What are the first steps to exchange of participants?
- Idea
- Apply for a pilot study
- Acceptance/disbursements of funds
- Initial and second workshop
- Drafting of partnership agreement
- Apply for collaboration agreement
- Recruit, receive and send out participants
- Partner meeting with Fredskorpset
- Preparatory course for participants
Pilot study
Once a decision of wanting to start an exchange has been made, the primary partner applies for funds to hold two workshops where the partners meet to plan the exchange project. Fredskorpset’s regional representatives take an instrumental role in leading the South-South networks through the planning phases.
The initial workshop
The first milepost in developing the South-South programme is a 2-3 day workshop where all partners in the network come together to discuss the idea of exchange and its advantages to participants, establish the necessary organisational and personal commitments, start planning, and map out the way ahead.
Who carries out the initial workshop?
If there is a natural primary partner in the network which already has grasped the idea, the practical arrangements for the workshop will be done by that partner. The primary partner prepares a budget, and applies to the regional representative for funds for a pilot study. The parties enter into a funding agreement, and the funds are transferred to the primary partner in advance. The budget must be based on actual estimated costs of air tickets, accommodation and subsistence, rent of meeting room and facilities, local transportation etc.
Who takes part in the initial workshop?
To carry out a successful Fredskorpset South-South exchange programme requires two important things:
- A top-level management commitment to the idea
- A commitment on the operational level of programming and administration
There could therefore be two representatives of each partner in the initial workshop:
The manager who finally will make the decision and the implementer who needs to grasp the practicalities.
The optimum number of countries/organisations in a network would normally be 3-5, these are then to be invited for the first workshop.
Discussion
After the first workshop, each partner should spend time for “home-work” tasks as identified in the first workshop. One of the most important tasks for each of the network members is to discuss internally whether or not the Fredskorpset model of South-South exchange in the specified network is a good idea. What will one’s own organisation gain? What can it contribute? What are the capacities to send/host participants? There should be a driving force individual in every organisation which possesses the ability to inspire and pull the others after himself/herself.
The role of the regional representative
If there is an already defined partner network with natural primary partner, the workshop is “owned” by the network. The workshop adapts its own agenda items and is chaired by the primary partner. The regional representative then has a secondary role as invited guest. The regional representative may, however, offer qualified advice on the content and progress and also, as requested, contribute on some of the agenda items. Some items may also be discussed by the network alone.
This set-up is in order to create network ownership and responsibility for the programme from the very start. The programme is not to be executed on behalf of Fredskorpset, but because the parties see a self-interest in it.
In exceptional circumstances Fredskorpset through its regional representatives may take direct administrative and financial responsibility for a first meeting. This may be the case if Fredskorpset invites institutions who do not know each other in advance to consider forming a partnership. This would eventually be an event preceding the initial workshop phase as described above, but this, however, is generally avoided.
The second workshop
The purpose of the second workshop is to carry out the detailed planning work in common (programme, administration and finance) and to prepare the application documents to Fredskorpset for a collaboration agreement which includes funding.
Clear determination
A useful time period for the internal process leading up till the second workshop may be 3 months. When the parties meet for the second time, it should then be with a clear determination and purpose. It is better if a partner decides to drop off than tries to participate half-heartedly. A potential participating partner should also spend the time between workshops to check out existing partners and participants in one’s own country.
Who carries out the second workshop?
Administratively, the second workshop is carried out in the same way as the first, under an agreement for a pilot study (/phase ii) with the primary partner as host, and with the regional representative as an invited resource.
What are the issues to be dealt with in the workshops?
These are in short the issues to be dealt with in the two workshops
- Fredskorpset objectives and working principles
- Partnership network definition
- Choosing a primary partner
- Objectives for partners
- Professional content of the exchange
- Tasks/job descriptions
- Meaningfulness for participants
- Age of participants
- Number of participants
- Going from where / to where
- Length of stay / timing
- Working language
- Recruitment/selection policy
- Preparatory course
- Participant accommodation and travel to/from work
- Work and residence permits
- Tax issues
- Medical, travel and accident insurance policies
- Participant/host relationship, line of duty and employer’s responsibility
- Host partner rules and regulations
- Emergency procedures
- Social and cultural integration
- Debriefing
- Information activities
- Network meetings
- Use of www.fredskorpset.no
- Partnership meetings
- International Advisory Council meeting
- Partnership activities
Outline of the issues
Each partnership network has its own points of departure for the workshops, and will progress at different speeds. Sooner or later, however, the following main topics must be tackled during the planning process.
