Welcome to the Virtual Award Centre (VAC) Terms and Conditions. Please read the sections below, the linked documents and Terms & Conditions carefully before submitting your completed registration. The information provided tells you who we are, how we will provide VAC support to you, for how long, applicable fees and potential future costs, and other essential information.
The VAC Award Canada is directly managed by Award Canada, a registered charity with number 12391 6751 RR0002, whose registered office is at 858 King Street West, Unit A, Toronto, ON M5V 1P1.
Terms and Conditions
If you have any queries or complaints, please contact us: support@dukeofed.org. These terms and conditions are governed by Ontario law.
- I understand that participation in The Award program is voluntary, and involves inherent risk during participation, including the risk of accidents, physical injury, or exposure to the COVID-19 virus or other infections or infectious diseases as a result of attending events and activities. I understand that I am accountable and responsible to ensure reasonable precautions and safety protocols will be taken and/or implemented to ensure the safety and well-being of my son/daughter/ward for all activities conducted without direct Award Centre supervision. I understand the inherent risks of accidents, physical injuries and disease transmission that could arise from these activities, and I grant permission for my son/daughter/ward to participate. I therefore acknowledge and understand that The Duke of Edinburgh’s International Award – Canada and its agents are not to be held responsible for any accident and/or physical injury arising from my son/daughter/ward’s participation in the Described Activity.”
- I understand that the responsibility for all risks arising from the participant’s participation in the Award is placed solely upon the participant and that activities are not covered by the insurance arrangements of Award Canada. I consent to pay all such doctors, nurses or hospital accommodation fees and expenses incurred on behalf of the participant because of any such accident, injury, illness, or loss suffered by the participant whilst participating in, or travelling to and from, any activities or functions related to the Award. I understand that the responsibility for obtaining and maintaining personal accident cover lies with the participant/and their parent/guardian.
- I consent to and understand that photographs may be taken of the participant participating in certain activities related to the Award and such photographs may be used for promotional purposes provided an appropriate release form has been signed by both the participant and their parent/guardian.
- I understand that the participant cannot commence any particular section of the Award until I have satisfied myself that any volunteer nominated by the participant, who is not an employee of the Award Centre, is suitably experienced and/or qualified to instruct/supervise/assess that section of the Award.
- I understand that participants are required to comply with the Award requirements contained in the Online Record Book, the policies, and standards of behaviour of Award Canada (as amended from time to time) and requirements of Award Canada and understand that Award Canada may withdraw its Authorisation to the participant’s participation in the Award if they do not comply.
- I consent to the provision of any personal information that I have provided (including participant data) to Award Canada. I consent to this information being treated in accordance with the provisions of the privacy policy of Award Canada (as amended from time to time), and any other privacy legislation, standards, guidelines, or instructions binding on them under privacy legislation.
- I will select the activities I will perform in order to achieve an Award.
- I will not attempt to perform any activity until I have made certain that I can perform it safely
- I acknowledge that no one is authorized by Award Canada to advise as to the safety of any activity or as to whether I am capable of performing it safely, or to supervise or exercise any control or authority over me or any other participant. As a participant I assume full responsibility of such matters.
- I acknowledge that, although the assigned VAC Leader may discuss my program with me, including any potential Adventurous Journey activity, my participation is accepted on the basis that I understand and accept the risks involved in the activities I choose to undertake.
- I hereby release and hold harmless each individual and legal entities involved in the Award Program from any and all liability of any kind for any injury I might suffer while performing any activity in connection with the Award Program (this does not apply to residents of Québec).
- This Agreement shall remain in effect as long as I am participating in the Award Program.
- I acknowledge that “participation in The Award program is voluntary and involves inherent risk during participation. I, the parent / guardian, am accountable and responsible to ensure reasonable precautions and safety protocols will be taken and/or implemented to ensure the safety and well-being of my child for all activities conducted without direct Award Centre supervision.
- I acknowledge that I have read the Participant Waiver and Agreement, and terms and Conditions and we agree on behalf of ourselves and the participant to the terms thereof. We will assure ourselves that the participant is aware of and understands the terms thereof. We will assure ourselves that the participant is aware of the risk involved in each activity and we take full responsibility in lieu of the Award Program for each activity.
