final minutes gbv-4 incl all annexes

8/9/2019 Final Minutes GBV-4 Incl All Annexes

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MINUTES – GB Meeting - GBV-4, July 2010

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Meeting of the Governing Body (GBV-4)

3rd – 4th July, Berlin

In attendance: Richard Royal

Ville Vasaramäki

Jonas Dreger

Martin Getz

Tapio Schrey Jan-Philipp Beck, EYP/SF Executive Director, representing André Schmitz

Excused: André Schmitz

Christopher Tripp

EXECUTIVE SUMMARY

The GB,

• welcomed the mid-term results of the first strategy cycle. In particular the priority on training

is well-implemented. The GB looks forward to the rest of this year’s strategy cycle and has

started the strategy cycle for 2010/11 with the 2nd Strategy Summit with Alumni.,

• discussed the NC awards and decided to look into fine-tuning the award system. The GB

congratulas EYP Germany, Finland and Poland as this year’s award winners.,

• adopted and action plan for EYP at school aiming at improving our EYP at school efforts and

spreading it to more NCs,

• adopted a policy on training in EYP setting up EYP’s Pool of Trainers and requiring that inthe future IS boards have training experience,

• welcomed and discussed the report of the Executive Director,

• gave the “Green Light” to the Lviv International Session,

• adopted the selection timeline for the Extraordinary International Session in Lillehammer,

December 2010 (see all key dates below on page 8).

• Decided on the appointment of Ville Vasaramäki as Project Manager in the EYP office. Ville’s

place on the GB will become vacant in August and will be filled with an extraordinary BNC

election.

The GB draws the attention of BNC and alumni to the following policy proposals it has adopted. BNC and

Alumni consultation ends three weeks after the publication of these minutes. The GB




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• amended the policy on fulfilment of basic duties at International Sessions to hold entire IS

boards responsible for handing in the evaluations of the chairs team. This gives more responsibility

and leadership to IS Boards in ensuring officials fulfil their basic duties at International Sessions,

• adopted a policy proposal giving national/regional session presidents the right to recommend

journalists to become journalists at International Sessions




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FULL MINUTES

1. Agenda

The agenda was approved.

2. Current issues

a) Bids for International Session in spring 2012

The GB encouraged National Committees to file bids for hosting the International Session in spring

2012. The bidding documents have been circulated via the BNC list. The deadline for submission is

July 15, 2010.

b) Report from the BNC meeting

The GB congratulated the BNC for a successful meeting in May in Berlin. The GB members present

reported that the meeting was productive. It was emphasised that the BNC should more often look at

the possibility of hosting its meetings in Berlin since this offers more working time than the meetings

at International Sessions.

The GB congratulated the new BNC coordinators, Federico Fasol (coordinator) and Robert

Torvelainen (deputy coordinator) for their election.

The GB welcomed the productive discussion on its policy proposal (training) and acknowledged the

BNC’s decision to dismiss the strategy working group’s proposal on a “blue light” system for national

and regional events.

3. GB portfolios: updates and next steps

a) Alumni

The GB exchanged views on the feasibility of the establishment of a separate alumni organisation for

the EYP. It came to the conclusion that such an organisation would not be necessary at this stage and

that the matter should be discussed again in the future.

b) Strategy and organisational development

On a general note, the GB noted that the implementation of the strategic aims is moving forward.

Some work remains to be done to conclude the first strategy cycle. At the same time, preparations for

the new strategy cycle have begun. For illustration purposes, see Annex 1 for the guidelines of the

strategy process..

Strategy at the BNC:

At the BNC meeting the National Committees reported on the implementation of their strategic goals

and also shared good practises. The GB welcomed this productive exchange and thanked the BNC

and the BNC strategy steering team (Cecilia Pellosniemi, Federico Fasol, Kerstin Matthias, Jonas

Dreger and Tapio Schrey) for their good work.

Strategy Summit in Berlin, 26 June 2010:




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The summit was attended by 25 alumni, 70% of whom were young with little experience in EYP

which led to very interesting and fruitful discussions. The working groups focused on the dialogue

with decision-makers, quality and green EYP. The strategy papers should be online within 14 days.

c) National Committees

i. NC Awards

For the first time, NC Awards were given out to National Committees at the Annual Summer Party of

the EYP on June 26, 2010. The following awards were given:

Environmentally Friendly NC of the Year - Germany

Reasoning of the panel: The panel appreciated the commitment to recompense officials for offsetting

Carbon particularly alongside a holistic approach to planet friendly policies.

Award for the Best Development Strategy – Finland

Reasoning of the panel: EYP Finland is a reflective and forward thinking organisation with a clear focusfor development. An inspiration to the wider EYP community.

Best NC Event - Germany

Reasoning of the pane : A model of German efficiency, but striking and encouraging was the use of

overviews by the Chairs team. Strong accommodation and well organised, well done.

Innovative NC of the Year - Poland

Reasoning of the panel: To be commended for taking a utterly different approach to an EYP session and

thus seeking to offer an alternative path of development for our organisation.

