volunteers host country supervisor. Sick leave includes time required for travel to and from medical facilities. If a Volunteer is absent from work due to illness, it is his/her responsibility to contact his/her supervisor and the PCMO, who will notify the appropriate Regional Manager. Leave Without Allowance (LWOA) Leave Without Allowance may be granted for up to 30 days, at the discretion of the Country Director, for unusual personal reasons where the Volunteer has no leave accrued but does not qualify for Emergency Leave. Grounds for granting LWOA include a significant family event such as a funeral or family circumstances that are considered serious yet do not qualify for emergency leave. In LWOA status, Volunteers and Trainees do not accrue readjustment allowance nor receive other allowances, except for a portion of the living allowance that may be continued if needed to meet on-going expenses at the assigned site (e.g., housing or utilities). Work Related/Community Activities Volunteers may be requested to leave their work sites by either Peace Corps or their supervisors for assignments directly related to their work. Being absent from site for work related reasons is not charged to the Volunteer's Annual Leave. Examples of these types of activities would be attendance at a Peace Corps or Ministry sponsored In-Service Training event; participation in a training workshop in a nearby town; travel with students and colleagues on a field trip away from the work site; or PCV meetings with officials that will benefit their work assignments. Secondary projects or community outreach activities may include such things as working with an international organization or with other PCVs on a project such as Camp GLOW, environmental campaign, etc. At times, research or consultation with other PCVs or community experts may require a Volunteer to be away from their work site.
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Volunteers who will be away from their site on work related or secondary project related activities must notify their supervisor and the appropriate Program Manager in advance and submit a Leave Request Form if the trip requires an overnight stay. Failure to comply with this policy may result in the time away from site being charged to Annual Leave or administrative action. Host Family Visits Volunteers are encouraged to visit their host families. If your work site is closed for a holiday or summer vacation, you will not be charged annual leave when visiting your host family. As always, if you plan to be away from your site overnight, you must notify your program manager or the duty officer.
Administrative Leave Volunteers may receive up to three days of Administrative Leave for professional purposes which are defined as taking examinations such as the GRE, SAT, ACT, or GMAT and/or attending a professional conference or seminar in which the content is directly related to work as a Volunteer. In such cases, a registration receipt documenting the day(s) in attendance will be needed to qualify for any credit given for Administrative Leave. Volunteers must cover their own travel expenses and prior approval from your supervisor and Program Manager is required. Emergency Leave In the event of a serious illness or death of a child, parent, sibling or person serving in a parental relationship to the Volunteer, the Office of Special Services (OSS) in Peace Corps/Washington may authorize Emergency Leave and travel for Volunteers to and from the appropriate location in the U.S. at Peace Corps' expense. Emergency Leave will not ordinarily exceed two weeks. With the concurrence of the Country Director, OSS may authorize the use of an additional 14 days of leave. Such additional leave will be charged as "Leave without Allowance" with appropriate deductions from the readjustment and Living Allowances; or a PCV may take accumulated vacation days with the advance permission of the Country Director. Approval of emergency leave is ONLY done by the OSS in Peace Corps Headquarters. PC Ukraine staff cannot approve emergency leave. PEACE CORPS WASHINGTON, DC Office of Special Services (OSS) In the event of an emergency in the USA, family members are to contact OSS directly. During Working Hours: 1-800-424-8580 Ext. 1470 Direct Line: 1-202-692-1470 After Working Hours: 1-202-638-2574 OSS will do everything possible to keep the PCT/PCV up-to-date on a family emergency and will coordinate all matters pertaining to their return. When notified of an emergency, OSS will verify the extent of the emergency and need for PCT/PCV return, and then make the final decision to grant or deny Emergency Leave and travel. OSS sends notification of the emergency to the Country Director. If the Volunteer or Trainee returns to country following Emergency Leave and the family member dies later, OSS can authorize another Emergency Leave.
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If leave is granted, you will be given a round-trip ticket at PC expense to the appropriate location in the U.S. It is the responsibility of the PCT/PCV to keep OSS informed of your whereabouts. Before Emergency Leave concludes, the PCT/PCV may decide to either return to Post or resign from Peace Corps. Note: PCVs will not be returned to Post when less than 90 days remain in the term of service. Peace Corps Ukraine Emergency Locator Form (FORM 6) This form is required to ensure that in the event of an evacuation or medical emergency Peace Corps can contact and, if necessary, locate you.
Working Group and Support Group Policy (UNDER REVIEW AND MAY BE MODIFIED)
Definitions: Working Groups are groups of Volunteers who coordinate activities on issues which are in line with Peace Corps Ukraines programming efforts and which are of interest to Volunteers. All Working Groups should have a mission statement and plan of activities. Support Groups are groups of Volunteers who provide peer support to Volunteers whose ethnic heritage, age or sexual orientation may increase the stress experienced by those Volunteers and/or present a heightened security risk. Support Groups do not need a mission statement or plan of activities but may find it useful to have them. VAC, SPA Committee, Training Advisory Group (TAG), PACs and Nu Shcho do not fall under these policies. Philosophy: Volunteers are here to fulfill the three goals of Peace Corps. Both Working and Support Groups can contribute to a Volunteers effectiveness at fulfilling these goals. Peace Corps approach to development stresses strong cooperation between Volunteers and community counterparts. Thus, Working Group activities should involve community partners and not be solely the responsibility of Volunteers. As adults, Volunteers should have the responsibility for making decisions about attendance, activities and membership, keeping in mind their primary commitment to their sites and communities. Financial constraints make it necessary to limit the amount of money Peace Corps can spend on Volunteer travel and hotel costs. Policies: Working and Support Groups may decide whether or not to have a staff representative. The staff representative can help make hotel/PC conference room arrangements, provide access to resources and act as a cultural liaison. Groups without a staff representative may find it difficult to coordinate arrangements for hotel, etc. Given our expectation that Volunteers will devote the majority of their efforts to their sites/communities, Working Groups and Support Groups are strongly encouraged to meet during the weekends unless there is a compelling reason for meeting during a week day. A compelling reason might be attendance at a conference or need to meet with an organization during the week. Volunteers who wish to combine a medical or programming reason with attendance can come to Kyiv on Friday, stay over Friday night (reimbursed by Peace Corps), attend the group meeting on Saturday and either return to site or pay for their own accommodation on Saturday night.
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The Group will decide on membership criteria, select new members (if applicable) and organize meetings/activities. Given Peace Corps financial constraints, hotel and travel costs for attending meetings will be covered as part of the standard travel allowance for Volunteers. That is, each Volunteer is allowed four trips to Kyiv per year and money for travel is deposited in Volunteer accounts monthly. Four nights of hotel (Bratislava) per year are also allowed if the time for round trip travel to Kyiv exceeds 12 hours. Thus, Volunteers should plan their travel carefully as, except for medical emergencies or rare instances approved in advance, further travel will not be reimbursed by Peace Corps. What this means is that while Peace Corps is not imposing rules on how many groups a person can participate in and not imposing membership limits per Working/Support Group, we will only be able to cover four trips to Kyiv a year per Volunteer. Additional trips to Kyiv to attend group meetings above and beyond the four a year will need to be covered by the Volunteer. Due to administrative complexities, only travel to Kyiv will be paid for by Peace Corps. If the group decides to meet outside of Kyiv, it will be at the group members expense.
Volunteers should form new groups keeping in mind time away from site and financial constraints.
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Accommodation in Kyiv while on Official Travel

