1. Placement Proposal

1. 1. Placement Proposal • Volunteer debrief • Interview between Placements team and volunteers? • Ask them to become PM’s • Anything else? • Late September Placements Team: -Contact previous Volunteers and PM’s who have impressed us -Contact branches -Collate existing ideas from Projects database Documents required: 1.1 PM online Application Form Introduction to the Placements Scheme 1.7 Placement Proposal Form 1.8 Guidelines for Proposing a Placement • Dates: • Sept - Dec 2007 • Summary: • Project Managers are recruited and, with guidance from placements team, propose placement opportunities (new and old) to EWB-UK. • Key dates: • Placement Team handover: Early Sept • Submit proposals: Early Dec • 2007’s achievements: • Number of PM’s recruited (2007 = 39) • Number of PM’s attending workshop (2007~10) • Number of Project Proposals submitted (2007 = 20) • EWB-UK Annual Conference • What will we do? • PM’s? • Mid Oct • PM Applications • Potential Project Manager fills online form • Each PM assigned to a placements team member • Early Oct Placements Team: -Manage tracking spreadsheet -Monitor tracking spreadsheet Documents required: Introduction to the Placements Scheme 1.7 Placement Proposal Form 1.8 Guidelines for Proposing a Placement Partner/EWB-UK agreement Form Volunteer/EWB-UK agreement Form Assign Projects to PMs Call from placements team member Check suitability – Make them aware of the responsibilities? Provide documents <5 days • Investigate Placement • PM assigned to a Partner organisation • PM defines project with partner organisation • Placements Team assists PM by checking proposals, and talking to PM’ • Oct - Dec • ‘Proposing a Placement’ Workshop • Intro to The EWB-UK Placements scheme • Proposing an EWB-UK placement (filling in the form) • ‘Contacting an NGO’ roleplay • November Placements Team: -Placements Team assists PM by checking proposals, and talking to PM Documents required: 1.7 Placement Proposal Form 1.8 Guidelines for Proposing a Placement Reports from previous placements Submit Proposals By email to Placements Team Mid Dec Placements Team: -Invite PMs -Coordinate with facilitators -Organise Venue Documents required: 1.7 Placement Proposal Form 1.8 Guidelines for Proposing a Placement 1.8 Workshop Presentation • Placements Team Progress Meeting • Phase 1 Evaluation • Phase 2 Planning • Late Dec

2. 2. Placement Selection • Recruit Project Reviewers • Online application form • Early Dec to Mid Dec Documents: Reviewers’ Role Description • Dates: • Dec - Feb 2008 • Summary: • Placements are screened by placements team, then approved by a selection panel. • Key dates: • Placement Selection Panel: Jan 27 • Project abstract prepared: Feb 2 • 2007’s achievements: • Number of projects selected (2007 = 19) • No of placements (2007=40) • Number of placement agreement forms signed (2007 = ?) • Screening • Each Project screened by 3 project reviewers • Mark projects against criteria • Summarise the screening results on 1 copy of the form • Those with 3 fails eliminated • Send results to PMs • By early Jan Documents: Project Screening doc Previous evaluations • Refine Proposals • PM responds to screening • Refined proposal sent to Placements Team • Team member marks the Form to show how the PM • has responded to comments • Send Screening form and Proposal Form to Coordinator • Deadline: Jan 20 Placements Team: -Coordinate panel meeting Documents: Collated screening doc Project Proposals Previous evaluations • Placement Selection Panel • Made up of: Placements Coordinator, Placements Trustee(s), A Branch President, 2 Development Professionals • Receive screening proposals and screening form • Based on criteria, decide which Projects to go ahead Coordinator lets team know results soon afterwards • Jan 27 • PM’s notified of results • Selected Projects with poorly performing PM’s should get new PM’s • Decision on who will be a PM for each project to be made at Feb 3 Meeting • Jan 28 onwards Documents: 2.7 Placement Abstract Form 2.8 Volunteer Role Description Form • Project Abstract and • Volunteer Role Description • Coordinator prepares with PMs’ assistance • Feb 2 • Project Agreement • PM sends project agreement Form to partner organisation for signing • Feb 3 onwards Documents: 2.6 Partner Agreement

