AUSTRALASIAN FIREFIGHTER EXCHANGE FELLOWSHIP … application_pack… · Medical Certificate ..... 8 Pre-requisites ... exchanges have been made with Canada, Sweden, United Kingdom,

AUSTRALASIAN FIREFIGHTER EXCHANGE

FELLOWSHIP

Tasmania Fire Service

INTERNATIONAL AND NATIONAL

APPLICATION PACKAGE

Proudly Supported By

Firefighter Exchange Fellowship Program April 2012

Page | 2

CONTENTS

Page Introduction ............................................................................................ 3 What is the Firefighter Exchange Fellowship? ................................... 3 How does the program operate? ....................................................... 4 Application Process – Overview ............................................................. 5 General Terms and Conditions .............................................................. 6 Accommodation ......................................................................... 6 Changes to Application ............................................................... 6 Costs .......................................................................................... 6 Deed of Exchange ...................................................................... 6 Family ......................................................................................... 7 Insurance .................................................................................... 7 Length of Exchange .................................................................... 7 Matching of Applicants ................................................................ 7 Medical Certificate ...................................................................... 8 Pre-requisites .............................................................................. 8 Rank ........................................................................................... 8 Recreation Leave ........................................................................ 8 References ................................................................................. 8 Reporting .................................................................................... 8 Salaries and Conditions .............................................................. 9 Selection ..................................................................................... 9 Union / Association Membership ................................................ 9

Work Conditions ......................................................................... 9 Application Package – Part I (initial application) ................................... 10 Application Package – Part II (once an exchange partner is identified) 18 Memorandum of Understanding ........................................................... 28 Summary of Applications Steps (review) .............................................. 31 Glossary of Terms and Footnotes ........................................................ 37


Page | 3

INTRODUCTION

What is the Firefighter Exchange Fellowship? The International Firefighter Exchange Fellowship (IFEF) was initiated by the Metropolitan fire Brigade, Melbourne, as a Centennial program in 1992. The program is a cooperative venture between Australian and New Zealand Fire Services with participation from overseas Fire Services. Initially Fire Services in Canada and UK were approached to pilot the program, and to date, exchanges have been made with Canada, Sweden, United Kingdom, Ireland and the USA. The program provides an invaluable opportunity for networking between Fire and Emergency Services around the world. Following its inception, it was identified that there is also a benefit in the exchanging of ideas within Australia and New Zealand, and thus the Exchange Fellowship Program also includes interstate exchanges and exchanges between Australia and New Zealand. The term „Fellowship‟ is used to indicate the spirit of the exchange. The concept of Fellowship is used in the hope and expectation that those firefighters and their families will be keen to join the network of others who have benefited from an exchange and will continue to participate in promoting the program to others. Fellowship also refers to the hope that you and your exchange partner will develop a bond of friendship through your shared experience which will last beyond the formal boundaries of the exchange. The Tasmania Fire Service (TFS) is a keen participant in this program and hope that if you are successful in your application, you will: * Be able to share knowledge and improve efficiency and morale * Build international networks * Professionally represent your home fire service * Gain knowledge in specialist areas * Gain interesting life experience from living in a location away from your home base * Experience growth in your professionalism and understanding of different organisations/cultures.


Page | 4

How does the program operate? To be eligible to participate in the program you will need to be an experienced and qualified firefighter, with a minimum of four years full time service. Officers may apply, but while on the exchange, will perform the role of firefighter. Your Fire Service is likely to have established criteria for participating in the program. The endorsement of your Fire Service is compulsory for your application to be considered. Exchanges are usually not just about the exchanging of jobs. In most case, houses and possessions are also swapped. The professional needs of exchange partners are taken care of by the matching of skills and experience, social and family environments. Seniority and rank are not interrupted during the exchange. All benefits are retained.

All costs for travel, personal and health insurances and living expenses are your own responsibility. Costs for induction and uniforms will be met by the host Fire Services. You will need to ensure that your Fire Service has an employment insurance scheme (e.g. workers compensation) that will cover you whilst working internationally. If it does not, you will need to arrange private insurance at your own expense, before the commencement of the exchange. The TFS accepts expressions of interest to participate in the exchange program at any time. See page 5 Application Overview section for further details. Whilst you are welcome to apply to more than one agency, you must indicate the details in your application. Australasian Fire Services participating in the exchange program liaise regularly and this will ensure there is no confusion with the status of your application. One of the hardest parts of the exchange process can be locating a suitable exchange partner. In the case of the TFS it will be up to individuals to arrange/locate suitable exchange partners. The TFS does not locate exchange partners. Note that it can sometimes take years before a match is found. When an appropriate match occurs, the exchanging firefighters are invited to communicate with each other, and if the arrangements are acceptable, to consent to the offer. It is important that all aspects of the exchange arrangements are discussed and agreed to in writing. Please refer any questions to the coordinator of the program in your fire service.

Note that his package applies to both national and international applications. For national applications, place N/A next to areas that clearly relate to international exchanges (e.g.: Visa Requirements). You will note throughout the document that (OS) often accompanies a sentence. This indicates the information relates to overseas applications.


Page | 5

APPLICATION PROCESS - OVERVIEW Thank you for your interest in the Firefighter Exchange Fellowship Program with the TFS. All information in this package has been compiled to assist you in your consideration of an exchange. Please ensure you read this package carefully and complete all forms prior to submitting to our agency. There will be many issues to consider when going through the consideration and application process for a position on the Firefighter Exchange Fellowship program. The TFS processes applications from external (international and national) and internal applicants i

Remember, that your lifestyle will be different, both personally and professionally than that of your exchange partner, but hopefully, that is why you are interested in participating in the program. It is critical that in addition to completing all sections required in this package, you include approval from your executive authority.

If you want to consider an exchange of homes, you must include photographs of your house to give your exchange partner a clear understanding of the conditions of the swap.

External Applicants TFS Applicants

External applicants can lodge an expression of interest (only) with the firefighter exchange coordinator at any time of the year. The TFS will keep all expressions of interest on file. Supported TFS applicants will also be notified of interested external applicants when looking for an exchange match. If you are selected as a suitable match you will be asked to submit an application form. The TFS exchange coordinator will review the application for suitability and if endorsed by TFS will liaise with the external applicant‟s coordinator to commence the formal arrangements.

