My first Magazine handbook for better quality in evs projects_eu_eec | Page 15

Checklist
 Make sure that you receive the pre-payment for the project
1: Accreditation Procedure 8: Volunteer Arrived
 Send application to National Agency to get accredited
2: Accreditation Received  Information meeting about expectations and fears.
 Introduce the volunteer and make them a part of the team of
colleagues in the hosting organisation (EVS meetings, teambuilding
activities, celebrations, etc.)
 Inform the volunteer about living conditions: local law,
accommodation, food, local transport, pocket money and holidays.
 Inform about the volunteer’s rights and responsibilities during the
project duration (in proportion to the already agreed Activity
Agreement)
9: Training Cycle
 Follow up if you received the accreditation
3: Partnership Building
 Sign Activity Agreement with partner Organization
4: Preparing Project Application
 Prepare activities for the project
 Prepare call for volunteers (including set of requirements needed
from the volunteer)
 Ensure with the sending organization that the volunteer has an
insurance and visa (if needed)
 Sign the volunteer up for language courses
 Sign the volunteer up for on-arrival- and mid-term meeting
 Find a suitable mentor for the volunteer
5 Applying for Funding
 Submit application for funding before one of the three deadlines
during the year (check the deadline for submitting applications).
6: Project Approved
 Inform sending organization that the project has been approved
 Assist the volunteer and sending organisation with travel
arrangements
 Find accommodation for volunteer
 Find project-coordinator.
7: Pre-Payment
 Support the volunteer in completing their Youthpass form.
10: EVS Activity
 Organize activities suitable to the objectives of the project and
encouraging the volunteer to develop their own ideas.
 Provide the volunteer with an opportunity to gain new knowledge
and skills, taken into account their specific interests.
 Explain the specific tasks to the volunteer and allow an individual
familiarization on the beginning of the voluntary service.
 Allow the volunteer to realise an individual agreed upon project in a
self-responsible way
 Make weekly or monthly evaluations with the volunteer
12: Volunteer Leaves
 Fulfill an evaluation with the volunteer concerning the stay: self-
reflection on the learning outcomes of the EVS activity
13: Reporting
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