EVS coordinators and project cycle

Why coordinator?

A decision to start receiving volunteers always brings a new long-term set of specific responsibilities to a new Receiving Organisation (RO). These cannot be delegated only to one person called EVS coordinator, but have to be recognised and accepted by the whole organisation, with a long-term support of its management. This is because apart from their needs, RO’s have to be well aware of their portion of responsibility for the educational part of each EVS project and for personal development of volunteers. If all of the above is realised, planned and implemented properly, then your organisation will already have done a lot to successfully harvest specific fruits of EVS.

EVS coordinator have a responsible and vast task, together with mentors and superviors /tutors/ for the project. We will explain the EVS Project Life Cycle by presenting the coordinator’s tasks in Sending and Receiving Organization.

Sending organization- SO- Tasks for volunteer coordinator

Before DEADLINE-before submitting of the application form

Help to EVS volunteer with finding suitable receiving organisation for EVS project
Communication with receiving organisation (sharing expectations of SO, RO and volunteer from EVS, creating of the EVS project together with RO)
Signing the partnership — mandate contract (in case the SO has the role of partner organisation in the project)
Submitting of the application form to NA/ EACEA (in case the SO is also in the role of the „coordinating organisation“)

Before DEPARTURE of volunteer for EVS

To ensure the „pre-departure training“ for EVS volunteer in needed quality
Help with ensuring travel to/ from RO to EVS volunteer
Help with ensuring visa if needed
Ensuring of insurance of EVS volunteers — through centrally chosen insurance company (CIGNA-www.cignahealthbenefits.com)
Continuous communication with EVS volunteer and his/her support
Continuous communication with RO about content of the project and practicalities (accommodation, boarding, special needs of EVS volunteer if needed)
Signing the Volunteering Agreement EVS with EVS volunteer

During EVS

Communication with EVS volunteer on regular basis (weekly/ monthly…)
Continuous support of EVS volunteer (motivation, learning process, sharing experience…)
Help in crisis situations / with solving possible problems to EVS volunteer

After RETURN of EVS volunteer to home country

Support of EVS volunteer with re-integration in the home country
Support of EVS volunteer in the motivation to share experience from EVS
Offering possibilities for further involvement of EVS volunteer into activities of the SO (promoting EVS among youth, sharing experiences from EVS etc.)
Sharing experience of EVS volunteer within employees of the NGO — to discuss benefits/ limits of EVS for the SO and how to do EVS project in higher quality in the future
Communication with the RO — sharing experience with EVS (benefits/ limits of EVS and how to do EVS project in higher quality in the future)
Informing the EVS volunteer about „Evaluation Meeting of ex-EVS volunteers“ and motivate EVS volunteer to participate in
Submitting of the Final report of the project (in case the SO is also in the role of the CO)

Receiving organization- RO- Tasks for volunteer coordinator

Before DEADLINE-before submitting of the application form

Communication with possible candidates for EVS
Selection of EVS volunteer
Communication with SO (sharing expectations of SO, RO and volunteer from EVS, creating of the EVS project together with SO
Singing the partnership — mandate contract (in case the RO has the role of partner organisation in the project)
Submitting of the application form to NA/ EACEA (in case the RO is also in the role of „coordinating organisation“)
Preparation of practicalities for receiving an EVS volunteer (communication with staff of the RO about the intention to receive EVS volunteers, to find out possibilities for accommodation, mentor for EVS volunteer, suitable language support…)

Before DEPARTURE of volunteer for EVS

Ensuring suitable accommodation for EVS volunteer
Ensuring mentor for EVS volunteer
Intensive communication with EVS volunteer as well with SO about content of the project/activities-expectations of EVS volunteer and about practicalities (accommodation, boarding, special needs of EVS volunteer if needed)
Signing the Volunteering Agreement EVS with EVS volunteer

During EVS

Ensuring clear long-term plan of various activities
Setting and following of educational aims of the project (EVS volunteer as well RO)
Evaluation and planning meetings with EVS volunteer and project coordinator on regular basis
Long-term support of EVS volunteers, including help with integration into local community and culture
Help in crisis situations / with solving possible problems to EVS volunteer
Ensuring mentor (setting of regular meetings of EVS volunteer with mentor)
Regular communication with SO
Ensuring practicalities: accommodation, boarding, language support, pocket-money, local transport (if necessary), days off (2 consecutive free days per week) and holiday (2 days of holiday per month)
Ensuring of participation of EVS volunteer on „On-arrival“ training course and „Mid-term Evaluation“
Set up the Youthpass

After RETURN of EVS volunteer to home country

Communication with the SO — sharing experience with EVS (benefits/ limits of EVS and how to do EVS project in higher quality in the future)
Sharing experience with EVS within employees of the RO — to discuss benefits/ limits of EVS for the RO and how to do EVS project in higher quality in the future
Support of EVS volunteers (follow-up activities and possible cooperation with the RO)
Submitting of the Final report of the project (in case the RO is also in the role of the CO)