Mennonite Voluntary Service is a cooperative program of the Commission on Home Ministries of the General Conference Mennonite Church and the Mennonite Board of Missions of the Mennonite Church.

MVS Web site: www.mennonitevs.org

2^nd printing of merged program handbook, March, 2000

Printed in the USA

MVS MISSION STATEMENT .............................................................................................1

FAITH AND VALUES STATEMENT . ..................................................................................1

WELCOME ....................................................................................................................2

DEFINITIONS......................................................................................................... ........2

ORGANIZATIONAL RESPONSIBILITIES .............................................................................3

Local Leadership Models.......................................................................................... ........3

Unit Visits............................................................................................................ ........3

RECRUITMENT...................................................................................................... ........4

ASSIGNMENT ................................................................................................................4

Procedure ...................................................................................................................4

Supervision.......................................................................................................... ........4

TERMS OF SERVICE .......................................................................................................5

Philosophy ...................................................................................................................5

Length of Term .............................................................................................................5

Short-Term Service ........................................................................................................5

Prior Service......................................................................................................... ........5

Changes in Assignment ....................................................................................................5

Extension of Term................................................................................................... .......5

Termination of Service............................................................................................. ........6

Early Termination ..........................................................................................................6

ORIENTATION........................................................................................................ .......6

CROSSING INTERNATIONAL BORDERS...................................................................... .......6

UNIT LIFE.............................................................................................................. .......7

Philosophy and Commitment....................................................................................... .......7

Acts of Conscience .........................................................................................................8

Associate Members ................................................................................................. .......8

Basic Needs .................................................................................................................8

College Credit ..............................................................................................................8

Family Policies...................................................................................................... ........9

Child Care ...........................................................................................................9

Family Additions ...................................................................................................9

Marriage/Married Couples .......................................................................................9

Guidelines for Dealing with Offenses ...................................................................................9

Leaves .......................................................................................................................10

Magazines and Newspapers ..............................................................................................10

Meetings ....................................................................................................................10

Personal Problems/Counseling .........................................................................................11

Pets ..........................................................................................................................11

Re-Entry after Assignment......................................................................................... ......11

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Relationship to Supporting Church or Churches................................................................ ......11

Reporting ...................................................................................................................12

Quarterly Reports................................................................................................ ......12

End of Term Evaluation/Report .....................................................................................12

Retreats .....................................................................................................................12

Style of Living .............................................................................................................12

Vehicles in Service.................................................................................................. ......13

Philosophy ..............................................................................................................13

Unit Vehicles ...........................................................................................................13

Personal Vehicles in Service .........................................................................................13

Visitors................................................................................................................ .......13

FINANCIAL ALLOWANCES AND RESPONSIBILITY .............................................................14

Philosophy............................................................................................................ ......14

Clothing .............................................................................................................. ......14

Education ...................................................................................................................14

Educational/Recreational Allowance ...................................................................................14

Educational Loan Assistance ............................................................................................15

Food Spending Guidelines ...............................................................................................15

Personal Monthly Stipend.......................................................................................... ......15

Resettlement Allowance ..................................................................................................16

Special Costs ..............................................................................................................16

Supplemental Income .....................................................................................................16

Transportation and Moving .............................................................................................16

Unit Finances ..............................................................................................................17

Vacation and Vacation Allowances ....................................................................................18

INSURANCE.......................................................................................................... .......18

Life .........................................................................................................................18

Medical ....................................................................................................................18

Personal Property ............................................................................................................23

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MVS MISSION STATEMENT

Providing opportunities to act on faith by assisting congregations in service to their communities.

FAITH AND VALUES STATEMENTS

MVS affirms the Confession of Faith in a Mennonite Perspective and shares the Mennonite community's Vision for Healing & Hope:

MVS declares Jesus Christ as Lord and Savior, and as the model for service! Directions for MVS arise from Jesus' life, ministry and teaching. Jesus worked among the poor and disenfranchised of his day. It is his example that we follow.

We emphasize:

Jesus Christ as our Lord and Savior.

Jesus as the model for our service.

We believe that service:

is based on following Jesus, the Son of God.

involves justice for the poor and disadvantaged.

demands compassionate nonviolent action as the means for social change.

incarnates the Unity of words and deeds.

We believe that service is best done in a community of servants committed to:

caring for and confronting each other.

living simply.

recognizing the equality of women and men, young and old.

worshiping and learning together.

We welcome you into Mennonite Voluntary Service (MVS) and value your commitment to the Christian faith, to cooperative Unit living, and to caring for the needs of others while you grow and are nurtured. As an MVSer you have an opportunity to use your gifts, training and experience to work with and learn from a wide variety of people and situations. During this time you will explore new places and opportunities, face difficult questions and step out of the familiar into the unknown. You will be able to walk with those in need in a troubled world, and you will be supported and prayed for by many people and churches while you do so.

The policies outlined in this manual will help you understand the financial, administrative and spiritual resources and guidelines of the MVS program. While providing order and clarity, policies can also be flexible when special situations arise. MVSers may discuss needs not covered in this handbook with the Local Leadership and the MVS Unit Administrator. Any special arrangements should be detailed in the MVSer’s Covenant.

It is our hope that you will feel appreciated and supported as you undertake your assignment and that this handbook will be a handy tool to refer to during your term of service.

The following terms are used in the MVS Handbook:

MVSer: The MVSer is an individual bringing unique skills, feelings and motivations to a full-time assignment. All MVSers commit to:

·walking with the disadvantaged and those who suffer from injustice.

Unit: A Mennonite Voluntary Service Unit is one or more individuals living in a common residence in a particular geographic area and sharing living responsibilities and resources while serving to meet human needs.

