EVS ON-ARRIVAL TRAINING

Transcription

1 EVS ON-ARRIVAL TRAINING MARCH, 2008 TSAKHADZOR / ARMENIA Group picture of the participants of on-arrival training and mid-term meeting Trainer: Haykuhi Margaryan World Independent Youth Union NGO Contact details: Address: Raffi str. 51/26, 0064, Yerevan, Armenia Tel.: Fax: wiyuarm@yahoo.com

2 Table of Content INTRODUCTION... 3 The Programme of the Training... 4 Technical Information The training Budget List of the Participants.. 6 SESSION DESCRIPTION TRAINING EVALUATION FORM ANALYSIS ANNEXES Annex 1 Daily Programme Annex 2 Presentation of Youth in Action Annex 3 Rights and responsibilities of Hosting Organizations, Sending organization and Mentors Annex 4 Rights and Responsibilities of EVS Volunteers Annex 5 Levels of Conflict. 38 Annex 6 Personal Zones Annex 7 Iceberg Concept of Culture 40 Annex 8 Clash of Icebergs of Cultures Annex 9 What is Cultural Shock? Annex 10 Guest Book Annex 11 Training Evaluation Form. 49 2

3 INTRODUCTION The concept and program of (OAT) is based on the European Commission Youth Programme EVS Volunteer Training - Guidelines and Minimum Quality Standards (November 2004). The training was organized by the EVS Training Team in Armenia: evs_training_aremnia@yahoo.com THE MAIN AIM OF OAT WAS: To facilitate the volunteers' adaptation to a new cultural environment To provide support on implementation of the projects. THE TOPICS INCLUDED IN OAT WERE: General information on Youth in Action programme (YiA) and particularly on EVS (availability of support structures, clarification of the concept of volunteering and nonformal learning and information on the rights and responsibilities of the volunteers and other actors as well as practical information on issues such as money and working hours) Intercultural understanding, learning and communication Cultural adaptation, Cultural shock Crisis management and conflict resolution Presentation of hosting country: history and culture The selection of the methods used during the OAT was based on the concepts of nonformal education and had aim to give the participants a possibility to receive not only theoretical information but also to see the possibility how to use the received information within the project and during the stay in Armenia. The topics included in OAT in advance were discussed also with the EVS volunteers hosted in WIYU NGO, which gave an opportunity to make it more aim orientated. 3 In the training were participating 3 EVS volunteers from Poland and from Germany. The specific aspect was that all of the volunteers were realizing there projects out of capital were majority of EVS volunteers are hosted and as a result they had less opportunity to communicate with each other and the rest of the EVS community in Armenia. Therefore the fact that OAT was planned and realized in the same venue (in different buildings) parallel with the mid-term meeting (MTM) helped the participants of OAT to get in contact with other EVS volunteers and during some joint sessions and especially non-formal time to share experience.

4 DAILY PROGRAM OF AOT Time Day 1 (Saturday) Day 2 (Sunday) Day 3 (Monday) 9:00-10:00 Breakfast 10:00 11:30 Arrival of the participants* Daily program Youth in Action Partners involved in EVS project Rights and responsibilities of each partner 11:30 12:00 Coffee break Opening session 12:00 13:30 Technicalities Support structure in EVS Aim and objectives of OAT/MTM Questions and answers about EVS Daily program Presentation of Armenian history Presentation of Armenian culture Visit to Kecharis and to the rope-way 14:30 15:30 Lunch 15:30 17:00 Getting to know each other Active discovery of Presentation of active discovery Conflict management Evaluation of the OAT/MTM (written and dynamic) 17:00 17:30 Coffee break 17:30 19:00 Expectations, concerns and personal input in OAT Why am I here? Me and my EVS project Evaluation of the day Looking at Culture and ICL Cultural shock Evaluation of the day 19:00 20:00 Dinner Evening Meeting with other EVS volunteers in Armenia (sharing experience) Free time! Departure of the participants 4 * Sessions marked in blue are joined with the group of Mid-term meeting at the same time in the same hotel.

5 Technical information: The training was held in "Alpina" resort in Tsakhkadzor, Armenia, one of the largest touristic and sports centers in Armenia, known for its beautiful mountainous landscape, cultural monuments, developed infrastructure for winter sports and leisure. The duration of the training is 3 working days (excluding few hours for arrival and departure). The area selected for the training were 2 cottages with working area in each to insure the simultaneous and at the same time autonomous work of the two training/meeting groups. As the EVS volunteers not always have the chance to have nice social time (especially those living outside Yerevan) the facilities of the training venue and of the social time were selected taking these into account. The participants had 2 of their meals (lunch and dinner) in different catering businesses (cafes, restaurants) as the EVS trainings we believe should also be an experience different from the daily life of the volunteers in the host community. The budget (joined budget of the Mid-Term Meeting and ) Expenses/ budget line Calculation AMD / Euro Type of document Accommodation 10 persons (7 participants, 2 trainers and 1 support staff) x 5500AMD x 2 days AMD Receipt from the hostel Food 10 persons (7 participants, 2 trainers and 1 support staff) x 3 days x 5905 AMD AMD Check receipts Travel to Tsakhkadzor Car to-from Gyumri AMD Car to-from Yerevan AMD AMD Check receipts Local transport (estimated calculation) 3 days AMD No receipts available Ticket to the rope-way 8 persons (7 participants and 1 trainer) x AMD AMD Check receipts Training materials 7 participants x 3509 AMD AMD Check receipts Training fee 3 days x 120 euro x 2 times 720 EUR Receipt from the trainer Total AMD = 770EUR + 720EUR = 1490 EUR *Items in AMD (Armenian Drams) are calculated with the official rate of October 25 th, EUR = 480AMD 5

