Membership

EVEREUROPE QUALITY CHART

I – INTRODUCTION

This document is the internal regulation of the EverEurope network. This network was born in Madrid during an international seminar held in Madrid from the 3rd to 8th October 2014 organised by Building Bridges Association with the support of Erasmus+. In General Assembly, the network´s partners decide to establish this quality chart. Is compulsory for each partner to respect this quality chart.

II – OBJECTIVES

The objectives of this network are:

– establish a quality partnership among organisations working at European level with educational programmes.

– facilitate access to European information with respect to the mobility of young people, more
specifically in the following issues: volunteering, internships, training courses and jobs.

– strengthen European partnerships among youth organisations and youth workers.

– supply and enhance European mobility information and counselling services for young people and those who work with them.

– cooperate with European institutions, networks and associations in this area and other European and multinational bodies in order to establish common projects.

– develop an international web portal.

The network undertakes to achieve these objectives by:

– contributing to making the European opportunities and youth information more visible and efficient.

– promoting European opportunities via information and counselling with the intention to prepare European citizenship.

– helping young people and youth workers to gain knowledge through European mobility opportunities.

– encouraging communication and co-operation among its members.

– providing opportunities for European young people.

– maintaining and developing the quality level of common services.

– contributing to and further developing the network and its quality services.

III. EVEREUROPE STRUCTURE:

EverEurope network is supported by three elements:

A. European organizations:

– EverEurope Coordination Office: founded in Madrid in 2014, currently has 2 part time workers and 1 trainee, who provide support to the National Partners , coordinate activities, provide technical assistance in the network and establishes quality criteria and objectives together with partners. This office is managed by a Director appointed by Building Bridges Association.

– EverEurope Executive Committee: elected from the National Partners in assembly, the committee meets 1 time per year . It is the contact link between the EverEurope Coordination Office and the National Partners. The Executive Committee is composed by the EverEurope Coordination Office (permanent) and 4 members from National Partners (appointed for three years). Elections for Executive Committee members is on voluntary basis and members will be elected during the Assembly. Their main duties are:
– Selection of new members (give an answer in 30 days from the reception of the application)

– Conflict resolution

– Quality of the organization and contents

– Communication and Public Relationships

– Search for funding opportunities

B. National Partners :

EverEurope national members are composed by those organisations directly involved in the I EverEurope Seminar in Madrid. Their main duties are:

– Administrative tasks: applying for funds from the Commission in order to establish common projects.
– Networking activities : participation in EverEurope intranet, webpage and on-site activities.
– Search and information management: uploading information to the portal.
– Managing the database: review and update content and upload translation to their contents. – Promoting EverEurope portal and its activities.

The rights of National Partners are:
a. Get real-time help and exchange information with other countries.
b. Get the information collected on programs and initiatives at the national and international level
c. Get priority for participation and attendance in network activities
d. Have access to web tools, user manuals and other material for National Partners.
e. Get a permanent technical assistance service.
f. Receive periodic information about new opportunities in EverEurope (newsletters, alerts, mails and so on).
g. Have priority in projects partnerships boosted by EverEurope Coordination Office and Executive Committee.
h. Get network material, which is available to partners specially for dissemination events.
i. Receive guidance for establishing common projects under European Programmes for EverEurope activities.

The duties of National Partners are:

a. Answer questions asked by the EverEurope portal.
b. Promoting European information for young people through the portal.
c. Collaborate with other partner organizations working with youth.
d. Participate in seminars and events organized by EverEurope Coordination Office.
e. Collect local, regional and/or national information and promote it within the portal. This information should meet the quality criteria and be aimed to young and have an European dimension.
f. Receive EverEurope training from seminars and courses: learning courses includes: brief introduction EverEurope , responsibilities and rights of the national partner , the daily work on the network, EverEurope tools , how to answer questions, promotion and cooperation strategies. Also, once a year , an international seminar is organized with the participation of EverEurope Coordination Office, Executive Committee, National Partners and other youth organisations.
g. Upload a minimum of 1 article to the portal every 3 months about youth information related with European mobility.

h. Upload a minimum of 1 vacancy (course, job, internship, volunteering, etc.) every 3 months.

i. Upload a minimum of 2 events every month about youth information related with mobility.

j. Promote EverEurope portal (press, own publications, fairs, events, etc.).

Information should be written according to the Editorial guidelines and quality criteria.

C. Associated partners:

Are local public or private organisations with legal status throughout towns and cities across Europe who are working with young people and are willing to cooperate with EverEurope. In order to join EverEurope network they need to be invited by the National Partners and meet quality criteria, follow the EverEurope portal guidelines, promote the portal and participate in networking activities. In general terms they must meet the following criteria:
– Staff (at least 1 contact person) able to give support to the users.

– Front office support and online support.

– List of activities/background/experience (at least 2 years of activity and at least involved in 1 project during the last 2 years).

– Keep in contact and answer questions.

– Publish contents (vacancies, articles, events..)

– Share opportunities, cooperation, promotion and dissemination

– Be able to organize or be partner in at least 1 project under Evereurope network per year.

IV. MEMBERSHIP AND SELECTION PROCEDURES

Membership is open to entities that meet the legal requirements and practices of their respective countries. Members are required to subscribe to the objectives of the EverEurope network as laid down in article 3 and shall make active contributions to achieve these objectives as national partners.

Membership is valid for 3 years, after that period a renewal membership should be sent to the EverEurope Coordination Office.