Overall NC of the Year Award - GermanyReasoning of the panel: EYP Germany is strong across all areas, EYP Germany provides the benchmark

for all NCs to aspire.

The GB congratulates everyone that participated. . Richard will make a proposal to the BNC on how to

ensure the best implementation of the NC awards process in the future.

ii. EYP at School

Several National Committees have taken the initiative to engage in organising EYP events of different

formats which, among other benefits, reach out to disadvantaged groups.

The GB very much welcomes these initiatives and would like to support them with coordination,communication efforts, as well as with offering trainings and facilitating the exchange of good

practise.Therefore, the GB adopted an Action Plan proposed by Ville (Annex 2). The implementation

timeline and financial plans are to be further detailed before final approval.

d) Training

i. Training for EYP Trainers to be organised

The GB welcomed the organisation of a “Training for EYP Trainers” that is to take place in Finland

from July 18 – 25, 2010. The 22 participants are coming from 14 different European countries and will

acquire essential training competencies. The GB expressed its thanks for EYP Finland for hosting thetraining course. The GB also noted the great work by Henna Tahvanainen for being the leading




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organiser for the course as well as her continuous efforts for developing EYP Trainings in the field of

journalism and editing.

ii. Policy on training

Following the consultation of Alumni and the members of the BNC, especially at the meeting in May,

the GB adopted the policy on training. With this policy, a pool of EYP trainers is created, theinstitution of an EYP Academy is established and a requirement for IS boards to have training

experience is introduced. The GB has taken the points of discussion from the consultation period into

account. In this regard, section B III. was changed (training competence of IS Boards). Contrary to the

original proposal, from 2012 it will only be required that two board members have training experience

but not the President of the session. See the full policy (Annex 3).

e) Teachers

With the end of the school year the “EYP Teachers” received a communication from the Governing

Body updating them on developments in the EYP and also reiterating the possibility to run in the

elections to the Governing Body.

f) Human resources

i. Feedback for chairs from delegates at the International Session

Providing the officials team in Frankfurt is in agreement, delegates would have the chance to submit

a standardised evaluation on their chair. This data shall have no influence on future selections and

will not be made available within the EYP network. This practise would be analysed following the

session for its useful application in future sessions.

ii. Policy proposal: amending the policy on the fulfilment of basic duties as an officialMany officials at International Sessions, including session presidents, still fail to submit their

evaluations on time which is a severe problem for the fairness of the selection process. In the last two

years, only 1/3 of the evaluations of the chairs were handed in on time. The GB therefore proposes to

amend the existing policy on “the fulfilment of basic duties”. The aim is to hold entire session boards

accountable for handing in the evaluations of the entire team of chairs. See the full proposal (Annex 4).

The consultation period begins with the publication of these minutes and ends three weeks later. .

iii. Policy proposal: evaluations from National/Regional events

Following the intense discussion with alumni during the 2nd Strategy Summit and on other occasions,

the GB proposes that in the future Presidents of national/regional events may also recommend

journalists to become journalists at International Sessions. See full proposal (Annex 5). Theconsultation period begins with the publication of these minutes and ends three weeks later. .

iv. Cover sheet for Tromsø recommendations

As agreed at the last meeting of the GB, all recommendations submitted by officials from the

International Session in Tromsø will include a cover sheet that explains the special nature of the

session, i.e. very little attendance and changed programme due to the volcanic ash cloud preventing

the vast majority from travelling to Tromsø (Annex 6).




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g) Public and Institutional Relations

i. Participation in Commission consultations

Jonas introduced the possibility for the EYP to submit its resolutions as contributions to the

consultations of the European Commission. The GB greatly welcomed this idea. The office will

monitor the consultations and – if appropriate – submit EYP contributions as well as forward theresponses back to the EYP community.

The GB acknowledges that the charter stipulates that EYP is ‘non-political’. The GB interpretsthis in the understanding of ‘political advocacy’, because EYP is not apolitical. Its content ispolitical and it provides a forum for political debates. It invites politicians to listen to its debates,it shares its resolutions with the European Parliament, and it provides a forum for individualalumni to share their opinions with politics, for instance via the annual think tanks which work for EU presidencies, Commissioners or other high profile decision-makers. Participating inCommission consultations would be a logical continuation of this practice.

h) Academic quality

The feedback in the CAT for the session in Frankfurt was very positive. The GB congratulates the

organising team and the President Krista Simberg as well as the chairs and editors team on the good

work.

The GB thanks Jonas for preparing a new presentation on the EU as well as for preparing other

documents (i.e. on the functioning of the evaluation, recommendation and feedback system) to be

used for GB presentations at the CAT. The CAT concept is to be amended to make sure future GB

members are aware of their duty to make those documents available to participants and to update

them regularly.

4. Report of the International Office

The GB welcomed the report submitted by the EYP/SF Office.

International Sessions

ι) ι) ι) ι) Tromsø ‘10

The GB expressed its thanks to Kristine, Bent and Rune for their great cooperation and good

negotiating in the follow-up of the Tromsø International Session.

