Terms & Conditions
Introduction
By participating in a Youth Exchange Program organized by Support Youth Leaders (SYL), you agree to comply with the following Terms & Conditions. These terms are designed to ensure fair participation, compliance with Erasmus+ requirements, and smooth project implementation.
1. Participation Commitment
Participants are expected to:
Attend the project from the official arrival date until the official departure date.
Actively participate in all Program activities.
Respect facilitators, organizers, fellow participants, and local communities.
Follow all instructions provided by SYL and project organizers.
Failure to comply may affect participation status and travel reimbursement eligibility.
2. Ethical Conduct
Participants agree to:
Behave respectfully and responsibly.
Promote inclusion, diversity, and intercultural understanding.
Avoid any form of discrimination, harassment, or harmful behavior.
Represent their country and community positively throughout the Program.
3. Travel Rules
Before Booking Travel
Participants must:
Wait for travel instructions or approval from SYL.
Book economy-class tickets only.
Choose the most reasonable and cost-effective travel route.
Respect Erasmus+ travel eligibility requirements.
Transit Window
Erasmus+ permits travel only within:
Up to 24 hours before the project start date.
Up to 24 hours after the project end date.
Travel outside this period requires prior written approval from SYL and may not be eligible for reimbursement.
4. Travel Document Requirements
Participants are responsible for keeping all travel documents, including:
Flight tickets
Invoices
Boarding passes
Other documents requested by SYL
Missing documents may result in partial or full loss of reimbursement.
5. Travel Reimbursement Policy
What Erasmus+ Covers
The Program covers:
Accommodation
Meals during the project
Educational and project activities
Travel costs may be reimbursed according to Erasmus+ funding rules.
Reimbursement Principles
Reimbursement is based on Erasmus+ travel distance bands.
Participants may receive up to the maximum approved amount.
Costs exceeding the approved budget remain the participant's responsibility.
Non-Eligible Costs
The following expenses are generally not reimbursable:
Taxi services
Uber or private transportation
Extra luggage fees
Seat selection fees
Flight upgrades
Visa costs
Insurance costs
Personal expenses
Local transportation within home or host cities
6. Attendance Requirement
Travel reimbursement is conditional upon:
Full attendance during the entire project.
Compliance with Program rules.
Completion of required administrative procedures.
Unjustified absence, late arrival, early departure, or non-compliance may result in reimbursement reduction or cancellation.
7. Dissemination and Follow-Up
As part of Erasmus+ requirements, participants must:
Share their learning experience within their communities.
Participate in dissemination activities organized by SYL.
Support follow-up activities when requested.
Failure to complete dissemination obligations may affect reimbursement processing.
8. Safety and Responsibility
Participants are responsible for:
Their personal behavior and safety.
Respecting accommodation facilities and project venues.
Any damage caused through negligence or misconduct.
Participants may be required to cover costs resulting from damage they cause.
9. Digital Conduct
Participants agree to:
Use social media responsibly.
Respect the privacy of fellow participants.
Avoid publishing harmful, misleading, or inappropriate content related to the program.
10. Health Declaration
Participants confirm that they are fit to participate in program activities and agree to inform SYL of any relevant health conditions, dietary requirements, or accessibility needs before the project begins.
11. Data Protection
Personal information provided by participants may be used for:
Project management
Erasmus+ reporting requirements
Communication related to the program
Data will be handled in accordance with applicable privacy and data protection requirements.
12. Force Majeure
SYL reserves the right to modify participation requirements, travel arrangements, or reimbursement procedures in circumstances beyond its reasonable control, including:
Serious illness
Natural disasters
Government restrictions
Transportation disruptions
Emergencies
Appropriate supporting documentation may be required.
13. Reimbursement Timeline
Travel reimbursements are processed after:
Submission of all required documents.
Completion of dissemination obligations.
Approval of final project reports.
Receipt of relevant Erasmus+ funding procedures.
Please note that reimbursement may take a minimum of three months after project closure.
14. Membership Fees & Participation Commitment
To participate in SYL international mobility Programs, participants are required to pay a membership fee as follows:
Membership Fees
First-time participants: 200 JOD
Returning participants: 150 JOD
Payment Deadline
Membership fees must be paid within two (2) days of receiving the official acceptance email from SYL.
Failure to complete the payment within the specified period may result in the participant losing their reserved seat, and the place may be offered to another candidate.
Refund Policy
Membership fees are generally non-refundable.
The following conditions apply:
Participant Withdrawal
If a participant voluntarily withdraws from the project after acceptance, the membership fee will not be refunded.
Project Cancellation or Participant Exclusion
The membership fee will be refunded if:
The project is cancelled entirely by the organizers or funding body; or
The participant is removed from the project by SYL before participation due to organizational reasons unrelated to the participant's obligations.
Visa-Related Cases
If a participant:
Is unable to obtain the required visa for participation; or
Receives the visa after the project has already started and is therefore unable to travel;
the membership fee will not be refunded. Instead, the participant may be nominated for another eligible SYL international project within the same calendar year, subject to available opportunities and project requirements.
SYL reserves the right to determine the suitability and availability of alternative project placements.
Acceptance
By participating in an Erasmus+ Youth Exchange organized by Support Youth Leaders (SYL), you acknowledge that you have read, understood, and agreed to these Terms & Conditions.