Volunteers who are in Kyiv on official Peace Corps business will have accommodation costs paid by Peace Corps. Except for medical emergencies, you must receive approval in advance, either in writing or verbally, from your Regional Manager for a trip to Kyiv in order for it to be considered official travel. Once your official travel is approved, Peace Corps will make a reservation at a hotel in Kyiv or make other accommodation arrangements. If you change your travel plans, notify your Regional Manager as soon as possible. Buying Tickets Peace Corps will purchase tickets from Kyiv to the United States and return (when applicable) for authorized Medical Evacuation (Medevac), Emergency Leave (EL), Early Termination (ET), Special Leave (SL), and close-of-service (COS) travel ONLY. If an in-country flight is authorized for a PCV due to an emergency, and the PCV doesnt have enough money to pay for a ticket to Kyiv, Peace Corps will purchase the ticket. . Peace Corps will purchase tickets for initial travel to site. For all other types of travel, it is the Volunteer's responsibility to buy round-trip tickets. When planning vacation leave or official travel, it is advisable to make reservations well in advance. Since many airlines charge penalties for changes to tickets once purchased, advance approval of leave should be obtained before buying tickets. When traveling make sure that you always have your Peace Corps ID Booklet, including your MFA pink card, and your passport with you. Use your passport or MFA card to buy plane, bus and railway tickets. Ticket Offices in Kyiv Central Railway Ticket Office: 8:00 A.M. - 8:00 P.M. www.uz.gov.ua/ Central Railway Station, Kyiv www.uz.gov.ua/ Central Bus Station, Kyiv http://www.busstation.net/busstneue.htm ukraine Autolux passenger and cargo bus transportation, www.autolux.com.ua/ Via Kyiv Travel Agency www.viaKyiv.com.ua Sky Travel BTI Ukraine www.bti.Kyiv.ua Avia-Express Travel Agency www.avia-express.Kyiv.ua Address and Phone Number Hotel Express 38/40 Shevchenko Bulvar (Avenue), Kyiv, phone: 050 Train schedule info in Ukrainian: 005 3 Moskovska Ploscha, Kyiv, phone: 527-99-84, 525-57-74 30, Chistyakovskaya Str., Kyiv phone: 536-00-55 19, Zhylyanska Str., Kyiv phone: 490-28-82 Business Center Maculan Office #2A, 9/2 Chervonoarmiyska Str., Kyiv, phone: 490-65-93 94, B. Khmelnytskogo Str., Office 1, Kyiv, phone: 235-94-97
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Airport Zhuliany, Kyiv Airport Boryspil http://www.kbp.Kyiv.ua/ Volunteer Use of Hostels
phone: 242-23-08, 242-23-09 phone: 490-47-77
The Peace Corps' policy on the use of hostels by Volunteers is intended to ensure that: Volunteers are safe when away from their sites; Hostels used by Volunteers are not venues for excessive, illegal, or potentially dangerous behavior; Hostels are not overused by Volunteers or become magnets that unduly draw them from their sites and the local culture; and Hostels are well-managed (e.g., secure, guarded, clean).
The term hostel includes apartments, hostels, crash pads, safe houses, or any other similar lodging place where Volunteers congregate for short-term accommodations. Peace Corps will not approve use of hostels by Volunteers except in limited cases as set out in the Peace Corps Manual. Peace Corps Ukraine does not approve hostels for Volunteer use.
Peace Corps Ukraine Transportation Policy

Historically, transportation accidents have presented the greatest risks to the safety of Volunteers and Trainees. Because the transportation systems available to Volunteers/Trainees in Ukraine present specific challenges and hazards, the following policies have been enacted in order to minimize the risks associated with travel. In every case Volunteers/Trainees are strongly advised to choose the safest transportation option available and should travel at times and on routes that present the lowest risk. Failure to comply with these transportation policies may be grounds for administrative separation.
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Transportation Options Volunteers/Trainees are expected to use public transportation for travel, both to and from work sites and for work-related reasons. Volunteers/Trainees in Ukraine should use buses, minibuses (marshrutkas), trains or taxis. Volunteers/Trainees are advised against riding in overloaded vehicles or with drivers that may be compromised by physical circumstances or alcohol. Riding in the back of open trucks and tractors is prohibited. Taxis are widely available in Ukraine. Volunteers are advised to use taxi services from registered taxi companies in preference to the use of non-registered drivers offering taxi services. Restrictions Volunteers/Trainees are not allowed to operate any kind of motor vehicles in Ukraine. Volunteers/Trainees are also expressly prohibited from riding as passengers on motorcycles or any other two or three wheeled motor driven vehicle at any time during their period of service. Peace Corps Ukraine strongly discourages hitchhiking. It is important to remember that there are inherent risks involved with hitchhiking and that by doing so, you are willingly placing yourself into a potentially dangerous situation. Hitchhiking should be avoided, and only considered as a very last resort. All travel plans should be made to ensure that hitchhiking is not necessary. However, if hitchhiking is the only means to reach your destination before darkness, please practice the following guidelines: Before accepting a ride, try to determine whether or not the driver is intoxicated and if the car appears safe. If the driver is speeding or driving dangerously, do not be afraid to ask to get out and then seek other transportation. It is not safe or appropriate for women to hitchhike alone and this practice is strongly discouraged. Being in a car filled with men puts women in a very unsafe situation. Hitchhiking during the hours of darkness is strictly prohibited.
Volunteers/Trainees are strongly encouraged to plan their travel to ensure that travel during the hours of darkness is avoided where possible. However, it is considered relatively safe to travel by trains and certain buses during the night hours in Ukraine. A majority (about 90%) of Volunteers use trains as their first option while traveling in Ukraine. When planning travel outside of Ukraine Volunteers should check with the Country Director or the Safety and Security Coordinator for the latest U.S. State Department travel advisories. Volunteers serving in Ukraine are not permitted to travel to areas where the State Department has issued travel restrictions. Volunteers/Trainees are prohibited from travel inside of the 30 km zone around Chornobyl atomic station. Use Of Safety Equipment When riding any bicycle, Volunteers/Trainees are required to wear a bicycle helmet. Peace Corps will provide the helmets to the Volunteers upon request. Seat belts are always mandatory. Volunteers/Trainees are strongly advised to use them, even there is no penalty for not doing so.
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Travel While On Leave Volunteers may rent or operate vehicles when traveling outside of Ukraine on annual leave. Peace Corps will not be responsible if an accident occurs. Volunteers/Trainees who are traveling on leave to other countries should familiarize themselves with the transportation options and risks. Volunteers/Trainees are strongly encouraged to review the State Departments Consular Information Sheet for travel and safety information. If Volunteers/Trainees are traveling to other countries with Peace Corps programs, they are required to follow the transportation policies of those posts.
Monitoring Transportation Issues The Safety and Security Coordinator shall be responsible for regularly monitoring transportation issues and providing relevant information, such as recommendations/updates on companies, carriers, and road closings/conditions to the Country Director, and shall ensure that this policy is reviewed at least annually and that revisions are made as necessary. A current copy of this policy will be maintained as part of the MS 270 compliance system. References MS 450: Volunteer and Trainee Transportation MS 522: Vehicle Operation and Use MS 523: Motorcycles and Bicycles
Ukrainian Customs Regulations Regarding Currency