ιι) ιι) ιι) ιι) Frankfurt ‘10The GB welcomed the great work of the Frankfurt team. The session is now fully funded and

preparations are going well. Topics are allocated and the delegates have received their preparation

kits. The preparation kit was finalised on time due to the good work of the officials team. The EYP can

expect a great summer session.

ιιι) ιιι) ιιι) ιιι) Lviv ‘10

The GB noted the good progress made by the team. Almost all venues have been confirmed and some

national funding initiatives have been successful.

The Schwarzkopf Foundation was successful in securing a 40,000 € grant for the session from the

German Ministry of Foreign Affairs. Hence, the session was given the “Green Light”.

The delegates invitation has gone out and NCs are encouraged to ensure swift circulation amongsttheir delegations.




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ιϖ) ιϖ) ιϖ) ιϖ) Lillehammer ’10

The GB noted the great progress of the organising team in securing venues and developing the

programme.

The office will ensure that Tromsø delegations are reminded of the possibility for them to take part,

and otherwise inform NCs about the opportunity to send delegates to Lillehammer.

The session will be called “Extraordinary International Session of the European Youth Parliament” inorder to give it a proper title whilst not interfering with the already-published and established

numbering of planned International Sessions.

ϖ) ϖ) ϖ) ϖ) Athens ’11

The team in Athens has made great progress is securing venues and further developing the

programme. The GB also noted the national fundraising initiatives of the Greek team which still need

to yield results.

Two grant applications at the European Commission have been filed. Results are expected in this July

.

ϖι) ϖι) ϖι) ϖι) Grenoble ’11

The team is making great progress. The GB noted the energy invested in finding appropriate venues

and encourages the quick conclusion of the process. The good links that have so far been established

with regional authorities were greatly welcomed.

ϖιι) ϖιι) ϖιι) ϖιι) Zagreb ’11

The GB welcomed the progress made by the team in negotiating with important partners, namely the

University, to ensure proper accommodation and session venues. The GB recommended to conclude

these negotiations in due time.

b) Think Tank 2009 and outlook for 2010

Negotiations with the Hertie Foundation on an extended Think Tank are still under way and should

be concluded this summer. The GB welcomed the initiative of EYP/SF to improve the programme of

the Think Tank to increase the quality and visibility of its results.

c) Update on financial planning

It was positively noted that all International Sessions for the year 2010 are financially secure. EYP/SF,

however, still needs to cope with an estimated 50,000 € gap in its current budget. This can hopefully be fund-raised in the remaining 5 months of this year.

The GB greatly welcomed that EYP/SF was able to conclude a partnership with the Mercator

foundation over the next three years which will enable EYP to improve its alumni platform and

support EYP trainings. More details on the implementation of the projects are to follow this summer.

Also, the GB greatly welcomed that EYP/SF was able to prolong the partnership with Deutsche

Telekom for 2011.

d)

New staff in the officeIn the framework of the partnership with the Mercator Foundation, one new staff member is both

needed and can be financed. Due to high time pressure in implementing the project and finalising




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contracts, the GB and the Schwarzkopf Foundation had to take a timely decision on the appointment.

Ville Vasaramäki was appointed Project Manager with a 3 year contract. The GB affirms that it will

make sure that under normal circumstances, vacancies in the EYP office will be filled only after an

open call in the EYP community.

Ville has decided to give his GB mandate back once the contracts are finalised. His place on the GB

will need to be filled with an extraordinary election by the BNC in August, after our summer IS.

e) EYP brand protection

The application to register “European Youth Parliament” as a European brand in the field of

education and events has been filed.

The GB expressed its thanks to Marcus Pollard of Jones Day who is now acting as the lawyer of

EYP/SF on a pro bonum basis.

5. Timeline for Lillehammer selection

The timeline for the selection of Lillehammer officials is as follows:

Call Open Closed Selection concluded by

President 1.9.2010 14.9.2010 18.9.2010

Chairs 18.9.2010 2.10.2010 8.10.2010

Journos 8.10.2010 18.10.2010 25.10.2010

CAT to take place on 5 – 7 November 2010 in Berlin.

6. Other matters

In a workshop on Sunday, July 4th , the GB members worked on finalising the policy compilation in

order to release it before the end of the term.



Strategy process – guidelines

Aim: To transform EYP into a strategy-based organisation.

This includes a mindset and a management tool kit.

• Mindset: A strategy-based organisation designs its activities inaccordance with its principles and in reaction to long-term visions of

its development Every activity serves a purpose and is planned with an end in mind.

• Management tool kit: A strategy-based organisation measures its

success against indicators and constantly evaluates its performance in

the pursuit of continuous improvement.

Objectives

• To introduce a culture of forward-thinking in EYP : The strategy process shall

enable us to pay attention to long-term challenges, so that we design ouractivities always with an end in mind: What purpose is our plan serving? Weshould focus our creativity questions with long-term consequences: How to react to societal changes? How to incorporate new target groups? What will sponsors

expect from us in the future? Is our organisation acting responsibly towards theenvironment?

