Quality Label Humanitarian Aid - Full Procedure

Scope

QUALITY LABEL FOR HUMANITARIAN AID VOLUNTEERING

WHAT IS THE QUALITY LABEL?

The Quality Label for Humanitarian Aid Volunteering certifies that an organisation is able to carry out high quality solidarity activities in compliance with the principles, objectives and requirements of the action ‘European Voluntary Humanitarian Aid Corps’. Obtaining this Quality Label is a precondition for participation only in volunteering activities in support of humanitarian aid operations.

WHAT ARE THE DIFFERENT TYPES OF QUALITY LABEL?

When applying for a Quality Label for Humanitarian Aid Volunteering, applicant organisations can choose one of the following roles:

• Support role - entails supporting, preparing and/or training participants before departure, mediation between them and their host organisations and/or providing support to participants upon return from their activity. The support role also entitles the organisation to submit project applications and coordinate partnerships for Humanitarian Aid Volunteering projects;
• Host role - covers the full range of activities related to hosting a Solidarity Corps participant, including the development of a programme of the young person's activities and providing guidance and support to the participant during all the phases as appropriate

HOW DOES IT WORK?

The Quality Label for Humanitarian Aid Volunteering is awarded following a selection process, involving three main stages: submission of application, assessment and award.

The applications for the Quality Label for Humanitarian Aid Volunteering can be submitted on a continuous basis (i.e. at any time) during the programming period, to the Executive Agency, which is the sole implementing body for this action. The applications will be evaluated at set intervals, according to an annual timetable, which is aligned to the timetable of the Humanitarian Aid Volunteering call for projects.

Applications will be assessed against eligibility, selection, exclusion and award criteria (for more information on the selection and exclusion criteria, see Part E of this Guide). Successful organisations will be awarded the Quality Label for Humanitarian Aid Volunteering. The Executive Agency will award this Quality Label and monitor compliance and may carry out periodical reassessments. The Quality Label will be valid for the entire duration of the programming period and until the end of the last project in which the organisation is involved.

In order to facilitate partner-finding and the setting up of project consortia, profiles of all organisations holding this Quality Label are published in a database of Quality Label organisations on the European Solidarity Corps Portal. To identify potential partners, partner searching tool on the Funding and Tender Opportunities Portal can be used.

Once awarded a Quality Label, organisations gain access to the European Solidarity Corps Portal where they are invited to advertise activities. Organisations have to make use of the European Solidarity Corps Portal's database to search for potential partners and participants. Information in the database is published as it is formulated in the Quality Label application form.

APPLYING FOR A QUALITY LABEL ON BEHALF OF HOSTING ORGANISATION - THE SIMPLIFIED HOST PROCEDURE

An organisation established in a programme country that applies for support role may also apply for host role on behalf of its branches located in non programme countries with which it shares the same legal personality (simplified hosting procedure). This procedure is designed to help larger organisations, with several branches located in different countries.

The applicant supporting organisation is accountable for the quality and safety of activities offered by simplified hosting organisation(s) on behalf of which it is applying.

WHAT ARE THE QUALITY STANDARDS?

The European Solidarity Corps guarantees high-quality volunteering activities, through the Quality Label process. Participating organisations must respect the following principles and standards:

