Terms

• SWAP fees for 2009-2010 are $325(US) per person.
• SWAP processes applications and assigns mission-weeks on a first-come, first-served basis.
• SWAP requires a deposit of $50 per volunteer, and considers each deposit to be a commitment of volunteer participation. Deposits, due by January 30, are non-refundable and cannot be applied to the balance due for active participants. Failure to get your deposit to us by the above mentioned date may result in our being unable to guarantee your spot: it may become available to groups who are on the waiting list. Groups applying after January 30 must contact SWAP administration for arrangement of terms.
• All monies are to be presented in US Funds only. If your group is outside the United States, please make sure that your cashier’s check or money order has the words “US Funds” imprinted on the document.
• A second non-refundable payment of $100.00 per person must be received by March 31, along with the final number of participants in order for us to ensure proper accommodation for all in your group. We require this confirmation of volunteer numbers because it becomes difficult to fill unused volunteer slots as late as April and May.
• Should your group size grow after March 31, we would be pleased to have the additional people join us in our ministry provided space is available. Payments can be sent as additional participants are authorized.
• An increase in number of participants is usually welcome, but must have prior approval of the Location Coordinator.
• Remember: all no-shows as of March 31 will forfeit both their $50 deposits (paid January 30)and their $100 deposits (paid March 31).
• If you are having difficulty meeting the January 30 and March 31 deadlines for these deposits, please contact our Whitesburg office. We will be happy to negotiate a short extension depending on the circumstances.

Rationale

SWAP operates almost entirely on the funds received from group registration fees. At this time, well over 90% of our program costs are covered by SWAP volunteer fees.

Each year, repair jobs are planned according to the number of volunteers coming, promises are made to local people, and materials are purchased accordingly. Groups that are accepted and either:

• don’t arrive with agreed-upon volunteer numbers, or
• don’t pay for their reserved volunteer positions

impact the viability of our program, and our integrity with local homeowners and the community. They also affect other potential SWAP groups by taking away service calendar positions.

SWAP Preparation Timeline (Summer Groups)

1. Groups can:
   • apply online (see below), or
   • download a SWAP application, and
     1. mail it to MCC SWAP, PO Box 460, Whitesburg, KY USA 41858;
     2. fax it to (606) 633-5065; or
     3. email it to swapadmin@mcc.org

2. Completed application received:

   SWAP will process applications on a first-come, first-served basis.

3. Confirmation letter sent:

   After receiving a completed application, SWAP will make a final decision on the week assigned. Confirmation letters are typically sent to groups beginning in January.

4. $50 deposit by January 30:

   We require a $50(US) deposit per volunteer to be mailed in following your group’s receipt of the confirmation letter. Once again, this deposit is non-refundable. The deadline for this deposit is January 30 to guarantee your spot. Please make checks payable to “MCC SWAP.” All payments should be mailed to the MCC SWAP office in Whitesburg, KY at the following address: PO Box 460, Whitesburg, KY 41858

5. Fund-raising:

   We recommend a clear, well-organized fund-raising strategy that enables all volunteers to honor their commitments, as well as helping each person to have ownership in your group’s mission.

6. SWAP preparation materials sent in March:

   SWAP will send your group an orientation packet in mid-March. It includes the following information that will help prepare for your service trip to Appalachia:
   • Skills lists—this information is essential for Location Coordinators as they select the home repair projects that will best fit your group.
   • Medical forms—each individual must have a completed medical form before participating at a worksite.
   • Reflection Page—This document will help your group to begin thinking about missions and service attitudes. The information you provide on this form will also help the SWAP team prepare for your arrival.

7. Final group numbers & 2nd deposit of $100(US) by March 31:

   If your group cancels entirely or reduces its number of participants after March 31, it will forfeit all no-show deposits paid.

8. Travel plans:

   As you make your plans for travel, keep in mind that you are responsible not only for your transportation to Appalachia, but also your transportation while here. Your transportation decisions should take into account the number of jobsites you will be working at (typically 7-9 workers per site) as well as the winding mountain roads here in Appalachia. Tour/school buses are not an option.

9. Group preparation sessions complete by April/May:

   Preparation materials, including skills lists, medical forms, and your group’s reflection page from our March mailing(see item 6 above) are due at this time. Groups who complete this information carefully and promptly help us to provide a better SWAP experience for them.

10. $175 balance per person due a month before arrival:

    The balance of your group fees ($175)per participant is due a month before your arrival. If more than your planned number of people wish to come, we will attempt, with prior approval of SWAP Location Coordinators, to accommodate them at your assigned SWAP location. The full fee of $325 for additional participants is due upon their arrival, along with their medical release forms

11. Arrival and Departure:

    Groups are expected to arrive by 6:30 pm on Monday (having already eaten supper). Volunteers that arrive after 7:00 pm make Monday evening orientation and planning sessions very late. Groups leave on Saturday morning, immediately after a light breakfast.

apply online for SWAP.