• Think organisation, not project : EYP thinks in projects – our sessions. In other

words: We focus much of our daily activities on production, but less so on

production capacities. We need to put more structured thinking in improving us(our human resources and structures).

• To establish a shared understanding of strategy : Such an understanding, as

defined above, will help us to more consciously develop our organisation. Thisunderstanding shall become deeply engrained in our way of planning, thinking

and implementing our projects.

• To involve more people in the development of the organisation: EYP is pushed

forward by a very small circle of committed individuals. The strategy processshall motivate more people to concern themselves with more fundamentalquestions. The process is a form of consultation, to enable us to gauge the mood

in the EYP community. By training individuals from the NCs in thinking

strategically, we can disseminate the process to the individual NCs.

MeansWe have developed different instruments to encourage the development of a strategy-

based organisation.

• GB Action Plans: GB members campaign and are elected on the basis of

manifesto promises. These promises become part of the objectives of a GB

mandate and are broken down into Action Plans for each GB member. Eachportfolio has such an Action Plan.Each Action Plan concretises the objectives to be achieved, the means and

indicators for success. The means typically cover policy proposals, which are inaccordance with the objectives set. Action Plans are continuously referred to at

GB meetings and, if necessary revised.

• BNC Strategy process/Annual EYP strategy cycle: The BNC strategy process is a

process administered jointly by the GB and representatives of the BNC, coveringa lot of the other means as well. A strategy group accompanies the



implementation over the year and is responsible for the mid-term evaluation and

the final evaluation (see also annex).At the beginning of a strategy cycle, the GB and BNC define their objectives forthe forthcoming year, break it down into priorities and attribute action points to

different actors, including indicators.

• Strategy summits: These meetings are possibilities of normal EYP Alumni todiscuss EYP strategy and future. The strategy summits are facilitated by EYPers

which are involved in the strategy process at NC, BNC or GB level.

Strategy summits have two objectives: disseminating a strategic mindset and thecapacity to think strategically – and encouraging active participation of normal

alumni in EYP governance.

• Strategy papers/online discussions: the Discussion Paper Series “ThinkingForward”, the EYP blog, and the Alumni Platform forum all serve the same

purpose: to encourage debate about new ideas on EYP and about EYP’s long-term

development by provoking with new ideas or analyses.

Methods

• Strategy processes start with the design of the strategy, continue with the

implementation of the strategy and end with the evaluation and eventual revisionof the strategy. Thus, a strategy process is a marathon, and not a sprint. It

necessitates committed leaders and facilitators.

• Strategy methods in EYP are always structured in the same way:

1) Definition of aims Based on either:a) vision-development (what would

you wish for an ideal world…)[preferred]

b) analysis of today (for instance viaSWOT – strengths, weaknesses,opportunities, threats)

2) Development of means Brainstorming methods.

3) Attribution of success indicators CW methods.

A good success indicator isa) concrete and detailedb) measurable (qualitatively or

quantitatively)4) Evaluation against the success

indicators of the means taken in thepursuit of a given aim

CW methods.

Evaluation forms, or observed successesand failures in achieving stipulatedsuccess indicators

• Can-do-attitude/vision-based : We believe in the need to depart from traditional

thought and discussion structures. Lateral thinking - i.e. the ability to depart from

the classic perspective and to explore the road less travelled – should beencouraged. We never start from what hinders us, but from where we want to go.

Annex

• Detailed description of the annual strategy cycle/ strategy process

• Template for discussion paper series “Thinking Forward”

Author: Jonas Dreger, GB member GB IV to V



Annex I

EYP Strategy CycleThe Objective:

Sustainably transform EYP into an organization, which approaches its challenges

and opportunities in strategic and inclusive way.

Engage in a strategic process which is enabling, not constraining, EYP/HSS and

our NCs (thus a soft method of coordination).

Install an annual strategy cycle which helps EYP to identify, implement and

evaluate its strategic priorities on a regular basis – and which ensures long-term,

big picture thinking.

The Strategic Framework – A Soft Method of Coordination

A group of 3 BNC representatives and 2 GB representatives facilitates theimplementation. This so-called strategy group reports back to the BNC mid-term at the

spring BNC meeting, and end-term at the autumn BNC meeting. It also facilitates the

strategic discussions within the BNC, which take up to 5 hours of each BNC meeting. The

BNC representatives are primarily responsible for facilitating the delivery of the BNCaction points by the NCs, whereas the GB representatives are responsible for ensuringthe GB action points’ delivery.



Chronology of a typical strategy cycle

The seasons of strategy

implementation

Winter

implementation

Spring

• Mid-term evaluation by

BNC and strategy

steering group

Autumn

• GB meeting: setting

annual strategic

priorities

• BNC meeting: setting

annual strategicpriorities

EYP strategic annual

plan

implementation

Summer

• Evaluation of last year

strategy in GB

• Evaluation of last year

strategy in BNC

• Alumni Strategy Summit

implementation

In Detail

GB meeting (typically last GB meeting before GB elections)

Summer Strategy summit

• Chance for EYP Alumni to give input into the strategy process

• long-term visions on core issues for EYP developed, written down as strategypapers

GB meeting (typically first GB meeting after GB elections) – setting of annual priorities

Autumn BNC meeting

• Annual Strategy Meeting between the GB and the BNC.