MVSO: Mennonite Voluntary Service Office. Although there are MVS staff in four locations: Newton, Kansas; Elkhart, Indiana; Winnipeg, Manitoba; and Austin, Texas, the MVSO generally refers to the Newton office. Through the MVSO, the director and staff work with placement, program and promotion within the MVS structure.

Local Leadership: A person or group of people with an official connection to the MVSO who have a long-term interest in supporting an MVS Unit in their local community. The Local Leadership serves as a link between the MVS Unit and the MVSO. (A more in-depth description of Local Leadership Models is found under "Organizational Responsibilities.")

Unit Administrator: An individual from the MVSO staff whose responsibilities include unit administration and program guidance. The Unit Administrator visits the Unit a minimum of once a year and is available to give advice to the Local Leadership and Unit members as needs arise.

The MVS program depends upon a triangular relationship among the MVS Unit, Local Leadership/ congregation and the MVSO. Each entity is responsible to the other and should be involved in making decisions regarding the long-term vision for MVS in the local setting. Each MVS Unit household should develop its own pattern of internal organization with individual responsibilities.

LOCAL LEADERSHIP MODELS

Currently MVS has two distinct Local Leadership models which operate Units. MVSers are active participants in the operation of the Unit regardless of which model is present.

1. Local Program Coordinator (LPC) Model: An individual is either paid or volunteers his/her time as the LPC. This individual is responsible to insure the healthy day-to-day operation of the Unit. Generally these Units have a support committee from the sponsoring congregation that helps establish the vision for the Unit and is used as a sounding board for the LPC and Unit. The LPC and Unit work out a plan that will allow the Unit to fulfill its obligations locally and with the larger MVS program.

2. Mennonite Voluntary Service Committee (MVSC) Model: The supporting congregation organizes a committee which establishes the Unit’s long-term vision and is responsible for its healthy, day-to-day operation. The MVSC and Unit work out a plan that will allow the Unit to fulfill its obligations locally and with the larger MVS program.

The LPC and MVSC are referred to in the Handbook as Local Leadership. The primary responsibility for determining the service assignments and the direction of service in the local community rests with the Local Leadership/congregation and the local Unit. The MVSO gives guidance and approval in these matters.

UNIT VISITS

The MVS Unit Administrator visits to Units have several functions:

1. Information gathering: Since the MVSO is in charge of recruitment and general promotion of the MVS program, firsthand information is important. Visits to the Units are one of the best ways to obtain this information.

2. General counseling: At times the MVS Unit Administrator will serve a counseling function both for individuals and groups and is available to give counsel and advice regarding finances, personnel problems and other concerns.

3. Program development and evaluation: MVS Unit Administrators will assist as needed in evaluating work sites, program planning and goal setting for the Unit and individual MVSers.

With some exceptions, the basic responsibilities for recruitment rests with the MVSO. Local Leadership, Units and individual MVSers are encouraged to do local recruiting. MVS displays are available by request from the MVS offices in Newton, Elkhart and Winnipeg. Individual MVSers may be asked to attend MVS recruitment events.

PROCEDURE

A candidate for MVS must submit a Personnel Information Form to the personnel office which compiles references, evaluates the file and does preliminary screening. This process usually takes four to eight weeks.

The Personnel Director reviews all completed personnel files with the MVS administrative staff for approval and placement options. Placements are proposed based upon the prospective MVSer's skills and interests, as well as current program needs. Local Leadership and Units review the proposals to determine the appropriateness for the local site.

Each location has its own standards and expectations for personnel. These criteria include the needs of the Unit, availability of positions and the desire of the congregation and Unit to work with various types of MVSers. Some Units will expect an interview or a visit with the applicant before a final decision is reached.

If an applicant is accepted by a Unit, he/she is informed by letter, phone or email. The Unit or Local Leadership will also correspond with the applicant concerning housing, beginning date, travel to the

assignment, and any special allowances. If the Unit and Local Leadership determine that an applicant is not suitable for its program, they should inform the MVSO which will, in turn, discuss alternative assignments with the applicant.

An MVS Covenant covering beginning date, length of assignment, work plans, automobile usage, life insurance assistance, educational loan payments and any other details will be prepared by the MVSO and signed by the applicant and Personnel Director on behalf of the MVSO and Local Leadership. A copy will be sent to the MVSer and Local Leadership.

SUPERVISION

MVSers are accountable to the MVSO, the sponsoring congregation through the Local Leadership, and to the members of the MVS household. MVSers are also supervised by and accountable to the agencies which they serve. Their role is expected to be comparable to that of the agency's paid employees, if any. Members of MVS should not take advantage of their MVSer status in any way.

PHILOSOPHY

MVS sees one of its strengths as being committed to local congregational outreach in communities for the long term. The longer one is in a community, the more able he/she is to identify with the joy and sorrow of that community.

LENGTH OF TERM

MVSers are highly encouraged to commit to longer terms of service. Although some MVS terms are for one year, the usual and preferred length of commitment is two or more years.

SHORT-TERM SERVICE

Occasionally, the MVSO will arrange for an individual to serve for less than twelve months in an MVS Unit. The MVSO works out the details of a short-term assignment on a case-by-case basis with the volunteer and Local Leadership. Short-term MVSers do not receive MVS financial benefits.

PRIOR SERVICE

Persons who have served with another Mennonite voluntary service program immediately (within one year) prior to entering MVS may be allowed to count this time as "prior service" in determining the length of time in MVS for adjusted allowances. A clear understanding of how much time will be counted should be discussed with the MVSO and indicated in the MVS Covenant.