6 LIST OF PARTICIPANTS Training Participants # Name, Surname Contact details Hosting organization, Country Sending organisation, Country 1. Fraboulet Giulia Tel: djoulia@gmail.com 2. Paweł Aleksandrowicz Tel: kaledro@gmail.com 3. Wojtek Mrozowski Tel: wojtek_mrozowski@o2.pl Federation of Youth Clubs of Armenia (FYCA), Armenia Youth For Peace and Development (YFPD), Armenia Youth For Peace and Development (YFPD), Armenia Inter Exchanges, France Polska Fundacja im. R. Schumana Polska Fundacja im. R. Schumana Applicant org. (coordinator), Country Way of Payment Same as sending Cash Same as sending Cash Same as sending Cash The team # Name, Surname Contact details Organisation, Country Function in the training 1. Haykuhi Margaryan Tel: wiyuarm@yahoo.com 2. Hovhannes Bayburtyan Tel: Hovhannes.Bayburtyan@yfpd.org World Independent Youth Union, Armenia Youth For Peace and Development (YFPD), Armenia Trainer Volunteer administrative assistant, driver 6

7 Day 1 15 March, 2008 Opening session, Technicalities, Aim and objectives of OAT/MTM: Description: As the on-arrival training of 3 volunteers coincided and were planned parallel with the mid-term meeting, the trainers decided to hold them in the same venue (in different buildings) and hold few of the sessions jointly. After the arrival and short rest of the team and all participants of OAT and MTM whole group met for opening session. During the session the trainers welcomed the participants, introducing the team and the venue and gave some practical information about accommodation and food. After this the trainers presented aims and objectives of OAT and MTM and copy of the agenda of the training was distributed to each participant (See Annex 1). Getting to know each other: Exercise Story of my name First everybody presented themselves and gave brief story/explanation about the origin of their names. After everybody received a nametag which made the name remembering easier not only for the people who were present at the session but also for the other participants of MTM who arrived later at that day. Getting to know each other: Exercise Magic box There was a small box inside of which was a mirror. The participants were not informed about it and they were just asked to tell about the person whom they will see in the box. By this way everybody tell about himself/herself to the rest of the group. Active discovery of : Description: For almost all participants if was the first time that they were in therefore the trainers of OAT and MTM decided to include in daily program an activity thanks to which the participants will see the city and also will have chance to communicate with local community. The participants were divided in to two groups and were provided by the task description that should help them to discover the location. One of the groups should found out where in the city is Khecharis church (which later was visited by all participants of OAT and MTM during session about history of Armenia), what is the history of the church and why is it important for Armenians as well as they need to discover how to reach rope way. The other group need to find out who are Orbelyan brothers and where is there museum, where it is internet and other computer services in the city (during 7

8 next days this information was useful for whole group). There were also some common tasks for both groups. For example they should find out which is traditional Armenian food and how to cook it (recipe) and also to make photo with 10 local people. The final - meeting point of the lists of both groups was the central square, where the trainers' team joined the participants to enjoy lunch together. After the lunch both groups presented their discoveries of the city. Expectations, concerns and personal input in OAT: Description: After the presentation of active discovery of the city the participants of OAT and MTM started to work separately. For reflecting and afterwards presenting their expectations, concerns and personal input in OAT the participants received post-its of different colors on which they wrote down their ideas. As soon as personal reflection was finished volunteers had time to share their expectations and concerns towered the training itself and also presented what kind of input they can do for next working days. Why am I here?, Me and my EVS project: Description: Each of the volunteers had time to talk about the motivation to do volunteer work in general and particularly to do EVS in Armenia. For starting reflection and talk the volunteers received pos-its on which they wrote their answers to questions Why volunteerism?, Why EVS?, Why Armenia?. After presentation of the answers to the questions the volunteers in less formal atmosphere started to talk about there projects (tasks, working methods that they use, what they like in the project, what they would like to change during next months). They discussed the possibilities of cooperation within their projects. As the volunteers were living in small cities they talked about advantages and disadvantages of living out of the capital. The participants had an opportunity to share their experience and the way that they use to integrate in to local society. During the daily evaluation the volunteers proposed to conduct the training in the format of the meeting and to have enough space for discussions and questions concerning not only the EVS but also Armenia, Armenian traditions and culture. 8