Employees wishing to undertake an exchange will be required to submit an application form. The Exchange Coordinator will review the application for suitability and will make a recommendation to the relevant Regional Chief. If the application is deemed suitable an interview will be coordinated by the Exchange Coordinator and Regional Chief for further review of the applicant‟ application, including service record. The Exchange Coordinator and Regional Chief recommendation will be forwarded to the Chief Officer for endorsement. Upon acceptance the Exchange Coordinator will notify the successful applicant. Note - The TFS generally does not arrange/locate a suitable exchange partner. It is up to individuals to arrange/locate a suitable exchange partner.


Page | 6

GENERAL TERMS AND CONDITIONS

This program operates as far as practicable on a cost neutral basis. Fire Services are not responsible for costs incurred by exchanges. Firefighters replace each other, time for time, position for position, leave for leave, working agreement for working agreement. They do not exchange salaries or benefits and they do not lose their seniority while absent on an exchange

Accommodation When an exchange includes the exchange of accommodation, the exchange partners are deemed to have sole occupancy of the property for the full term of the exchange, unless an alternative arrangement is negotiated in writing. The original owner or occupier of the dwelling will continue to bear responsibility for the insurance and mortgage installments or rent on the property. Current photographs of all rooms and the property must be submitted with the application, before matching can take place. Housing features such as built-in air conditioning are not standard across all countries. If this is a pre-requisite then be specific about any housing features you required. Please consider carefully as your exchange accommodation will be for a 12 month period and be sure that you can deal with compromises for the length of your stay. The TFS takes no responsibility for the suitability of accommodation. Accommodation issues must be settled between individual exchange partners.

Changes to your application You must notify the TFS, in writing, of any change to your professional or personal situation, particularly if this changes your ability to participate in the program. This also includes application details such as a change of residence (new photos must accompany the details of the change, where applicable).

Costs Exchange partners are expected to meet the cost of return airfares for themselves and their families, and make their own arrangements for passports and visas (OS). Occasionally there is more than one firefighter exchanging from the same fire service, and in this case the designated coordinator of the program in your service may assist. Applicants should be aware that exchange rates can fluctuate considerably (OS) and that successful applicants must make their own appropriate financial arrangements and are responsible for their own living arrangements.

Deed of Exchange All participants in the exchange, including both home and host fire services, and appropriate associations, will be required to sign a legal Deed of Exchange, cementing the exchange and conditions. From that time onward, the Deed will be considered standard and may not be varied by any party. Indemnities are comprehensively addressed in the Deed.


Page | 7

Family If your exchange involves relocating family, their support of the exchange is critical. An exchange can often be more difficult for a spouse and children, being taken away from family and friends, consider this carefully and discuss your application fully, before submitting. Exchanges are dependent on the ability of the exchange partner and family to obtain a visa to the host country. Exchange partners and all persons accompanying them must satisfy and continue to satisfy the residency requirements of the host country. You must confirm eligibility prior to submitting your application. Contact your consulate, or the embassy or high commission of the country you wish to travel to. This is particularly important for those who may have criminal convictions (OS).

Insurance Work Related Insurance Exchanges cannot proceed until all work related insurance details are finalized. Workers Insurance needs to be provided as per usual by your home fire service. Home fire services must arrange and finalize details of all Workers Compensation and other insurance that is deemed necessary to protect you during the full term of the exchange. If it is not possible to be covered under your employer‟s scheme, you must take out personal insurance to cover you in the event of a work related accident. Health and Travel Insurance Arrangements for health and travel insurance are your responsibility. It is vital that this is organized prior to the exchange taking place.

Length of Exchange The Tasmania Fire Service generally expects exchanges to be for 12 months. If you are unable to give this length of commitment, you must indicate this in your application. The starting date for an exchange will be coordinated to suit organizational and environmental conditions. Exchange partners and their Fire Services are required to sign a Deed of Exchange which necessitates them to remain in the overseas/interstate posting for the specified period. Exchange partners will not be entitled to resume their previous position or return to their original accommodation until such a period has expired.

Matching Applicants Whilst the TFS is responsible for endorsing an exchange the TFS generally does not locate a suitable exchange partner. It is up to individuals to arrange/locate a suitable exchange partner. Matching is based on you finding another applicant who is as close to your specifications (including family, accommodation etc) as possible. There is a greater chance of obtaining a match if your options are as flexible as possible. Note - it can sometimes take years before a match is found.


Page | 8

It remains the responsibility of individual exchange partners to be satisfied that the exchange is suitable before accepting. Ensuring all agreements are in writing helps to avoid misunderstandings.

Medical Certificate (OS) A medical may be required prior to the issue of your visa. Contact your relevant consulate for details.

Pre-requisites Any firefighter selected to participate in the exchange must have a minimum of four years full time career service at the time of application. Applicants are selected with due regard for their aptitude, performance, competence and contribution to their profession. Applicants should be prepared to obey all lawful instructions given by an Officer of the host fire service or its representative who is legally responsible for giving such instructions. If an exchange is proposed between two countries with differing languages, it is expected that the exchange partners participating will develop sufficient language skills to be able to operate on a fire ground effectively. Competency in an approved bilingual examination may be required as evidence.

Rank All exchange partners, irrespective of rank with the home fire service, will take the rank of Firefighter for the duration of the exchange. No command and control or managerial duties will be required. TFS Officers note: At the discretion of the Chief Officer, positions within the Station Officer/Senior Station Officer, Communications Officer ranks will be allowed to exchange. Officers will temporarily drop to the rank of Leading Firefighter, including rate of pay, for the period of exchange and upon completion of the exchange be reinstated to their respective permanent rank and rate of pay.

Salaries Exchange partners remain in the employ of the home fire service. Successful exchange partners will continue to receive salaries whilst on an exchange, with continuing deductions (including mortgages and insurances where applicable).

Overtime This program operates as far as practicable on a cost neutral basis so generally any overtime accrued needs to be recorded and then taken as time off in lieu. This does not preclude negotiation by the employers of the exchange partners to include an agreed method of payment of overtime within the Deed of Exchange.