You can leave Ukraine with a maximum of $3,000.00 in cash and/or travelers checks or less without written declaration (but with a verbal declaration using green channel). If you have more then $3,000.00 (or equivalent in any foreign currency or travelers checks) you must have a bank's permission called: Banks Certificate of Exporting Foreign Currencies and Foreign Currency checks from Ukraine, Form #1. It is against Ukrainian customs regulations to leave the country with more than $10,000.00. The bank permission is an accountable and numbered form in two languages: Ukrainian and English. The permission contains the traveler's name, passport information, and amount in the appropriate currency. The following are options to get bank permission to leave Ukraine with more than $3,000.00: 1. SEB Bank: To cash U.S. Treasury check and buy travelers checks. The charge is 1.5% and 1% accordingly. The permission is issued together with the checks. There are no additional charges. It's not necessary to open an account in order to buy travelers checks. 2. ProCredit Bank: PCVs can get permission from ProCredit Bank for the amount withdrawn from their personal account. For this document PCVs will be charged 1 % of the amount.
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PROGRAM POLICIES AND PROCEDURES A. STANDARD OF LIVING
Peace Corps Volunteers are expected to live modestly at a level similar to that of their Ukrainian co-workers.
You are expected to live within your living allowance. Receiving money from home to supplement Peace Corps allowances is discouraged. The readjustment allowance is for use following completion of service, and you should not use it to supplement your living allowance.
PROFESSIONAL CODE AND CONDUCT

