SYL Community Membership Terms, Benefits, and Refund Policy
SYL Community Membership Fee is paid to join the SYL Community and become part of its network. The membership fee is not a participation fee for a specific local or international project, nor does it guarantee selection for any activity or visa approval.
Community membership provides access to a wide range of educational, social, volunteering, networking, and international opportunities organized or facilitated by the SYL Community throughout the membership period.
Some international projects may require additional application, selection, or eligibility procedures determined by the project host, donor, funding programme, or applicable regulations.
By completing the membership registration, participants acknowledge that they have read, understood, and agreed to this Membership Fee and Refund Policy.
1. Cancellation of a Confirmed International Project by the Organization
If the organization confirms that a participant has been selected for a specific international project, and the organization later cancels the participant’s participation for reasons originating from the organization or its partners, the participant may be entitled to a refund of the membership fee or a transfer to another suitable opportunity, in accordance with the organization’s policy.
This refund condition applies only where the participant has fulfilled all required steps, provided all requested documents, remained available to participate, and did not cancel, withdraw, or fail to cooperate with the organization.
2. Participant Cancellation or Withdrawal
If a participant voluntarily withdraws or cancels their membership, application, or participation after registration, the membership fee is non-refundable, except as provided under Clause 10.
If a participant has been selected for an international project and cancels or withdraws after the visa application has been submitted, the membership fee is non-refundable. This applies regardless of whether the visa decision has already been issued or is still pending.
3. Visa Approved After the Scheduled Project
If a participant receives their visa after the scheduled project has ended, the participant may be offered the opportunity to join another eligible international project organized, hosted, or supported by the SYL Community, subject to availability, eligibility criteria, donor requirements, and project timelines.
In such cases, the participant will be given priority consideration for a suitable future project. The participant may participate at a later time when an appropriate project becomes available, provided that the participant continues to meet the relevant selection criteria and the visa remains valid or can be lawfully used for that project.
4. Visa Approved Shortly Before the Project
If the visa is issued only a few days before the project begins, the participant is expected to join the scheduled project.
Late visa issuance is part of the normal visa process and is handled according to embassy procedures and timelines. Participants are informed before applying that visa processing times may vary and that approval may be issued close to the project start date.
By applying for the international project and submitting the visa application, the participant confirms that they have reserved the project dates in their calendar and remain available to travel and participate if the visa is approved.
Therefore, late visa issuance is not considered a valid reason for refund, cancellation, or transfer to another project.
5. Visa Rejection
If a participant’s visa application is rejected, the organization may continue communicating with the relevant embassy or consulate, where appropriate and in accordance with applicable procedures, to clarify the participant’s selection, confirm the authenticity of the organization’s supporting documents, and confirm the official invitation issued by the European hosting partner.
The organization may also request that the embassy or consulate review the participant’s file or consider the participant for a future eligible project, subject to embassy procedures, applicable regulations, project availability, and the validity of the supporting documents.
Participants acknowledge that visa decisions remain solely within the authority of the embassy, consulate, or competent immigration authority. The organization cannot guarantee visa approval, but may provide reasonable support and official confirmation where applicable.
6. Failure to Share the Issued Visa
Participants are required to inform the organization and provide a copy of the issued visa on the same day the visa is obtained.
If a participant receives a visa but does not provide a copy to the organization, the organization will send two reminders through the official WhatsApp group or official communication channel. If the participant still fails to submit the visa, the organization may arrange an official Zoom call or formal communication to request the visa copy.
Following the official call or formal request, the participant will be granted a maximum of three (3) calendar days to submit the visa copy.
If the participant fails to provide the visa within this period, the organization reserves the right, in order to maintain transparency with the hosting partner and the relevant embassy or consulate, to contact the embassy, consulate, immigration authority, or other competent authority and provide relevant information regarding the participant’s failure to cooperate.
Any further action regarding the visa remains solely within the authority of the embassy, consulate, immigration authority, or competent public authority.
7. Use of the Visa for Other Purposes
If it is confirmed that a participant used the visa for purposes other than participation in the approved cultural or educational project, including but not limited to tourism, the membership fee is non-refundable.
The inviting organization reserves the right, where appropriate and in accordance with applicable laws, embassy procedures, and the information available, to contact the relevant embassy, consulate, immigration authority, or competent public authority to report the misuse of the visa, request review or cancellation of the visa, and provide any relevant documentation.
The organization may request that the embassy, consulate, immigration authority, or competent public authority take appropriate action from its side regarding the participant’s misuse of the visa.
Any further action, including visa cancellation, border control measures, immigration records, or other administrative decisions, remains solely within the authority of the embassy, consulate, immigration authority, police, or other competent public authorities.