Page | 9

Recreation Leave Exchange Parties agree to assume the holiday leave of of the Exchange Party they are replacing. In the event of a discrepancy, any holiday leave taken during the Exchange Period will be the lesser entitlement of the Exchange Parties. This will be clearly established in the Deed of Exchange. You will be responsible for notifying your home agency/pay office of any leave taken. Long service leave shall not be taken during the period of the exchange.

References You must supply a current reference from your Officer in Charge with your application, as well as a reference from an authorized signatory of your Fire Service Executive (CEO, CFO, etc)

Reporting It is important that to apply as an exchange firefighter, you are able to articulate what benefit you will get from the exchange, and how this will be applied upon return to your home fire service. It is common that following an exchange, firefighters are required to submit a detailed report to the home agency and the host agency. In many cases, a home agency may set a specific task or project to be researched, such as specialist equipment, rescue techniques, paramedical roles of firefighters etc. It is critical to remain in contact with your home agency on a regular basis. This should be negotiated with your home agency prior to departure.

Selection Each Fire Service has its‟ own selection process. If your fire service has not participated in an exchange previously, or is unsure of this process, they can contact AFAC to obtain an „Exchange Coordinators Package‟ which provides some guidelines for selection. Firefighters selected for exchange must be worthy representatives of their profession and of their jurisdiction/country. Since participating in an exchange is regarded as a privilege, the firefighter should be prepared to conduct themselves in such a way as to bring credit to their organization.

Union / Association Membership Exchange firefighters are usually „adopted‟ by the host Union or Association as honorary members for the period of the exchange.

Work Conditions

All exchange partners must comply with the appropriate terms and conditions of the fellowship as determined by the TFS and clearly established in the Deed of Exchange.

Driving Emergency Vehicles Exchange participants shall not be required to drive or operate an emergency vehicle during the exchange period regardless of any driver‟s license they may hold.


Page | 10

APPLICATION PART I Checklist All applications submitted to the Tasmania Fire Service must include:

Original Application Form x 1 □

Copy of Application Form x 1 □

Passport Sized photo attached to application form x 2 □

Letter of reference from authorized Officer i.e. Chief, Deputy etc □

Medical Certificate □

Photos of your dwelling □

Current Training/Competency Record □

Incomplete applications will not be accepted.

Attached Passport

Photos Here

Attached Passport

Photos Here

Your Fire Service details

Name of Fire Service:

Street Address:

Suburb/Town: Postcode:

Telephone (incl. international area code):

Email Address: Website Address:

Fire Service Executive Reference


Page | 11

This applicant, whose details follow, is recommended as highly suitable for a Firefighter Exchange Fellowship on the grounds of personal character, professionalism and competence. This statement supports the endorsement of the Fire Service which employs the applicant, for the Firefighter Exchange Fellowship program.

Name of applicant:

Approval of Executive from home fire agency (eg: CEO, CFO etc):

Name: Signature: Date:

Fire Service Coordinator Reference This applicant, whose details follow, is recommended as highly suitable for a Firefighter Exchange Fellowship on the grounds of personal character, professionalism and competence. This statement supports the endorsement of the Fire Service which employs the applicant, for the Firefighter Exchange Fellowship program.

Name of applicant:

Approval of Firefighter Exchange Coordinator from Home fire agency:

Name: Signature: Date:

Fire Service Coordinator details

Surname: Given Names:

Rank/Role in Service:

Name of Fire Service:

Street Address:

Suburb/Town: Postcode:

Telephone (incl. international area code):

Email Address: Website Address:


Page | 12

APPLICATION FOR THE FIREFIGHTER EXCHANGE FELLOWSHIP PROGRAM WITH THE TFS

Application Date: …………../………………./…………….

ONLY FULL TIME EMPLOYEES ARE ELIGIBLE TO APPLY Personal Details:

Surname: Given Names:

Rank: Date of Birth:

Registered Number: Years of Service:

Town & Country of Residency:

Street Address:

Suburb: Country: Postcode:

Telephone (include international area code):

Email Address:

Other Australian/NZ services applied to:

Is English your first language: Yes: □ No: □

Languages: Fluency (good, fair, poor)

If you have dual citizenship, please list the other country in which you are a citizen:

Note: In order for the exchange to proceed, it may be a requirement for you to be fluent in the language of the country with which you will be exchanging.


Page | 13

Details of Next of Kin in your Home Country

Name: Relationship to You:

Street Address:

Suburb / Town: Postcode:

Telephone (incl. international code): Email:

Family Details

Please provide full details of family members who will accompany you on the exchange. (nb: date of birth is only

required for dependents to help assess information such as schooling requirements)

Person 1 Name: Relationship:

Country of Residence: Date of Birth:







Are you aware of any medical or legal reasons why any of the above would fail to satisfy immigration requirements in the country you propose to visit? (if yes, please give details)

Yes:□ No:□

Will any family member for whom you are responsible remain in your home country/state? Yes: □ No: □


Page | 14

Firefighter Exchange Fellowship program – Statement of Purpose Please provide a brief statement of purpose and your likely contributions to the community and your home fire service upon your return.


Page | 15

Specific Information relating to your current employment Briefly describe your fire station, turnout area, personnel, appliances, etc Firefighters should NOT make a commitment to the exchange partner that they will be working at a particular station or with a particular crew. Exchanges are assigned at the discretion of the home fire service‟s roster department (covered in the contract).

Briefly describe duties in your current position or provide a copy of your position description:

What is the leave entitlement in your fire service, applicable to the rank and position you hold?

Recreational Hrs. per year

Sick / Personal Hrs. per year

How many hours per week do you work? Hrs. per week

What spread of hours does your shift roster cover?


Page | 16

Accommodation Please provide photographs of the interior and exterior of your house. If your usual accommodation is not available, what arrangements will be made to provide accommodation?(attach additional documentation if necessary). Note: Ensure that unless discussed, exchange partners have sole occupancy of your accommodation. Exchange partners may have the option of exchanging jobs and NOT accommodation.