• previous Annual Strategy Plan evaluated (end-term report by acting strategy

group, discussions)

• new Annual Strategy Plan drawn up (BNC process, with GB support)

• (new) strategy group selected (3 BNC, 2 GB representatives)

-> Result: EYP Strategic plan for the year



GB meeting

Spring BNC meeting

• strategy group mid-term report back to the BNC about the implementation of the

strategy so far

• discussions about those action points which still need to be focused on, eventualrefinement of strategic objectives

GB meeting

GB meetings throughout the year

• reacting to strategic priorities of BNC, complementing with own

• devising policies in accordance with and in support for strategy cycle priorities

• driving strategic debates with publication of more strategy papers and policyconsultations

• reporting by GB strategy group members to GB college

GB member responsibilities

The GB member responsible takes on the following tasks:

• Facilitation of the GB/BNC strategy group

• Facilitation of the BNC strategy discussions in the framework of the strategiccycle – or support, depending on the BNC wishes.

o It might make sense to give this GB member the BNC liasion as well.• Content preparation of strategy summits, selection of ’chairs’, ensuring the

proper implementation of the summits. Actively seeking the implementation of at least one summit annually (i.e. during the EYP party weekend)

• Encouragement, editorial processing, and publishing of strategy papers

• Further actions to establish a strategic culture in EYP



Annex II

EYP Looking Forward. The Discussion Series

– Paper X –Author: first name last name

Title of the Paper

Keywords describing the proposal

Objective: one sentence summaryMeans: one sentence summary

Advantages and Challenges of Today:

Vision for Tomorrow:

Reasoning:

Success indicators:



EYP in Schools – Action Plan

Ville Vasaramäki, July 1st 2010

ACTION PLAN: EYP IN SCHOOLS - AN OUTREACH FRAMEWORK FOR THE EYP

BACKGROUND

EYP outreach activities in schools have already been organised by a many NCs, and these

have proved to be a successful way to include more young people in EYP. However, there

are also a very large number of NCs that have no such activities.

There are several different formats for these current “EYP in School” activities taking place in

the respective countries. These include among others:

3-6 hour mini sessions run by a trained EYP alumni for one class/school (e.g. UK,

Finland)

One day events with more session-like programme organized for several schools and

with several alumni present as chairs (e.g. Germany)

Topic-centered one day sessions for a single school (Estonia)

There is an opportunity to start developing this aspect of EYP activities with coordinated

action and support measures on the international level

BNC has agreed to this and many NCs have expressed interest

AIMS

EYP-related aims:

Provide EYP experience to more young people in Europe – to reach out to more schools

Make EYP more visible in schools throughout Europe

Give a new opportunity for facilitation experience to EYP alumni

General aims:

To provide an opportunity to discuss and debate European issues and encourage students to

discuss political questions and articulate their own opinions,





To provide a possibility to deepen one’s knowledge on the issues in question,

To provide a framework and a practical tool for teachers to include European issues in their

teaching,

SUCCESS INDICATORS

More than half of all National Committees are organizing EYP in School activities

More than 30% of all National Committee have reached 30% more schools in a year

More than 2000 students have taken part in EYP in School events in one year

ACTIONS

Establish EYP in Schools as an EYP wide activity framework coordinated by Berlin office and

the GB and implemented by NCs (NCs are still free to have their own programmes, formats

and materials, but hope is that they take part in this coordinated action to gain support and

synergy)

Activities are two-fold: sharing existing experience, good practice and materials AND

producing new shared materials and organizing trainings

Produce project materials, which include a facilitator’s guide, topics including preparation

materials and a website (materials produced in the languages of participating NCs),

Organise training events such as an international training and planning event for national

coordinators, and possibly national trainings and pilot events in schools in participating

countries.

Publish an “EYP School Map”, which is an online directory in a map format, showing which

schools have taken part in EYP activities and including their contact information (the map

would serve as a motivator for NCs to reach out, as well as provide schools with contacts inother countries)

SOME NOTES

EYP in School would gather all existing national outreach programmes, but the main goal

would be to introduce it for new NCs,

The project would include different models and methods of EYP outreach – flexible enough

to be implemented by different NCs in their own fashion,





There is a possibility to seek specific project funding from an EU grant or e.g. topic related

partners/sponsors

IMPLEMENTATION

DRAFT IMPLEMENTAION PLAN

STEP 1 - P LANNING (JULY-SEPTEMBER 2010)

• Mapping out who is doing what so far: gathering information on different formats as well as

information or schools reached so far for the “EYP School Map”

• Producing first draft of faciliator’s guide (in English) based on above mentioned formats and

using EYP Finland’s Parliament Simulation Guide as a starting point

• Planning with participating National Committees on what kind of actions they would like to

run, by whom ,when etc.