Protect Act Volunteers and Trainees should be advised that sexual relations with persons under the age of 18 are prohibited under the Protect Act. Violation of the Protect Act is a felony and is punishable by up to 30 years in prison Staff made aware of such Volunteer relations are obliged to communicate this information to the Office of the Inspector General. It is also the policy of the Peace Corps that dating or having contact of a sexual nature with anyone under the age of 18 will be cause for administrative separation. Anyone in Peace Corps, regardless of nationality, should immediately report to the Peace Corps' Office of Inspector General if they have reason to believe an American in the Peace Corps has had sexual contact with anyone under the age of 18. Guidelines For Volunteers Professional Conduct It is Peace Corps policy that Volunteers conduct themselves in a manner reflecting credit on the Peace Corps and the United States. Appropriate Volunteer conduct is critical to the Peace
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Corps because it is intimately tied to the reputation and effectiveness of Peace Corps program and the safety and security of Volunteers and post staff. Volunteers have responsibilities more complex than those of private citizens. While they are expected to learn and respect host country culture and customs, they must also conduct themselves in a way that reflects credit on the United States and the Peace Corps. Indeed, the Volunteer is often the most identifiable, and frequently the only, U.S. citizen in a community. Accordingly, Volunteers are expected to adopt lifestyles sensitive to host country cultural norms, and exercise common sense and good judgment to promote safety and reduce risks at home, at work, and while traveling. (See also, MS 270). A Volunteer is expected to practice the highest standards of professional performance and conduct in his/her life and job assignment, and to engage in activities beyond his/her primary assignment that brings him/her as close as possible to the community in which he/ she lives. Peace Corps service is serious work, and Volunteers are expected at all times to act responsibly as professionals. Decision-making/Management Volunteers should not be primary decision makers for the organizations to which they are assigned or with which they become involved through community projects. They may advise colleagues during a decision making process and present pertinent information. In particular, Volunteers should not influence decisions regarding the hiring, promotion, or firing of staff, or regarding lobbying of government agencies. Negotiating Volunteers may advise organizations with respect to negotiating with donor organizations and other entities, but they should not be the negotiators on behalf of any organization. Representation Volunteers should not be seen as the lead representative of an organization. For example, a Volunteer should not be an organization's sole representative at a formal meeting. Information Volunteers should facilitate information exchange. They should advise colleagues and clients as to how to send messages and how to find useful contacts. Volunteers should not advertise regarding a client's business. Volunteers are encouraged to facilitate rather than conduct information exchanges . Cultural - It is the Volunteers responsibility to learn and demonstrate respect for Ukraines languages, customs, manners, laws and traditions. Many aspects of a Volunteers personal conduct may influence his/her effectiveness and reputation: appearance, what he/she buys, the way financial obligations are met, or the way he/she entertains. In short, each Volunteer is responsible at all times to be an exemplary individual in the eyes of Ukrainians and fellow Americans. Legal No matter how restrictive or impractical the laws of a country may seem, a Volunteer should never advise anyone to evade a legal requirement. Volunteers are not diplomats and have no immunity in Ukraine. A Volunteer who violates Ukrainian law is subject to police investigation, trial, and punishment including imprisonment. Document Check All persons in Ukraine are subject to document checks by the police. When requested to identify him/herself, a Volunteer should promptly and politely present his/her Peace Corps ID Booklet, including the pink card or passport, and wait patiently while
the police verify identity and status. If a Volunteer feels that identity checks are being used to harass him or her, he/she should report this to his/her Regional Manager, the Safety and Security Coordinator and/or the Country Director. Financial Gain Volunteers are not to use their positions, information obtained as a result of their Peace Corps assignments, or their status as Peace Corps Volunteers, for personal financial gain during their Peace Corps service, either for themselves or for other individuals or organizations, particularly individuals or organizations with whom they have family, business or financial ties. This means that Volunteers shall not: (a) Purchase or acquire real estate, bonds, shares, or stocks of commercial concerns headquartered in the country of assignment, or which conduct a substantial portion of their business in that country; (b) Engage in any business or activity for profit or personal financial gain or undertake any gainful employment; or (c) Sell or dispose of personal property at prices producing profits, including those which might result from import privileges deriving from the status of Peace Corps Volunteer. (d) Accept any gifts except small gifts of food or local crafts. In cases where payment cannot be avoided, the Volunteers must report receipt of such payment to the Country Director and must donate the proceeds to a worthwhile institution or organization in the host country or, if he or she chooses, to the Peace Corps Partnership Fund. Violation of these provisions may be grounds for administrative separation from Peace Corps. Drug Use A Volunteer found to be involved with drugs in a manner not authorized for medical purposes, in any way in any country, would be administratively separated immediately and encouraged to return to Peace Corps/Washington for consultation. The Peace Corps enforces this strict policy not only because the cultivation, manufacture, and traffic in and use of drugs, including marijuana, is illegal in most countries; but also because drug involvement by Volunteers in any country could seriously jeopardize the entire Peace Corps program, as well as the safety and health of the Volunteers. Individuals administratively separated under this Paragraph will not be considered for a transfer to another program regardless of the quality of their service. Use of Alcohol PC Ukraine's policy concerning the consumption of alcohol by staff, Volunteers and Trainees focuses on the risks to health and safety of excessive alcohol consumption and the overarching need for all of Peace Corps's policies and practices to promote the best possible conditions for PCV/Ts' health, safety and security. Our alcohol policy is as follows: drunkenness will not be tolerated. This includes Volunteers, Trainees and staff. At the beginning of PST, all Trainees are required to sign a contract in which they agree to abide by PC Ukraine's guidance regarding being healthy and safe in Ukraine. This includes moderation in consumption of alcoholic beverages. This guidance is subsequently reinforced during the health and safety training components of the PST, and it is restated and stressed by the Country Director. If a PCT or V violates this agreement, he/she usually is presented with a written warning that the PCT or V is required to sign including a statement that he/she agrees that any further
violation of PC's prohibition against drunkenness will be grounds for administrative separation. In the case of any staff member who abuses alcohol or abets PCTs or PCVs in abusing alcohol, at a minimum the staff member is placed on notice that one further incident will cause immediate dismissal. Given the circumstances, the staff member may be dismissed. All staff, volunteers, and trainees are responsible for reporting to the Country Director or another PC staff member any incidents in which staff, Volunteers or Trainees abuse alcohol or otherwise place themselves at risk by excessive alcohol consumption. Political Expression The Peace Corps' credibility, and hence its ability to perform its mission, is contingent on not becoming identified with controversial or political issues of local interest or local political issues or movements. Volunteers abroad are not in country in a purely individual capacity with obligations only to themselves. They are abroad having responsibilities to, and representing, Peace Corps. Therefore, Volunteers must avoid becoming involved in the political affairs of their host country. Any public statement or action which potentially may involve a Volunteer with host country political issues or other controversial issues within the host country must be first discussed and reviewed with the Country Director. "Matters of official concern" are those that are related to Peace Corps or U.S. foreign policy, or matters that can reasonably be expected to affect the foreign relations of the United States. Failure to do so may result in disciplinary action, up to and including, administrative separation. A Volunteers statements or actions concerning such issues that, in the opinion of the Country Director, impair the effectiveness of the Peace Corps or the individual Volunteer, may be grounds for administrative separation or other disciplinary action. Generally speaking, Volunteers are free to privately discuss issues relating to the United States or other countries. In doing so, they must comply with the laws of the host country and they should make it clear that the views expressed are their own and not necessarily those of the Peace Corps or the U.S. Government. Volunteers should be aware, however, that public political expression overseas may raise issues of Volunteer safety and security if the issues could provoke hostility locally. Volunteers should also be aware that, particularly in the area of foreign affairs, some policies or actions of the United States or other countries might relate to political issues or other controversial issues within the host country. A Volunteer's statements or actions concerning such issues that may, in the opinion of the Country Director, endanger the safety and security of the individual Volunteer or the country program, or impair the effectiveness of the Peace Corps or the individual Volunteer, may be grounds for administrative separation or other disciplinary action. Volunteers are free to petition the U.S. Government and its officials in the same manner as they could have they remained in the United States. Exercise of Personal Religious Beliefs Volunteers are free to exercise their personal religious beliefs, but they may not engage in religious proselytizing. Volunteers who are not clear as to what activity constitutes religious proselytizing should consult with their Country Director. Violation of the restriction against proselytizing, because of the serious adverse consequences it could have on the program, may be grounds for administrative separation. Intelligence Activities - Any person who has ever had any connection with the Central Intelligence Agency (CIA) is automatically disqualified from Peace Corps service as staff or as a Volunteer. Under no circumstances are you to have any contact, written or otherwise, with any intelligence personnel, agency or activity during training or Volunteer service. If you
