Guidelines - Responsible Exchange and Volunteering 2018

Beyond the host and sending partnerships, organisations and exchange practitioners should be aware that there are several other partnerships and networks within and across the exchange sector which enable opportunities, provide guidance, oversight and support to the sector and aim to enhance quality, consistency and meaningfulness of exchanges. ii. Memorandum of Understanding – the MOU lays out the detail around the understanding between the partners. The MOU provides a mechanism for the partners to clearly define: ▪ intent of the partnership – shared aims and objectives ▪ selection process for participants ▪ mechanisms and criteria by which projects are selected, monitored and evaluated ▪ role of volunteers in the organisation ▪ responsibilities of the partners MOU templates are available on-line to guide your process. iii. Communication plans are vital to healthy relationships/partnerships in exchange. I. Operational communications – who in each organisation is tasked to communicate what. II. Reporting – collaboration and clarity on who in each organisation reports on what, how frequently, to whom and who is copied on reports to be agreed by partners III. Outward facing communications – partners should agree on what should, and what should not be communicated. Include mechanisms in the plan to assist in defining or working through sensitive aspects in order to protect both partners. IV. Sales and Marketing – Each organisation will adhere to the agreed principles of the communication plan which will detail branding, logo use, press releases and use of photos and it is suggested that the following platforms are dealt with in the plan:

Websites

Trade shows

Social media platforms

Word of mouth

Print brochures Magazine articles Radio / Interviews

Government channels Exchange platforms

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