9 At the end of the day participants of OAT and MTM had non-formal meeting during which they had a chance to communicate and to ask questions to EVS volunteers who were in Armenia longer time. Day 2 16 March, 2008 Youth in Action, Partners involved in EVS project, Rights and responsibilities of each partner: Description: The session started by the questions to the volunteers what do they know about Youth in Action (YiA) programme generally and about EVS specifically. After gathering the answers there was a presentation of YiA (See Annex 2).The aim of it was to make the knowledge of the volunteers about YiA wider. The presentation was done by the active participation of one of the volunteers who had strong knowledge about the programme and all possibilities which excite in frame of it not only for young people from EU member countries but also for young people from Armenia and other countries of EECA region. The involvement of participants within the presentation made it more interactive and gave a lot of possibilities to ask questions and to receive detailed answers on it. As all volunteers within their projects were involved in the work with young people it was also discussed how they can organize any activity in frame of YiA for and with young people with whom they are working. After the presentation of YiA it was given a separate time for presentation and discussion about partners involved in EVS project, rights and responsibilities of each partner. At the end of the session the participants were provided by two official EU documents: 1. Rights and responsibilities of Hosting Organizations, Sending organization and Mentors (See Annex 3); 2. Rights and Responsibilities of EVS Volunteers (See Annex 4). Support structure in EVS, Questions and answers about EVS: Description: During the session it was paid a special attention on the support structures that exist for EVS volunteers in Armenia. There were presented all structures such as SALTO EECA, Network of Multipliers and EVS trainers' team. It was also explained how each of this structure work, what is the function of each of it and how they can support the volunteers in case of necessity. At the end of the session the volunteers were asking specific questions which are related to their projects. 9

10 Conflict management: Description: It was proposed to the participants to say their associations when they hear word conflict. On the second part it was asked to think about the conflict situation in there life when they got angry and to write the situation on the paper. Some of the participants later agreed to tell their life situation to the rest of the group and to present the way that they used to overcome it. The rest of the group discussed the situation and also proposed other ways that they would use in similar situation. The group also discussed what can be the reasons for conflict in general and in EVS particular. In the list of reasons were mentioned cultural differences, language barrier, different perceptions of the same situation, lack of communication. Afterwards it was presented the conflict escalation theory (See Annex 5). We talked about the situation that appeared during each of the stage of the conflict development. One of the participants told that there was already a misunderstanding with the hosting NGO (may be due to lack of communication and language difficulties) and after training for sure it will be easer to over come it and do not lead it to the stage of real conflict. It was also presented the personal Zones module (See Annex 7) and it was discussed from the point of view of conflict management. At the end of the session all materials were given to the participants as handouts. Looking at Culture and ICL, Cultural shock Description: The discussions about culture and questions related to culture were undividable part of whole OAT starting from first day so the session about culture, intercultural learning and cultural shock was logical continuation. The iceberg model (See Annex 7) of culture was introduced to the volunteers and by there help it was filled out cultural elements that considered as primarily in awareness and the elements which are primarily out of awareness. It was underlined that assumptions about the cultures should not be done on the base of visual part of it and it is necessary to try to go deeper for what usually it is necessary a curtain period of time. It was also presented a possible situation during the discovery of new cultures and for making it more visual everything was presented through pictures of clashing icebergs (See Annex 8). On of the themes included in the session was cultural shock. It was presented to the volunteers in general what are stages that usually people pass during the stay out of their country, what is cultural 10

11 shock and how to over come it. The volunteers tried to decide where they are at that moment. They received a short handout concerning cultural shock (See Annex 9). The day finished by short evaluation and feedback. Day 3 17 March, 2008 Presentation of Armenian history and culture Description: The final day of OAT was dedicated to Armenian history and culture. At the beginning of the session the participants of OAT received a manual ( Guest Book ) about Armenia which was developed by WIYU NGO (See Annex 10). They were also motivated to make suggestions on the base of their experience that can be added in the manual. It was planed to go to Khecharis church and as the participants of MTM also expressed interest to the session they joined the OAT group and we all together had a walk to Khecharis. In the garden of the church it was presented history of Khecharis church, given information concerning Armenian Apostolic church, religion traditions and some of the religion holidays. On the example of the Khecharis was explained Armenian architecture. After cultural presentation there was an input about main historical events (starting from early history of Armenia till our days). As previous day the groups were mostly inside of the buildings it was good occasion for them to go to one of the attractions of to ropeway. Although it was already March and in most of the parts of Armenia there was no snow anymore in it was still winter session and volunteers enjoy a nice view from the top of mountains. After the trip everybody went to the lunch and as the participants were still excited to know more about Armenia and Armenian culture the questions and discussions continued also during the lunch. 11