are contacted by anyone who you have reason to believe may be collecting intelligence information, you should contact the Country Director immediately. The perception of association with intelligence gathering (including association with military contacts) would be devastating to the program. Consult with the CD if you are not sure. Ownership/Use of Firearms or Radio Transmitters Volunteers are not permitted to use or possess any firearms. Those who wish to hunt while on leave may request the Country Director's written permission to rent or borrow weapons appropriate for the purpose. Volunteers may not possess radio transmitters without the express written permission of the Country Director. Pregnancy Peace Corps' policies regarding pregnancy are detailed in MS 263, "Volunteer and Trainee Pregnancy." In all cases where there is a question of Volunteer pregnancy, the Volunteer should immediately contact the Peace Corps medical staff for medical and administrative assistance. In general, when a pregnancy is confirmed, the Volunteer will return to Washington for counseling and medical care (PC Manual Section 263) and service may be terminated. If a Volunteer fathers a child, the Volunteer and the PCMO must inform the Country Director. All Volunteers must realize that becoming pregnant or fathering a child while in Peace Corps service may interfere with their ability to carry out their Peace Corps assignment effectively and therefore often results in early termination of their Peace Corps Service. Various methods of birth control are available through the Peace Corps medical office. A Volunteer who fathers a child by a woman to whom he is not married may be administratively separated if the Country Director determines that the Volunteer's action has impaired his ability to perform his assignment or jeopardized the credibility of the Peace Corps program, or violated host country laws or customs. Regardless of any disciplinary action taken by the Country Director, the Volunteer should not leave the host country until he has appropriately fulfilled or made arrangements to fulfill financial or other responsibilities he may have to the mother and child. Volunteer and Trainee Appearance You have been invited to serve in Ukraine in a professional capacity and therefore we expect that you will wear attire appropriate for your work setting and for walking about town. For women, appropriate attire consists of slacks and a blouse or sweater or a mid-length or long skirt and blouse or sweater. Your choice of apparel should be conservative in cut. Plunging necklines, bare midriffs and mini-skirts are inappropriate. Appropriate attire for men includes slacks and an Oxford shirt or, less formally, chinos and a polo shirt. Sometimes men find it useful to wear a tie and jacket during more formal occasions at work. A less formal option for both men and women on weekends might consist of chinos or jeans and a polo shirt or sweater. Attire such as shorts, tank tops, t-shirts and utility or sweat pants are appropriate ONLY for summer camps or sporting activities. While you are sure to see young people in such attire on the streets, how you are dressed will greatly impact how you are perceived and your credibility in your community.
C.
VOLUNTEER ASSIGNMENTS
Each Volunteer is assigned to a specific site and is expected to remain there for the full two years of service. Peace Corps Volunteer service is a full time job, and except during annual leave, official absence or sick leave, Volunteers are expected to be at their job sites every day during all times when the sites are open for business. Volunteers should resolve problems and difficulties primarily by developing a local community support network. In cases where the Volunteer is unable to resolve site related problems after making a good faith effort, he/she should contact his/her Regional Manager for assistance. Your job as a Peace Corps Volunteer is by definition problematic. The difficulties that you experience in daily life come with the Peace Corps territory. The key to successful Peace Corps service is to build a local support network within your community and place of work. Make friends with Ukrainians, nurture relationships with supervisors, community leaders and officials. Make every effort to integrate into the community. This support network will help you to solve most problems as they arise.
Adjusting to a Site, Difficulties at Site, and Site Transfer Requests Peace Corps Ukraine Volunteers Sites are screened and selected by Peace Corps professional staff to provide each individual Volunteer with a safe home, work, and community environment. Also before a Volunteer is assigned to a site, Peace Corps assures that the requirements for the Volunteers health maintenance are present and available, that the sponsoring organization has expressed a sincere interest in working with the Volunteer, and that the potential for meaningful work exists. Peace Corps maintains a constant readiness to address any health or safety or security issue immediately. Based on experience with many previous Volunteers, Peace Corps Ukraine must expect that at some time during service a Volunteer may experience difficulties with social adjustment, professional responsibilities, or another matter. The Volunteers Regional Manager and other
Peace Corps staff members are constantly available to help clarify things that Volunteers might find difficult to understand and to counsel Volunteers concerning problem solving at their sites and in their communities. By definition the two-year Peace Corps experience is a time of adjustment and personal growth. Intrinsic to the Peace Corps experience is the requirement that the American mindset, work methods, and expectations of each individual Volunteer be capable of accommodating the realities of his/her Ukrainian surroundings, while the Volunteers Ukrainian colleagues and friends are expected eventually to make room for American ideas in their own thinking. When this process is successful, mutually satisfying relationships evolve. Except in instances involving personal safety, security, or health, each Volunteer is expected to make a patient, good faith effort at independent problem solving, relying on the Regional Manager for advice and guidance when independent attempts to solve the problem have failed. As a rule Regional Managers and other Peace Corps staff members will not initiate discussion with a Volunteers site partners about problems at the site unless the Volunteer is present. An exception will be made when either the Volunteer gives his/her permission for the Peace Corps staff member to talk alone with the site partners or when a Volunteer refuses to participate in a meeting with site partners and the Peace Corps staff member determines that no progress can be made in resolving matters unless he/she obtains more information that only the site partners can provide. If a site initiates contact concerning a Volunteer with a Regional Manager or other Peace Corps staff member, the staff member will note the points and as soon as possible inform the Volunteer fully before proceeding to seek solutions or take any other action. Peace Corps expects every Volunteer to reserve a request for a site transfer as a last option after both the Volunteer and Peace Corps staff have made concerted efforts to resolve difficulties at the Volunteers current site. Although we cannot envision every set of circumstances that might arise, based on past experience we are providing the following list of circumstances in which a site transfer is justified: Health/Safety concerns related to a particular site. If new information indicates that keeping a Volunteer at a site would risk that Volunteer's health or safety, as determined by a Peace Corps Medical Officer, the Safety Support Coordinator or other Peace Corps staff, a transfer will be arranged promptly. In such a circumstance, a shortened form of the usual procedures will be employed and the review will be focused largely on the relevant health and safety situation and finding a new site. Loss of appropriate housing. If the site does not identify adequate housing for the Volunteer and no alternate housing can be identified, a transfer will be arranged. In some cases, appropriate housing will be with a host family for the entire two years of service. Loss of job. If, through factors beyond the control of the Volunteer, as determined by the Regional Manager and the Site Supervisor and Coordinator, the Volunteer is without a job, a transfer will be arranged. If over a period of several months the Volunteer and his/her site partners experience unsolvable problems leading to the Volunteers not being able to function at a site, and if it is determined that the Volunteer has made good faith efforts to work productively at the site and
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to form positive and respectful relationships with his/her Ukrainian colleagues, a site transfer will be arranged.
In response to a Volunteers request for a site transfer, Peace Corps staff will keep an open mind while the Regional Manager conducts a thorough review of the Volunteers and site partners history of attempting to work together and other related matters. During this review process, the Regional Manager and possibly other Peace Corps staff members will talk with the Volunteer and the site partners to obtain answers for the following questions: What event triggered the request for a site transfer at this time? What is the site's evaluation of the Volunteer? What is the Volunteer's evaluation of the site? What is the chronology of events at the site .
The Regional Manager will ask each Volunteer requesting a site transfer to address the above listed questions in writing in a detailed letter explaining why he/she is making this request. Volunteers will be informed that the Manager will then contact the site partners to ask the same questions in order to get their perception of the situation. Once the Regional Manager has collected the information needed to answer the questions listed above, she/he will provide the information to the Volunteer and to a panel of Peace Corps staff including the Volunteers Regional Manager, sector Lead Specialist, a Medical Officer, the Safety and Security Coordinator and the Program and Training Officer and/or the Country Director or their representatives. The Volunteer should be informed that once the request for transfer is made, the process would become open to all the involved parties. The entire file (including emails, minutes of meetings with the PCV, etc.) should be available for review by panel members in addition to the PCVs letter and the sites perception. The exception will be confidential medical information. Through review of relevant documents and through one or more conversations with the Volunteer, the panel will formulate a recommendation to the CD as to whether the Volunteer should remain at the site, should be offered a new site, or should be encouraged to terminate service. The panel will decide on the outcome by coming to a consensus. If a consensus cannot be reached, the CD will make the final decision. The Volunteer will be informed by his/her Regional Manager of the decision. If the Volunteer is not satisfied with the decision, he/she can discuss it with the CD. If a decision is made to transfer a Volunteer to a new site, the procedure will include the following steps: The Regional Manager and Lead Specialist will meet to discuss the skills and abilities of the Volunteer, reasons for leaving the current job and site, and characteristics of an appropriate new job and site for the Volunteer.