3. 3. Volunteer Selection • Placements Team: • Coordinate Branch launches with • Branch presidents • Documents: • 3.7 Placement Summary Leaflet • 3.8 Placement Summary Poster • 3.9 Placement Launch Presentation • Branch Placement Launch training • Carried out by Placements Co-ordinator • Advise Branch presidents of how to launch the placements • Feb 2 • Dates: • Feb - Apr 2008 • Summary: • Volunteer applications are screened and then interviewed. • Key Dates: • Volunteer Applications: Feb 9 until Mar 9 • Interview Training: Mar 8-9 • 2007’s achievements: • Number of applications (2007 = ?) • Quality of Applications (2007 = ?) • Number of volunteer agreements (2007 = ?) • Placements Team Progress Meeting • Agree PM role description & allocations • Discuss criteria, requirements and method for screening and interviews • Choose interviewers (1 PM+ 1 Experienced Helper) • Invite Pat to help discuss? • Feb 3 Branch Placement Launches Feb Documents: 3.3 Volunteer Application Form/info pack 3.5 Placement Abstracts 3.6 Volunteer Role Descriptions Volunteer Applications (online) Feb 9 until Mar 9 • Volunteer Application Screening • Numerical grading Carried out by PM’s, Placement Team • & Other Trained EWB-UK Members (at own desk) • Each application screened by 3 people • Mar 9-14 • Placements Team: • Prepare content, alongside Pat (Case) • Coordinate venue, arrangements (Case) • Invite PMs (ALL) • Documents: • 3.1 Interview Training ppt (Case) Feb 2 • 3.2 Volunteer Specification (?) Feb 2 • 3.3 Volunteer Application Form (?) Feb 2 • 3.4 Feedback Form • 3.12 Interview Guidelines • Interview & Screening Training • For PMs and placements team • Run by EWB-UK & Pat over 2 days • Writing Volunteer Specifications • Explain Volunteer Application Forms • Screening Skills • Interviewing skills • Mar 8-9 • Shortlisting Meeting • Carried out by Placements Team only • Placements Team notifies the PMs of successful candidates • PM Notifies Candidates that they have an interview. • Sun Mar 16 • Placements Team: • Arrange interview panels membership • (Case) • Coordinate with PMs (Case) • PM’s • - Arrange interview venue • - Prepare experienced helper • Documents: • 3.11 Interview Invitation Email • 3.13 Rejection / Accept Email • Volunteer Interviews • Interview Panel (PM + experienced EWB-UK person + Development professional) • Placements Team identifies suitable interviewers and notifies PMs of their contact details • Organised by PM. • PMs notify Placements Team and successful applicants of result • Mar 29-30 & Apr 5-6 Volunteer Agreement PM sends volunteer agreement documentation to volunteer April 25 Grant Payment Summer: Total - £100 Year Long: 1st Payment Documents: 3.13 Volunteer Agreement Form