What is Fredskorpset?
The participating network members should have a good understanding of the Fredskorpset main values and principles of exchange, and its role in a South-South Programme. This may be communicated by Fredskorpset’s regional representative at an early stage in the process.
Partnership network definition
Each network member has to decide whether or not it is beneficial to them to participate in an exchange programme. Between the two workshops, one or two may drop out, and one or two new ones may want to join. The ideal number of partners/countries in a South-South network is perhaps 3-5. There may be more than one partner in the same country, even if this is not encouraged. Once the partners/countries have been decided, a primary partner has to be nominated among the network members.
Choosing a primary partner
For practical purposes, Fredskorpset cannot deal administratively directly with all partners in a network, but needs someone to act in the position similar to a Norwegian partner in the case of North-South programmes. This also serves to create the right ownership to the programme. If a primary partner is not already pointed out, this is a task for the first workshop and should be done in an open and democratic way.
The primary partner must have administrative strength, programme-related expertise, plus clarity and integrity in financial dealings. The primary partner must also be enthusiastic for the idea of exchange, and inspired and motivated to the task.
Experience shows that the primary partner doesn’t need to be based in a socially or technologically advanced country. If possible the primary partner should be found in an LDC. It is, on the other hand, essential that the country has a functioning foreign currency policy that allows free import and export of foreign currency. The primary partner will enter into a collaborative agreement with Fredskorpset on behalf of the network, receive all the funds transferred, and then re-allocate this to other partners/countries.
Another consideration is that the country’s visa policy should permit easy entry and exit on short notice, since the partners in the network would have several meetings in this country for planning, follow-up and partnership meetings. Reliable international telephones and e-mail lines is another criterion.
Objectives for partners
It is essential that the partners see a self-interest in the programme. Exchange of personnel should be seen as a means of achieving other objectives for the network as a whole as well as for each member. An important part of the planning exercise is to formulate such objectives.
Professional content of the exchange
At an early stage, one has also to think of the professional skills that are to be “traded” in the exchange. The main professional areas will have to be decided. Partners usually will have different strengths and weaknesses. One may have to offer what another one would like to have.
Once the basic issues have been addressed, the planning process has to move forward by
decision-making on more specific issues.
Tasks/job descriptions
Based on the outline of professional area of the exchange, one has to outline the more specific tasks that each participant should do with the host partner. This will in due course function as job descriptions. They can be different for each host partner.
Meaningfulness for participants
In connection with job descriptions, the issue of meaningfulness for participants is important and should be reflected. Fredskorpset does not want participants to end up doing minor jobs like copying or tea boiling due to lack of planning. There should be a real professional learning and contribution.
Age of participants (22-35)
South-South programmes are offered for participants with an age limit of 22-35 years. This means that the Fredskorpset-youth- and senior programming lines are excluded. Upon request, Fredskorpset may show some flexibility on the age requirements in single cases, but not in such a way that the average age of the participants in an exchange falls outside the range.
Number of participants
The question has been raised of the maximum number of participants per network in
South-South exchange. There is in principle no fixed ceiling, but good judgement should be displayed on the basis of the purpose of the exchange, the number of countries involved, and the partners’ strength and experience. Another limitation is the budget available. As a rule of the thumb, each member in the network should both send and receive at least one participant during a round of exchange.
Going from where / to where
An important stage in the planning process is to decide the numbers of participants and their required skills to be sent between the single network members. This must be looked upon in light of the strengths, weaknesses and tasks defined. A to/from matrix will be the result.
Length of stay / timing
Experience has also shown that a time-frame of one year (preparatory course + about 10 months’ stay + holiday + follow-up) is a good point of departure for South-South. Further, that it is preferable to administrate the whole group of participants at a time, rather than phasing in one or two at a time over a long period. The network has to decide the preferred start-up date, bearing in mind the various preparatory tasks to be carried out in advance.
Working language
As part of the job description, the working language must be considered. Would a short language course for the incoming participant be required? Will the participant be positioned in a place where only a local language is spoken?