• Possibly applying for funding / negotiating with partners and sponsors

STEP 2 – PREPARATIONS (SEPTEMBER-DECEMBER 2010)

• Producing project materials (guide, topics and preparation materials) in English

• Translations started by NCs based on the English version

• Planning a training/launching event for national coordinators (to be oganised in January?)• Producing EYP in School website including “EYP School Map”

STEP 3 – LAUNCH (JANUARY-MARCH 2011)

• Project website launched

• Training event for national coordinators organized

• Distributing finished materials

• Planning of national training events for EYP alumni

STEP 4 – CONTINUOUS ACTIVITIES (MARCH 2011 ONWARDS)

• Trainings for national EYP alumni organised

• Contacting schools and distributing materials to schools

• Organising pilot events in schools

• Producing new topics and preparation materials





!!!!!

DRAFT FIGURES STILL UP FOR DISCUSSION AND DEPENDING ON BUDGET AVAILABILTY

EXPENSES

These are ‘price tags’ for certain elements that can be included, if there are funds.

Printing (facilitator guide, topic materials) € 1500 / language

Website including “EYP School Map” 0 – 2 000 €

Planning meeting for national coordinators 300 € / NC

Support for organizing national training event 400-1000 € / NC

Support for travel costs for national pilot events 200-500 € / NC



EUROPEAN YOUTH PARLIAMENT GOVERNING BODY

POLICY DOCUMENT DISTRIBUTION: THE GB, NCS AND ALUMNI

PAGE 1 / 4

Policy on Trainings

A. Introduction

I. Aim

Training is a core focus area of the BNC and GB. The overall aim is to:

1) Transform EYP into training based organisation where training courses are normal

part of EYP activities,

2) Have trainings organised on multitude of areas, e.g., chairing, journoing, organising,

fundraising, EU academic topics,

3) Have EYP continuously developing its own competences in:

a) Knowledge sharing: organising training courses, developing materials

b) Bringing in external experts to train EYPers -> to bring in new competences

4) Offer EYPers more challenges and possibilities

The development is expected to take several years, and it requires determination and

clear action from GB, BNC, NCs and alumni.

II. The BNC prioritites

At its meeting in Helsinki, the BNC decided on 11 strategic priorities to turn EYP into a

training based organisation. These priorities group into three main categories.

I. Awareness, process & coordination

1) Every EYPer knows about EYP Trainings

2) Every NC is involved with trainings

3) Trainings are organised in all relevant fields

4) Calls for training participants to clearly specify learning objective

5) EYP has an up-to-date training calendar

II. Trainers’ pool

6) EYP has a list of people with training experience

7) EYP has official pool of qualified/certified trainers

8) Training for EYP Trainers (T4ET) has been organised9) Trainer is an official EYP role

III. Boards to have training experience

10) Training is a recognized and important role in EYP. A quality mark.

11) Session presidents have training experience

Before the EYP pool of trainers is set up, the BNC Strategy group will, together with the

International Office, coordinate execution of the priorities group I. No additional policies or

actions have been required from the GB. The policies required for implementing

categories II and III are described below.



GOVERNING BODY GBVPOLICY DOCUMENT

POLICY DOCUMENT PAGE 2 / 4 THE GOVERNING BODY

B. Policy

I. Training is an official EYP role

Training is an official EYP role (not officials’ role, which is reserved to chairpersons,

journalists and organisers). EYP recognises training competence on three levels.

I. List of Trainers (LT)

• All EYPers interested in trainings can have themselves added to the List of

Trainers (LT)

• LT is an online catalogue of people and their training competencies

• NCs organising trainings can use LT to find trainers for their courses

• Joining the list has no requirements

II. Pool of Trainers (PT)

• Pool of Trainers is EYP’s quality mark for training

•

Pool of Trainers (PT) are EYPers who know how to professionally plan, runand evaluate a training course, and also have some proper training

experience

• PT members are EYPers excited about trainings, actively run training courses

and who take EYP forward in the field of trainings

• Three requirements for joining the Pool are:

1) Training on training: Having taken part to Training for EYP Trainers

(T4ET) or similar training course (residential training course minimum of 5

days that trains how to confidently and competently plan, run and

evaluate training courses)

2) Training experience: Having ran, post training for training , at least four

training days (in at least two different trainings)

3) Confirmed competence: If not having successfully taken part to T4ET

(e.g., person has taken part to non-EYP organised Training for Trainers),

endorsement from two existing PT members the person has trained with

III. Senior Trainers

• The training experts of EYP

• Senior EYPers with significant training experience

• Can be the team leaders of trainers’ teams at International training courses

• Can run Training for EYP Trainers (T4ET)

• Three requirements for becoming Senior Trainers

1) PT membership: Having been member of the PT for minimum of one year

2) Extensive training experience: Having run at least 20 training days, with a

minimum 10 days in EYP

3) Confirmed competence: Endorsement from two existing members of the

Senior Trainers group with whom they have trained with





II. EYP Academy is EYP’s training working group

I. Task of EYP Academy

EYP Academy is EYP’s training working group. Task of EYP Academy is to

increase the quality of EYP (events and experience) through:

1) Materials: Producing, developing and disseminating EYP training

materials

2) Trainers: Maintaining and developing Trainers Pool & List of Trainers

o Training new trainers for EYP (organising T4ET course)

o Organising further trainings for pool members

o Giving senior EYPers further challenges through trainer "career"

3) Trainings: organising international training courses in cooperation with

NCs, and providing trainers to be used by NCs for training courses and

pre-session trainings

II. Governance

EYP Academy is formed from EYP’s pool of trainers. The pool chooses a board of

4-8 pool members to coordinate the activities of EYP Academy. The GB member

responsible of trainings is an invited member to the Academy board.

