A guide to coordinating international volunteers

Aims of the tool

This guidebook aims to support youth workers and organisations in providing quality management of international volunteers and enriching their learning experience in a non-formal setting. You will find practical information, administrative tips, useful tools, and various case studies to contextualise the topics discussed.

The information and advice you will find in this guidebook are written under the context of the European Solidairty Corps programme but most of which is applicable or can be adapted to all volunteers, regardless of the programme.

No matter if you have years of experience in working with international volunteers or if you are just starting preparations for your first volunteer - this guide has been written to support you and to enhance the volunteer’s experience.

Description of the tool

There are six sections in the guide, each providing advice, tools and personal experiences. These are stand alone sections that you can navigate to directly, or read through in succession. At the end of the guide there are also a range of associated tools that can be adapted, printed and used in your own organisation.

1. Introduction to international volunteering

2. Administrative tips and tricks
• Essential administration: before, during and after mobility
• Compiling the volunteer’s personal data
• Protocol for obligatory documentation in the hosting country

3. The role of the sending organisation
• Selection process
• Pre-departure preparation of the volunteer

4. Transversal collaboration between sending & hosting organisations
• Providing integrated and coordinated support
• Inclusion of youth with fewer opportunities, special needs or NEET

5. The role of the hosting organisation
• Individual support
• Group support
• Youthpass
• Group reflection meetings
• Partnering up with the local community to integrate volunteers

6. Crisis management
• Support in personal crisis
• Register of communications
• Volunteering in a crisis situation

This guidebook has been developed as part of an Erasmus+ funded project called “Rise in Quality”, a collaboration between four partner organisations across Europe: Association for promotion of IT, culture and coexistence (IKS) from Croatia, Pistes Solidaires from France, Association Mundus from Spain and Replay Network aps from Italy. All partners have a rich experience in working with international volunteers, they have implemented a number of international projects and have experience in supporting volunteers as sending and hosting organisations.

Through years of experience, project partners have developed some tools and methods to ease their work with international volunteers. Through this guidebook and the platform “Essential toolbox for volunteers” found at riseinquality.eu we wish to share our knowledge, expertise and ready to use tools in hope of raising the quality of volunteer support throughout Europe.