Admission of National Partners

Eligible members, whose admission shall be decided and proposed by National Partners, shall be legal entities, submit their affiliation request and documentation by e-mail to the EverEurope Coordination Office and meet the provisions laid down in article 3. Once the application is sent, EverEurope Coordination Office will make a first evaluation together with Executive Committee. After this evaluation, selection result will be communicated before 30 days to the applicant.

EverEurope network will ensure that the number of National Partners is at least one per country. The number of National and Associated Partners may be increased proportionally according to priorities expressed by the EverEurope Coordination Office and Executive Committee.

The application for National Partners to join the network must be made by organizations that will meet the next requirements:

• Being a non-profit (NGOs, associations and foundations) organization involved in Youth Work.

• Working in the field of information and youth.

• Be in direct contact with youth.

• Proven experience in projects, programs and activities in Europe.

• Prove financial statements of at least 10.000€ per year.

The resources that will be required are:

• Human Resources: organisations must propose a CV from a person with basic computer skills and average level of demonstrable English, to be involved in a complete and stable basis in the project to ensure long term partnerships. If selected, National Partners will receive training and guidelines to start their work in the network. In case of any change of contact person, it should be communicated to EverEurope Coordination Office. Training of new staff will be on charge of National Partners.

• Technical: National Partners must have Internet access and software knowledge and also a webpage and social network profiles.

EverEurope gives priority to applications that meet the following conditions:

• There is no EverEurope representation in their country.

• Devoted to youth information services at least 3 years prior to the request.

• With experience in Erasmus+, Youth in Action and Lifelong Learning Programme in the last two years as leader or partner organisation in European projects.

• With a extensive contact network at national and international level in order to be able to promote EverEurope and its activities.

Documentation required to apply for EverEurope Network as National Partner:

• Application according to the model provided by EverEurope Coordination Office.

• Statutes, VAT code or other documents certifying the legal status of the entity.

• CVs of staff to be assigned to the EverEurope Network in Europass format and English language.

• Video CV or presentation on video of the organisation (maximum 3 minutes long).

• Report of technical equipment and facilities of the organisation in English language.

• Logo, webpage and contact details of organisation in English language.

• PIC number and a list of EU projects in the last 3 years.

• EVS or related accreditations (if available).

Once accepted the organisation, a trial period of three months is established.

The selection of National Partners will be open during the year although evaluation of applications will be made twice a year by EverEurope Coordination Office and Executive Commitee (april and november each year).

Admission of Associated Partners

The number of Associated Partners may be increased proportionally according to priorities expressed by the EverEurope Coordination Office and Executive Commitee. Admission will be undertaken by National Partners invitation and pre-evaluation.

Selection procedure is similar to that for National Partners.

Documentation required to apply for EverEurope Network as Associated Partner is:

• Application according to the model provided by EverEurope Coordination Office.

• Statutes, VAT code or other documents certifying the legal status of the entity.

• CVs of staff to be assigned to the EverEurope Network in Europass format and English language.

• Video CV or presentation on video of the organisation (maximum 3 minutes long).

• Report of technical equipment and facilities of the organisation in English language.

• Logo, webpage and contact details of organisation in English language.

• PIC number and a list of EU projects in the last 3 years.

• EVS or related accreditations (if available).

However, documentation will be revised by the National Partner. If documentation is approved by National Partners, Associated Partners will be invited to join the network.

Evaluation and audit

Evaluation reports will be sent by partners once a year through an evaluation form sent by EverEurope Coordination Office. The office can perform controls and audits of each partner. EverEurope Coordination Office will send quality enquiries once a year in order to perform quality indicators, statistics and performance.

V. GENERAL ASSEMBLY

Composition/Competence

All powers required to achieve the EverEurope’s objectives are vested in the General Assembly. It is composed by each National Partner member of the network.

The following items are specifically within its competence:

a) Being informed about the quality performance

b) Electing, discharging and dismissing members of the Executive Committee

c) Approving the Executive Committee’s activities as laid down in the annual report

d) Adopting a plan of action for the coming year

e) Welcoming new members and expelling members

f) adopting internal regulations and working procedures governing issues not described as tasks of the board and of the EverEurope Coordination Office.

Notification

A regular meeting is legally convoked under the direction of the EverEurope Coordination Office or a member of the Executive Committee at least once a year at the location specified in the invitation to attend.

The latter shall be issued by the Executive Committee and shall include the agenda. This invitation will be sent not later than 4 weeks prior to the meeting.

An extraordinary meeting may be convoked at the request of the Executive Committee or at least two thirds of the network members.

Working

Each member may cast one vote. A three-quarter majority of the votes cast by all members present or represented shall be required for any decision.

A summary of each General Assembly will be at disposal of each network member in the intranet.

VI. TERMINATION / EXPULSION

Any member can terminate its membership on condition that it notifies to the EverEurope Coordination Office.

The conditions for the termination of a EverEurope partner as a member are:

• No participation in the network duties in more than six months without cause: warning communication will be sent by EverEurope Coordination Office. For any justification must be reported to the national partner in writing when the circumstance.

• No participation in the network duties in more than 9 months: official communication to terminate their membership.

ANNEXES

• Application form

• Statutes, VAT code or other documents certifying the legal status of the entity.

• CVs of staff to be assigned to the EverEurope Network in Europass format and English language.

• Video CV or presentation on video of the organisation (maximum 3 minutes long).

• Report of technical equipment and facilities of the organisation in English language.

• Logo, webpage and contact details of organisation in English language.

• PIC number and a list of EU projects in the last 3 years.

• EVS or related accreditations (if available).

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