CHANGES IN ASSIGNMENT

Occasionally a reassignment to a different position or to a different location is made necessary because of changes in program (e.g., closing of Unit, changes in placements) or because the welfare of the MVSer or of the project makes it advisable. MVSers are encouraged to keep Local Leadership informed of circumstances that might necessitate changes in their assignments. All changes are made in consultation with the Local Leadership and the MVS Unit Administrator after a careful review of the program and the situation of the individual MVSer.

EXTENSION OF TERM

MVSers who are interested in extending their terms of service should discuss their interests with Local Leadership and Unit Administrators as early as possible. Extensions are not automatically granted, but depend upon program considerations.

TERMINATION OF SERVICE

An MVS term ends on the date agreed upon at the time an MVSer enters the program. Occasionally MVSers may be asked to extend their terms anywhere from a few days to a few months in order that their terms may overlap with those of their replacements.

MVSers are encouraged to leave the household immediately after termination unless other arrangements have been made with the Local Leadership.

EARLY TERMINATION

Occasionally program changes and/or changes in an individual MVSer's situation may make it necessary for an MVSer to terminate early. When this is the case, the MVS Unit pays the MVSer’s travel expenses home. Otherwise, MVSers are expected to remain in their assignments until the agreed upon termination date.

If an MVSer wants to terminate for personal reasons, he/she must discuss the situation with the Local Leadership and with the MVS Unit Administrator. An attempt will be made to find alternatives to termination. If none are found, a healthy way for the MVSer to end his/her term will be worked upon with all parties involved.

MVS holds the right to terminate any MVSer’s placement with MVS. Before termination is initiated by MVS, conversations will have taken place between the Local Leadership, MVSer, Unit and the MVSO. When early termination is not initiated by MVS, the MVSer is responsible to cover transportation costs home.

MVS conducts a week-long program orientation to prepare long-term MVSers for their assignments and for participation in an MVS Unit. All MVS personnel are required to participate in a program orientation prior to or shortly after entering service. Generally, it is expected that MVSers go directly from orientation to their assignments. An MVSer who begins his/her assignment prior to orientation, will attend the next scheduled program orientation. A mini-orientation will be provided by the Unit Administrator in the interim. The MVSO may request that short-term MVSers also come to the program orientation on a case-by-case basis. Each local site is responsible for providing a local site orientation when the MVSer arrives.

Persons of non-U.S. citizenship will usually enter the United States on a B-1 Visitor’s Permit, also known as a B-1 Visa. While the MVSO assists in obtaining a B-1 Visitor's Permit by issuing a personal border crossing letter at the start of the MVSer's term of service, the MVSer has full responsibility to

secure any Visa renewals. A renewal cover letter and Visa renewal form should be obtained from the MVSO at least 45 days before the Visa expires. The renewal fee of $120.00 is paid by the Unit.

If an MVSer leaves the United States for any reason, he/she should make sure his/her Visa will be valid upon his/her return. If an MVSer should allow his/her Visa to expire before sending in a renewal application, the MVSer must leave the United States immediately and return on a new Visa. In this case, the expense to leave the country and return to the United States will be the cost of the MVSer.

Similar policies exist for MVSers serving in Canada. Non-Canadians need a border crossing letter to enter Canada. The MVSO will issue this personal border crossing letter at the start of the MVSer’s term of service.

Non-citizen MVSers should not expect to stay in their host country beyond their periods of service. MVS complies with the United States and Canadian governments’ expectations that MVSers will leave the country upon completion of their service assignments. Non-compliance with this law is illegal and may potentially jeopardize the MVS program.

United States and Canadian immigration regulations do not permit non-citizens to have regular earning positions even though they turn all of the income over to the service Unit. However, they may have service positions in which the organizations they are assisting make a monthly contribution which is less than a regular wage to the service Unit.

PHILOSOPHY AND COMMITMENT

In most cases, a commitment to MVS is a commitment to live in a household with other MVSers. Living in community requires tolerance, flexibility and a willingness to work hard at maintaining healthy relationships. Living in community also provides opportunities for rich fellowship and fun. Unit members are expected to share in household work and activities, and meet regularly with the household for Unit meetings and prayer or study sessions.

Persons in MVS commit themselves to the highest standards of personal and professional conduct. As such we are accountable to God, to the church and to those in MVS with whom we live and work. We are called upon to show sensitive regard for the moral, social and religious values of others as well as our own. At stake is not only our own life, but also the calling and style of living we represent, the church we serve and the witness of the Christian gospel.

ACTS OF CONSCIENCE

MVS understands that in our walk with Christ there may be times that we feel moved to acts of conscience such as civil disobedience. These acts are individual decisions and thus may not be interpreted as representing the MVS program. MVS as a program will support an individual through prayer, personal contact and affirmation. Persons making decisions of conscience do so at their own risk and expense since the General Conference Mennonite Church and The Mennonite Church do not take responsibility for legal or other related expenses.

ASSOCIATE MEMBERS

Occasionally MVS Units have persons living in their residence who are not full-time MVSers. These persons may be students, short-term MVSers or persons with regular earning jobs in the community. This type of arrangement must be approved by all parties involved (Unit members, Local

Leadership and the MVSO). The associate member, Unit, Local Leadership and MVSO all sign an MVS Covenant (available from the MVSO) indicating their agreement. It is expected that such persons will be involved in Unit life, activities and programs as time permits and pay a monthly living fee to the Unit for food and housing costs. At least 50% of the Unit household should be full-time MVSers. Associate MVS personnel do not receive MVS financial benefits.

At times local congregations may choose to invite personnel from other voluntary service programs to live in the MVS house that they sponsor. It is the responsibility of the sponsoring congregation to invite and supervise such persons in a manner that is in keeping with the agreement pertaining to such persons. A copy of this agreement is available from the MVSO.

