Terms and Conditions

between Egyesek Youth Association and sending organisations

This document is the basis of the cooperation between the receiving/coordinating and the sending organisation aiming to realize a high-quality European Solidarity Corps project. Parties agree to all terms declared below, they completely understand its content and commit themselves to follow them.

General responsibilities and tasks of the Parties

All Parties (Sending, Receiving and Coordinating organisations) acknowledge and agree that they are all equally responsible for carrying out the Project based on:

• the application,
• Contractual guidelines given by the National Agency of the Coordinating organisation,
• applicable laws of the coordinating and receiving organisation countries.

Therefore, the Internal Partnership Agreement declares the responsibilities, financial divisions and roles of the Parties.

Coordinating/Host organisation's specific responsibilities and tasks:

• Supervise the activities of the Project as it is demanded by the Contract

• Inform the National Agency in case there is a change in any of the Coordinating organisation’s or Partners’ or related other partner organisations’ data, such as: name, address, legal representatives or legal, financial, technical, organisational, ownership status. As well, if there is any event which may change, delay or have an effect on the realization of the Project and the Coordinating organisation is aware of it,

• Responsible for providing all information and documents which the National Agency requests. In case the National Agency needs document(s) from the Partners it is the responsibility of the Coordinating organisation to collect and examine them before sending them to the National Agency,

• Ensures eligible payments are done without unjustified delay,

• Coordinating organisation completes payments by bank transfer and keeps all necessary documentation, receipts for later checks,

• Responsible for providing all necessary information and documentation in case of financial, monitoring, audit or any other inspections.

   

  Sending organisation's specific responsibilities and tasks:

  1. Inform the Coordinating organisation within 72 hours if:

• any circumstance(s) occurs which may cause delay or has a significant effect on the Project realization and these circumstance(s) are known by Partner(s),

  2. Provide documents demanded by the Contractual guidelines within 72 hours:

• reports, financial data or other documents which are needed for the quality realization of the Project,
• all original documents in case of request related to inspection, monitoring or audit checks by any of national or international authorized institutions (National and Executive Agency, OLAF, National Ministries etc.),
• any other information declared by Contractual Guidelines or requested by authorities.

Communication between Partners

Receiving and sending organisations agree to assign contact persons who are in charge of smooth, prompt and quality communication. The contact persons are obliged to follow these rules:

• report in case of changing the contact details (person, address, phone, e-mail, skype) within 72 hours,
• contact if participants withdraw from the project within 24 hours,
• reachable through post, phone, and e-mail
• short reminders or clarifications can happen also through other tools like chat or phone call 
• able to respond within 72 hours mainly through e-mail,
• provide a replacement who can respond within 72 hours, in case the original contact person is not available,
• use of official logos and connected texts of the parties and European Commission following the contractual guidelines

In case of violation of these rules, both party has the right to make a reminder, if there is no response after the reminder:

• Receiving/Coordinating organisation has the right to change partners,
• The sending organisation has the right to quit the project.

Support for the participants

Sending organization: 

• Informing volunteers about the ESC portal and supporting them in registering to the database 
• Discussing with volunteers if any support, assistance etc. is needed and informing the coordinating organisation accordingly 
• Support in travel, visa and residence permit arrangements, following the reimbursement rules declared in this document,
• Ensure that participants have proper insurance. Ensuring volunteers have valid EHIC card in case they are eligible, in case not, inform the coordinating organisation the volunteers need a full coverage Henner.
• Undertake to provide adequate preparation to the participants informing about the content and practical aspects of the project in at least 1 individual pre-departure meeting. 
• While preparing introduce and give information about the following things: ESC principles, ESC info kit, values of volunteering, administrative procedures during the project.
• Available during the project in case participants or Receiving organisations need support,
• Organize at least 1 personal follow-up meeting where the reintegration of the participants is supported and the results are evaluated,
• Upon request provide documentation about the personal preparation and follow-up meetings,

• Share on sending organization's social media (web page or social media) one artical or post made by the volunteers about their 

   

  Coordinating organization 

   

• Provide complete information about content and programme, dates, contacts, accommodation, food, travel, etc,
• Organize high-quality activities complying with the grant application, contracts and applicable law,
• Ensure professional implementation by assigning experts to carry out the program elements,
• Apply safety measures in case of emergency,
• Provide decent living and working circumstances,
• Involve participants in the visibility and dissemination of the project,
• Preparing the Volunteering Agreement to be signed by the volunteer and the host organization. (Sending organization does not need to sign the Volunteering Agreement in case there is existing Internal Partnership Agreement between the organizations)
• Sending the offer on the ESC portal to the volunteers
• Enrolling volunteers under HENNER insurance on the Beneficiary Modul latest 14 days before the activity starts (Volunteers from EU countries must have their EU health insurance card. In justified cases when volunteers are ineligible to obtain EHIC card, the hosting organization requests full coverage from Henner)
• Providing mentor to the volunteers who supports reflection and learning journey 

Visa and/or residence permit procedure

Parties acknowledge that the visa procedure has to be done on time since it can take even 2 months to obtain the visa and/or residence permit.

Sending organisation:

• provide up-to-date information for the participants about the visa process and national specifications,
• send a copy of the ID or Passport of the participant to the receiving organisation to create the invitation letter,
• give a list of needed documents to the participant and the host organisation,
• create sign, and stamp documents in case it is needed,
• help to make an appointment with the relevant institution,
• contact relevant institutions to support the process.

Receiving / Coordinating organisation:

• send obligatory documentation to the participants in English, signed, stamped, scanned and if it is needed by post (invitation letter),
• send additional documentation upon request in English signed, stamped, scanned and if it is needed by post (support letter, copy of grant contract, land register paper, premises contract, certificate of residency, Volunteer Agreement etc.),
• upon request provide Hungarian versions of the documentation
• contact relevant institutions to support the process.
• upon arrival reimburse the cost of Vis and visa related travel

Travel reimbursement

• Travel reimbursement will be done by the Coordinating organisation when the following criteria are fulfilled:
• All original travel documents have been uploaded digitally before the agreed deadline,
• Bank details are provided by the participant,
• Online evaluation generated by the Beneficiary Module is completed by every participant,
• The coordinating organisation makes the transfers directly to participants. The final total amount for travel reimbursement depends on the exchange rates that the involved banks are applying.
• For detailed information please read our travel reimbursement guide here: Travel reimbursement guide

Payment arrangements 

• Allocating to the sending organization 30EUR/month for the preparation and guidance given to each volunteer.
• The sending cost is transferred at the end of mobility of the volunteer and when the supporting report is filled and sent to the coordinating organization 
• The sending cost is transferred to the sending organization bank account if it fulfills its responsibilities and carries out the activities described above. 
• In case some of the meetings do not happen or the report is not filled, the sending costs are reduced by 50EUR for each missing meeting. 
• Any amendment to the agreement shall be done in writing. 

Disclaimers

Both organizations undertake that the information provided concerning the volunteer will remain confidential and will be only held on the internal database restricted to the organization use. Access to this information is limited to the organization's staff with a genuine and essential need to have such access and will not be available to other persons unless given permission. Upon confirmation of the volunteer, the information will be communicated to the ESC online tools, clearly guided by the ESC privacy and data security policy.

Partner organisations are confirming that they have read and understood the rules above and they commit themselves to follow them, including the Travel Reimbursement Guidelines.