Model de Activity Agreement

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Name of the project

European Voluntary Service activity agreement

 

Project ID: 

 

Activity Dates:      From                            To     

 

The European Voluntary Service (EVS) activity agreement is developed in order to clarify the roles,

responsibilities and rights of the all parties involved. It is signed in 4 originals by all the parties involved and each party remains with one original.

The EVS activity agreements consist of 4 parts:

1. Responsibilities and rights of the parties involved: hosting, sending/coordinating organization and volunteer.

2. Annex 1 - Description of the project activities, volunteer task and learning outcomes;

3. Annex 2  Health information form;

4. Annex 3  Financial information and regulations;

Parties involved in the agreement:

 

Hosting organization

Coordinating

organization &  sending/coordinating organization

 Volunteer

 

 

 

 

 

 

1. Responsibilities of the involved parties

A. Overall responsibilities of sending/coordinating organization

 

I. Before the EVS activity starts
  • send the EVS activity agreement received signed by all the involved parties to the Romanian NA;
Toward the hosting organization:

 

1. carefully read the EVS activity agreement together with volunteer and clarify eventual questions with the organization;

2. sign and stamp the EVS activity agreement together with volunteer in 5 copies and send it to

hosting  organization prior the volunteer arrival

3. Within 15 days upon receiving transfer 100% of advancement received from NA Romania (70% of total budget)  minus travel costs 100%;

4. inform the hosting organization about volunteer travel details to the hosting country;

5. in the case if the volunteer is canceling his/her participation in the EVS project, the sending/coordinating organization has to send an official volunteer cancellation form. The cancellation form need to include the following: purpose cancellation, volunteer signature and date.

6. communicate to hosting organization all the changes that might occur during the volunteer

preparation for the project and might affect the volunteer project activities;

7. communicate to the hosting about pre-departure training activities in which volunteer participates;

8. communicate to the hosting organization about the additional documents that are requested by

sending NA, in relation with the project;

9. in case the volunteer cancels his/her participation in the EVS project, to support hosting/coordinating

organization in identifying a new volunteer;

Towards the volunteer:

1. to enroll volunteer in AXA insurance and to inform volunteer about the procedures when operating with AXA insurance;

2. to identify and to inform volunteer about the cheapest travel means from volunteer home country to hosting country;

3. to assist volunteer in obtaining visa and obtaining additional documents related to visa for his/her stay in the hosting country if its necessary;

4. to enrole and inform the volunteer about the pre-departure training activities organized by Romanian NA

5. to inform the volunteer about her/his responsibilities and rights during the EVS projects according to the EVS guidelines and EVS charter.

6. in the case the volunteer is canceling his/her participation in the EVS project, the sending/coordinating organization have to request an official volunteer cancellation form in maximum of 3 days after the verbal cancellation.The cancellation form need to include the following: purpose cancellation, volunteer signature and date.

7. communicate to the volunteer information regarding to the changes that might occur during the preparation process of the project;

8. inform volunteer about Youthpass certificate;

II. During the EVS project
Toward the hosting organization:

 

1. maintain regular communication with hosting organization about the development of the project;

2. support the hosting organization in solving crisis that might appear in the implementation of

the project;

3. in the case of emergency contact the person indicated as the  emergency contact by the volunteer and inform about the situation;

Towards the volunteer:

1. maintain regular communication with volunteer about the development of the project;

2. support the volunteer in solving crisis that might appear in the implementation process of the project;

3. in the case of emergency contact the person indicated as the  emergency contact by the volunteer and inform about the situation;

 

III. After the EVS project

Toward the hosting organization:


1.Evaluate the report sent by the hosting organization and either request some changes to be made  or  will inform the hosting organization that the report was send to the Romanian NA

8.When all evaluation procedures will be finished from the NA part, the contracting organization will inform promptly the hosting organization upon the status of the report

9.Within 15 days upon receiving the last payment from NA the organization will send the rest of the budget to the hosting organization

Towards the volunteer:

1. To inform the volunteer about the evaluation meeting organized by the Romanian NA;

2. To help the volunteer with integration in the community and point out new learning opoirtunities

 

B. Overall responsibilities of Volunteer

 

I. Before the EVS project

 

Toward the hosting/coordinating organization:

1. read the EVS activity carefully agreement and to clarify eventual questions with the hosting

organization;