Work of EYP Academy is governed by Academy working procedure, which is

published by the Academy.

Before the first T4ET is organised and its participants have completed the course,

a temporary core group will start setting up EYP Academy.

III. IS boards to have training competence

Introduction: The BNC and the GB beliefs that it is very important that IS boards have

training experience (defined as being members of EYP Pool of Trainers).

Policy: At least two board members of International Sessions are required to have

training experience (defined as being members of EYP Pool of Trainers). EYP commits to

enabling EYPers taking part to Training for Trainers every year.

Implementation: To give every potential EYPer the possibility to attend the T4ET, the

policy will be rolled out in phases.

1) 2010: Recommended that at least one board member has training experience

2) 2011: Required that at least one board member has training experience

3) 2012: Required that at least two board members have training experience

IV. Definitions

• Training day: A prepared and evaluated day with training modules with clear

learning objectives (in terms of knowledge, skills and attitudes), ran by a trainerresponsible of the learning outcome. Minimum length of the training content perday is six hours





• Training experience: Member of EYP Pool of Trainers (PT)



Policy Proposal of GBV-4

Introduction

The GB noted that without thorough follow-up, all recommending officials do not send in their required

evaluations. EYP selection system is based on session evaluations and recommending official failing to do so

is doing great harm to their team (e.g., chairs’ team, delegates) by undermining the selection system. The

GB is further distressed that it is very frequent IS presidents do not to produce full sets of evaluations for

their team. In the last two years, only 1/3 of the evaluations of chairs have been handed in on time by the

session presidents of IS.

The GB assumes that IS presidents already now ask their vice-presidents for their input on chair evaluations

and recommendations, because vice-presidents lead the ‘buddy groups’. The GB believes that more

consistent leadership can be exercised by session boards, that vice-presidents can take a more active role in

ensuring that their president fulfils his/her tasks and trusts that the entire board is capable of ensuring the

proper functioning of the evaluation and selection system.

Policy

The following is to be amended to the policy ‘Consequences of failing to fulfill the basic duties required of

an international EYP official’

It is the collective responsibility of the board to ensure that all session officials (excluding the Head

Organisers, but including vice-presidents and the president) comply with their duties as described in this

policy [Consequences of failing to fulfill the basic duties required of an international EYP

official ].

The session Board members cannot be invited to another International Session if all the duties have not

been fulfilled, or if the Board has not requested the Governing Body to act upon the consequences detailed

in the policy ‘Consequences of failing to fulfill the basic duties required of an international EYP

official’



GBV-4 Policy Proposal

Key change: If this policy is adopted, the NS/RS presidents will be allowed to recommend NS/RS

journalists to become journalists at International Sessions. Currently NS/RS journalists cannot be

recommended.

Rationale: Following recent discussions at the Strategy Summit in Berlin, the Governing Body of

EYP/HSF has decided to reconsider International Session Selection criteria. The guiding principle of

this decision has been to make access to International Session selection fairer for those competent

and capable to take the post.

Current Policy

Presidents of National Selection Conferences and Regional Sessions can give individual evaluation to

the members of his/her Chairs team but is only required to submit the evaluation to the EYP Office if

as a “next step” he/she indicates the individual should be recommended to take on the role of:

i. Chairperson at an IS

ii. Journalist at an IS

iii. Editor at an IS

An evaluation from a President of National or Regional Sessions will be considered as a valid source

of selection by International Session selection panels provided that:

i. The President has attended at least one International Session as a chairperson;

ii. The programme of the National and Regional session includes Chairs training, Teambuilding,

at least one full day of Committee Work, and General Assembly.

If a President from a Regional or National session wishes to submit his/her evaluation to the EYP

office for purpose of selection, that must happen no later than 5 weeks after the end of a session inorder for them to be stored and considered by selection panels.

Amended Policy


the members of his/her Chairs team but is only required to submit the evaluation to the EYP Office if

as a “next step” he/she indicates the individual should be recommended to take on the role of:

i. Chairperson at an IS

ii. Journalist at an IS

iii. Editor at an IS



Evaluation from a President of National or Regional Sessions will be considered as a valid source of

selection by International Session selection panels provided that:

i. The President has attended at least one International Session as a

chairperson;

ii. The programme of the National and Regional session includes Chairstraining, Teambuilding, at least one full day of Committee Work, and

General Assembly.


the members of his/her Press-team but is only required to submit them to the EYP Office if as a “next

step” he/she indicates the individual should take on the role of journalist at an International Session

An evaluation from a President of National or Regional Sessions will be considered as a valid source

of selection by International Session selection panels provided that:

i. The President has attended at least one International Session as achairperson;

ii. The programme of the National and Regional session includes Press-

team training, Teambuilding, at least one full day of Committee Work,

General Assembly, and at least two printed newspapers

If a President from a Regional or National session wishes to submit his/her evaluation to the EYP

office for purpose of selection, that must happen no later than 5 weeks after the end of a session in

order for them to be stored and considered by selection panels.