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The Lead Specialist will identify a new job and site (preferably in the same Region) and will visit the site if he/she has not already done so to evaluate the possibility of a good fit. The Regional Manager will then visit the site if he/she has not already done so and also make an evaluation. If both the Lead Specialist and Regional Manager agree (and there is no concern from a Medical Officer, the Safety and Security Coordinator, the Volunteer Program Support Coordinator, the Program and Training Officer, or the Country Director) it will be decided to offer the Volunteer a transfer to that site. The Regional Manager will notify the Volunteer of the decision. The Regional Manager will close out the old site. The Volunteer will be assisted by Peace Corps to transfer to the new site. If the new site involves moving to a different community, a one month home stay will be required. The Regional Manager will visit the Volunteer at the new site within 3 months.
Throughout the process, the Volunteer and relevant staff will be kept informed regularly of the current situation and progress in identifying a new site and effecting the transfer. In clear cut cases a shorter procedure will be employed. There are cases in which the necessity of transfer is obvious, due to one or more of the reasons stated in the above text. In these cases the Volunteer will write a letter of transfer request, and the staff will proceed directly to effect a new placement.
D.
Completion of Service
At Close of Service (COS), a Volunteer is expected to fulfill prescribed administrative and work-related tasks in order to close his/her service properly and meaningfully. All necessary forms and processes are described at the Close of Service Conference held approximately three months prior to a group's COS date. Items that every Volunteer must complete in the final month prior to close of service include: Write a Description of Service (DOS) following guidelines provided and in consultation with the Volunteers Regional Manager; Assure that all community projects reports (e.g. SPA, WWS, Partnership) have been submitted; Close bank account; Close P.O. Box; Pay telephone bills; Return Resource Center/ICE Materials, and language and technical materials; Return items issued by Peace Corps/Ukraine; Complete physical and dental examinations. Remember that on departure, at COS, you can receive either cash-in-lieu of a ticket to your home of record, or an actual ticket. Any baggage that you take or send in excess of regular baggage weight allowances is at your own expense.
E.
Advancing the COS Date
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Any request for a change in COS date must be submitted 2 (two) months in advance. If an individual Volunteer completes primary and secondary assignments before the established COS date, and if there is no other assignment which that Volunteer could perform in the period remaining before his/her established COS date, as determined by the Country Director and host country officials, the Country Director may advance the COS date up to 30 days before the established COS date. A request to advance a COS date more than 30 days must be approved by the Regional Director in Peace Corps/Washington. Approval is given very rarely. Under no circumstances can a COS date be advanced more than 90 days.
A COS date may not be advanced to permit a Volunteer to meet any personal, educational, or professional commitments, including any employment with the Peace Corps, any other foreign affairs agency or any of their contractors, no matter how pressing the need.
F.
Extension of Service
A Volunteer who wants to extend service must submit a formal request for extension to his/her Regional Manager at least two months prior to the initial COS date. The written request must include the following: A letter summarizing how the Volunteers request for extension meets the extension criteria; Specific accomplishments indicative of outstanding performance as a Volunteer; A detailed explanation, with supporting documentation, stating how the project will build the capacity of recipients and co-workers; A detailed plan and calendar of activities for the term of extension; and Letter(s) of support from official(s) of cooperating agencies or institutions. The Regional Manager will review the following criteria, as identified in the Peace Corps Manual, and, if appropriate, attach a letter of support and recommend the extension to the Country Director. Extension criteria: A Volunteer's unique importance to the total program and the overall benefit to the host country; The attitude of the Volunteer's Supervisor and other host country officials toward an extension; The Volunteer's motivation in seeking the extension; The health and previous conduct of the Volunteer; The quality of the Volunteer's service to date; and The total time the Volunteer will have served as a result of the extension. Based on particular needs of the site, a PCV may, be granted a less than six-month extension. For example, a teacher may request an extension to finish the school year or semester.
G.
Early Termination of Service
Early termination is defined as any event that results in the termination of a Peace Corps Volunteers service prior to the completion of service date. There are four types of early termination:
(a) (b) (c) (d)
Resignation Medical Separation Administrative Separation Interrupted Service
Peace Corps will pay return transportation costs only for early terminating Volunteers and Trainees who, upon termination from Peace Corps, return directly and immediately to their home of record from their country of assignment. Direct is defined as the most direct route from country of assignment to the V/T's Home of Record. Immediate is defined as no more than seventy-two (72) hours after departure from the host country for the U.S. prior to departure. Resignation A resignation is a decision made by a V/T that he/she no longer wishes to continue in Peace Corps service. Resignation of Volunteer/Trainee Overseas When a Peace Corps staff member becomes aware that a V/T is considering resignation from Peace Corps service, the staff member should advise the V/T that it is his or her right to resign from service at any time, for any reason, but, if appropriate, the staff member should also offer to explore with the V/T possibilities for resolving the situation short of resignation. Resignation of Volunteer/Trainee in the U.S. Volunteers or Trainees who resign in the United States must notify the Peace Corps Office of Special Services (VS/SS) of their decision in writing. Resignation in Lieu of Administrative Separation A V/T may choose to resign instead of being administratively separated. Medical Separation If a V/T has or develops a medical condition that Peace Corps cannot medically accommodate or resolve within forty-five days, the V/T will be medically separated. This decision is made by the Office of Medical Services (OMS) in consultation with the Peace Corps Medical Officer and, if needed, appropriate medical consultants. Appeal of Medical Separation A V/T who wishes to appeal his or her medical separation may contact his or her field support nurse to request a review by the Director of Medical Services. The V/T may include any opinions or diagnoses that were not considered by Medical Services in reaching its original decision. In reviewing the case, the Director of Medical Services will consider all the information. The decision of the Director of Medical Services will be the final Agency decision in the case. Administrative Separation Pursuant to the Peace Corps Act, 22 U.S.C. 2504(i), the service of a V/T may be terminated at any time at the pleasure of the President. The authority of the President to terminate service has been delegated to the Director of the Peace Corps. Accordingly, the Director, or anyone to whom the Director delegates such authority, may separate a V/T at any time purely at the discretion of the deciding official and as otherwise expressly provided herein. Trainees
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A Trainee may be administratively separated at any time by the applicable Regional Director (RD), or designee, in consultation with the Office of the General Counsel (OGC), during staging or training in the United States, or by the Country Director (CD), in consultation with OGC and with the concurrence of the applicable RD during training overseas. Upon deciding to administratively separate a Trainee, the RD or CD, as applicable, shall inform the Trainee of the option to resign within 24 hours in lieu of being administratively separated. If the Trainee does not resign within 24 hours, the RD or CD, as applicable, shall sign and provide to the Trainee a written notification that the Trainee has been separated from service pursuant to 22 U.S.C. 2504(i). Volunteers A Volunteer may be administratively separated for unsatisfactory conduct or performance; violation of any Peace Corps policy, including those in the Peace Corps Manual, whether agency-wide or post-specific; or other grounds that diminish the effectiveness of the Volunteer or the Peace Corps program, as determined in the sole discretion of the Peace Corps. A Volunteer may be administratively separated by the CD in consultation with Office of General Counsel (OGC), if feasible, under the following procedures,:(a) When considering administrative separation for a Volunteer, the CD shall inform the Volunteer orally or in a brief "consideration of administrative separation memo" of the grounds for the separation and the information in support of those grounds. The CD shall inform the Volunteer of the option to resign at any time before a final administrative separation decision is made; (b) If, after considering the Volunteer's response, the CD decides to separate the Volunteer, the CD may do so only with the concurrence of the applicable Region Director (RD). In order to insure an informed concurrence, the CD shall provide the RD, either orally or in writing, with the reasons for the CD's decision; (c) If the RD concurs, the CD shall inform the Volunteer of the final decision to administratively separate the Volunteer and shall give the Volunteer an opportunity to resign within 24 hours, in lieu of being administratively separated. If the Volunteer does not resign within 24 hours, the CD shall sign and provide to the Volunteer a written notification that he or she has been separated from service pursuant to 22 U.S.C. 2504(i). (d) If the Volunteer resigns in lieu of administrative separation, the CD shall forward to the Office of Volunteer Recruitment and Selection (VRS) a memo (which can be the "consideration of administrative separation memo") that states that the V/T resigned in lieu of being administratively separated, and sets out the grounds for the action and the information in support of those grounds. (e) These procedures may be expedited under exceptional circumstances as determined by the CD in consultation with the applicable RD and, if feasible, OGC. Interrupted Service A V/T may be separated with interrupted service status if the Country Director determines that circumstances beyond the control of the V/T make it necessary for the V/T to leave his or her present assignment. Because the nature of circumstances leading to interrupted service are beyond the V/T's control, interrupted service should not be used in lieu of administrative separation. Grounds for Interrupted Service Interrupted service may be appropriate if: (a) The V/T is unable to meet technical or language requirements in current assignment or country but the Country Director recommends future volunteer service;