2. read the information about EVS program posted on the European Commission program Youth in Action website - http://ec.europa.eu/youth/youth-in-action-programme/doc82_en.htm

3. request all the required documents from the hosting organization that are necessary for obtaining the visa for hosting country, in the case if the visa is necessary;

4. obtain visa for his/her stay in the hosting country if it is necessary;

5. inform hosting organization about the volunteer travel to hosting country (travel means, arrival

time and date, travel costs), before buying the tickets ( in case the volunteer is buying the tickets);

6. buy the ticket for his/her travel to the hosting country according to the financial limit stated on the annex 3 of EVS activity agreement; The volunteer has to use the cheapest option as possible. The volunteer travel expenses will be reimbursed 90% after his/her arrival in hosting country (only in case the volunteer is buying the ticket).

7. fill in the health information form. The health information from can be found in the annex 2 of the EVS activity agreement;

8. send official cancellation letter to host organization signed in 2 copies, in the case if the volunteer cancel his/her participation in the EVS project.

9.participate in the pre-departure training;

10.inform legal relatives about his/her participation in the EVS project (hosting country, project period, contact information of sending and hosting organizations);

11.provide hosting organization with contact person name and contact details, that can be contacted in the case of the emergency;

Toward the sending/coordinating organization:

1. read the EVS activity carefully agreement and to clarify eventual questions with the sending

organization;

2. read the information about EVS program posted on the European Commission program Youth in Action

website - http://ec.europa.eu/youth/youth-in-action-programme/doc82_en.htm

3. fill in the health information form. The health information from can be found in the annex 2 of the EVS activity agreement;

4. provide sending/coordinating organization with the necessary information for processing AXA insurance;

5. send official cancellation letter to sending/coordinating organization signed in 2 copies, in the case if the volunteer

cancel his/her participation in the EVS project.

6. participate in the pre-departure training;

7. inform legal relatives about his/her participation in the EVS project (hosting country, project period,

contact information of sending and hosting organizations);

8. provide sending/coordinating organization with contact person name and contact details, that can be contacted in the case of the emergency;

9. In case the sending organzation is buying the ticket the volunteer will pass 10% of the price within  the first month of the arrival to the organization or the amount will be deducted from the hosting activities.

II. During the EVS project

Toward the hosting organization:

 

1. Sign the policies and procedures related to the work and staying in Greece;

2. participate in on- arrival training course and, job related training courses, orientation, language course;

3. Sign the participation in on- arrival training course and on job related training courses;

4. Sign the list of the participants;

5. Read and sign the document for receiving pocket money on monthly basis;

6. Read and sign the document related to the safety instructions;

7. Maintain regular communication with volunteer mentor;

8. Communicate to the project leader, supervisor about the development of the tasks and the encountered difficulties;

9. Responsible for carrying out the project duties as described in the project description.

10. Contribute their time, energy and enthusiasm towards the aims and objectives of the project activities.

11. Submit the volunteer final report of the project according to Youth in Action program form;

12. In case the hosting organzation is buying the ticket the volunteer will pass 10% of the price within  the first month of the arrival to the organization or the amount will be deducted from the hosting activities.

Toward the sending/coordinating organization:

1. maintain regular communication with sending/coordinating organization;

2. communicate to the sending/coordinating organization about the problems the volunteer encounter during the

implementation of the project;

III. After the EVS project

Toward the sending/coordinating organization:

1. participate in EVS evaluation meeting thats is organized by the Romanian NA

2. hand all the travel documents (tickets, invoices, boarding passes) in original to the project coordinator after arrival back home;


C. Overall responsibilities of hosting organisation

 

I. Before the project:

 

Towards the sending/coordinating organization:

 

1. Provide the sending/coordinating organization with all the necessary information for enrolling volunteer in AXA;

2. Provide the sending/coordinating organization with the information that has been send or discussed with the

volunteer, regarding to his/her EVS project;

3. Send by post the EVS activity agreement signed in 4 originals;

 

Towards the volunteer:

 

1. provide volunteer with information that will support his/her search for appropriate travel means form his home country to hosting country;

2. provide volunteer with all the necessary documents, that are required for obtaining visa if he/she requires it;

II. During the project:

Towards sending/coordinating organization:

1. regularly communicate the project progress with the sending/coordinating organization;

2. inform sending/coordinating organization about the incidents that happens during the project;

3. cooperate in solving eventual conflicts that happens between hosting organization and volunteer;

