This Field Visit policy (“Policy”) governs in-person visits to AzuKo's field sites. It has been developed with our partners. It aims to balance our core commitments to community dignity, safeguarding, staff capacity, safety and security, and sustainable, locally-led development with transparency and relationship-building.
The Policy applies to all donors, supporters, volunteers, and other external visitors. It should be read in conjunction with associated partner(s) policies and procedures.
2.0 GUIDING PRINCIPLES
Default to decline: Most field visit requests will be declined to minimise disruption to communities and programmes.
Impact over image: Visits will not be used for marketing, personal exposure, or saviour narratives.
Dignity and informed consent: Communities are not tourist attractions. Their participation is entirely voluntary, and not guaranteed.
Safety first: All visits must comply with AzuKo’s safeguarding, safety and security protocols.
Do no harm: We actively discourage saviourism and prioritise context-appropriate engagement.
3.0 ELIGIBILITY AND REQUEST PROCESS
Eligibility: In exceptional circumstances visits may be granted, for example strategic partners, and accredited researchers.
Request timeline: Requests must be made at least six weeks in advance.
Review and approval: AzuKo’s CEO and associated partner(s) CEO/Director approvals are required.
Visit limit: Up to a maximum of two days per visit.
Costs: All costs associated with a visit are the responsibility of the visitor, unless otherwise agreed.
Apply for a Police Check (also known as ‘Criminal Records Check’, ‘Certificate of Good Character’, ‘Certificate of Good Conduct’) in home country, and share certificate/outcome with AzuKo.
Take a safeguarding course – Safeguarding Essentials / Kaya – and provide certificate of completion (or certificate of suitable/similar course taken within the last 3 years) with AzuKo.
Discuss, and agree with AzuKo, date(s) of visit before booking any travel.
Arrange own travel insurance.
4.2 Visitors may be required to:
Attend a briefing (virtual or in-person) covering safeguarding, cultural sensitivity, security, and expectations.
4.3 We recommend visitors, share with AzuKo:
Emergency contact details.
Any support needs, or medical issues/concerns that might affect the visit.
5.0 DURING VISIT
Visitors must:
Follow the agreed itinerary.
Be accompanied by AzuKo/partner(s) staff (“Staff”) at all times.
Not give gifts or make promises to Staff, community members, or associated organisations.
Not take photos.
AzuKo, and/or our partner(s), may agree to take photos and share with visitors after the visit – we require/obtain informed consent.
Obtain informed consent, through Staff, for interviews.
AzuKo, and associated partner(s) reserve the right to decline, cancel, or shorten any visit request without explanation.
9.0 DATA PROTECTION
Information shared by visitorswill be held and processed for the purposes of visit management and logistics, health and safety. The data may also be kept in AzuKo’s archived records. All data is held in accordance with the Data Protection Act 1998 and the General Data Protection Regulation (GDPR). Visiting AzuKo’s field sites will be taken as consent to the use of the data provided for the purposes here specified.
We are committed to reviewing our Policy and good practice annually, or as material circumstances change.