(b) The V/T no longer meets eligibility requirements, due to changes in legal, marital, or other circumstances that are beyond the V/T's control; (c) There is no viable assignment in the country of assignment for which the V/T is qualified; (d) Circumstances prevent the V/T from carrying out his or her assignment (e.g., a prolonged teachers' strike); (e) Circumstances beyond the control of the V/T may damage the effectiveness of the individual, or the credibility or effectiveness of the Peace Corps program; (f) The host country (or other cooperating agency to which the Volunteer is assigned) requests that the Volunteer be removed from service for reasons that would not constitute grounds for administrative separation; (g) The V/T's spouse has been medically separated, administratively separated, or separated with interrupted service status, and the V/T him or herself is not subject to administrative separation; and (h) Circumstances in the country of assignment may endanger the V/T's safety A V/T who has been separated with interrupted service status may seek reinstatement or re-enrollment to Peace Corps service or may seek transfer to another country, provided the Country Director endorses the V/T's request. Field Termination An early terminating V/T who chooses not to be bound by the direct and immediate return requirement is considered to have a field termination. Peace Corps will not cover return travel costs to the U.S. for field terminees, but may, if the already terminated V/T requests a ticket, pay for a ticket if sufficient funds are in the V/T's readjustment allowance) to the V/T's Home of Record and shall deduct the cost of the ticket from the V/T's readjustment allowance. V/Ts who choose Field Termination under this subsection shall be advised that: (a) Once the decision to Field Terminate is made and termination is complete, the V/T's decision cannot be reversed or changed; (b) The Peace Corps will not assume any expenses for the V/T's return transportation costs or shipment of personal effects; (c) The V/T should obtain medical insurance to provide for any necessary medical care or medical evacuation after termination of Peace Corps service; (d) The V/T must surrender the no-fee passport to the Country Director prior to termination. Field terminees are responsible for securing a personal passport and any other necessary immigration documents through the U.S. Embassy; (e) The V/T will be traveling as a private U.S. citizen; and (f) The V/Ts service termination date is the day final administrative processing is completed at post.
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The Country Director may authorize an advance of up to $200.00 to a Volunteer, provided there is a sufficient balance in the Volunteer's readjustment allowance account. Trainees are not eligible for a readjustment allowance advance.
H.
GRANTS
Democracy Grant POLICY: Democracy Grants are administered by the Public Affairs Section of the U.S. Embassy to promote the development of a democratic and free society. Project proposals must clearly support one or more of the following themes: Human rights education Rule of law and legal reforms Economic reforms Civil society development Anti-human trafficking Ethnic, minority and women's equality
The maximum amount of funds for a Democracy Grant is $24,000. The average grant estimates in Ukraine totaled USD 12,000. Ukrainian organizations develop Democracy Grant proposals in conjunction with Volunteers. The Regional Manager reviews the proposal and then forwards an application that conforms with the Democracy Grant Guidelines to the APCD/Project Activity Coordination and Development Specialist Anne Silver. The APCD/Project Activity Coordination and Development Specialist Anne Silver initiates a second review of the proposal and decides whether to submit it to the Democracy Grants Committee at the U.S. Embassy. The Committee reviews each proposal and decides whether it needs to be returned to the volunteer for more information, to reject the proposal or submit it to the U.S. Ambassador seeking his recommendation on forwarding the proposal to Washington for funding approval. Upon approval, the Ukrainian grant recipient is given a 12-month time frame to complete the project and submit a full report detailing expenditures, project successes and project hindrances. Small Project Assistance (SPA) The purpose of SPA grants is to enhance the capabilities of the community to conduct lowcost, grass-roots sustainable development. The maximum amount of funding for a SPA project is $5,000, although, the typical size for a SPA Grant in Ukraine is less than $2,500. See the SPA Handbook for complete information on how and when to submit SPA grants. Peace Corps Partnership Program
Funds for Partnership Grants are raised for specific projects from private contributions in the U.S. A Partnership Grant will provide limited funds (average $3,000-5,000) for communities to undertake projects. Regional Managers must review the Partnership Grant applications. If a project is well developed, it is forwarded to the APCD/Project Activity Coordination and Development Specialist Anne Silver who further examines the proposal for compliance with the Partnership Program guidelines and recommends submission to the Country Director. Once a Partnership grant has been approved, it is sent to the Office of Peace Corps Partnership Programs (PCPP) who then begins soliciting funds from Returned Peace Corps Volunteers, foundations and most importantly, funding sources identified by the individual Peace Corps Volunteer who requested the grant. Grant requests are posted on the Official Peace Corps web site. Volunteers who are approaching their Close of Service date do not typically receive approval or funding for their projects. Once a project is funded, the PCPP office transfers funds to PC/Ukraine and the funds are allocated to the Volunteer. The relevant guidelines and application forms for all of these projects are available from the Regional Managers.
I.
LANGUAGE LEARNING
A Volunteer is expected to become functional in the majority language (Ukrainian or Russian) of the site to which he/she is assigned. Support in language learning is provided by formal pre-service and In-Service Training, as well as through reimbursements for tutoring at Site (FORM 7 and FORM 8).
A decision involving a language change once at site must begin with a consultation involving the Site Supervisor, the volunteers Coordinator, the Regional Manager and the Volunteer. If the change is authorized, the volunteer will be reimbursed for tutoring in a different language. Language Tutoring Allowance Volunteers are urged to continue their language learning throughout their two-year period of service. Volunteers are reimbursed in local currency only for the approved language of instruction. Peace Corps will reimburse Volunteers for language tutoring fees up to 130 UAH per month. Once a Volunteer has identified a tutor, the Volunteer must submit a Tutor Information Form to the Language and Cross-Cultural Coordinator. A Volunteer is expected to make an initial payment of expenses to his/her language tutors. After the submission of an original Tutor Reimbursement Claim, signed by the individual who provided the tutoring reimbursement is made. Reimbursement payments will be deposited into the Volunteers bank account along with the living allowance one month following submission of the reimbursement form. Reimbursement forms must be submitted on a monthly basis, i.e. Volunteers may not submit more than one reimbursement form per month.
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J.
RESOURCE CENTER
The Resource Center provides professional and other educational materials and facilitates research work by Peace Corps Volunteers, staff and accompanied Coordinators. The Resource Center Coordinator, with Volunteer support and assistance, continually maintains, expands and accounts for the Centers resource materials. Peace Corps Volunteers are accountable for technical books checked out from the Resource Center. Technical books may be loaned only with the permission of the Resource Center Coordinator for the period agreed upon. All the resources borrowed from the Peace Corps Ukraine Resource Center should be returned in good condition by the agreed date. Technical manuals and distributed to Volunteers during Pre-Service Training may be left at the Volunteers site. Language dictionaries and Language Resource Kits distributed to Volunteers during PreService Training do not need to be returned to the Resource Center.
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K.
VOLUNTEER ADVISORY COUNCIL (VAC)
The Volunteer Advisory Council was organized in September of 1993 as a representative body of Volunteers to provide input, counsel and recommendations to the Peace Corps/Ukraine staff. Representatives are chosen at the end of Peace Corps Training to represent their Group. The VAC meets with the Country Director and the Peace Corps/Ukraine senior staff members four times a year. Agendas and minutes of the VAC meetings are available to all Volunteers. The VAC advises Peace Corps staff on matters relating to programming, training and support for Volunteers. Volunteers are encouraged to keep their respective VAC representatives informed about problems, suggestions and items of concern or interest.
L.
PROJECT MONITORING AND EVALUATION
Regional Managers and Lead Specialists monitor the progress of each project through activity reports from Volunteers, site visits and meetings with host country Coordinators and Supervisors. Site Visits POLICY: Each Volunteer will be visited at site by his/her Regional Manager at least once per year of service, preferably during the first six months of service and at least once thereafter. The Regional Manager will complete a Site Visit form) at the end of each visit and share it with the Volunteer.
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Planning a Site Visit Several site visits are usually planned for a specific geographic region. The Regional Manager plans his/her visits to the region in advance, and will notify a Volunteer of the planned itinerary at least a week in advance of the visit to the intended Volunteer. The Volunteer then responds whether the visit is feasible at that time and, if appropriate, sets up meetings with the site administration and coordinators. A teaching Volunteer should arrange for the Regional Manager to observe at least one class. The Regional Manager will meet privately with the Volunteer before other scheduled meetings. If there are any specific problems or issues to be addressed during the visit, it is helpful for the Volunteer to notify the Regional Manager in advance of the scheduled visit. The Regional Manager must include the following in the site visit: A meeting with the Volunteer; A meeting with the Host-Family members (if relevant); A meeting with the Coordinator and/or Supervisor; Observation of a typical business day setting or classes taught by the Volunteer; and A visit to the Volunteer's residence.
Site Visit Report (FORM 9) After his/her site visit, the Regional Manager completes the Site Visit Report form and shares it with the Volunteer.
A Regional Manager may deliver mail and other materials to the Volunteer and will visit the Volunteer's home to discuss private issues or problems, seek solutions, and develop an action plan if necessary. The main purpose of the visit is to learn how things are going for the Volunteer at the site and to offer help if needed. Activity Reports Volunteers are required to submit Activity Reports to their respective Regional Managers two times each year in keeping with the format and timeline provided. Most Volunteers can fill in their report electronically on the PC Ukraine website. Regional Managers are required to provide responses and feedback within three weeks of receiving a report. Copies of Activity Reports are provided to the appropriate Lead Specialist and other Peace Corps staff.
1.
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Peace Corps Policy and Procedure Handbook - in Country Employee Manual