18. Provide to coordinating organization the final report in 30 days from the EVS activity ending. The final report will include the complete report form, invoice for the final payment, contract or invoice from the contractor for additional dissemination costs, declarations signed by the volunteer for the financial support offered by the hosting organization during the EVS activities, proof of volunteer's allowance payments signed by the volunteer;

Towards volunteer:

1. To provide the volunteer with a mentor during her/his EVS project;

2. To provide the volunteer with language lessons in the beginning of the project;

3. Enrole the volunteer in  EVS on-arrival training course;

4. support volunteer integration in local community by informing her/him about the possible free time

activities;

5. to cover volunteer costs related to accommodation, food, local transport and pocket money according to the financial regulations of Youth in Action program;

6. Orientate the volunteer in his/her new working placement and duties after the arrival;

7. Provide volunteer with work related support and training;

8. Provide volunteer with various tasks and learning opportunities according to the particular EVS project;

9. Ensure volunteer with safe working environment during the EVS project;

10.conduct a safety and health instructions for the volunteer related to her/his working placement and

hosting country;

11.guide and support volunteer in her/his personal development process during the EVS project;

12. Prepare the volunteer for his/her travel from the host country back to the volunteer home country;

13. Provide an activity plan as well as safe working and living conditions to the volunteer throughout the project activities;

14. Provide personal supervision (mentor) and work-related support and/or training to enable full integration into the project;

15. Accomplish the requirements for the identity and visual conditions of Youth in Action program on the all project materials and during the project activities;

16. Provide administration and communication support for the volunteer during the entire project period;

17. Provide the legal approvals for the street theaters performances;

18. At the end of the project issue for the volunteer the Youthpass certificate;

III. After the project:

Toward the sending/coordinating organization:

 

1. inform the sending/coordinating organization about volunteer arrival time, date and transport means in the home country;

2. Make any requested changes in the final report and provide additional information in is requested;

 

Toward the volunteer:

1. support volunteer in arranging his/her travel back home;

 

 

2. The rights of the involved parties

 

Overall rights of the sending/coordinating organization


1. To receive information about the project and planed activities;

2. To receive regular reports form the volunteer during the project, that present the activities implemented by the volunteer;

3. To request official cancellation letter form volunteer in case if he/she cancel his/her participation in the EVS project;

4. To receive the sending activity costs, according to the lump sums indicated in the financial regulations of the Youth in Action program Action 2 and the travel cost (in case the sending/coordinating organization payed for this costs);


Overall rights of hosting organization

 

1. to request official cancellation letter from volunteer in case if he/she cancel his/her participation in the EVS project;

2. to request support from sending/coordinating organization in finding replacement of the volunteer if he/she cancel his participation;

3. to request and receive support from the sending/coordinating organization in order to solve the problems that occurs during the project implementation phase;

4. To receive the hosting activity costs according to the lump sums indicated in the financial regulations of the Youth in Action program Action 2 and the dissemination costs;

Overall rights of volunteer 

 

1. to request and receive support from the project hosting/ coordinating and sending/coordinating organizations in order to obtain the necessary legal documents for the stay in the host country during the project period if its necessary;

2. to participate in EVS training course circle as foreseen in EVS charter;

3. to request and receive the support from the project hosting/ coordinating and sending/coordinating organizations in order to arrange her/his travel to host country and back;

4. to receive from the hosting/coordinating organization coverage of the following costs: the

accommodation, food and local transport;

5. to receive the pocket money on monthly basis according to the financial regulation of Youth in Action program;

6. to receive AXA insurance for the project activity period and information how to operate with it;

7. to receive language course in the beginning of the project;

8. to have assigned mentor by hosting organization for the project period;

9. to request and receive support from the hosting/coordinating and sending/coordinating organization in order to solve any problems that might happen during the implementation of the project activities;

10.to receive Youthpass certificate in the end of the project indicating the competences that volunteer had gained during the project;

11.to cancel his/her participation in the project based on the personal reasons. This information should be provided to the hosting/coordinating and sending/coordinating organization as soon as possible, taking into

consideration the fact that hosting/coordinating organization can provide the opportunity to participate

other young people.