12 Evaluation of the OAT Description: The valuation started even on the way to nice café in. The place was chosen on purpose as one of the ideas was to give the participants an opportunity to evaluate the OAT around coffee table in nice and comfortable atmosphere. At the beginning the participants had a chance just to talk and to give there feedbacks about the OAT. After this the participants were given time also to make written evaluation by filling in the evaluation forms (See Annex 11). At the evening the participants were ready for departure and said to the team and to each other See you soon at MTM :)!!!. 12

13 TRAINING EVALUATION FORM ANALYSIS How did you find the training? Uninteresting-Interesting Too easy- Too difficult 5 4 Totally useless -Very useful 5 4 Did not meet my expectations- Fully met my expectations 3 Badly organized- Well organized Tense -Relaxed Accommodation was very bad-accommodation was very good Food was very bad-food was very good Question 2: Which session(s) did you find the least interesting / useful during the training? Answers: All were interesting just from different points of view. Conflict management. Question 3: Which session(s) did you find the most interesting / useful during the training? Answers: I liked sharing bout the projects and about conflict. Non-formal exchanges about cultures, religion, relationships between people. History/culture of Armenia, our tasks in 13

14 Question 4: Would you change in the training structure, programme or logistics? Answers: Nothing, it was good that the programme was flexible and we had interesting conversations instead of strict schedule. Know earlier about the day of training. At this moment I don t have any comment, just well. Question 5: What would you suggest to the trainer in holding on-arrival trainings in the future? Answers: Keep the meeting approach more then the training :). In small groups work better. Nothing. No suggestions. Question 6: What will you point out as the main outcome or learning point (points) for you from this training? Answers: Put words on what I have felt during these 2 months, and this way, understand better and structure my ideas and feelings. Contact other volunteers, feeling that you have a group of support. Meeting other volunteers, knowing their problems. It is good to confront my thoughts, motivation with others raising awareness. 14

15 Annex 1 DAILY PROGRAM OF AOT Time Day 1 (Saturday) Day 2 (Sunday) Day 3 (Monday) 9:00-10:00 Breakfast 10:00 11:30 Arrival of the participants Daily program Youth in Action Partners involved in EVS project Rights and responsibilities of each partner 11:30 12:00 Coffee break Opening session 12:00 13:30 Technicalities Support structure in EVS Aim and objectives of OAT/MTM Questions and answers about EVS Daily program Presentation of Armenian history Presentation of Armenian culture Visit to Kecharis and to the rope-way 14:30 15:30 Lunch 15:30 17:00 Getting to know each other Active discovery of Presentation of active discovery Conflict management Evaluation of the OAT/MTM (written and dynamic) 15 17:00 17:30 Coffee break 17:30 19:00 Expectations, concerns and personal input in OAT Why am I here? Me and my EVS project Evaluation of the day Looking at Culture and ICL Cultural shock Evaluation of the day 19:00 20:00 Dinner Evening Meeting with other EVS volunteers in Armenia (sharing experience) Free time! Departure of the participants

16 Annex 2- Youth in Action" Programme Presentation 16

17 17

18 18

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20 Annex 3 EUROPEAN COMMISSION Directorate-General for Education and Culture Youth, Civil Society, Communication Youth YOUTH Programme Action 2 - European Voluntary Service Rights and Responsibilities of Host Organisations Sending Organisations Mentors September 2002 European Commission, B-1049 Brussels - Belgium - Office: VM /04 Telephone: direct line (+32-2) , switchboard Fax: Telex: COMEU B Telegraphic address: COMEUR Brussels. 20

21 Rights & Responsibilities of Host Organisations, Sending Organisations and Mentors GENERAL PRESENTATION OF THE DOCUMENT Following the "Rights and Responsibilities of an EVS Volunteer", this document aims at clarifying the rights and responsibilities of those partners in an EVS project who play an important supportive role for the volunteer: the host organisation, the sending organisation, and the mentor. These three parties have a major role to play in order to ensure a safe and enriching experience both for the volunteer and for the organisations themselves. The guidelines in this document focus on the aspect of "Risk Prevention" and should help the different partners acquire a better understanding of what is expected from them within the EVS framework. Our concern is to establish with the different partners involved in an EVS project a forum for communication and trust, bringing mutual and reciprocal recognition. It is in everybody's interest to achieve this, in order for the EVS experience to be a valuable one. This document aims to add to the materials, training and support already available to organisations. It should be distributed as widely as possible and attached to the User's Guide. It complements the document on the rights and responsibilities of volunteers. "Rights and Responsibilities of Host Organisations, Sending Organisations and Mentors" has been prepared in collaboration with the Structure for Operational Support (SOS), which provides additional support to organisations and volunteers in the framework of EVS project practice. SOS services focus on quality development, training, evaluation, counselling of volunteers in service, and specific measures to support risk prevention. They operate at European level and complement existing EVS support structures at regional and national level. YTH-D /07/2008 Page 2 21