Virtual Award Centre FAQ
We are happy to have you! Please visit our Registration website here to get the process started!
The VAC guided-support model is provided almost exclusively by professional Award Canada staff. This is different from the typical model where Award staff provide guidance and support to Award Centres that provide support to youth directly. The fee structure is designed as cost recovery to ensure fairness and equity with participants who receive the Award through a pre-existing Award Centre, with any future potential ‘surplus’ used to support youth facing barriers to entry.
The Award registration pricing remains at their current levels, regardless of the improvements, additional structured support, and materials to be made available. Fees are as follows:
- Bronze participant registration – $250 [9 month guided-support model & tools]
- Silver participant registration – $350 [15 month guided-support model & tools]
- Gold participant registration – $450 [24 months guided-support model & tools]
- Additional ongoing support [optional] – $50 / month [payable at the time of request] *
* Note: It is not anticipated additional ongoing support for participants who actively work on their Award.
Registration fees for the Virtual Award Centres and for individual events must be paid in full at time of enrolment.
If your registration for the Virtual Award Centre is accepted (registration approval date), Award Canada adheres to the standard 30-day refund policy, allowing for refunds within 30 days of an individual’s registration approval date. All refunds are subject to a $50.00 administration fee.
After 30-days from acceptance, registrations are non-refundable unless:
- The Online Record Book account is cancelled by administrators,
- The young person cannot participate within a reasonable amount of time (more than 6 months) due to medical reasons, substantiated by a medical certificate, or extenuating circumstances.
In these two situations, the refund is still subject to a $50.00 administration fee.
If your registration is not accepted for any reason, a full refund will be given. Some examples of cancelled or unaccepted registrations are; participants outside of age requirements, incorrect level, duplicate registrations, etc.
There are no refunds for bursary or scholarship paid fees.
The VAC offers an opportunity to complete the Award when there is no local Award Centre near you. Joining the Virtual Award Centre opens doors for many opportunities, allowing you to begin your Award journey from any location across Canada. Whether you live in an area without access to a physical Award Centre or prefer virtual participation, the VAC ensures inclusivity and accessibility for all.
Participating in the Virtual Award Centre offers the same transformative experience and opportunities for personal growth as traditional in-person participation. Through engaging activities, skill development, and community service initiatives, you’ll develop essential life skills, boost your confidence, and make a positive impact in your community.
At the Bronze level in the VAC, there is a built-in Virtual Adventurous Journey that provides components that simulate real-life journeys, equipping you with valuable knowledge and experience that can be applied to future adventures. Whether it’s navigating through digital landscapes, planning virtual journeys, or developing outdoor survival skills through online resources, the VAC prepares you for real-world challenges and enhances your readiness for future journeys, both in virtual and physical settings. Rest assured, the Virtual Award Centre experience is designed to maximize your potential and ensure that your journey towards achieving the Award remains fulfilling and impactful.
Through the cohort and buddy system, you’ll have the opportunity to connect with like-minded peers who are also navigating their Award journey. You’ll benefit from enhanced accountability and support. Your Award cohort is similar to being grouped for a sports team, a lifeguarding lesson or first aid class – you’ll connect with fellow participants pursuing the same Award level as you, who are embarking on their Award journey at the same time and following a shared schedule. You’ll be able to help each other, share experiences, and progress through the Award!
Participants in a cohort can come from all over Canada! Being part of a cohort in the VAC provides participants with a sense of community and belonging, as they engage in shared experiences and collaborate towards achieving their Award goals.
Your buddy, who is also participating in the Award journey, will support you, offering guidance, motivation, and accountability to help you stay on track and overcome challenges.
If you’re unable to afford the cost of the Virtual Award Centre (VAC), we understand your concern. We strive to ensure that the Award remains accessible to all young people, regardless of their financial situation. Financial support may be available for participants facing financial barriers. We encourage you to reach out to us at support@dukeofed.org to discuss your situation further and explore potential options for financial assistance. Our team is here to assist you and ensure that you can participate in the Virtual Award Centre without financial hardship.
