Guidelines - Responsible Exchange and Volunteering 2018

Under-staffing is a frequent challenge faced by small organisations. It is easy to under-estimate the demand that exchange (hosting or sending) places on the organisation and this can bring about detrimental outcomes to the good intentions. Some exchange platforms, such as the Engagement Global suit, have specific staffing requirements for practitioners. Seminars and trainers may be part of a network and it is important when engaging in an exchange format that you and your partner organisation explore what support mechanisms and funding are available and how you access these. Typically, an exchange project will require staff beyond the usual organisation’s compli ment. Exchange coordinators, mentors and possible extra support staff are likely positions you must consider. Their roles and responsibilities would likely require them to have good organisational skills, be socially competent and sensitive, have a good grasp of the organisation and its work and be able to problem solve. Clear roles must be attributed to these positions and participants must have clarity around the organisation’s staff support to their project.

Arrival and Orientation – Hosting

For many participants the trip may be their first experience of travelling alone and / or their first trip abroad. It is important that appropriate care on arrival is planned and implemented. The following minimum recommended requirements on landing is laid out below and it is suggested that the participant receives the “Welcome pack” immediately on arrival (at the airport). This acts as a security blanket for new arrivals and reinforces that they have come to an organized placement that is well prepared for them. Orientation to the project is the natural follow-on from arrival and should be carefully considered and planned.

“Welcome / Arrival Pack” on landing

i. Welcome letter – this is typically scan read by arrivals as they depart the airport. It is a short, personalized letter of welcome which includes details such as the name of the person who has met them, where they are going, who will meet them at the end of the drive and that person ’ s designation.

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