If you are successful in obtaining an exchange, would your usual accommodation be available for the visiting exchange partner for the full term of this fellowship?

Yes: □ (please complete the next 2 boxes)

No: □ (please attach information to assist the exchange

partner with rental/accommodation information)

If you answered yes to the above, please complete the following

Detached House □ Own □

Flat □ Purchasing (mortgage) □

Apartment □ Rent □

Other □ Other □

Rooms available for use as a bedroom:

Room Details Length and Width No. of Beds

1

2

3

4

Other Dwelling details that may be relevant:


Page | 17

General Domestic Information

Will your dwelling insurance be valid when your house is occupied by the visiting exchange partner?

Yes: □

No: □

If no, what steps will you take? (brief details)

Will the insurance cover on contents also cover the normal household effects belonging to the visiting exchange partner?

Yes: □

No: □

If no, what steps will you take? (brief details)

What is your normal method of travel to work?

Is public transport available? Yes: □ No: □

Distance from your accommodation to

Railway Station

kms

Local Shopping Centre

kms

Nearest Public Transport

Type:

kms

Your workplace

kms

Is off street parking available with your accommodation? Yes: □ No: □

If no, what arrangement do you normally make regarding your vehicle? (brief details)

Please ensure that any special conditions, agreements and arrangements about accommodation and possessions are recorded and a copy held by each exchange partner. It is useful to lodge a copy with your fire service‟s exchange coordinator also.

Note: as applicants are required to be vetted and selected by his/her department, the residence to be exchanged must be inspected by an officer of that department before forwarding this application to the TFS to ensure it is appropriate for the exchange.

Premises inspected and found satisfactory Yes: □ No: □

Date:

___________________________________ ___________________________________

Name & Rank: Signature:


Page | 18

Please give a brief description of your local community. For example, local industries, climate recreational facilities, churches, shopping centres, schools etc. It is helpful to including marked maps of the local neighbourhood and provide any additional information you would consider valuable.

Agreement If granted a Firefighter Exchange Fellowship:

I agree to remain firefighting in my allocated rank for the full designated period of the fellowship.

I agree to return to my original rank at the end of the fellowship term unless alternative agreements have been made between me and my home fire service, specified in writing

I agree to notify TFS of any changes in my circumstances which could affect my application (eg: inability to proceed, change in station location, change in accommodation offered).

I certify that I have read and understand the Terms and Conditions of the Firefighter Exchange Fellowship and associated documentation, and agree to abide by all conditions.

I certify that, to the best of my knowledge, all the answers given and the information provided on this application is correct.

_____________________________________ _________________________ Signature: Date: _____________________________________ _________________________ Witness Name: (please print) Date: _____________________________________ _________________________ Witness Signature: Title/Rank: (Senior Officer, Justice

of the Peace or Commissioner for taking Affidavits)


Page | 19

APPLICATION PART II (do not submit this information with Part I) This section of the application form has been designed for an applicant to record house, local and community information for a potential exchange partner. Once notified of a prospective exchange partner, this section should be sent directly to them, via the host agency. For an exchange to be a success, it is critical that there is as much information as possible to ensure exchange partners are comfortable with all aspects of the exchange and be fully informed about their new environment. Some information is general in nature, some more specific. In addition to the information provided in this section, tourist information brochures, maps, newspapers, grocery dockets, school information booklets etc should be included. Home Away from Home Where you will be living

Postal Address:

Town/Suburb: Postcode:

Telephone:

It is expected that each exchange partner is able to have the use of the property in its entirety. No extended family, friends, boarders, or pets are to be using the property without the expressed permission of the owner. The exchange and their immediate family (must be disclosed) are to be the ONLY occupants of the dwelling. Any additional exchanges, for example vehicles, or recreation facilities need to be negotiated on a personal basis. Our Town / District / Suburb Insert a brief description of the local area. (Scan, sketch or attach a detailed scaled map if possible).


Page | 20

The Plan of Our House (Please provide a scale drawing and indicate unit of measurement, or provide house plans).


Page | 21

Heating and Air Conditioning Our house / apartment has:

Central Heating □ Portable Electric Heater □

Oil / Gas Wall Furnace □ Dehumidifier □

Kerosene Heater □ Air Conditioning Unit □

Heat Bank (off-peak heater) □ Central Air Conditioning □

Fireplace □ Other ……………………………………………□

*Tick as appropriate

As a rule, Australian and New Zealand houses are colder in winter than houses in North America and Europe because they are not heavily insulated and central heating is less common. It is unusual for temperatures to drop much below 0°. Appliances and Equipment We have the following items in full working order:*

Alarm Clock □ Barbecue □ Blender/Vitamiser □

Calculator □ Can Opener □ CD Player/Stereo □

Computer □ Crock Pot □ Dishwasher □

Dryer □ DVD Player □ Electric Blankets □

Electric Fan □ Electric Fry Pan □ Electric Griller □

Electric Kettle / Jug □ Freezer □ Heater □

Internet □ Iron □ Ironing Board □

Lawn Mower □ Microwave □ Mixer □

Oven □ Piano □ Portable Heater □

Radio(s) □ Refrigerator □ Stove Top □

Toaster □ TV □ Vacuum Cleaner □

Video Recorder □ Washing Machine □ Other …………………………□ *Tick as appropriate

Note: America videos using NTSC technology do not work on AUS/NZ/UK PAL video format.


Page | 22

Recreational Equipment for your Use

Sports Camping

Golf Clubs □ Tent □

Tennis Racquets □ Sleeping Bags □

Skis □ Air Mattresses □

Bicycles □ Portable Stove □

……………………………………………□ Portable Cooler □

……………………………………………□ ……………………………………………□

……………………………………………□ ……………………………………………□

……………………………………………□ ……………………………………………□

Please provide additional comments regarding public and private recreational facilities in the local area. Note: It is recommended that any items you do not want the exchange partner to use are stored offsite, either with family, friends, or an offsite lock-up/storage facility.