We are proud to be a Service Organization/Payee of Canadian Tire’s Jumpstart. The application is available on their website. Please make sure to read eligibility, requirements, and details carefully before applying. You can also find additional information on their FAQ webpage.
For 2024, if you have previously completed an Award level (Bronze and/or Silver), please reach out to the Support Centre, at support@dukeofed.org, once you have registered for and been confirmed for your cohort. The Support Centre will work with you on a case-by-case basis on your activities and if they can be counted before your official cohort start date. Please contact the Support Centre before you begin any activities – if you do not, your activities may not be eligible to be counted towards your new Award level.
For 2024 new Award registrants, activities in the Physical Recreation, Skills, and Service sections will not be able to be counted until your cohort start date. However, activities for the Adventurous Journey done through a Trained Activity Provider (TAP) may be counted towards the participant’s Award on a case-by-case basis i.e. you purchased a Journey through a TAP for July and your cohort does not start until August. Please contact the Support Centre at support@dukeofed.org and they will work with you further!
Whether you are aging out of your current Award Centre, moving to a new place where there is no local Award Centre, or just want to try the VAC out, we welcome you to transfer to the VAC! Transfer fees to the VAC are based on an Award completion percentage model – the more you’ve completed, the bigger the discount you will receive! Please see our VAC transfer fees below along with our VAC Homepage for more information on what the VAC guided-support cohort model is.
Once you’ve decided the VAC is the right option for you, we encourage you to contact the Support Centre at support@dukeofed.org with your name and current Award Centre – they’ll be happy to work with you on transferring to the VAC!
| Transfer Fee | Bronze | Silver | Gold |
| No Sections Completed | $200.00 | $300.00 | $400.00 |
| 1 section Completed | $150.00 | $225.00 | $320.00 |
| 2 Sections Completed | $100.00 | $150.00 | $240.00 |
| 3 Sections Completed | $50.00 | $75.00 | $160.00 |
| 4 Sections Completed (Gold Only) | – | – | $80.00 |
Participating in the Virtual Award Centre
- All contact will be via email (preferred), MS Teams (no licence required) ORB App or phone.
- Workshops and training available to participants will maximise their learning experience, allowing for problem-solving and development of critical thinking and questioning. This is not accessible to parents/guardians to ensure adherence to youth protection policies and prioritizing the youth experience. Parents/guardians may always direct questions through our Remote Support Centre.
- We will only use your personal information in accordance with our privacy policy. Please read it carefully as it includes important terms which apply to you.
- The VAC Award Canada team email is support@dukeofed.org.
- Your Award Canada VAC Leader cannot advise you which activities to do as they will not have full details of your medical history and personal circumstances. Your VAC Leader can only advise you of whether an activity could count for the Award, guide you on your selection and decision-making process and advise on any other Award program related questions.
- You, the participant, are responsible for selecting which activities to do and, accordingly, accept any risks that may go with them. For youth under the age of 18 years of age, It is imperative your parents and / or guardians are involved in your decision-making process to ensure the risks are fully understood and appropriately managed.
- Many activities, such as hiking, climbing, sailing, and horse riding are activities with an inherent danger of personal injury or death. By participating in the Award via the VAC, you understand and accept these risks and are responsible for your own actions.
- The evidence you submit for each section of your Award must contain the minimum of an Assessor’s Report and preferably one piece of photographic evidence of yourself clearly doing your activity. You will also regularly document your activities by means of an activity log or dated notes / diary entries submitted through ORB.
- You will be expected to identify an Assessor for each activity within a section you participate in; (one per activity) your Assessor must not be a family member, nor someone you live with.
- You are responsible for providing accurate and honest evidence to us to enable us to assess your participation in your chosen activities.
We strongly recommend attending the Onboarding Kickoff because it provides new participants with essential information to get started. Without this session, participants would miss out on important demonstrations and guidance necessary for understanding their responsibilities. This session also allows participants to meet their peers and establish connections, creating a supportive environment from the start.
The VBE Kickoff Session is strongly recommended as it is where participants meet the members of their VBE group. By attending the VBE Kickoff session, participants will meet their team members for the first time, decide on a name for their group, understand individual roles, decide on a platform the group will be communicating through, and decide when the group will be meeting next to begin completing Stage 1. These are extremely important activities and help set participants up for success in their VBE and Award!