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Peace Corps Policy and Procedure Handbook - in Country Employee Manual

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PEACE CORPS UKRAINE

POLICY AND PROCEDURE HANDBOOK

Kyiv, November 2006

PersonalProperty ......................................................................................................... 12 LostorStolenProperty/Cash ....................................................................................... 14

TicketOfficesinKyiv ................................................................................................... 33 VolunteerUseofHostels .............................................................................................. 34

ProtectAct .................................................................................................................... 40 GuidelinesForVolunteersProfessionalConduct ....................................................... 40

POLICY AND PROCEDURE HANDBOOK

PEACE CORPS UKRAINE EMERGENCY CONTACTS

Modified: September 2006

Policy and Procedure Handbook

THE PEACE CORPS OFFICE IN KYIV

Modified: September 2006

Policy and Procedure Handbook

FEEDBACK ON THIS HANDBOOK

ADMINISTRATIVE POLICIES AND PROCEDURES A. ALLOWANCES

Modified: September 2006

Policy and Procedure Handbook

Modified: September 2006

Policy and Procedure Handbook

Modified: September 2006

Policy and Procedure Handbook

Modified: September 2006

Policy and Procedure Handbook

CRIMES AND ACCIDENTS

Modified: September 2006

Policy and Procedure Handbook

Modified: September 2006

Policy and Procedure Handbook

Modified: September 2006

Policy and Procedure Handbook

Modified: September 2006

Policy and Procedure Handbook

Insurance company name and address:

Modified: September 2006

Policy and Procedure Handbook

Modified: September 2006

Policy and Procedure Handbook

Modified: September 2006

Policy and Procedure Handbook

MEDIA AND TECHNOLOGY

Modified: September 2006

Policy and Procedure Handbook

OFFICE FACILITIES AND EQUIPMENT

Modified: September 2006

Policy and Procedure Handbook

OWNING AND/OR OPERATING MOTOR VEHICLES, MOTORCYCLES AND BICYCLES

PEACE CORPS PROPERTY

Modified: September 2006

Policy and Procedure Handbook

Modified: September 2006

Policy and Procedure Handbook

VOLUNTEER TRAVEL AND ABSENCES FROM SITE

Day trip to nearby community Ukrainian Holidays

RM, if absent overnight

Modified: September 2006

Leave Without Allowance (LWOA)

Emergency Leave Administrative Leave

PC Washington (OSS) Coordinator, only if work is in session RM

Coordinator RM Coordinator, only if work is in session RM RM

Host Family Visits

Summer Camps or Projects

Coordinator, only if work is in session

Coordinator, only if work is in session RM

Meeting with PC Staff

Modified: September 2006

Policy and Procedure Handbook