• Equal opportunities and non-discrimination. Volunteers are to be selected in a fair, transparent and objective way, regardless of their gender, ethnicity, religion, sexual orientation, political opinion or disability. No previous qualifications, educational level, specific experience or language knowledge must be required. A more specific profile of the volunteer might be drawn up if justified by the nature of the tasks of the activity or by the project context. In order to promote inclusion, participation in volunteering activities must be free of charge for the volunteer, with the exception of possible contributions to travel costs (if the grant does not fully cover these costs). The activities should respect the principles set out in Article 9 of the UN Convention on the Rights of Persons with Disabilities.
• Avoidance of job substitution. Volunteering activities must not substitute traineeships or jobs, so that any adverse effect on potential or existing paid employment is avoided. The involvement of volunteers should complement the work of paid staff. They should not replace paid staff or undercut their pay and conditions of service.
• Avoidance of harmful activities. Security and safety of the participants, participating organisations and target groups must be ensured. Such security and safety should include appropriate clearance requirements for participants working with vulnerable groups in accordance with applicable national law. Volunteering activities should be implemented with due consideration for the impact of unforeseen circumstances such as environmental crises, conflicts or pandemics. The activities should respect the principles set out in the EU Guidelines for the Promotion and Protection of the Rights of the Child (https://ec.europa.eu/anti-trafficking/sites/antitrafficking/files/eu_guidelines_rights_of_child_0.pdf)
• Provision of high quality, easily accessible and inclusive activities. The volunteering tasks should enable participants to develop skills and competencies for personal, social and civic development. Particular attention will be given to the capacity of hosting organisations in third countries and the need to embed the activities of volunteers within the local context and to facilitate volunteers’ interaction with local humanitarian actors, the hosting community and civil society. The value and benefits of European Solidarity Corps volunteering should be recognised for volunteers, through validation of learning outcomes.
• Adequate training, working and volunteering arrangements. Safe and decent living and working conditions must be ensured for participants. The young people and the organisations must sign a volunteering agreement that will outline the rights and responsibilities of both parties and will include a well-defined set of volunteering tasks.
• “no profit”. In accordance with the Financial Regulation, beneficiaries must not derive any profit from the activities funded by the grants awarded. Furthermore, volunteering should cover the participants’ expenditure arising from participation in such solidarity activities but should not provide them with salaries or an economic benefit.

TASKS AND RESPONSIBILITIES OF ORGANISATIONS HOLDING A QUALITY LABEL FOR HUMANITARIAN AID VOLUNTEERING

In addition to complying with the above-mentioned principles, organisations implementing humanitarian aid volunteering projects must carry out specific tasks and responsibilities in order to ensure high quality activities. When applying for a Quality Label, organisations must be able to demonstrate their capacity to perform the tasks and take up responsibilities relevant to the role they are applying for, as outlined in the requirements below. This list is not comprehensive and, in some cases, the set of tasks and responsibilities may overlap between host and support organisations, without prejudice to the overall quality of the activity.

ORGANISATIONS APPLYING FOR A SUPPORT ROLE

Management • Ensure compliance with the European Solidarity Corps Regulation, in particular the articles and the recitals which concern the Humanitarian Aid strand

• Ensure effective coordination in cooperation with all other participating organisations;
• Prepare risk assessment/security procedures/evacuation plan;
• Carry out monitoring, reporting and evaluation in compliance with programme procedures
• Carry out dissemination and information activities.

Before the

activity • Ensure selection procedure in line with the principles for transparency and equal treatment;

• Select volunteers from the relevant pool of trained candidates;
• Ensure that the volunteer signs a volunteering agreement which includes at least the following provisions:

- Volunteer's role, title, duration and location of placement, and tasks to be performed;

- Duration of the contract, including start and end date;

- Performance management;

- Working conditions, including working hours and leave;

- Financial rights and obligations;

- Practical arrangements: medical checks; visa and work permits, relevant clearance requirements;

- Specific induction for participants working with children and vulnerable groups in accordance with applicable national law

- Expected conduct from the volunteer;

- Disciplinary policy and termination of volunteer status;

- Mediation mechanism;

- Responsibilities and policies applicable to security management and health and safety;

- Learning and development: training and induction, debriefing.

• Ensure that the volunteer receives support in carrying out language preparation (if applicable, support to carry out the online language course and assessment provided by the Commission);
• Identify learning needs and set learning objectives;
• Provide adequate preparation for the volunteers before departure, according to the individual needs and tailored to the specificities of the project, the activity and the host country and in line with the Training and Evaluation Cycle;
• Ensure that volunteers meet relevant clearance requirements, and undergo specific preparation, particularly for participants working with vulnerable groups in accordance with applicable national law;
• Ensure the participation of the volunteers in the pre-departure training session including security briefing;
• Ensure that the volunteers has pre-deployment medical assessment;
• Ensure that the volunteer is covered by the obligatory Insurance plan foreseen by the Corps;
• Ensure that the volunteer has all necessary visas and work permits;
• Ensure that the volunteer receives the European Solidarity Corps Info Kit;
• Make or facilitate travel arrangements to/from the country of deployment;
• Take necessary measures to ensure the security and safety of the participants;
• Designate support contact for the volunteer and stay in touch with the volunteer and the host organisation throughout the activity;
• To support the settlement and the transition of the volunteer;
• To provide necessary additional support to the volunteer and the hosting organisation;
• Ensure that the volunteer understands the terms and conditions of the insurance scheme;
• Provide support to the volunteers to reflect on the learning process and to identify and document their learning outcomes, through EU validation tools, in particular Youthpass, Europass or national tools.