Recruitment/selection policy
The recruitment criteria and procedure is decided by the network, and carried out at home by each network member. Fredskorpset does not have a role in selecting single participants. One question is whether to recruit inside or outside own organisation. This goes along with the objectives of the exchange and whether the partner wishes to take only a facilitating role.
Partnership agreement
A partnership agreement is entered into between the members in the network for programme implementation and finance. It specifies the roles and obligations of the members’ agencies
vis-à-vis the primary partner, so that the primary partner again can fulfil the same vis-à-vis Fredskorpset.
Planning and budgeting routines; reporting, accounting and audit are contained.
Partnership agreements are entered into for one round of exchange at a time with a specified number of participants/months (i.e. not for a certain number of years). The partnership agreement together with the appendices makes the application for collaboration agreement with Fredskorpset.
The appendices to the partnership agreement are:
Appendix 1. Substance of the project
Appendix 2. Grant calculation sheet
Appendix 3. Contact information
Appendix 4. Contact information for accounting
Appendix 5. Plan for handling crisis
Appendix 6. Statues
The partnership is responsible for:
- Point out and have regular contact with contact person at each partner in the network.
- Providing Fredskorpset and the partners with a continually updated list of contact person for the exchange project.
- Follow up the participants and the project as a whole.
- Ensure that the best possible conditions are created for the participants.
- Ensure that the contact's own partner follows up his obligations in relation to the partnership agreement.
- Follow up the project to ensure that it is executed according to the plan laid down in the partnership agreement and the job description, and that any adjustments in relation to these plans are explained immediately to the participants concerned.
- Ensure that inspection trips are performed where necessary.
- Have contact at least once a month with all participants in all phases of the project.
- Ensure that conditions are met to facilitate the participants’ social integration with the host partner and their society.
- Ensure that the participants are treated in a correct and appropriate manner, and that suitable conditions exist as to accommodation, working conditions, diet, safety etc.
- Be informed of the participants’ location in the host country and of how they may be contacted. The contact person shall also keep the participants and partners informed of their own location and details for getting in touch
- Arrange and check that the participants have an organised approach to visas, tickets, vaccines, insurance, state insurance, tax etc. The partnership should ensure that all the procedures involved in these matters are commenced in reasonable time prior to start-up of the exchange project. The practical execution of these tasks should however be the participant's own responsibility.
- Participate in Fredskorpset’s planning meetings and in their regular contact meetings as far as possible (applies to the primary partner’s contacts)
- Create suitable conditions for the exchange of information between the partners and Fredskorpset (may also include direct visits).
Relation to local law
Fredskorpset cannot impose legal requirements which contradict national law and practice in the countries concerned. All agreements entered into must be compatible with local laws and regulations, f. ex. labour laws.
Network legalization procedures
A network member may have a need to take agreements it plans to enter into through its own governing bodies for final approval. Time must be allowed for this. It should not be seen as a bureaucratic exercise, but a way of creating knowledge and commitment to the exchange in the organisations concerned.
Appendix 1. Substance of the project
The partners have to define the objectives of the project for all partners in the network and the participants. The substance of the project contains:
Objectives
The objectives of the project have to be well defined and clarified by all the involved partners. The partners have to define:
- Overall objectives for the project
- Partners own interest in the exchange
- Expected measurable results
- Recruitment process
- Criteria’s for choice of participant
- The tasks and responsibility of the participants
- The roles of the participants
Monitoring
Through monitoring the partners on a regular basis check that the exchange project will achieve the objectives set in the partnership agreement. Communication and information sharing between the different levels in the partnership are keys in this respect.
In the plan for monitoring the partners consider what channels have been established to communicate and share information, and how often will this information sharing take place.
Follow-up activities
Participants and partners must include which information activities are planned during their stay in the host country and after returning home in their work plan and job descriptions. Information topics may include sharing the professional experience gathered through the stay in the other country, promotion of international understanding and cooperation in general, or other topics. A variety of media and tools may be used, bearing in mind the possible restrictions on journalism which may apply in any country, as well as technical limitations.
A plan must be drawn up for activities conducted by the partners and participants. These efforts are an integrated part of the project, and must therefore be closely linked with the project objectives.
The information plan has to include:
- Objectives for information activities
What does the partnership wish to achieve by means of these efforts?
