Guidelines - Responsible Exchange and Volunteering 2018

Each member of the partnership will have its own operational plan which is linked to the delivery of the project design (logframe). The operational plan must be shared and understood by all the key role-players in the exchange for a seamless and powerful exchange experience from pre-placement, through project placement and into the alumni network space. Some partnerships will want to include a risk analysis as part of the operational plan. This is recommended as it ensures that both partners have carefully considered the risks associated to their roles and responsibilities in the exchange partnership and these risks have been mitigated where possible or suitable mechanisms (contingency plans) to deal with the risks have been put in place.

Community of Practice – It is important to recognise the value of operating in a ‘community of practice’. In this way organisations working in a similar field can share experiences and lessons learnt through networks and collaborative platforms. This enables the sector to grow and adds weight to collective ‘voice’ of the sector which ultimately should leverage further support and investment into youth exchange and volunteer service programs. In the spirit of ever- evolving collectively towards ‘best practice’, take the opportunity to share the findings and reflections of your monitoring and evaluation processes through your network platforms.

Legislative requirements for host and sending partners to consider – it is suggested that these are covered in the operational plan.

Insurances related to the business (public liability and vehicle / passenger liability cover) – There are very specific legislative requirements that must be adhered to in terms of insurance as a “business” and must include public liability insurance. In the case of transportation, you must have the legislated cover to transport passengers. It is important to remember that exchange involves a money transaction, and this brings with it specific additional considerations for a practitioner such as vehicle certificates of fitness and professional driving permits (PDP) to transport participants.

Click “ Transportation ” or see pp 38 for further details related to vehicles and transportation.

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