During the activity

• Coordinate with the hosting organisations to ensure that the project is progressing as planned;
• To take part in the mid-term evaluation and final reviews;
• To provide mediation support in case of disagreement between the HO and the volunteer

After the activity

• Provide medical and psychological examination of volunteers;
• Provide support to help reintegration of the volunteer into the home community;
• Provide the volunteer with the opportunity to exchange and share experiences and learning outcomes;
• Encourage the involvement of the volunteer in dissemination and exploitation of results;
• Provide guidance regarding further education, training or employment opportunities;
• Ensure the participation of the volunteer in the annual European Solidarity Corps event.

ORGANISATIONS APPLYING FOR A HOST ROLE

Management • Ensure compliance to the European Solidarity Corps Regulation, in particular the articles and the recital which concern the Humanitarian Aid strand.

Before the

activity • Co-operate, as necessary, with the support organisation (coordinator) in preparing the activity and, in particular, the volunteers for their volunteering activities.

During the activity Learning, mentoring and support

• Ensure that the volunteer attends on-arrival training , including security briefing;
• Ensure organisation of mid-term evaluation;
• Ensure that the volunteer attends the full Training and Evaluation Cycle (if applicable);
• Offer to the volunteer the opportunity to carry out a well-defined set of tasks, allowing some of the volunteer’s ideas, creativity and experience to be integrated;
• Identify clear learning opportunities for and with the volunteer;
• Provide task related support, supervision and guidance to the volunteer through experienced staff;
• Provide support to the volunteers in their learning process;
• Support the volunteers undertaking language courses, if necessary;
• Identify a mentor who is responsible for providing to the volunteers:

- support to carry out self-reflection on the learning

- personal support

Volunteering living and working conditions

• Support the volunteers’ visa and work permit applications
• Ensure safety and security of participants in accordance with the approved procedures/evacuation plan;
• Provide adequate living and working conditions to the volunteer;
• Facilitate integration of volunteers in the local community and interaction with expatriate community;
• Ensure conflict prevention, mediation and well-being, including psychological support where necessary;
• Ensure that means of local transport are available for the volunteer;
• Ensure access to means of communication for contact with participating organisations and relatives;
• Provide due allowances to the volunteer.

After the activity • Provide final performance review and debrief to the volunteer;

• Follow up and evaluation of the action with the support organisation immediately after the voluntary activity is completed;
• Contribute to impact and dissemination of result phases and support the final evaluation of the project.

WHAT ARE THE CRITERIA USED TO ASSESS THE QUALITY LABEL?

ELIGIBILITY CRITERIA

Eligible organisations Quality Label for support role - any organisation legally established in a programme country.

Quality Label for host role - any organisation legally established in a non programme country

An organisation established in a programme country that applies for support role may also apply for host role on behalf of its branches with which it shares the same legal personality.

Groups of young people are not eligible.

Duration The whole duration of the programming period, 2021 – 2027, subject to periodical reassessments which may be carried out by the EACEA

When to apply? Applications can be submitted on a continuous basis. Organisations willing to take part in Humanitarian Aid Volunteering projects under the 2022 call must submit their application for Quality Label by 22 September 2021 at 17:00 (Brussels time).

Where to apply? To the Education and Culture Executive Agency

via

Funding & tenders (europa.eu)

Call ID: ESC-HUMAID-2021-QUAL-LABEL

Topic ID : ESC-HUMAID-2021-QUAL-LABEL-FP

Other Criteria A declaration of honour signed by the legal representative must be annexed to the application form.

AWARD CRITERIA

The awarding of a Quality Label is subject to an assessment of the capacity of the organisation to ensure the relevant tasks and responsibilities, which are mentioned above. The following award criteria will be used to assess applications.