22 Rights & Responsibilities of Host Organisations, Sending Organisations and Mentors RIGHTS AND RESPONSIBILITIES OF A HOST ORGANISATION INTRODUCTION The host organisation plays a very important role in ensuring that the volunteer enjoys a successful and safe EVS project. For this reason it must be fully aware of its responsibilities and rights under the EVS. The following details of rights and responsibilities refer to all host organisations, both local host organisations and coordinating organisations. Should a coordinating organisation be involved, the organisational and administrative rights and responsibilities would be shared, ideally on the basis of a clear definition of each partner's roles, rights and responsibilities. This document aims to add to the materials, training and support already available to host organisations. It should be distributed as widely as possible and attached to the User's Guide. It complements existing documents on the rights and responsibilities of volunteers, sending organisations and mentors. 1. General Rights of a host organisation A host organisation may establish internal criteria for recruiting volunteers in accordance with their motivation, interests and skills. Nevertheless, these criteria should be transparent and follow the philosophy and rules applicable to EVS activities. 2. Prior to the arrival of the volunteer The host organisation has the right to obtain information about the volunteer that may be relevant to the EVS project. The host organisation has the right to obtain information on the format and contents of the pre-departure training that the volunteer has attended. On-arrival training can then be adapted to the volunteer's needs and previous training. 3. During EVS The host organisation has the right to remind the volunteer to respect the rules and regulations applicable in the workplace. The host organisation has the right to initiate changes within the volunteer project, in line with internal or external decisions. The volunteers and the sending organisation should, however, be informed as soon as those changes have been introduced. The host organisation has the right to consider terminating the volunteer's project if the volunteer's behaviour has been inappropriate or caused danger to himself/herself, colleagues or any other persons involved in the project. In such a situation, the sending organisation as well as the National Agencies in the sending and host countries should be included in the decision-making process. 4. After EVS YTH-D /07/2008 Page 3 22

23 Rights & Responsibilities of Host Organisations, Sending Organisations and Mentors The host organisation has the right to ask the sending organisation for the final report on the overall project in order to evaluate the impact of the experience, taking account of every actor involved. The host organisation has the right to ask the sending organisation for information on the follow-up to the volunteer's activities, in particular with a view to improving the arrangements and conditions for the placements offered by the host. 1. General Responsibilities of a host organisation The host organisation should describe as accurately as possible the profile of the organisation, the specific tasks of the volunteer, and the general environment in which the volunteer will be living and working. This information should appear in the Host Expression of Interest and in any further documentation related to the HO's EVS activities. Should a coordinating organisation be involved, a document should be drawn up by the host organisation and the coordinating organisation, clearly stating each partner's areas of intervention and responsibilities. The host organisation should be open to questions from the National Agency, sending organisations and volunteers regarding the nature of its activities and the project planned for the volunteer. The host organisation should answer enquiries from volunteers and sending organisations concerning the availability of placements/projects. 2. Prior to the arrival of the volunteer The host organisation must sign the tripartite agreement together with the sending organisation and the volunteer. This document is to be regarded as binding. The host organisation must apply an open policy in recruiting volunteers, in line with EVS recruitment policy. This is a policy of nondiscrimination, allowing all young people access to EVS activities. The host organisation must ensure that practical arrangements are in place prior to the arrival of the volunteer The host organisation should inform its staff and other volunteers of the arrival of the EVS volunteer, stressing the framework in which he/she will be living and working. The host organisation should ensure that every effort is made to integrate the volunteer into the project, taking into consideration any special needs in terms of adaptation. The host organisation should be aware of its country's visa requirements. The host organisation shares with the sending organisation the responsibility for ensuring that the volunteer is hosted in accordance with the relevant legal requirements in the host country. 3. During EVS The host organisation has to ensure that the volunteer receives on-arrival training within a maximum of two months after arrival. On-arrival training is organised by National Agencies or National Coordinators. A coordinating or host organisation may take charge of on-arrival training, provided it has at least five volunteers. YTH-D /07/2008 Page 4 23