12. To receive the volunteer allowence, according to the lump sums indicated in the financial regulations of the Youth in Action program Action 2;

 

 

Annex 1

Description of the project, volunteer task and learning outcomes

 

Project Details:

please copy and paste from your project

Supervisor:  write here the name. Mentor: write here the name

 

Tasks of volunteer:

please copy and paste from your project

 

Working hours and days off:   6 hours per day, 5 days per week, two consecutive days off per week and 2 days holiday per month for the duration of the project.

Learning outcomes:

please copy and paste from your project

 

 

 

Crisis and conflict management during the project:

The Co-ordinating organisation  and the host organization takes responsibilities for raising awareness of risk assessment, risk prevention and high quality pastoral support within the EVS programme, both in Greece and in networking with our partners abroad.

Volunteer will be given advice on crisis prevention and management during on-arrival training.  She will also be provided with 24 hour emergency phone numbers.  The Co-ordinating organisation and host organization will hold all necessary personal information and emergency contact details for  the volunteer. 

Annex 2 

Health information form

 

 

Volunteer health information

 

 

 

 

NO

YES 

Observation, additional information

Do you have any allergies?

 

(if yes, please specify what kind of)

 

 

 

 

 

Do you have any chronicle illnesses?

 

(if yes, please specify what kind of illness and describe the procedure that need be fallowed in the case of emergency;)

 

 

 

Are you vegetarian?

 

 

 

Are you vegan?

 

 

 

Do you eat pork meat?

 

 

 

Do you have any dietary restrictions?

 

 

(if yes, please specify what kind of)

 

 

 

 

Do you suffer from any kind of physical disabilities?

 

(if yes, please specify what kind of)

 

 

 

Do you suffer from any kind of  mental disabilities?

 

(if yes, please specify what kind of)

 

 

 

 

Annex 3 

Financial information and regulations

 

 

Division of Grants

 Amount in Euro

Travel costs

 

Sending costs

 

Hosting costs

 

Volunteer allowances

 

Dissemination costs

 

Total budget

 

 

Financial and reporting Regulations as stated by the NA Romania in relation with the project:

 

1. All costs should be made during the period of the project ( as stated in the contract)

2. For the dissemination costs, the hosting organization MUST provide, together with the final report copies of all invoices and receipts. For the documents that are not in English the hosting organization must write next to each copy the following elements: name of the company, what are the purchased items (what the cost is for), who is the beneficiary and the amount. An original stamp and signature is request  on each copy that certifies this. Under no circumstances will be accepted invoices or receipts that are issued under other names than the hosting organization.

3.For the hosting costs a declaration signed by the volunteer is necessary and clear results described in the final report.

4.For the allowance costs a declaration signed by the volunteer that states the amount received.

 

Other administrative information:

 

Travel costs:

The sending/coordinating organization will be responsible for all related travel costs.

 

Food and Accommodation: 

The volunteer will manage by her own the food and meals by receiving an amount of 150 Euro/month. She will stay in one single room in the Volunteers House which is 10 minutes walking from the hosting organization office. The Volunteers House is equipped with all utilities including the internet connection.  All administrative costs (electricity, water, renting costs, telephone, etc) will be payed by the hosting organization.

 

Local Transport:  

The volunteer will walk to the office or she can use the bicycle from the volunteers house. When it will be necessary she can ask the host organization car or she can use the local transport buses with the payment of transportation expenses.

 

Volunteer Allowance: 

The volunteer will receive a monthly allowance of € ___.

 

Bank transfer costs:

All bank transfer costs (inducing the ones from the NA to the contracting organization)  will be splited 50-50 between the hosting and sending/coordinating organization.

 

Transfer of funds:

  • Within 15 days upon receiving the advancement  from NA Romania (70% of total budget) the contracting organisation will transfer 100% of funds  minus travel costs 100%;
  • Within 15 days upon receiving the last payment from NA the contracting organization will send the rest of the budget (as approved by the Romanian NA) to the hosting organization.

Signatures of Agreement partners:

 

We undersigned agree with the terms and conditions stated in the document pages from 1 to 15.

 

 

Volunteer:


                        Signature ................................................................................

 

 

sending/coordinating organization Legal Representative:


                        Signature and organization stamp ............................................................................

 

 

 

Co-ordinating Organization Legal Representative:

Janina Pasaniuc

                        Signature and organization stamp ............................................................................

 

 

 

Hosting Organization Legal Representative:

Please add your name here

                        Signature and organization stamp ............................................................................

Commentarii (1)
Eddy 08:11
Foarte util :D
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