Page | 23

What you may expect to find Provide any features of your house and neighbourhood about which your exchange partner should know in advance – good and bad…

What your partner may expect to find Exchange partners and their families should be prepared to adjust to a new community, a new house and a different lifestyle. These changes can be difficult, particularly for members who are not employed outside the home. Spouses should be prepared to rely on their own resources and are encouraged to mix with the local community as much as possible. Limited opportunities for employment exist for family members when they travel and these limitations will be identified on your entry visa. However there are always jobs for people with initiative and particular talents. It is advisable to request permission to work or study when you apply for a visa. (OS) Taking the opportunity to advance your education or take up a hobby may be an option. Contact the many Universities and Colleges about entry requirements and deadlines for enrolment. Those who intend to apply for admission should bring original transcripts and other records of their present qualifications. Other occupations worth thinking about are voluntary work either in the community or your child‟s school or involvement in local sports, theatrical and music groups, church groups, childcare or other voluntary activities. Finally, give some thought to possible problems of transport, especially in isolated areas when only one vehicle is available to the family. In Australia and New Zealand, getting around by vehicle is the “norm” with smaller towns not having developed extensive public transport networks. Spouses used to a busy life in their home country/city may find the first few weeks in their new homes seem very long. However, with the right kind of preparation, including mental preparation, the exchange year can be a most exciting and stimulating experience.


Page | 24

Repairs Because of the variability in age, quality and frequency of use of household appliances, it is difficult to stipulate rules for their repair. It is understood that if an appliance becomes faulty through normal use, it should be repaired to normal working order with the cost borne by the owner. Arrange a person, family or close friend, whom your exchange partner may consult or call for assistance. Prepare a card of critical contact numbers including preferred repairers. Annual Household Expenses / Standing Costs Owned Property Each exchange partner is responsible for payment of their mortgage / rent, insurances, rates, taxes, and water. Where water is metered on a user-pays basis the costs should be met by the user. Services such as gas, electricity and telephone should be paid for by the user. You should make arrangements to insure the personal belongings you will take with you on the exchange as the owner‟s insurance may not cover those items. It is the responsibility of the exchange partners to determine who will pay for what. As a general rule, if the service is metered and billed on a user pays basis, the user should pay. If the service is part of council rates, property taxes etc, then the owner should pay. Leased Property If the accommodation you are offering is leased or rented, both your exchange partner and your landlord should be aware of this. You will need to consider what will happen if your lease expires in your absence or the landlord decides to sell the property or increase the rent. It is your responsibility to nominate someone who will help your exchange partner to relocate should this become necessary. You should also ensure that you provide both ample furnishings and appliances or lease a furnished property. Pets Make sure that you and your exchange partner are absolutely clear about any expectations in relation to caring for pets. It is recommended that, where possible, you make alternative arrangements for the care of your pets for the period of the exchange. Internet Connection As email will most likely be the most common form of communication, it is recommended that an internet connection be available and maintained. A functional computer and internet access is the cheapest and most effective method for communication, particularly across time zones. It is suggested that payment for the connection is the user‟s responsibility, but you will need to negotiate this with your exchange partner.


Page | 25

Schools The age of required attendance varies across States and Countries. As a rough guide, children aged 5 to 16 are expected to attend school on a daily basis. If you have children of school age, you may need to decide whether to send them to a school in the public system, or pay for private schooling. The school year is not consistent across hemispheres, so you will need to decide the Year (grade) you want to enroll your child in. Ideally this should be done in consultation with the school of your choice. Contact your exchange partner for the most up to date information on school and enrolment procedures. Provide your exchange partner with as much information as possible about schools in your local area. Costs associated with schooling vary so sharing information about how your educational system works in your province/state/country will be crucial. Incidentals such as whether uniforms, lunches, school trips, books and learning materials are provided for will also vary. Discuss the types of schooling for your child‟s age as types of schools vary across different countries. Don’t make any assumptions. Check even the most obvious aspects to ensure there are no surprises. This also applies to preschool and day care facilities. There may also be long waiting lists so it is advisable to book your child in very early in the exchange process. School Terms / Dates for the Exchange Year (if relevant)

Start Finish

Term 1 ……………………………………………. …………………………………………….

Term 2 ……………………………………………. …………………………………………….

Term 3 ……………………………………………. …………………………………………….

Term 4 ……………………………………………. …………………………………………….

Shopping Provide some preliminary information about shopping in the local area (eg: opening hours/days, availability, location etc). It is a worthwhile idea to enclose local papers and catalogues so your exchange partner can get an indication on the prices of food, clothing etc. Weather and Clothing What type of clothing should your exchange partner bring? Provide information on local average temperatures and cover issues such as wind chill or humidity. Make sure that your exchange partner has a realistic idea or the environment they will be living in.


Page | 26

Transport Should the exchange include vehicles? The exchanging of vehicles is not recommended, however, is the decision of exchange partners. It is vital that both parties consider all possible consequences before making an agreement on the use of vehicles for the period of the exchange. Usually the preferred option for exchange partners is to purchase a vehicle for the period of the exchange and sell it at the conclusion. Most exchange partners who have agreed to change vehicles will advise against it. Consideration of the following must be taken into account:

The age of the vehicle. The model and make of the vehicle, and therefore the worth, may be quite different between exchange partners.

There are good and bad drivers in each country/state, and you have no way of knowing the driving skill of your exchange partner.

Exchange partners will usually use their exchange to also travel. This is most likely to be done by car, occasionally towing a caravan or trailer. The amount of travel will have a significant impact on the wear and tear of a car, and if this is different between exchange partners, can lead to dissatisfaction.

Depending on where you are based for your exchange, there may be a significant difference in the amount of day to day travel, particularly where there is the ability to utilise public transport. Again, this can cause a rift in the exchange.

Insurance costs may be different for different drivers, along with excess and also the impact on premiums of making a claim. No matter what the skill of the driver, accidents can happen and this has the potential to sour the exchange.

Licenses You will need to identify if there is a requirement for you to obtain a temporary / international license. Motoring Associations / Roadside Assistance The Royal Automobile Clubs (Australia) and the Automobile Association (New Zealand) provide a valuable service in roadside assistance in the event of a breakdown. It is worth providing the details of such services of your home country/state to your exchange partner, and request that they do the same. Some associations have reciprocal privileges, especially if the exchange is within Australia. Comprehensive Insurance Whilst comprehensive insurance is optional, it is recommended if you purchase a vehicle (even more so if you exchange vehicles). It is important to bring a letter from your insurer indicating your driving record as this will affect the premium.