24 Rights & Responsibilities of Host Organisations, Sending Organisations and Mentors The host organisation must facilitate the volunteer's participation in the mid-term and final evaluation meetings organised by National Agencies or National Coordinators. The host organisation has to provide the volunteer with language training. The format, duration and frequency of such training may vary, depending on the needs and abilities of the volunteer, her/his tasks in the host project, and the host organisation's internal and external possibilities. The host organisation should provide the volunteer with a "memo-kit" stating the following: working hours per week, name and location of the main workplace, location of the accommodation, specific instructions to be followed, rules to bear in mind. Changes should ensure equivalent conditions for the volunteer and be communicated to the project partners. The host organisation has to inform the volunteer of his/her rights and responsibilities. The host organisation must assign the volunteer a mentor, with whom he/she will have regular contact throughout the service period. The host organisation should inform the volunteer about the possibility of consulting the National Agencies and/or SOS Volunteer Helpdesk for advice and support during the period of service. Direct contact via volunteers@socleoyouth.be or Tel. +32 (0) The host organisation should always take into consideration the volunteer's values and background when involving him/her in project activities. The host organisation should ensure that health and safety regulations are observed at the workplace where the volunteer will be carrying out his/her activities. First aid must be provided on site. The host organisation must provide the volunteer with monthly or weekly pocket-money corresponding to the amounts stated in the grant requests. The host organisation must provide the volunteer with a decent standard of meals as well as safe and clean accommodation. Board and lodging should be provided to the volunteer regardless of vacation or volunteering period. The volunteer accumulates two days off per month for the duration of the project. Vacation periods as well as weekly rest days have to be agreed between the host organisation and the volunteer. Any changes in the project that may affect the volunteer's insurance cover must be communicated as soon as possible to the insurance company appointed by the European Commission. 4. In the case of a serious incident or conflict situation In the case of a conflict situation, the host organisation must consider the volunteer's opinion and the mentor's advice. In the case of a conflict situation, the host organisation should always try to find a suitable solution for, and with, all the partners involved. Termination of a project should be the last option. In the case of a serious incident involving the volunteer, the host organisation should support the mentor and help him/her perform any administrative tasks. If, in carrying out the tasks as outlined in the EVS project, the volunteer would be exposed to a personal risk, the host organisation must take all the necessary action to guarantee his/her safety. In the case of a serious incident or conflict situation with the volunteer, the host organisation should report any major problems to the sending organisation and keep it updated on the situation. YTH-D /07/2008 Page 5 24

25 Rights & Responsibilities of Host Organisations, Sending Organisations and Mentors In the case of a serious incident, the host organisation should inform the relevant National Agencies, National Coordinators and/or SOS Volunteer Helpdesk and should consider requesting further support. Direct contact via volunteers@socleoyouth.be or Tel. +32 (0) In general, there should be close cooperation with project partners so as to avoid communication problems 5. After EVS The host organisation must complete a final report providing details of the activities and tasks carried out by the volunteer and the overall development of the project. The report should be submitted to the National Agency. The host organisation should keep its staff involved in cooperation and training activities, allowing them to benefit from the experiences of other organisations and to keep their project practice up to date. Participation in meetings and seminars on EVS activities is highly recommended. The host organisation should cooperate with the volunteer if he/she applies for a Future Capital project (Action 3 of the YOUTH Programme) relating to the EVS period. YTH-D /07/2008 Page 6 25

26 Rights & Responsibilities of Host Organisations, Sending Organisations and Mentors RIGHTS AND RESPONSIBILITIES OF A SENDING ORGANISATION INTRODUCTION The sending organisation, as one of the three key partners in an EVS project together with the host organisation and the volunteer, plays an important role in its successful development and implementation. From helping the volunteer with the necessary steps to join the project, through assistance and guidance during the EVS period, to providing help when the volunteer returns home, the sending organisation has a crucial role to play. Its input is particularly important in terms of both preparing and following up the EVS period. "Risk prevention" therefore starts with the volunteer's very first contact with his/her sending organisation. This document aims to highlight both the rights and responsibilities of the sending organisation in this respect. 1. General Rights of a sending organisation Being responsible for the sending of volunteers, the sending organisation has the right to recruit volunteers on the basis of their motivation, interests and skills. The aim is to allow the volunteer to gain valuable and enriching experience through the voluntary service period. The sending organisation has the right to expect adequate support from National Agencies and/or National Coordinators at any stage of an EVS project. The sending organisation has the right to obtain information on major changes (administrative, political, etc.) in the implementation of EVS activities, as such changes may alter the nature as well as the cycle of the organisation's activities. 2. Prior to the departure of the volunteer The sending organisation would encourage and expects the volunteer to take an active role in the implementation of his/her EVS project. The sending organisation has the right to expect any information communicated to the host organisation for ensuring the well being of the volunteer to be properly considered and complied with. 3. During EVS The sending organisation has the right to expect regular feedback on the situation from the volunteer as well as from the host organisation. The sending organisation has the right to participate in the decision-making process in the case of modifications to the implementation of the project, especially if decisions will have an influence on the nature of the project (duration, activities, tasks, etc.). YTH-D /07/2008 Page 7 26

