Volunteering and Internship Policy

Last Updated: May 30, 2025

Chain For Change - CFC (परिवर्तनको लागि सञ्जाल - पल) is a youth led non-profitable, non-governmental and social welfare organization which is registered on 20th September, 2017 at District Administration Office – Kathmandu with a registration no: 247. On 26th September, 2017, CFC was affiliated to Social Welfare Council with a registration no: 46578.

It imagines an inclusive world where persons with visual disabilities and others function according to their complete capacity with respect, dignity and cooperation in the society. It ensures active participation of persons with and without visual disabilities in all the programs so that, those without disability could understand and realize social inclusion is possible if they accept it as their collective responsibility.

1. Name, Objective and Definitions

1.1. Name

The name of this policy shall be 'Volunteering and Internship Policy of Chain For Change – CFC' and has been developed and adopted in accordance with the organizational constitution's Article 27.2.

1.2. Objective

The purpose of this policy is to establish a comprehensive, lawful, and ethically sound framework governing the recruitment, engagement, administration, and appreciation of both national and international volunteers and interns who contribute their time and expertise to Chain For Change – CFC. This document aligns with all prevailing laws and regulations of the Federal Democratic Republic of Nepal and incorporates recognized international best practices. It seeks to promote transparency, inclusion, accessibility, safeguarding, and the creation of a dignified, respectful, and empowering environment for all involved. Therefore any previous policy shall cease to exist after this policy has been adopted. However, the organization can develop separate supporting guideline as per the need with the decision of the executive board.

1.3. Definitions

If not stated otherwise:

The organization: is referred to as 'Chain For Change – CFC'.
The government: is referred to as the government of Nepal.
Organizational constitution: means the set of principles and regulating documents of 'Chain For Change – CFC' which is developed under and recognized by the government of Nepal.
The members: are those who are the part of this organization and have been defined and categorized by the organizational constitution.
Executive board: means the group of members who are appointed/elected to act on behalf of and within the powers granted to them by the organizational constitution.
Volunteer: An individual who willingly contributes time and effort to CFC without receiving financial remuneration, and does so to support social impact goals.
Intern: A student, graduate, or early-career individual who participates in a structured program with CFC for the purposes of academic credit, skill development, and practical work experience. Stipends, if provided, are explicitly non-salary and do not imply employment.

2. Scope

This policy is applicable to all individuals, irrespective of nationality or residency, who are formally engaged as volunteers or interns with the organization in any project, initiative, or capacity.

3. Guiding Principles

The organization operates under the following foundational principles:

Equal opportunity and zero tolerance for discrimination of any kind, including on the basis of gender, caste, ethnicity, disability, religion, or sexual orientation.
Full accessibility for persons with disabilities and meaningful inclusion of individuals from marginalized or underserved communities.
Promoting a culture of mutual learning, empowerment, dignity, and shared responsibility.
Operational transparency, accountability, and ethical governance in all engagement processes.
Adherence to the organization's Policy and other internal codes and compliance frameworks.

4. Commitment to Inclusion, Accessibility, and Non-Discrimination

By entering into this agreement with the organization, each volunteer and intern affirms their commitment to respecting and accepting all individuals, irrespective of disabilities or any form of injustice, marginalization, or mistreatment.
Each volunteer and intern agrees to align with the organization's core values and policies that discourage all forms of discrimination and actively promote the creation of an accessible, inclusive, humanitarian, and disability-friendly environment.
Each volunteer and intern agrees to use inclusive and respectful language in all official communications—whether in print or online, including but not limited to promotional resources, advertisements, verbal or written content, website materials, and social media platforms.
Upon the enrollment of the volunteering or internship opportunity, any terminology considered offensive or inappropriate—such as "persons with different abilities," "the blind," or outdated descriptions of disability—shall be replaced and amended in all official communications.
Each volunteer and intern shall instead adopt language in accordance with the standards recommended by the United Nations and the Government of Nepal, such as "persons with disabilities" or more specific terms like "persons with visual disabilities," "persons with hearing disabilities," and "persons with physical disabilities."
Furthermore, each volunteer and intern agrees to take active steps toward making their services and workplace environment more accessible and welcoming to all individuals, including persons with disabilities, thereby upholding the principles of universal design and inclusion.

5. Recruitment and Onboarding

Volunteers and interns shall be recruited through a fair, transparent, and merit-based process that assesses individual motivation, skills, and alignment with the organization's mission.
All applicants shall undergo a standardized screening process, which may include interviews, reference checks, and background verification, in accordance with applicable legal provisions.
Selected individuals will be required to sign a formal engagement agreement that explicitly defines their roles, responsibilities, tenure, expected conduct, and adherence to CFC policies, including confidentiality, safeguarding, and data protection.

6. Roles and Responsibilities

Each volunteer and intern shall be assigned clearly documented terms of reference or job descriptions prior to commencement.
Engagement may involve planning, field implementation, monitoring and evaluation, administrative support, research, advocacy, or documentation.
No volunteer or intern shall perform functions amounting to paid employment unless formally reclassified and contracted as per labor regulations.