Page | 27

Used Vehicles Discuss costs, makes and models with your exchange partner and they may be able to assist your search prior to the exchange. Suggested websites include: www.drive.com.au www.redbook.com.au www.carsales.com.au Medical Information Medical and Hospital Health cover though the public health system in Australia will depend upon the country you are travelling from. Australia does have reciprocal arrangements with some countries (OS). Refer to www.medicareaustralia.gov.au for full details. Health Insurance Overseas exchange partners are strongly advised to arrange their own private health and travel insurance before leaving your home country. It is important to ensure the health cover includes ambulance travel. Prescription Medication If you or a family member is on regular prescription medication, it is important to confirm that this medication will be available where you are travelling to. Your doctor should type out medical prescriptions in detail, including the generic pharmaceutical title as the same medication may have a different trade or brand name. Financial Arrangements Power of Attorney It is important to ensure that for the period of the exchange you nominate someone to have Power of Attorney to deal with financial matters in your absence. This could be a family member. Provide these details to your exchange partner: As soon as you arrive at your destination, please make contact with the following who has Power of Attorney for me and will help you in all matters requiring payment of money on my behalf.:

Name of nominated Power of Attorney

Street Address

Contact Numbers Home Work Mob

http://www.drive.com.au/

http://www.redbook.com.au/

http://www.carsales.com.au/

http://www.medicareaustralia.gov.au/


Page | 28

Taxation All exchange partners need to investigate with the local taxation authority to clarify the local tax liability. In some instances, you may be able to choose which country you wish to be taxed by, which may gain you an advantage. Consult an accountant to determine whether any component of the exchange can be claimed as a tax deduction. It may be useful to provide your exchange partner details of your accountant, if applicable, whom can be contacted at their own expense to understand any local implications in this area. (Note: It appears the firefighters from North America will be subject to inter-government agreements to avoid double taxation).


Page | 29

The only way to make sure that both exchange partners have a full understanding and agreement of the exchange details is to do so in writing. Included is a sample agreement that you and your exchange partner should use to clarify all details of the exchange. This agreement should be changed as needed to reflect the situation of the exchange partners and should be lodged with each home fire service coordinator.

MEMORANDUM OF UNDERSTANDING

Between

________________________________________

and

________________________________________ This is not a formal contract, it is a written understanding between both parties above, concerning the twelve month Firefighter Exchange Fellowship Program. This Memorandum of Understanding (MOU) deals specifically with personal agreements between firefighter exchange partners and is separate from the formal contractual agreement between Fire Services and individuals. In signing this MOU:

We agree to accept the commitment to the Firefighter Exchange Fellowship program in good faith and with flexibility to accept lifestyle change and situation for twelve (12) months.

We agree to report for duty with the relevant exchange fire service on the specified date listed on the respective contract, and make the most of this valuable experience.

The start date for beginning the exchange will be : ………………………………………………. The final date for completing the exchange will be : ……………………………………………… The twelve month time frame should be the total period, including any leave required whilst on the exchange. Additional leave/time off will be negotiated with my home fire service, and not contravene any Visa conditions. Actual work dates are detailed on the formal contractual agreement.

We agree to exchange accommodation for the period of 12 months as indicated above. These dates allow for travel and settling time.

We agree to arrange a local Power of Attorney responsible for our own properties who can be contacted for any information or problem encountered with the property.

We agree to treat our exchange partner‟s, and their families, property and belongings with the utmost respect and not misuse, intentionally damage or abuse same.


Page | 30

We agree that we will maintain our respective household gardens and surrounds in a neat and tidy appearance throughout the exchange period. This will include mowing lawns and keeping garden beds weed free.

We agree to keep the pool (if applicable) in a useable state that does not allow algae to grown. We agree to perform minor maintenance when required. All instructions and equipment will be provided. Where the pool is not used, we agree to keep the pool clean with chemicals and filtration.

We agree to carry out minor maintenance on respective houses and surrounds. Minor maintenance can include, but is not excluded to, changing light globes, tap washers, small repairs etc.

We agree to pay all user pays utilities associated with the exchange property. These may include gas, electricity, water, telephone, internet, pay tv, etc, for the 12 month period of the exchange.

We agree to pay rates and mortgages on our home properties.

We agree that we will be responsibility for payment of repair/replacement of equipment associated with the property, with the exception of misuse. These items may include heaters, fridge, air conditioners, dryer, computer, pool filter, video etc. We will also be responsible for structural fault repairs. If an urgent decision is required, the matter should be referred to the Power of Attorney of the owner of the property.

We agree to continue to pay house, contents and (where applicable) vehicle insurance for the 12 month exchange period. If there are additional specific items of the exchange partner to be covered, these should be detailed and any additional cost to insurance cover, paid for by the exchange partner.

If a vehicle is included in the exchange, we agree to provide each other with a referral letter from the vehicle insurance company and include the exchange partner on your insurance policy.

We agree to enabling the full use of household equipment and furniture. These items include linen, bedding, cutlery, crockery, pantry contents, garden tools and appliances, electrical appliances, washing machine etc.

We agree to allow children to use selected toys, videos, bikes etc that are stored at the property.

We agree to allow use of sports equipment, such as bikes, tennis racquets, golf equipment, pool accessories, etc.

We agree to provide an information book that includes contact names and numbers of close family, friends and the nominated Power of Attorney. These contacts may be called about the property, how things operate, and provide general information. All instruction manuals and warranty cards etc will be prominently displayed.


Page | 31

We agree to leave basic non-perishable food items in the pantry/cupboard. These could include sauces, spices, soups, flour etc. Also supplied on arrival should be an initial store of washing detergent, toilet papers, soap etc.

We agree that any mail received is redirected to the Power of Attorney, with the exception of utilities bills, for the period of the exchange.

We agree to have a great time and make the most of the opportunity, both personally and career wise, for the 12 month period.