BASIC NEEDS

The MVS program provides support that meets the basic needs of each MVSer: housing, food, transportation, medical coverage and a monthly cash stipend. Linens are supplied and remain the

property of the household. MVS Unit funds are used to purchase personal hygienic articles such as soap, shampoo, toothpaste, shaving materials, etc. MVSers provide their own clothes, which should be suitable for the work they will do and the communities in which they live. MVSers are strongly encouraged to keep at a minimum the number of personal items taken to their assignments. Appliances, furniture and large decorative items are not appropriate. Household members plan together for the wise and frugal use of money and supplies. Knowledge about conservation, ecology, health and justice will reinforce responsible habits and decisions. A service lifestyle is one of simplicity and freedom from "the bondage of baggage." Local Unit housing availability will determine whether or not an MVSer will have his/her own room or whether couples will have separate housing. Local Leadership should be consulted regarding a specific location.

COLLEGE CREDIT

Most Mennonite colleges have special arrangements for MVSers wishing to earn college credit while doing an MVS assignment. To receive credit, MVSers can negotiate with the college for courses related to assignments. Arrangements for credit must be made before the service term begins. For more information on these arrangements, contact the dean’s office of the Mennonite college you are attending. MVS has no formal arrangement with any Mennonite college.

FAMILY POLICIES

CHILD CARE

GUIDELINES FOR DEALING WITH OFFENSES

MVS is committed to maintaining and restoring right relationships within the Unit and with others outside of the Unit. Substantiated disclosures of serious ethical offenses, including acts of violence or possession of illegal drugs, will result in immediate suspension of the offending MVSer's membership in MVS. MVS staff must be involved throughout the process. We believe God's Spirit will at times call people to "acts of conscience" considered illegal by the state. Such actions are in no way the focus of this policy.

Experience has indicated that when violations occur, they are most likely to occur in the ethical areas listed below. Violations that require address include, but are not limited to:

·deception and dishonesty

·sexual harassment

·gross neglect of personal and professional responsibilities

·any persistent behavior that is hurtful to one’s self or others

Guidelines for dealing with ethical offenses in MVS have been established. The document entitled "Guidelines for Dealing with Offenses in Mennonite Voluntary Service"is available from the MVSO and should be carefully reviewed by every MVSer. In all matters related to ways of living and behavior, MVS is committed to following Christ's example. Jesus is our model, not only in how we respond to the world's needs, but also in our personal behavior.

LEAVES

Should an MVSer be unable to perform his/her work temporarily due to illness or an emergency in the immediate family, the MVSer may present a request for emergency leave to the Local Leadership and the MVSO. Emergency leave may be granted for periods of up to one month. Persons on emergency leave will be paid the MVS personal allowance.

In the event of a death in the immediate family of an MVSer [i.e., parents, grandparents, siblings, children, in-laws], the MVS Unit will cover travel costs to the funeral and back to the individual’s assignment. Families and home congregations are encouraged to make a contribution to cover these costs.

When an MVSer needs to be away from an assignment for personal reasons, a non-emergency leave may be granted after a conversation with the agency, Local Leadership and MVSO for up to thirty days without allowance.

Persons who serve with MVS through other organizations such as Christliche Dienste and EIRENE would adhere to the policies for leaves of that organization.

MAGAZINES AND NEWSPAPERS

Each Unit receives the Canadian Mennonite and The Mennonite. Each Unit may choose one faith-based magazine [The Other Side, Catholic Workers, etc.], one news magazine [Time, McLeans, etc.] and a local newspaper to be paid out of Unit funds. Units who wish to receive additional periodicals should negotiate with their Local Leadership.

MEETINGS

Each Unit should have a weekly meeting which all MVSers attend. The quality and vitality of Unit life depends upon these meetings. Agenda may include group and individual concerns, Bible study or opportunities to deal with faith issues, housekeeping matters and administrative problems.

Once a month the MVSers and Local Leadership should meet. Prospective MVSers, new service opportunities, and Unit relationships with community organizations and congregations should be reviewed. The Local Leadership should also be concerned with the lives of individual Unit members. Requesting periodic "updates" from MVSers is a helpful way of fulfilling this responsibility.

These meetings should be attended by all MVSers unless a Unit is unusually large and an executive group is used. Minutes should be kept from these meetings for future reference. A copy of the minutes should be forwarded to the MVS Unit Administrator. Occasionally, it may be appropriate for Local Leadership to meet without the MVSers to discuss certain issues such as personnel matters.

PERSONAL PROBLEMS/COUNSELING

It is natural that at times MVSers will have concerns and feelings which they need to discuss. The best place to secure help should be first within the Unit, secondly from Local Leadership or a trusted person in the community, and finally from the MVS staff. It is important that an MVSer find some meaningful way to express concerns and feelings. A special reference group for an individual MVSer may be established by the Unit and Local Leadership to work with a personal problem.

At times a local person outside the MVS circle will assist in this process. Individuals are encouraged to seek adequate counseling when needed and professional counseling may be arranged in certain situations (see Insurance-Medical-Mental Health Treatment/Counseling ). Prior approval must be obtained from the Local Leadership and the MVS Unit Administrator when costs to the Unit or MVS program are incurred. It is expected that the MVSer receiving counseling will generally share in the cost of counseling services. The MVSer is not expected to share the cost of counseling for a diagnosed clinical mental illness.

PETS

Because of varying personal preferences, prejudices, allergies, etc., pets will not be kept by MVS households. Any exceptions to this policy must be approved by the Local Leadership and the MVS Unit Administrator. MVS Units may not pay any pet-related expenses.