- Target groups
Define the target groups whom the activities are intended to reach.
- Main activities
Describe the planned activities for partners and participants before, during and after the participants stay abroad and what target groups these activities aim at.
Appendix 2. Grant calculation sheet
Fredskorpset calculates a general support to the exchange on the basis of certain parameters, as specified in the document Guidelines for calculation of grants and the corresponding spreadsheet template.
Appendix 3. Contact information
The partners are responsible for providing a continually updated list of contacts for the Fredskorpset project. Any alterations are to be notified immediately to all partners and Fredskorpset. The list must contain telephone numbers, fax number, e-mail and postal addresses for all contacts.
Appendix 4. Contact information for accounting
The partners are responsible for providing a continually updated list containing contact details for accountants and auditors, and bank details. The list shall contain the name, telephone number, fax number, e-mail and postal addresses, and the parties' bank account numbers. The partners are mutually responsible for immediately notifying each other regarding changes with respect to these details.
Appendix 5. Plan for handling crisis
The partners are responsible for the participants and have to be prepared for how to handle emergency and crisis situations which may occur during the participants’ stay. These issues have to be outlined in a plan for handling crisis.
The primary partner is responsible to fill out a registration form for the participants and send to the embassy in the country where the participant work, and to the partners in the network.
Appendix 6. Statutes
The partners have to go through the statues of Fredskorpset and submit them to the partnership agreement.
Collaboration agreement
A collaboration agreement is signed between Fredskorpset and the primary partner of the South-South network. The agreement specifies the respective roles and obligations of Fredskorpset and the primary partner.
While the regional representative primarily has a facilitating and financing role on partnership level, the primary partner has along with other partners in the network the operational and implementing role, and relates to participants. The primary partner acts on behalf of the network of partners, and carries its duties and responsibilities vis-à-vis Fredskorpset. In particular, the collaboration agreement specifies the primary partner’s responsibilities for the network’s reporting, accounting and audit.
It is the regional representatives who follow up all matters related to South-South exchange, and who constitute the primary partner’s link with Fredskorpset.
The appendices to the collaboration agreements are:
Appendix 1. Grant calculation sheet
Appendix 2. Partnership agreement with appendices
Participant agreement
Participants’ agreements are entered into between respective partner and each participant, specifying his/her rights and duties for the exchange period. Based on the outline of professional area of the exchange, one has to outline the more specific tasks that each participant should do with the host partner.
The participant agreement will in due course function as job descriptions. They can be different for each receiving partner. The host partner acts locally as employer for incoming participants. This means that participant’s principal line of duty is within the organisational structure of the host partner, not his/her home partner. Issues and concerns which the participants may have should accordingly be raised in this line. This principle should be reflected in the job description.
Check list for Fredskorpset project
Primary partner has to fill in and send a check list to the regional representative latest four weeks before the participants are attending the preparatory course. The purpose of this check list is to ensure that all formalities and practical issues surrounding the collaboration and the participant postings have been properly attended to. Fredskorpset has the right to withdraw places booked on the course and postpone grant transfers if significant issues have not been resolved.
Partner meeting
Fredskorpset will convene the partners to attend a partner meeting 4 - 6 weeks before the participants are due to commence the preparatory course. The check list for Fredskorpset exchange has to be prepared for this purpose.
Preparatory course
Fredskorpset offers obligatory preparatory course for all participants in advance of their placement abroad. Topics covered include cultural sensitivity, international organisations etc., which is facilitated /lectured by local academic resources. The purpose is to prepare the participants practically and mentally for staying a year abroad. The course is offered on boarding basis in that geographical region of the world where the exchange takes place, and takes two weeks. The timing of start-up of network exchange has to be coordinated with when Fredskorpset is able to offer preparatory course in that region.
Reporting
The deadline for the primary-partner to consolidate the sub-reports from each network member and report to Fredskorpset is generally 31. January for the preceding European calendar year.
In connection with annual reports and/or requests for renewal the partnership will have to document results obtained with the previous round of exchange, what was successful and what not, to which extent the objectives which set for exchange were met, and why another round of exchange is expected to further enhance goal attainment.
It is expected that information work as part of the project also will provide important materials on the results of the exchange, f. ex. production of pamphlets, audio tapes etc.