27 Rights & Responsibilities of Host Organisations, Sending Organisations and Mentors 4. After EVS The sending organisation has the right to obtain documents from the host organisation on project evaluation, as well as final reports. The sending organisation has the right to evaluate the overall project together with the volunteer on his/her return. Responsibilities of a sending organisation 1. General The sending organisation should inform future volunteers about the YOUTH Programme, its philosophy and procedures, as well as the way activities are implemented in the organisation itself. 2. Prior to departure of the volunteer The sending organisation identifies and clarifies the volunteer's background, interests and motivation to participate in an EVS project. This information will facilitate the matchmaking process. The sending organisation should work closely with the volunteer on the preparation of his/her mobility project. The sending organisation provides assistance and guidance in order to ensure the success of the volunteer's participation in the EVS project. The sending organisation takes the necessary steps to find out whether the volunteer is suffering or has suffered from a physical or mental condition that may affect his/her participation in EVS activities. This information should be shared with the relevant person in the host organisation so that appropriate support and arrangements can be provided. This information should be held and forwarded in a discrete and responsible manner. The sending organisation must sign the tripartite agreement together with the volunteer and the host organisation. The sending organisation should check the profile, activities and practices of the host organisation, should there be any doubt about its integrity or any other concern that the volunteer might be put at risk. The sending organisation must ensure that the volunteer attends one of the regular pre-departure sessions organised by the National Agency, National Coordinator and/or European networks (as applicable). These training sessions should meet the required quality standards laid down by the European Commission within the EVS framework. The sending organisation must ensure that the volunteer is covered by the obligatory group insurance plan that the European Commission has concluded with an insurance company for all EVS-volunteers. Any changes in the project that may affect the insurance cover must be communicated to the insurance company as soon as possible. The sending organisation must assist the volunteer and the host organisation in taking the necessary steps for arranging a visa if required by the legislation of the host country. The National Agencies, National Coordinators and the European Commission will issue individual visa support letters on request. The sending organisation should inform the volunteer about his/her rights and responsibilities as described in the document "Rights and Responsibilities of a Volunteer". YTH-D /07/2008 Page 8 27

28 Rights & Responsibilities of Host Organisations, Sending Organisations and Mentors The sending organisation should inform the volunteer about the possibility of consulting the National Agencies and/or SOS Volunteer Helpdesk for advice and support during the period of service. Direct contact via or Tel. +32 (0) During EVS The sending organisation should provide the volunteer with ongoing support throughout the voluntary service period. The sending organisation should stay in regular contact with the volunteer, as well as with the host organisation and mentor. 4. In the case of a serious incident or conflict situation In the case of a conflict situation in which the volunteer requests support, the sending organisation should respect the volunteer's wishes as to whether it should just advise the volunteer or intervene directly with the host organisation. If the volunteer requests such intervention, the sending organisation should act in the interests of the volunteer. In the case of a conflict situation in which the host organisation requests support from the sending organisation, and bearing in mind its knowledge about the volunteer and its experience of EVS and mobility issues in general, the sending organisation should consider the situation from a different, neutral point of view. The sending organisation should organise regular contacts with both the volunteer and the host organisation. In the case of a conflict situation, the sending organisation, as the priority contact point for the volunteer, should remain neutral for as long as possible and should focus on helping the volunteer and the host organisation to consider the situation from a different point of view. In the case of a serious incident, the sending organisation should be the local contact point for the volunteer's relatives and should also take care of any administrative requirements. In the case of a serious incident, the sending organisation should help the host organisation and the mentor to deal with any administrative requirements. In the case of a serious incident, the sending organisation should inform the relevant National Agencies, National Coordinators and/or SOS Volunteer Helpdesk and consider requesting further support. Direct contact via volunteers@socleoyouth.be or Tel. +32 (0) In general, the sending organisation should cooperate actively with the volunteer, the host organisation and the mentor so as to avoid communication problems. 5. After EVS Personal follow-up should be provided for the volunteer by the sending organisation in order to evaluate the individual EVS project in terms of personal gain, experience, etc.. The sending organisation must complete a final report and send it to the National Agency (or the European Commission, if applicable). It is the responsibility of the sending organisation to support the volunteer after the completion of the project and to help him/her make the best out of the EVS experience. Such support could relate to re-integration in YTH-D /07/2008 Page 9 28

29 Rights & Responsibilities of Host Organisations, Sending Organisations and Mentors the country of origin, help in contacting the necessary administration services, guidance and counselling in personal projects, and, where applicable, assistance in Future Capital projects. The sending organisation should provide the host organisation with feedback on the volunteer's situation, expectations and future plans once an evaluation has been carried out. This will underpin the idea of close cooperation between the project partners until the very end of the project. The sending organisation should keep its staff involved in cooperation and training activities, allowing them to benefit from the experience of other organisations and to keep their project practice up to date. Participation in evaluation seminars on EVS activities is highly recommended. YTH-D /07/2008 Page 10 29