If you miss your Onboarding and/or VBE Kickoff Session, it is your responsibility to reach out to your Award Leader as soon as possible. They will provide you with the resources and support so you can get up to speed with your Award.
The Online Record Book (ORB) tracks participants’ progress in the Voluntary Service, Skills, and Physical Recreation sections based on weekly effort. This approach emphasizes consistent participation over a longer period, rather than completing the required hours in a shorter timeframe through intense effort.
Making consistent weekly effort towards their goals for the specified number of weeks helps participants form habits because it establishes a regular routine of engagement with their chosen activities. This encourages participants to prioritize their goals and spend time each week towards their activities, reinforcing the habit and making it more likely to continue beyond the Award.
The minimum duration per activity that can be logged is 30 minutes. On average, in each section, participants should look to spend 1 hour per week working on each of their chosen activities. The duration of a section is measured in weeks and is determined by your Award Level and if you have completed the previous level. To get a week towards the duration of a section, you must do at least one hour of activity in that week. You may also do a two hour log every 2 weeks, or a 4 hour log every 4 weeks.
View our “Logging Examples and Understanding ORB Hour Counting” for more detailed information and examples.
Staying on track during your Award journey is crucial for success. Here are some strategies to help you stay focused and motivated:
- Create a Schedule: Create a detailed schedule or calendar for your planned activities, and deadlines. A good schedule can help you make sure you have enough time for all you have planned!
- Use the Playbook: The Virtual Award Centre Playbook is a valuable resource that provides guidance, resources, and schedules/timelines to help you stay on track.
- Book Time with Your Award Leader: Your Award Leader is here to support you throughout your Award journey. Meet with your Award Leader to discuss your goals, progress, and any challenges you may be facing. They are here to help you stay on track!
- Talk with Your Buddy: Your buddy is there to provide peer support and encouragement. Reach out to them to share your progress, discuss strategies for staying on track, and offer support. Working with your buddy can help keep you motivated and accountable.
- Stay Accountable: Sharing your goals and progress with a friend or family member who can hold you accountable can help too. This will help you stay motivated and committed to your Award journey.
An Assessor might directly teach or supervise a participant in their activity and can also be someone a participant goes to for guidance and to ask questions even if they are not directly involved in the activity. All Assessors must be knowledgeable and experienced in a participant’s chosen activity so they can offer appropriate guidance. Assessors should understand the Award section requirements they are verifying but do not need to complete specific Award training. Participants are responsible for choosing a different Assessor for each Award activity and getting them approved by their Award Leader.
Often, an Assessor is someone a participant already knows – a teacher at or outside of school, a volunteer coordinator, a trainer or coach, a community member, or a family friend. Assessors cannot be immediate family members. Participants unsure of who to ask to be their Assessor are encouraged to contact their networks and their Award Leader to see if anyone they know can connect them to someone suitable.
If you require supplemental help or have specific needs, we encourage you to reach out to your Award Leader. They are here to assist you and can provide support as needed. We want to ensure that you have the support you need to succeed in your Award journey, and your Award Leader is there to help.
Parents and Guardians
Parents/guardians can play a supportive role in their child/ward’s Award journey without becoming overly involved in the process, as it is still the participant’s journey. Parents/guardians can positively contribute to their child/ward’s Award through offering guidance rather than solutions by:
- Being accountable and responsible for ensuring that reasonable precautions, insurance and safety protocols are taken and/or implemented to ensure the safety and well-being of their child/ward for all activities conducted without direct Award Centre supervision.
- Encouraging their child/ward to reach out directly for support from their Award Leader or Assessor if they need help, or Award Canada for general AJ standards questions.
- Motivating their child/ward to take the initiative to advocate for themselves and handle their own communications.
- Guiding their child/ward in helping them to figure out if the Award is the right fit for them.
- Helping their child/ward create schedules and reminders for themselves.
- Checking-in and asking specific questions about activities to help them stay engaged and motivated.
- Visiting our parents and guardians page on our website to learn more and how they can support their child/ward through their Award.