4. 4. Volunteer Preparation • Placements Team: • Prepare website groups for each placement • (Gerrard) • -Make arrangements for group/individual insurance • -Support PMs (ALL) • Professional Network Team: • -Support project mentors • Documents: • 4.1 EWB-UK Information for Placement Volunteers • 4.2 EWB-UK Placement Volunteer Official Letter • 4.3 EWB-UK Placement Volunteer Business Cards • 4.2 Volunteer Contact/Emergency Details Web Form • Dates: • April - June 2008 • Summary: • Volunteers meet project manager, attend training course and make preparations for the placement • Key Dates: • 2007’s achievements: • Attendance and feedback from training (2007 = ?) • Number of additional training sessions attended by volunteers(2007 = ?) • Completion of check-lists(2007 = ?) • Placement Briefing • Project manager & mentor meets with volunteers: • Introduction to EWB-UK & partner organisation • Explanation of project objectives • Explanation of significant risks/hazards • Discussion of pre-reading/research needs • Explanation of placement timeline • Introduction to website group • Briefing about insurance • Delivery of documentation • Before Training Session • EWB-UK Pre-Departure Training • Delivered by EWB-UK training team, covering: • Principles of effective placements • Safety: Risk assessment • Security: Professional security training • Health: In a developing country context • EWB-UK: The organisation, our requirements • Between 13-20 June • Research / Preparation • Carried out by volunteers, including, • but not limited to: • Country/Sector/Technical research • Visa application • Vaccination Placements Team: -Discuss content with training team -Coordinate arrivals, date, accommodation Training Team -Overall responsibility Documents: 4.3 Interim Report Web Form 4.4 Final report outline (.doc) • Further, Project-Specific Training • As required/available • Placements Team: • Coordinate with training team • (e.g. provide list of technical areas) • Training Team • -List available courses, reserve spaces Pre-departure checklist To be completed EWB-UK before placement begins June/July • Placements Team: • Monitor (ALL) • Documents: • 3.14 Pre-departure Checklist Web-Form

5. 5. Placement Monitoring • Dates: • June - Sep 2008 (June 2009) • Summary: • Volunteers carry out placement, continuous monitoring by EWB-UK - emergency and technical assistance procedures on call • Key Dates: • 2007’s achievements: • Number of Interim Reports completed & responded to(2007 = ?) • Response time to emergency/technical assistance request(2007 = ?) Volunteer Departure Monitor Country Security Project Manager checks news/ FCO website Progress Monitoring Interim Reports 1 & 2 PM available by email On-Call Placements coordinator holds emergency phone Emergency Assistance Technical Assistance Initiated by PM Assess help required Seek assistance from Mentor, PN, university • Placements Team: • Review practices of similar organisations • Risk assessment/contingency plans • in place • Contact and country details filed online • and at Humanitarian Centre • Documents: • 5.1 EWB-UK Placement Emergency Policy • Placements Team • Monitor, support PM • Professional Network Team • -Possible supply of experienced help Volunteer Return • Placement Team Handover • Introduce new team to old team • Present the team • Handover documents • Discuss timetable for the year • Discuss how to manage PM’s • Early Sept • New Placements co-ordinator • appointed • Meeting with Previous coordinator • ???

6. 6. Placement Evaluation • Dates: • Sep-Oct 2008 • Summary: • Placements are evaluated through written and verbal feedback. Internal and external reporting completes placements cycle 2007-8 • Key Dates: • 2007’s achievements: • Impact assessment of placements(2007 = ?) • Number of volunteers completing reporting requirements(2007 = ?) • Number of people attending debrief(2007 = ?) Complete Final Report Post online as word document Complete Evaluation Fill online form • Placements Team: • Coordinate event • EWB-UK Branch: • -Overnight accommodation • Research Team: • Possible attendance to suggest • future projects • Documents: • 6.2 EWB-UK Debrief Outline • 6.3 Interview Guidelines Documents: 6.1 Placement Evaluation web-form • EWB-UK Placements Debrief • To be attended by volunteer & PM: • Presentation • Interview • Group Discussion • Oct 11 & Oct 18 2008 Internal Reporting Overall report by placements coordinator: Impact assessment Partner assessment Lessons learnt Recommendations Digest of final reports published on knowledge website area External Reporting Press Release, project summaries, stories… to be written by publicity team Grant Payment Summer: £100 Process Review & Planning 2008-9 National Training Conference

7. Security Assessment Placement Selected Jan 19 1. What is FCO advice? 1a. No Warning 1c. Advises against ALL travel 1b. Partial Warning 2. Placements team Risk Assessment 2b. High/Very Risk 1a. Moderate/Low Risk 3. EWB-UK Board of Trustees Meeting April 4. Monitor advice periodically 3b. Approve 3a. Cancel 4b. Situation deteriorates 5. Trustee Committee: Placements Security Cancel/Recall placement 3a. Recall/Cancel