30 Rights & Responsibilities of Host Organisations, Sending Organisations and Mentors RIGHTS AND RESPONSIBILITIES OF THE MENTOR INTRODUCTION The EVS volunteer will need adequate support from both the sending and host organisations throughout the service period. The volunteer already has a contact person in the sending organisation, but also needs regular communication with a committed person after arrival at the host project. This must be a person of trust, who is close to the volunteer's living environment. Such a mentor must be appointed by the host organisation. A volunteer 's mentor plays a decisive role in the framework of the risk prevention and crisis management action plan. The mentor should be aware of his/her responsibilities and rights in the context of the YOUTH project. The mentor would be the person closest to and most familiar with the personal situation of the volunteer during service. He/she bears a high level of responsibility in a situation where a volunteer is faced with personal risk. Specific support should therefore be given to mentors in order to help them perform their sometimes difficult task. Some National Agencies have already drawn up a job description for mentors in their country. Rights of the mentor The mentor has the right to respect. The volunteer should respect the mentor and accept his/her role. The mentor has the right to obtain information concerning the volunteer to facilitate his/her supporting role. The mentor has the right to receive support and advice from the host organisation on the following matters: - how to recognise and cope with potential problems, - how to recognise and deal with suicidal tendencies and drug/alcohol abuse. The mentor has the right to receive full support from the National Agencies, National Coordinators, European networks and/or the Structure for Operational Support to help him/her perform his/her tasks. The mentor has the right to organise regular meetings with the volunteer as well as with the host organisation. Responsibilities of the mentor The mentor should be aware of youth and mobility issues or at least have experience working with young people and/or volunteers in an international context. The mentor should be familiar with the host organisation and its activities, philosophy and staff. The mentor should ensure that the host organisation has details of the young person's special educational or medical needs relevant to carrying out the tasks assigned. The mentor should facilitate the volunteer's integration into the organisation, project, country and new environment in general. YTH-D /07/2008 Page 11 30

31 Rights & Responsibilities of Host Organisations, Sending Organisations and Mentors The mentor should be available for the volunteer and should introduce the volunteer to other persons who might be helpful. The mentor should also act as the contact person between the volunteer and the local community. The mentor is expected to familiarise the volunteer with the national health system rules and accompany the volunteer to hospital in the event of accident or illness. The mentor should assist the volunteer with administrative formalities, should the volunteer be faced with any difficulties. The mentor should monitor the volunteer's activities and make sure that he/she receives enough support. The mentor should undertake a regular review, together with the volunteer, of his/her activities and advise the HO where adjustments might be needed. The mentor should have regular meetings with the volunteer and pay attention to the volunteer's behaviour and general wellbeing in order to provide the appropriate support. The mentor should counsel and help the volunteer, and give him/her an opportunity to speak freely. Open communication with the volunteer in this way should prevent conflict situations. The mentor should attend all the training provided or organised by the host or coordinating organisation, National Agency or National Coordinator. In the case of a serious incident or conflict situation In the case of a conflict situation, the mentor should facilitate communication between the volunteer and the host organisation. The mentor should be able to provide the partners involved with independent monitoring and evaluation. In the case of a conflict situation between the volunteer and the mentor, another person should be appointed as the volunteer's mentor. In case of a conflict situation or serious incident, the mentor must know who to contact if he/she cannot solve the problem alone. In the case of a serious incident, the mentor should keep in touch with the sending organisation and the parents of the volunteer, if required by the situation, and should involve them in decisions on further action. In the case of a serious incident, and if the volunteer is not in a situation to do so, the mentor should contact and ensure communication with the insurance company. In general, the mentor should cooperate actively with all partners involved. YTH-D /07/2008 Page 12 31

32 Annex 4 EUROPEAN COMMISSION Directorate-General for Education and Culture Youth, Civil Society, Communication Youth Youth in Action Action 2 - European Voluntary Service Rights and Responsibilities of EVS Volunteers 32

33 1. General Rights of an EVS volunteer The volunteer has the right to be respected as human being and citizen in the light of the fundamental social rights formulated by the European Union. The volunteer has the right to be informed about the Youth in Action, the philosophy, aims, priorities and procedures, as well as the way YOUTH activities are implemented in the sending and/or host organisation. The volunteer has the right to be informed about her/his rights and responsibilities as EVS volunteer as described in this document. The volunteer has the right of protection of personal data provided in applications, contracts or reports for the purposes of managing the Youth in Action. The volunteer has the right to participate in the EVS project for free. This includes the volunteer's costs for one return travel, insurance, food, accommodation and a monthly (sometimes weekly) allowance. The volunteer must not in any way pay fully or partially, directly or indirectly for the participation. 2. Prior to the arrival In order to ensure the success of the volunteer's participation in the EVS project, the volunteer has the right to be adequately prepared by the sending organisation for the stay abroad according to her/his needs. The volunteer is entitled to receive clear information about the potential host project, in particular about the tasks to be covered, the accommodation, training and support. If the host placement is located in a live-in community, the volunteer has to be informed about the rules and conditions applied in such community, and which are relevant for her/him in particular. The volunteer has the right to attend a pre-departure training organised in her/his home country. The volunteer has the right to find support by the host organisation and the sending organisation for arranging a visa if required by the legislation of the host country. Upon request the National Agency / National Coordinator or the European Commission shall issue visa support letters. The volunteer has the right to be covered by the obligatory EVS group insurance plan appointed by the European Commission, throughout the entire voluntary service period. 3. During the service period Practical arrangements The volunteer has the right to be facilitated and guided from the moment of his/her arrival in the host country. Therefore, the host organisation has to take care of proper practical arrangements. The volunteer has the right to have free board and lodging. His/her accommodation remains available for him/her throughout the entire service period including holidays. The volunteer has the right to live in a safe and clean accommodation, and to eat sufficient and healthy food. 33