7. Working Hours and Duration

The maximum engagement shall be limited to six (6) hours per day and thirty (30) hours per week, with flexible scheduling arrangements to support academic or personal commitments.
Engagement duration shall be mutually agreed upon and specified in writing at the time of onboarding.

8. Stipend and Reimbursement

Volunteers or interns shall not receive financial compensation, but may be reimbursed for pre-approved out-of-pocket expenses incurred during project work, subject to documentation.
Interns may be offered a modest stipend intended solely to support learning and logistical needs; such stipends are not to be construed as employment wages or salary.

9. Safeguarding and Child Protection

All volunteers and interns are mandatorily subject to the organization's Safeguarding Policy, which includes protection of children and vulnerable adults from abuse, exploitation, and neglect.
Those under the age of 18 must furnish written parental or guardian consent prior to any engagement.
Unsupervised contact with minors or other vulnerable populations is strictly prohibited unless under controlled, pre-approved settings.
Any suspicion or incident of safeguarding violation must be reported immediately in accordance with the organization's reporting procedures.

10. Confidentiality and Data Privacy

Volunteers and interns shall maintain strict confidentiality regarding any personal, sensitive, or organizational information accessed during their engagement.
This provision is in accordance with the Privacy Act, 2075 (2018) of the government of Nepal and international data protection standards.
Breach of confidentiality obligations may result in immediate termination and legal action, as appropriate.

11. Code of Conduct

Volunteers and interns must demonstrate respectful, lawful, and professional behavior at all times.
Discrimination, harassment, bullying, exploitation, or abuse—whether verbal, physical, emotional, or sexual—shall not be tolerated under any circumstances.
Adherence to all relevant organizational policies is compulsory.
Individuals must comply with all applicable laws of the government of Nepal throughout their tenure.

12. Grievance and Whistleblower Mechanism

Any volunteer or intern who experiences or witnesses misconduct, unethical behavior, or policy violations may file a complaint through the organization's established grievance redressal system.
The organization protects whistleblowers from any form of retaliation, provided disclosures are made in good faith.
Grievances shall be reviewed confidentially and resolved in a timely and impartial manner.

13. Monitoring and Evaluation

Volunteers and interns will be assigned supervisors or line manager who shall periodically evaluate performance, provide feedback, and support professional growth.
Formal review mechanisms, including feedback forms and periodic check-ins, shall be conducted.
Exit interviews shall be undertaken to assess overall engagement experience and capture recommendations for institutional learning.

14. Reward, Recognition and Certification

Upon satisfactory completion of the engagement, all volunteers and interns will be issued formal certificates and/or letters of recommendation by the organization.
Exceptional contributions may be publicly recognized through features on the organization's digital platforms, annual reports, or award nominations.
Selective individuals who are outstanding and committed, may be given opportunity to take membership of the organization.

15. Exit and Termination

Either party may terminate the engagement with a minimum of seven (7) days' written notice.
Immediate termination may occur in the event of gross misconduct, breach of contract, violation of safeguarding protocols, or illegal behavior.
A formal exit process, including return of any of the organization's property or materials, shall be followed.

16. Insurance and Liability

Unless explicitly stated otherwise in the engagement agreement, the organization shall not be held liable for personal injuries, accidents, or losses incurred during voluntary or internship service.
Individuals are strongly encouraged to maintain personal health and travel insurance.
In instances where institutional insurance coverage is available, volunteers/interns shall be briefed accordingly.

17. Legal Disclaimer

This policy is fully compliant with all relevant laws of Nepal, including but not limited to the Labor Act, 2074 (2017), Privacy Act, 2075 (2018), Children's Act, 2075 (2018), and the Social Welfare Act, 2049 (1992).
Nothing in this policy shall be interpreted as creating an employer-employee relationship unless a separate and explicit employment contract has been signed.
Any legal dispute arising out of this policy shall fall under the jurisdiction of the competent courts of Nepal.

18. Policy Review and Amendment

This policy shall remain a living document, subject to revision to ensure alignment with the evolving legal, organizational, and operational landscape. Amendments may be made under the following circumstances:

Legal Compliance: If any provision of this policy is found to be in conflict with the prevailing laws or regulations of the Government of Nepal, it shall be rendered void or amended accordingly to ensure legal compliance.
Organizational Constitution Alignment: If any clause contradicts the Constitution or core governing documents of the organization, it shall be revised or removed to maintain organizational integrity.
Achievement of Objectives: If any part of the policy hinders the effective fulfillment of the organization's mission or the intended purpose, necessary amendments shall be made.
Periodic Review and Evaluation: Based on scheduled assessments, audits, or policy evaluations—either internal or external—this policy may be updated to enhance relevance, efficiency, and effectiveness in its application.

All amendments will be approved through the appropriate governance processes of the organization and communicated to relevant stakeholders in a timely manner.

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