Checklist for Group Leaders/ Youth Workers and Youth Involved in Organising the Youth Exchange

The checklist is broken into three sections:

I. Preparing for the Exchange

II. On the Exchange

III. Evaluation and Monitoring

I. Preparation for the exchange

Partner finding

Check out the legitimacy of the partner group
Try to match interests and ethos of two organisations
Use a specimen ‘common agreement’ to help develop a contract or agreement between the two organisations – aims, objectives, activities, role of leaders etc. Agreement should include a commitment to the safety and welfare of the young people

Accommodation

In the planning stage check out the proposed sleeping arrangements for participants
Check out health and safety issues in relation to accommodation
Check out the centre on the planning visit and ensure that it is approved to acceptable standard.
Single gender dormitories are essential for under 18
Ensure that group leaders accommodation is appropriate
All group leaders to have a rooming list
Have a clear contract with accommodation providers

Recruitment and Training

Ensure you have written approval of parents/guardians for those under 18.
Ensure you have adequate and appropriate insurance for all stages of the activity;
Participant details form – clarify level of information required. How will information be used? What level of confidentiality?
Selection process for young people should be open and transparent.
Ensure a good training and preparation programme for young people – should include the development and agreement of contract and ground rules for all participants. Training should also include information on cultural awareness, safety and wellbeing, relationship building.
Give participants an information pack including a ‘help me’ card.

Leadership

Appoint a key group leader (the buck stops here!)
Ensure that group leaders are appropriately qualified for certain activities (rock climbing, water sports etc)
If recruiting group leaders from outside the organisation they must complete an application form.
Ensure gender and age appropriate balance among group leaders.
Group leaders to be given clear roles and responsibilities
Group leaders should understand and respect the participants
Group leaders to be made aware of their duty to care and what this means
At least one Group leaders should have first aid training

Programme

Plan de-briefing sessions daily with the young people and the participants
For the unstructured programme – ensure there are some boundaries and that it is monitored
Ensure that there is a clear schedule for Group leaders including responsibilities and time off

Emergency procedures

Have clear emergency plans to include 24/7 contact details for host and home country, emergency procedures if you need to evacuate, have an emergency fund, know where participants and Group leaders are at all times
Have a back up plan if the programme needs to change for any reason
Bring a medical kit with you

Tools for planning

II. During the Exchange

Documents to bring with you

Details of Insurance
Participant details (application forms)
Copy of programme
First Aid certificate (if a Group leaders is qualified)
Group contract
Contact details
Tickets
Accommodation details
Child Protection policy (own country). Whichever country’s policy is most stringent – go by that one

Support system

Have a clear system of support for participants
Support system for Group leaders. Supporting each other
Sending and hosting organisations to each have a designated contact person in case of emergency
Funding agency contact details if necessary

Orientation on arrival

Host to organise orientation meeting which will include the following:

Welcome
Practicalities and logistics
Programme introduction
Cultural information
Contact details
‘Help me’ card
Responsibilities
Group contract
Awareness and understanding of home sickness
There should be one central information point for participants displaying information

Tools for orientation

Group leaders

Leaders to have a common understanding and position on certain issues – particularly in emergency situations
Leaders should meet daily
Clear responsibilities for leaders
Support system for leaders
Leaders should know where participants are at all times – even in free time
Leaders to have a good system for keeping records
Should have a good, open and ongoing relationship with the young people.

Handling Child Protection Issues

Take it seriously
Remove the child where appropriate
Contact designated person
Use emergency contact numbers of hosting and sending organisation
Take recommended steps as per child protection policy (refer to policy in own country and host country)
Keep participant informed
Where appropriate, contact law enforcement agency
Ensure support for leader dealing with issue

Involving the participants

Ongoing consultation and monitoring with participants
Be clear around the ground rules and consequences if not adhered to
Regular reports from participants about accommodation and food
Young people to keep a journal of the exchange – this can be shared with leaders

III. Monitoring and Evaluation

Systems for monitoring and evaluation should be developed prior to the exchange and agreed with the hosting organisation where appropriate
Monitoring and evaluation should be carried out with the young people, the Group leaders, the hosting and sending organisations
If expectations and ground rules are clear at beginning, it is easier to monitor progress and difficulties
There should be daily evaluations with the participants and the Group leaders
Leaders should have daily meetings to review the programme
Participants should keep a journal of the exchange
Have an evaluation box where participants can post comments whenever they like
Use creative forms of evaluation
Carry out a full, final evaluation – ‘warts and all’. Evaluation should be a real exercise for learning from.
Make sure you have a system for keeping records and reports during the exchange.

Version: 2023