ORGANISATIONS APPLYING FOR A SUPPORT ROLE

Relevance The extent to which:

• the organisation’s motives for participation in the European Solidarity Corps are convincing and clearly explained
• the organisation’s objectives address issues relevant for the objectives of the European Solidarity Corps
• the organisation’s activities and its experience relevant for the humanitarian aid field and have a strong solidarity dimension
• the organisation demonstrates commitment to the humanitarian principles of humanity, neutrality, impartiality and independence, as well as with the 'do no harm' principle

Quality of measures The extent to which the organisation respects the programme quality standards by:

• carrying out activities that respond to humanitarian aid needs and provide tangible benefits to target groups and local communities
• ensuring that security, health and safety of participants are guaranteed and any risks concerning the proposed accommodation and work placement are properly tackled
• taking necessary measures to respect the avoidance of harmful activities principle
• ensuring adequate practical and logistical arrangements
• ensuring adequate mentoring support for participants
• ensuring adequate personal support for participants, including conflict prevention and mitigation measures and psychological support
• taking adequate measures to ensure appropriate living and working conditions for the volunteers
• avoiding job substitution, routine tasks and tasks with low learning impact
• promoting environmental sustainability and responsibility and incorporating sustainable and environmental-friendly practices in activities
• making use of digital tools and methods to complement and improve activities

Organisational Capacity The extent to which:

• the organisation has demonstrated the ability, capacity and commitment to allocate appropriate resources to manage the European Solidarity Corps activities in accordance with applicable quality standards, in particular the safety and security standards for the Humanitarian Aid Volunteering
• the organisation has proposed appropriate steps to ensure continuity of activities in case of organisational changes
• the organisation demonstrates a good approach towards working with partners
• the measures for assuring the sustainability of the planned activities are of appropriate high quality
• the organisation ensures quality project management, including proper communication and coordination measures with other support or host organisations
• the measures aimed at disseminating the outcomes of the activities within and outside the participating organisations are appropriate and of high quality
• the measures for monitoring and evaluating the activities are appropriate and of high quality.

ORGANISATIONS APPLYING FOR A HOST ROLE

Relevance The extent to which:

• the organisation’s motives for participation in the European Solidarity Corps are convincing and clearly explained
• the organisation’s objectives address issues relevant for the objectives of the European Solidarity Corps
• the organisation’s activities and its experience relevant for the humanitarian aid field and have a strong solidarity dimension
• the organisation demonstrates commitment to the humanitarian principles of humanity, neutrality, impartiality and independence, as well as with the 'do no harm' principle

Quality of measures The extent to which the organisation respects the programme quality standards by:

• carrying out activities that respond to humanitarian aid needs and provide tangible benefits to target groups and local communities
• ensuring that security, health and safety of participants are guaranteed and any risks concerning the proposed accommodation and work placement are properly tackled
• taking necessary measures to respect the avoidance of harmful activities principle
• ensure adequate mentoring support for participants
• ensuring adequate practical and logistical arrangements
• ensuring adequate mentoring support for participants during the activity
• ensuring adequate personal support for participants, including conflict prevention and mitigation measures and psychological support
• taking adequate measures to ensure appropriate living and working conditions for the volunteers
• avoiding job substitution, routine tasks and tasks with low learning impact
• promoting environmental sustainability and responsibility and incorporating sustainable and environmental-friendly practices in activities
• making use of digital tools and methods to complement and improve activities

Organisational capacity The extent to which:

• the organisation has demonstrated the ability, capacity and commitment to allocate appropriate resources to manage the European Solidarity Corps activities in accordance with applicable quality standards, in particular the safety and security standards for the Humanitarian Aid Volunteering
• the organisation has proposed appropriate steps to ensure continuity of activities in case of organisational changes
• the organisation demonstrates a good approach towards working with partners
• the measures for assuring the sustainability of the planned activities are of appropriate high quality
• the organisation ensures quality project management, including proper communication and coordination measures with the support organisation
• the measures aimed at disseminating the outcomes of the activities within and outside the participating organisations are appropriate and of high quality
• the measures for monitoring and evaluating the activities are appropriate and of high quality.

MONITORING, REPORTING ADN QUALITY ASSURANCE

CHANGING/UPDATING THE QUALITY LABEL

The organisations holding a Quality Label for Humanitarian Aid Volunteering must notify the awarding body of any changes in their organisation that should be reflected in their Quality Label.

MONITORING AND CHECKS

The Quality Label will be periodically reassessed. The Executive Agency may carry out regular or ad hoc monitoring visits to verify that the organisations holding a Quality Label still meet the quality standards.

TERMINATION

In cases of serious underperformance, failure to comply with Executive Agency’s instructions and deadlines or repeated violations of the Programme rules, the Quality Label can be withdrawn. The Executive Agency will give due consideration to each case of non-compliance and will prompt the organisation well in advance to allow enough time to take corrective measures.

In addition, the awarding body may terminate a Quality Label if the organisation ceases to exist.