8. Refusal to Share the Visa
If, after the reminders and official request described in Clause 6, a participant refuses or fails to provide a copy of the issued visa within the required three (3) calendar days, the membership fee is non-refundable.
Such refusal or failure to cooperate may be considered a breach of trust and an indication that the invitation documents were used only to obtain a visa, rather than for genuine participation in the approved project.
In such cases, the organization reserves the right, where appropriate and in accordance with applicable laws and procedures, to notify the relevant embassy, consulate, immigration authority, or other competent public authority and request that appropriate action be taken from their side.
9. Nature and Benefits of the Membership Fee
SYL Community Membership Fee is paid to support membership in the SYL Community and provide access to its services, facilities, activities, opportunities, and member support. The membership fee is not paid in exchange for participation in a specific local or international project.
Community membership may include, but is not limited to:
participation in local youth exchanges;
participation in living labs, workshops, training courses, conferences, networking events, and community initiatives;
volunteering opportunities and social club activities;
access to the organization’s office facilities seven (7) days a week, from 9:00 AM to 9:00 PM, subject to internal regulations and availability, including shared workspaces, Wi-Fi, printer, scanner, microwave, fridge, podcast room, conference room, booth rooms, and other available community facilities;
networking, mentoring, coaching, and personalized member support;
access to information on local, regional, and international opportunities;
priority consideration for participation in international projects coordinated, hosted, or supported by the SYL Community, subject to each project’s eligibility criteria, available places, donor requirements, funding conditions, and selection procedures;
guidance and support throughout the application process for international opportunities;
assistance in completing application forms and preparing the required documentation for project participation;
preparation and issuance of official supporting documents required from the organization, including selection confirmation letters and recommendation or support letters where applicable;
coordination with the hosting organization for issuing invitation letters and other project-related documents, where applicable;
guidance and assistance in preparing visa application files for selected participants, including document review, interview preparation, appointment guidance, and communication with the hosting organization and, where appropriate, the relevant embassy or consulate;
invitations to exclusive member activities and community events;
opportunities to contribute to the design, implementation, monitoring, and evaluation of community initiatives.
Membership benefits may evolve over time and are subject to the organization’s internal policies, operational capacity, available resources, funding conditions, activity schedules, and applicable legal requirements.
Payment of the membership fee does not guarantee:
participation in any specific local or international project;
selection by the SYL Community, a host organization, or a donor;
issuance or approval of a visa;
funding, travel, accommodation, insurance, or any other project-related costs;
a positive decision by any embassy, consulate, immigration authority, or public authority.
10. Refund Following Visa Approval, Full Withdrawal, and Exceptional Circumstances
If a participant receives a visa and subsequently decides to withdraw completely from the project, a refund of the membership fee may be considered only in exceptional circumstances and only if the participant has not joined the project and has not used the issued visa for any purpose.
Exceptional circumstances may include force majeure events, such as war, armed conflict, or serious security instability in the participant’s country, region, or travel route; natural disasters; officially declared public health emergencies; pandemic-related restrictions similar to COVID-19; airline cancellation of the participant’s flight before participation in the project; or other serious circumstances beyond the participant’s control.
Flight cancellation may be considered an exceptional circumstance only where the participant provides official proof from the airline and where no reasonable alternative travel option is available before the start of the project.
A refund may be considered only if all of the following conditions are met:
the participant informs the organization of their decision to withdraw within five (5) calendar days following the official call or written communication with the organization;
the participant confirms the withdrawal in writing and provides reasonable supporting evidence of the exceptional circumstance, where applicable;
the participant has not joined the project;
the participant has not used the issued visa for any purpose; and
the organization is able to notify the relevant embassy or consulate that the participant will not participate in the project.
Any approved refund will be processed sixty (60) days after the organization has submitted the official notification letter to the relevant embassy, consulate, or competent authority.
If the participant uses the issued visa after declaring their withdrawal or after the embassy has been informed that they will not participate, the membership fee becomes non-refundable, and the organization reserves the right to inform the relevant embassy, consulate, immigration authority, or competent public authority.
11. Acceptance of this Policy
By paying the membership fee, registering as a member of the SYL Community, signing the membership or participation contract at SYL office, applying for a project, or accepting any invitation or visa support documents issued by the organization or its partners, participants confirm that they have read, understood, and accepted this Membership Fee and Refund Policy.
This Policy forms part of the organization’s membership and participation terms and applies together with any contract, declaration, commitment form, or project-specific agreement signed by the participant.
The participant further authorizes the organization, where necessary and in accordance with applicable laws, to communicate with the hosting organization, embassies, consulates, immigration authorities, and competent authorities regarding matters directly related to the participant’s membership, project application, invitation, visa application, participation, withdrawal, misuse of documents, or non-compliance with these terms.