We have read and fully understand our commitments in respect to this exchange. Exchange Partner Exchange Partner ………………………………………….. ………………………………………………. Name Name

………………………………………….. ………………………………………………. Signature Signature

Family Members Family Members ………………………………………….. ………………………………………………. Name Name


………………………………………….. ………………………………………………. Name Name


………………………………………….. ………………………………………………. Name Name



Page | 32

SUMMARY OF APPLICATION STEPS Please again review the following, to again ensure you have covered all steps when embarking upon the Firefighter Exchange Fellowship program. Living Arrangements Communicate with your exchange partner to confirm your accommodation arrangements are adequate and/or make alternative arrangements. You will match with a potential exchange partner who close resembles your exchange request. It is imperative that you contact your exchange partner and confirm the accommodations‟ arrangements are suitable. Your options are:

- exchange accommodation directly - make alternative arrangements by assisting each other to locate suitable accommodation

for the term of the exchange. It is the sole responsibility of the exchange partners to satisfy each other‟s accommodation needs. This program is not focused on an accommodation exchange. This program is designed to offer firefighters a dynamic opportunity to experience a different living and working environment. Your accommodation exchange request has been matched as closely as possible. Discuss all arrangements with the potential exchange partner before commencement of the exchange. Obtain all agreements in writing and lodge a copy with the fire service coordinator. If the arrangements are not suitable, do not proceed with the exchange. If you are unable to satisfy your accommodation needs with the exchange partner identified, please contact your coordinator as soon as possible. Apply for a Visa at the Embassy or Consulate of the Country you are exchanging to (OS) Contact the Embassy, Consulate or High Commission of the country you are exchanging to as soon as possible. Consulate staff will be able to provide you with the necessary visa/work permit information to enable you to work in that country. In most cases, a visa application will required a letter from the employer confirming that you are being hosted and who your exchange partner will be. This can be obtained from either the individual employer or the coordinator of the program. In some cases, the visa will require a medical to be performed by a doctor approved by the consulate. Confirm with your Union/Association that they are able to welcome your exchange partner as a member It is your responsibility to ensure that the constitution has been amended to allow for your exchange partner to be an honorary member. You should attend to this matter as soon as possible.


Page | 33

Work with your Fire Service, Union/Association, and your exchange partner to finalise the Deed of Exchange and resolve any obstacles that might encumber the exchange. It is your job to satisfy the terms and conditions of the final agreement before you book and pay for your airfare. The Deed of Exchange is in the coordinators pack. The agreement covers most of the general concerns you may encounter. In short, firefighters replace each other, time for time, position for position, leave for leave, working agreement for working agreement. They do not exchange salaries or benefits and they do not lose their seniority while absent on an exchange. This agreement should cover the main concerns, clarify the terms and responsibilities of the exchange and provide solutions should any problems develop during the term of the exchange. Full instructions are provided in the coordinators package. Finalise the starting date of your exchange relative to the term of the exchange. If the dates on the employment exchange agreement are July 1st to June 30th, the term of your exchange is 365 days or one year. Due to weekends, roster arrangements, etc, the starting dates may be different for each exchange partner. Other circumstances may also dictate the starting dates that conflict with the term of the exchange. Ensure the dates on the Deed of Exchange are suitable to the circumstances of your exchange. This will need to be confirmed with both fire services before the exchange is considered final. Notify your rosters department about the dates of the exchange. Contact your health insurance company and ensure that you have comprehensive coverage for those members of your family who are travelling with you during the exchange. Confirm with the Workers Compensation organisation that you are still entitled to cover whilst working in an overseas country/interstate. You should make inquiries at your Workers Compensation organisation as soon as possible about the level of cover you can expect to receive whilst working overseas. If you do not qualify for cover for the full term of your exchange, it is your responsibility to ensure your fire service, or you personally, provide additional coverage as necessary. Ask your Workers Compensation organisation for copies of forms you may need to complete in the event of you having a work related injury. This will save time and expense if you take the necessary forms to complete in the event of an accident or injury. If you do not qualify under the policies, ensue you have the necessary forms from the insurance company that has arranged your cover. Alternatively, ask if there is a branch or office in the city you will be exchanging to.


Page | 34

Research prospective schools for your children with your exchange partner, if required. This is extremely important. Seek advice from you exchange partner to assist you with locating an appropriate school for your child/ren. Ensure you understand any pre-requisite enrolment requirements and fees. Consult with your child/ren‟s new school to ensure the smoothest possible transition. Do not assume your child/ren can move into the space vacated by your exchange partner‟s child/ren, even if they are at the same level. Some schools have waiting lists and entry requirements. Research airfare possibilities As soon as your exchange has been accepted in writing, start researching airfare possibilities. In some cases, special packages can be arranged to allow you to travel within the country of your destination. Make a detailed list of information your exchange partner might require for employment. Documents such as an annual report, strategic plan and staff magazine should be provided to your exchange partner. Outline any unique qualities of your fire service so they can fully understand issues that are currently taking place. Re-read the Deed of Exchange, and fulfill your obligations. Ensure that you understand the clauses of the Deed of Exchange and how the terms, conditions and responsibilities impact on you during the exchange term. Obtain the vaccinations required by you and your family. (OS) Consult the Embassy, Consulate or High Commission of the country you are travelling to, to investigate required vaccinations. Consult your own personal Doctor for advice or suggestions on vaccinations. Research exchange rates, tax laws, cost of living and any general information on the area you are exchanging to. Your most useful source of information is likely to be the internet. Also check libraries and discuss raise any questions you have with your exchange partner. Review the expiring dates of any licenses, credit card, policies, passports or memberships that might lapse in your absence from your home. Resolve any other absence problems. Whilst self-explanatory, it will impact your enjoyment of your exchange if you are having to resolve issues in your home country/state as a result of lack of planning.