RE-ENTRY AFTER SERVICE

The Local Leadership and Unit members are encouraged to help each MVSer prepare for the transition from MVS to other involvements. The MVSer is encouraged to contact the home congregation, pastor, family members and friends for additional support and encouragement during this time of change. MVS staff are also able to suggest resources and support networks which might be helpful during the period of transition.

RELATIONSHIP TO SUPPORTING CHURCH OR CHURCHES

Although MVSers are not always required to worship at the sponsoring congregation(s), a significant relationship should be maintained. Sunday morning worship services are not the total life of the church, but they are an important part. MVSers are encouraged to become involved in educational programs of the church, music and worship leadership, or other areas of ministry. MVSers should determine their priorities for service carefully in conjunction with both the Unit and Local Leadership. If active

participation and worship with the sponsoring congregation is required in a particular location, the MVSer will be informed of this in the placement exploration process.

REPORTING

RETREATS

An all-Units retreat is held in the spring of each year. All MVSers are expected to attend the entire retreat and all Local Leadership are invited to attend. Transportation costs for MVSers will be shared by the MVS Unit and MVSO. Location, dates and other details are determined by the MVSO.

In addition, Units may arrange for local weekend retreats and use Unit funds for this purpose with the approval of Local Leadership and the MVSO as "special project" funds.

STYLE OF LIVING

Members of MVS are expected to practice a style of living that is in keeping with principles of sound ecology, good health and wise stewardship of resources. Sensitivity to the goals of the Unit, the local supporting congregation and the broader MVS program should be exercised. Practices in food, alcohol, tobacco and drugs hurtful to personal growth and group living, or which jeopardize the effectiveness of the service program and witness in the community, are unacceptable.

All relationships should reflect the style of life and work of the Christian MVSer. MVSers are expected to give priority to their service assignments and Unit life above other relationships. Because an individual’s behavior and relationships so directly affect others in the household, an MVSer should be willing to discuss those subjects openly with the Local Leadership and Unit members.

Time and energy given to establishing a serious dating relationship may detract from an MVSer’s service assignment or Unit life. MVSers involved in a dating relationship must be committed first to the MVS community and then to each other. The MVS program discourages dating couples from

living in the same Unit house. MVS assumes that all forms of sexual promiscuity contradict Christ's call to wholeness. It is expected that MVSers will pursue a style of living that is chaste and caring.

(Also see "Lifestyle Expectations" available from the MVSO, and any local site handbook which may include its own style of living expectations.)

VEHICLES IN SERVICE

VISITORS

Family and friends are encouraged to visit MVSers to learn about their MVS involvements. All visits must be approved by the MVS household and are limited to three days. Lodging and meal arrangements should be worked out according to available space in the household with care taken to avoid having too many visitors at one time. Visitors who stay in the household are invited to take an active part in household life. No fee is charged, but visitors are encouraged to make a contribution to the household to cover their expenses. Because of special circumstances, certain households have more detailed visitor policies.

PHILOSOPHY

All MVS Unit funds are generated locally through agency stipends, through the pooling of funds from salaried positions, or through contributions and grants from congregations and other organizations. Each MVS Unit should have at least one Unit member and one person from Local Leadership who are authorized to do banking transactions.

Units are connected financially to the MVSO by monthly reporting and reimbursement transactions. The MVSO’s financial responsibility includes establishment of bookkeeping procedures, definition of allowable expenditures, and approval of the use of surplus monies for projects, additional personnel, or the general MVS program. Audits of local Unit treasuries may be requested at any time.

CLOTHING

Clothing is to be supplied by the MVSer during a two-year or shorter term. When special uniforms are required, the costs of these will be paid by the Unit. In some cases there will be a need for a rather high quality of clothing because of the position. After consultation with the agency, the MVSO and the Unit, may approve a grant to be paid by the Unit to provide appropriate assistance. In these cases, the Unit may request a higher stipend from the agency in which the MVSer serves in order to cover these special costs. Persons serving longer than 24 months should discuss their long-term needs with the MVS Unit Administrator and Local Leadership should it become clear that the normal allowances are inadequate.

EDUCATION

MVSers may take advantage of educational resources for vocational and personal growth. Such involvements are, however, secondary to participation in Unit life and effective time in one’s position.

Special courses or seminars are the expense of the MVSer unless these are directly related to the MVSer’s performance in his/her position or service tasks. Payment for courses or seminars in the latter category can be arranged in several ways:

·Position-related education should be financed by the sponsoring agency whenever possible.

·In some situations local resources, such as the congregation, might wish to underwrite costs for seminars or courses.

·Use of Unit funds for education and training must be approved by the Local Leadership and the MVSO.

EDUCATIONAL/RECREATIONAL ALLOWANCE

Each month, $10 US/$14.50 CDN per MVSer is available from Unit funds for group educational and/or recreational activities. Charges to this education/recreation fund should be a group decision and the majority of the group should participate in the activity. Other recreational activities are the expense of the MVSer and should come from their personal allowances. Under no circumstances should education/recreation money be given to an individual worker to be spent as personal funds.

EDUCATIONAL LOAN ASSISTANCE

Special allowances or plans for school debt repayment will be considered individually for persons with college debts. The basic expectation is that MVSers will postpone payment on all loans while they are in MVS. If loans are deferred but interest continues to accrue, the MVSO will work with the MVSer in locating alterative methods for paying the interest during the term of service. In special situations where payment of principal cannot be postponed, the MVSO will help locate alternative assistance equal to the applicant's minimum loan repayment schedule. These funds may be a combination of funds from the local Unit, the MVSer’s home congregation, the MVSer’s parents, MVSO, etc. MVSO does have limited funds available when other options for payment are not possible. It is the intent of MVS to insure that an MVSer does not leave MVS further in debt on student loans than when he/she entered.

Cancellation of National Defense Student Loans up to a maximum of 20% per year is available for MVSers nursing or teaching in low-income schools and certain other educational institutions. The appropriate forms are available through the student's college.

It is the MVSer’s responsibility to care for and respond to deadlines for student loan related matters.

FOOD SPENDING GUIDELINES

The MVS program views food as a justice issue and believes that how we eat and the dollars we spend for food affects the world around us. MVSers should eat well while being conscience of how their food dollars are spent. For this reason, it is recommended that the MVS household’s monthly spending for food should be in keeping with the following guidelines:

Children 9 years and older–per month Adult rate

Children ages 0-8 years–per month 70% Adult rate

(These amounts also include school lunches for children.)

PERSONAL MONTHLY STIPEND

Personal allowances paid to the MVSer from the Unit should be used for personal expenses such as clothing, personal recreation, haircuts, shoe repair, repair of personal equipment, postage, traffic violation fines, and other expenses not covered by the Unit or MVS program funds.

Adult $40 US/$50 CDN $50 US/$65 CDN $65 US/$85 CDN

Child $30 US/$40 CDN $35 US/$45 CDN $40 US/$50 CDN

RESETTLEMENT ALLOWANCE

A resettlement allowance is paid from MVS Unit funds to those MVSers completing at least 18 months of service. An allowance of $15 US/$20 CDN per month for adults and $10 US/$13 CDN per month for children up to age 18 will accumulate beginning with the 13^th month of service; the allowance increases to $30 US/$45 CDN per month [$20 US/$30 CDN for children] beginning with the 25^th month of service. The resettlement allowance is available upon the completion of the MVSer’s term; however, the Local Leadership may withhold the resettlement allowance until proper closure has taken place between the Local Leadership and the MVSer.

SPECIAL COSTS

Special costs for expenses such as nursing fees, license transfer fees, teacher fees, Visa costs, and other expenses which are incurred because of an MVS assignment will be reimbursed from Unit funds.

SUPPLEMENTAL INCOME

MVS calls people to identify with Jesus and stand with the poor and needy in the world. In the North American context this demands a move to a less consumptive life. With this in mind, MVS challenges MVSers to commit to live within the monthly allowance guidelines provided by MVSO.

MVSers entering MVS with income independent from MVS such as Social Security, Canada Pension, royalties, pensions, sabbatical pay, etc., are invited to consider sharing in their own support while in MVS. Since personal circumstances vary, such participation is not required. It is important that such persons have an economic lifestyle that is comparable to that of other MVSers.

It would be best if MVSers who are receiving special direct support from a congregation or group should have the money directed to either "General Conference Mennonite Church" or "Mennonite Board of Missions" and designated for the specific MVS Unit.

If "gift money" is given to an MVSer by one’s church, friends or relatives which creates a lifestyle discrepancy within the Unit, or, if the money is turned over to the Unit and it moves the Unit outside of the MVS monthly allowance guidelines, this needs to be declared and openly discussed among the Unit, Local Leadership and MVSO.

Performing services, such as babysitting, speaking, house sitting, etc., are discouraged as this takes the MVSer away from community time with fellow MVSers. However, if income is received by the MVSer from performing such services, this income must be given to the Unit. Outside employment while in MVS is prohibited.

TRANSPORTATION AND MOVING

Transportation to and from the assignment will be provided for the MVSer out of Unit funds if the length of service is one year or more. Transportation arrangements should be as inexpensive as practical. MVSers from overseas will pay their own transportation expenses to the port of entry in North America. A maximum of $12 US/$16 CDN per person per day is allowed for meals, and a maximum of $30 US/$45 CDN per night for lodging. Other persons traveling by car will receive 32.5 cents US per mile and 29 cents CDN per kilometer, not exceeding alternative travel. (Please note that the mileage rate paid may fluctuate as it is based on the standard mileage rate set by the United States Internal Revenue Service and Tax Canada for business use of an automobile.) Reimbursement for members who choose to travel by indirect routes or more expensive means will be limited to the cost of economical, direct transportation.

Return transportation costs for MVSers serving one year or more are paid from Unit funds according to the same pattern as travel to the assignment. Persons not returning to the location from which they entered service will be reimbursed for travel expenses to their new places of residence, not exceeding the amount spent for travel to the assignment.

MVSers who go home after their assignments but intend to return to the city in which they served to live permanently will receive from the MVS Unit up to one-half of the price of a round-trip ticket home, not exceeding the amount spent for travel to the assignment.

The MVS Unit is responsible for travel costs of new and departing MVSers. The MVSO pays travel costs for orientation. If an MVSer attends orientation en route to his/her assignment, the MVSO will pay any costs which exceed those of a direct routing to the Unit.

Persons who terminate their service assignments earlier than indicated on their MVS Covenants will NOT receive return transportation costs.

Moving expenses for household goods and personal possessions are not ordinarily covered by MVS. Persons not living in MVS Unit residences and for whom living essentials are not provided (e.g. linens, cookware, dishes, furniture) may be asked to bring personal items. All MVSers should obtain advance approval from the MVSO to receive reimbursement for any moving expenses.

At times a prospective MVSer will be asked to make a Unit visit before placement. In these situations travel costs will be worked out among the local site, the MVSO and the prospective MVSer.

UNIT FINANCES

In developing a new Unit it is the responsibility of the MVSO to establish a minimum monthly cash balance to use as an operating fund, also called "working cash balance."

Each Unit will appoint a treasurer who will oversee finances, keep records and submit a monthly report of transactions to the MVSO.

The MVSO maintains a system of central accounts. These contain the accumulated surplus or deficit of each Unit. When a Unit accumulates a monthly surplus, the Unit will remit the surplus to the MVSO. When a monthly deficit occurs, the MVSO will send a check to the Unit. In this way the local account is maintained without fluctuation. Surpluses and deficits are assumed by the MVSO when a Unit closes.