Page | 35

Develop a booklet of contacts, helpful hints, suggestions, and instructions on anything that might be of assistance during your exchange. Review and complete “Application Part II” with as much detail as possible. It is worthwhile to provide (and be provided with) as much information about the city you are travelling too as early in the process as possible. In particular, identify disadvantages such as travelling times, small accommodation, cost of petrol etc. Not to do so, can lead to dissatisfaction and early termination of the exchange. Whilst you will need to have a level of flexibility, unexpected surprises are not appreciated. Most of the problems that arise in exchanges are related to personal/home issue which result from a lack of information at the commencement of the exchange. Coordinate a network of friends, family and baby-sitters that might be an asset to your exchange partner. The transition will be easier if your exchange partner is made to feel welcome. Appoint family and/or friends to welcome them to the area and provide support where necessary. Ensure your fire service has appointed someone to offer support and assistance and guide them through any politics of the working environment. Leave a list of phone numbers of people who are willing to be contacted and encourage these people to extend invitations to the exchange family. Resolve your banking arrangements and prepayment of any bills during your absence. Your salary will continue to be paid by your home fire service, and you must make arrangements to access these funds in your exchange city. Review the past year‟s bank statements to ensure nothing has been overlooked. Consult your home and contents insurance company and ensure that your insurance is in order. You must notify your insurance company of your absence for the term of the exchange. Make sure that all your normal insurances will cover you for the entire term of the exchange and while you have the exchange partner in your home. Have a comprehensive agreement over vehicle exchange, if applicable. Consider carefully before exchanging vehicles. It is not recommended, however should you agree to this, you need to make sure you have detailed written requirements regarding the management and maintenance of the vehicle and clearly outline the expectation as to its use. Fire Services are NOT responsible for managing any disputes over mileage, damage or insurances. If you do proceed, ensue you have adequate insurance cover.


Page | 36

Clarify all terms of the accommodation arrangements. Exchange partners who exchange their accommodation will pay their own mortgage and tax bills along with rates and other built-in property expenses. The exchange partner will pay for the utilities and telephone bills for the duration of the exchange. The exchange partner should also agree to maintain the property. In addition, most families who exchange accommodation appoint a family member, trusted friend or neighbor with Power of Attorney to oversee their property and assist the exchange partner. The house owner should also provide the exchange partner and family with the basic household supplies. These could include but are not limited to, furniture, television, microwave, linen, utensils, washing machine, etc. Valued items and family treasures should be stored offsite for the duration of the exchange. Bikes, sports equipment and other accessories like camping equipment, can enhance your exchange if you are willing to include them. The unique advantage of exchanging accommodation is that both you and your exchange partner are in the same situation with each other‟s property, therefore, there is underlying mutual respect. The objective is to be as fair as possible on all levels. Ultimately this situation can work out quite well, but it is our experience that misunderstandings and assumptions about living arrangements can sour an otherwise great exchange. Therefore, it is advisable that you ensure you have a clear understanding with you exchange partner regarding the terms and conditions of any property exchanged. Essentially, you are leasing your property for the term of the exchange, in lieu of a monthly fee you are exchanging accommodation. Have all agreements and expectations in written form to avoid misunderstanding. This should clarify maintenance responsibilities, the term of the property exchanges and other conditions than have been agreed upon relative to the properties. If you choose to make alternative accommodation arrangements as opposed to exchanging accommodation, you should also ensure that you have a clear understanding of each other‟s expectations and needs. Ultimately any arrangements must be balanced. Rushing into any arrangement just to proceed with the exchange can lead to disappointment and resentment. You should be adaptable and willing to expect the unexpected before commencing this program, however, you also have the right to negotiate an equitable arrangement with your exchange partner that leaves both parties with the sense of equity. Find alternative arrangements for care of your pets in your absence. Consider carefully before expecting another party to look after your pets. It is best to make arrangement with family members so as not to impose on your exchange family‟s travel arrangements.


Page | 37

Ensure you have appointed a Power of Attorney to handle any personal or business matters in your absence. It is not always necessary to appoint a Power of Attorney to handle your affairs in your absence. However, if you have any banking, property transactions, estates, rental properties, or other formal arrangements that might require your signature or your personal attention whilst you are on exchange; you should consider appointing a Power of Attorney. A Power of Attorney can be a family member, a trusted friend or a lawyer that you appoint to deal with specific bank account, negotiate a specific property transaction or represent you regarding another task that you have assigned. Maintain your communication with your exchange partner before and after the exchange has taken place. Provide your exchange partner with as much information as possible and expect the same in return. Be clear about your expectations of what information you want provided to you during your absence and similarly the information your exchange partner expects forwarded. It is the goal of all exchanges to develop ongoing friendship with their host fire service and with the exchange family. With luck and good management, you should have an ongoing friendship for years to come. This program operates as far as practicable on a cost neutral basis. Fire services are not responsible for costs incurred by exchanges. You will need to carefully consider all financial requirements for the period of the exchange. This is an area where if things go wrong, your whole exchange experience can be ruined. Don‟t rely on standard revenue to live on during your exchange. Discuss arrangements with your bank manager and where necessary, arrange extensions on your credit card limit/s and/or your mortgage.


Page | 38

Glossary of Terms and Footnotes 1 You will need to ensure that your agreement with your home fire service includes a

commitment for you to return to the position you held prior to the exchange. Any entitlements used during the exchange, such as sick leave, will be deducted from your leave accruals with your home fire service.

2 If someone from your fire service has participated in the exchange program, it is likely that

there is a coordinator (often in the human resources department) allocated to assist you in participating in the exchange program. A copy of a „Coordinators Pack‟ is available by contacting {{insert agency name}}. If there is no coordinator appointed in your agency, please discuss the program with human resources who should be able to assist.

3 Part of the requirement of participating in the program is completing an assessment with

your fire service to determine your suitability. The application form has components that must be signed by a suitable senior authority, supporting your application.

Firefighter Exchange Fellowship Program

The title of the program that facilitates the exchange for a designated period (usually twelve months) between two firefighters from different fire services.

(OS) Wherever (OS) appears after a sentence, it indicates that this relates to firefighters participating in an international exchange.

Home Fire Service The permanent employer of the firefighter.

Host Fire Service The fire service that will assign duties and responsibilities for the period of the exchange.

Exchange Partner The firefighter with whom you are exchanging professional and personal environments.

Coordinator An employee of the fire service who has responsibility for administering, supporting and coordinating the selection of suitable applicants to participate in the Firefighter Exchange Fellowship program.