Each Unit’s financial balance will be maintained throughout the life of the Unit. Each year, all Unit surplus and deficit numbers will be shared with all Units. This will provide opportunity for the sharing of resources among Units. Units with significant surpluses are invited to share with Units that are running a deficit. To do this, Units should notify the MVSO as to where they would like funds transferred.

A handbook which describes bookkeeping procedures in greater detail has been prepared for Unit treasurers and is available from the MVSO.

VACATION AND VACATION ALLOWANCES

MVSers will receive two weeks of vacation per year. It is important that MVSers who have placements that allow them more flexibility of schedule or more vacation time than allowed by MVS not take advantage of this. MVS expects the additional time to be spent on location, participating in MVS involvement in the community. The local neighborhood/community is the primary home and focus for an MVSer during a term of service. Lengthy times away from that environment can seriously detract from the fullness and integrity of the MVS experience.

For MVSers with a two-year or more commitment, an annual vacation allowance is paid from Unit funds, as follows:

Second year $100 US/$130 CDN

Third and following years $200 US/$260 CDN

Vacation allowances after the second year will be paid from Unit funds on a pro-rated basis when the final year of service encompasses less than 12 full months.

LIFE

If an MVSer desires to carry life insurance, the premium costs for one- and two-year MVSers are the responsibility of the MVSer, although MVS encourages the MVSer’s home congregation or other support persons to assist. For a person making a commitment for three years or longer, MVS will cover 75% of the annual life insurance premium, up to a maximum of $200 US/$300 CDN. Life insurance assistance will be approved by the MVSO and paid by the local Unit.

MEDICAL

MVS provides some form of health coverage for all long-term MVSers. Details of the health, dental and optical coverage and coverage for pre-existing conditions are explained below.

The MVS health program does not rely on conventional insurance coverage. Medical expenditures directly affect MVS program costs and budgets. MVSers should, therefore, attempt to be good stewards and seek out alternatives to high cost health care providers whenever they are available. Local sites are encouraged to establish relationships with clinics or doctors willing to provide inexpensive or pro bono services to low-income persons. MVSers are encouraged to take care of themselves and seek medical treatment before medical needs become major. Having a physical and obtaining dental and optical work are encouraged before joining the MVS program. The MVSer can receive a physical in the 2^nd year of service under the MVS Medical Plan.

Medical costs are handled per incident, illness or injury. The MVSO and the Unit are responsible for the first $5000.00 per incident. (The Unit pays the first $250.00 of each incident.) Medical expenses above $5000 are submitted to an inter-Mennonite major medical pool called Mutual Aid Sharing Plan (MASP). MASP has established a reserve fund to cover major medical needs for individuals covered by MASP health plans. MVS and MASP are reinsured by Mennonite Mutual Aid (MMA) for claims in excess of $125,000. The maximum annual benefit per each individual illness or injury is $600,000. MMA also provides Health Risk Management to MVS in order to help keep medical costs down and to insure quality health care. Please note that you do not have MMA insurance.

A medical plan membership identification card is issued to each MVSer who is on the MVS Medical Plan. In addition to notifying the Local Leadership, please contact the Unit Administrator or the MVS personnel director if it appears that there will be major medical expenses beyond a routine office visit. The MVS Unit Administrator or personnel director needs to be notified within 24 hours of any emergency accident or illness that results in hospitalization.

Hospitalization: If the volunteer, by reason of injury or sickness, is confined as a resident patient in any hospital, MVS will pay the hospital expenditures.

Hospital Pre-Certification: On MVS’ behalf, MMA evaluates North American hospital admissions for appropriateness and medical necessity to help coordinate health services. Any MVSer on the MVS Medical Plan who is entering the hospital, must call MMA by using the 800 number provided on the Medical Plan Membership Identification Card at least 3 calendar days before being admitted for non-emergency hospitalization; or, as soon as being admitted for emergency treatment, but no later than 48 hours following admission, or the next business day.

Second Opinions: MVSers should obtain a cost estimate for medical services beyond routine office calls. A second opinion should be obtained for all major medical treatment. To discern whether a second opinion is needed, please contact the Unit Administrator or MVS personnel director.

Mental Health Treatment/Counseling: Individuals are encouraged to seek adequate counseling when needed. Prior approval must be obtained from the Local Leadership and the MVS Unit Administrator when costs to the Unit or MVS program are incurred. It is expected that the MVSer receiving counseling will generally share in the cost of counseling services. When an MVSer needs treatment for a diagnosed clinical mental illness, or for the treatment of alcoholism and other forms of substance abuse, the following is covered: Up to 14 days per calendar year of inpatient coverage from a hospital or licensed facility specializing in such treatment; and up to 52 outpatient sessions per year (each procedure or therapy is considered one session). Medication checks are not subject to the 52 session limit. Two days of partial hospitalization (3 or more hours per day) are counted as one inpatient day and apply to the 14 day-per-calendar-year limit. The MVSer is not expected to share the cost of counseling for a diagnosed clinical mental illness.

Dental And Optical: MVSers should take care of all dental and optical work before joining the MVS program. The MVS Medical Plan will cover one dental visit during the second and following years of service which may include routine cleaning and one filling. For those who serve a portion of a second year or more, the coverage as described above will be prorated. For example, if a person serves 15 months and goes to the dentist in the 13^th month, this plan will pay 25% of the above covered expenses.

The MVS Medical Plan will cover one optical visit/exam during the second and following years of service. If the optical exam indicates the need for updated glasses or contact lenses, the lowest cost lenses will be covered. Additional cost for more expensive lenses will be at the expense of the volunteer. For those who serve a portion of a second year or more, the coverage as described above will be prorated as for dental.

Urgent oral surgery is considered to be surgery and covered under normal surgical guidelines.

Coverage For Canadians Serving In The U.S.: Canadians serving in the U.S. should inform their provincial health care office of their service assignment and make arrangements for continued medical coverage. Canadian Provincial Coverage oftentimes will continue to pay for medical expenses up to a year or more. The MVS Medical Plan will pay for expenses beyond the Canadian coverage. If a Canadian should need non-emergency, major medical coverage, the MVSer, in conjunction with the Local Leadership, Unit Administrator and personnel director, decide whether the MVSer should return to Canada for treatment. At the time of confirmation, the MVSO will send the MVSer a letter documenting his/her service assignment and requesting ongoing provincial health coverage. If it is not possible to maintain provincial coverage, Canadian MVSers will be added to the MVS Medical Plan as described above. A doctor’s statement regarding any pre-existing conditions will need to be provided (see Pre-Existing Conditions below).

Coverage For MVSers Serving In Canada: Canadians serving in Canada will remain on their provincial health coverage. Volunteers from the United States or another country will either go on the Canadian Provincial Health Coverage or go on the MVS Medical Plan, depending on the province in which they are serving. Please check with the MVSO regarding requirements.

Pre-Existing Conditions: Generally, pre-existing conditions will be covered in accordance with medical insurance laws in the United States. MVSers will need to provide a Certificate of Creditable Coverage prior to starting their assignments with MVS in order to discern coverage

within the MVS Medical Plan. Any MVSer having had creditable health insurance which covered a pre-existing condition during the previous 12 months without a lapse of coverage greater than 63 days will be covered without limitations for pre-existing conditions. A person bringing a certificate with less than 12 months of creditable coverage will fall under coverage for pre-existing conditions for the number of months needed to equal 12 months. A pre-existing condition is any physical or mental condition for which a person may have received medical advice, diagnosis, care or treatment from a licensed medical practitioner within the 6 months prior to coverage under the MVS Medical Plan.

The Certificate of Creditable Coverage may be obtained from the previous health plan. If the health plan is from an employer’s group plan, the employer will provide the Certificate. If it is an individual plan, the insurance company will provide the Certificate. Any Canadian who has been on provincial coverage for the past 18 months is considered to meet the Certificate of Creditable Coverage requirement.

It is our desire to work with those who are not able to provide a Certificate of Creditable Coverage. In order to do so, MVS will need a doctor’s statement regarding any pre-existing conditions and/or a medical exam. If a medical exam is needed, it will be at the expense of the MVSer. MVS will cover up to $100.00 per month on pre-existing conditions. If the medical expenses for pre-existing conditions are more than $100.00 a month, MVS will explore possibilities with the volunteer for raising the support needed to cover the expenses.

Maternity: Medical coverage is not provided for prenatal and delivery costs. Medical coverage does extend to the pattern of birth control that a married couple chooses.

Selecting Another Health Plan: MVSers serving in the U.S. have the option of continuing a health plan other than that provided by MVS if they prefer to do so. In such instances, MVS will pay to the optional plan up to (but not exceeding) $600.00 per year. When choosing this option the volunteer is not eligible for any benefits of the MVS Medical Plan. The MVSer is then responsible for all medical expenses and for filing claims with his/her insurance company. Let the MVSO know if you need help deciding between this option and the MVS Medical Plan.

Payment Procedure: The MVS Medical Plan Membership Identification Card is provided to each MVSer on the MVS Medical Plan. The MVS billing address is on the card and should be used for all major medical expenses (hospitalization, major medical expenses, etc.). When the MVSO pays the claim, any Unit costs will be charged to the Unit’s Newton account. Any routine doctor visit or ongoing monthly expenses (such as prescriptions) should be paid from the local Unit account at the time of service, even if the expense should be an MVSO expense instead of a Unit expense. The Unit treasurer records the claims that should be paid by the MVSO on the financial report. The Unit treasurer needs to keep copies of all health claim expense forms, prescription receipts, etc. and attach them to the MVS Medical Expense Report form each month in order for the Unit to receive reimbursement from the MVSO.

Health Care Coverage Following MVS: MVSers are encouraged to start thinking about their health insurance needs two months prior to leaving MVS. MVSers will most likely want to purchase coverage once they leave MVS. It is best to check with a variety of insurance carriers in order to discern what coverage fits your needs following MVS.

It is advisable that Canadian citizens stay in touch with their provincial health care office throughout their terms of service. Canadians should be in touch with their provincial health care

office four months prior to returning to Canada to insure provincial coverage upon their return. Some provinces are imposing a waiting period upon the MVSer’s return home. If there is a waiting period, the MVSer will then need to apply for medical coverage with a carrier of his/her choice.

MVSers wishing to seek coverage through Mennonite Mutual Aid Association in Goshen, IN, at the end of their terms should contact the MMA office directly: 1-800-348-7468.

End Of Term Extended Medical Coverage

PERSONAL PROPERTY

In the spirit of simple living, MVSers are encouraged to bring a limited amount of personal property to their locations of service. Realizing that items such as musical instruments, cameras, etc. can greatly enrich the MVS experience, MVS Units have a joint insurance policy that covers all contents of each MVS Unit house. This policy covers the personal property of each MVSer if the property is in the MVS house or transported for an MVS related activity. When making a claim, a $100 deductible is the responsibility of the MVSer, unless the Local Leadership determines otherwise. For a copy of the detailed policy, please contact your Local Leadership.

PROFESSIONAL LIABILITY

MVSers are covered by a professional liability policy through the MVSO.