Note: It is not possible for a National Selection Conference or Regional Session EDITOR(s) to

recommend a member of his/her/their Press-Team, the ability to provide a written evaluation for the consideration of International Session selection panels remains in the capacity of the session

President, in consultation with the editor(s).



63RD INTERNATIONAL SESSION OF THE EUROPEAN YOUTH PARLIAMENT, TROMSØ 2010

COVER SHEET FOR SESSION FEEDBACK

Due to an ash cloud following the volcanic eruption on Iceland, all flights to/from Tromsø were cancelled and

only 51 delegates eventually made it to the session. The impact that this had on the session itself and those

present in Tromsø was significant in many ways. Naturally, this also has its effects on the feedback given to the

participants of the session. The session programme was shortened by x days. Teambuilding for all participants

started on Monday, committee work on Tuesday, and was organised in a shorter format on Saturday.

All participants had to abandon the idea of what a chair/journo/organiser/delegate usually does. Journalists

had no one to show their work to, chairs had no delegates, and organisers had to cancel their plans, one by

one. Although this was difficult for most people to do, it was agreed that those delegates, who had in fact

made it to the session, should be given a worthwhile experience. After weeks, months or even years of

expectations and preparation, the impact of such a let-down is difficult to explain. But although difficultsituations evoke negative reactions, after a certain point people let go of their expectations and do their best to

improve their situation. The fashion in which people were dedicated to making this an experience worthwhile

for everyone was inspiring, People let go of their egoistic needs and worked towards a common goal, doing

their best to keep complaints to a minimum. Of course, due to human nature, some complaints were

unavoidable, at times creating moments of extreme frustration in each respective team.

To be a good chair, we expect our officials to show good chairing skills, a strong motivation and commitment to

EYP’s objectives, the ability to work as a member of a team and lead a group, good organisational skills, a

proven interest in European affairs, excellent language skills, relevant EYP experience and cultural sensitivity.

This session demanded from those present above-average chairing skills as committee membership was fluid.

It required a very strong commitment to EYP’s objectives, organisational skills and teamwork as we had tochange to programme on the fly. Due to constantly changing CW topics, all officials could prove their interest in

European affairs more than normally. The session could not expose our chairs to the challenges of leading a

group over several days like a normal EYP session can. Cultural sensitivity could only be shown to a limited

extent because the national variety of participants was limited. The ability to represent EYP to the outside and

to deliver trainings are competencies we seek for in future (vice-)presidents. Due to speaker and sponsor

cancellations, the former competence could not be proven as under normal circumstances.

Journalists showcase at our session competencies such as writing skills, creativity, teamwork, commitment to

session newspaper’s objectives and language skills. At this session, creativity was more demanded for than

normally, so did teamwork. The language skills needed equal exactly those at a normal IS. The session

newspapers’ objective was challenged and had to be rewritten. Journalists wrote less articles than they would

have at a normal IS. Additional competencies for editors include technical skills and strong organisational and

planning skills. The former competence was needed normally, whereas the latter was needed above average.

First and foremost, what Tromsø demanded of everyone, was a sense of cooperation and flexibility. The

officials team had daily brainstorms/meetings to come up with a plan A and a plan B for alternative ways to do

teambuilding and committee work, challenging our basic ideas of what EYP is and how it is done. It was in this

context that we were able to see the creativity, flexibility, selflessness and the sense of doing something for the

“greater good” that was present in the CJO team. The alternative ways to run each element of this session

were a product of pure cooperation and compromise. Meetings lasting several hours, brainstorming and vivid

discussions led to two different formats for committee work, a different format for GA and a different way of

chairing. The press team managed to produce Xnewspapers and videos coming close to what any team would

achieve in a normal session, despite the fact that there was no ordinary session taking place at least for most of



the time. In fact, for the journalists and editors the situation proved even more challenging than in a usual

session and thus they were given a unique opportunity to show talent and creativity. The same goes for the

organisers and chairs, although for them the experience was further from a standard session. However, as

teambuilding, committee work and GA were all organised in a different format, also they got a chance to try

out new chairing methods, think creatively and challenge the way they though previously about session

programme and output.

In times of stress, people show their true colours. Thus, the feedback from this session is based not only on

performance, but also on the strength, courage and team spirit demonstrated by all those present at the

session. As President, Head Organisers and Editors of the Session, we hope to have explained the difficulties

that the CJOs in Tromsø had to endure, but also to have highlighted the unique atmosphere that was created

thanks to fantastic levels of cooperation. If this is not the definition of EYP spirit, we do not know what is.

Helya Houshmand Bent Bakken & Kristine Ekeberg-Andersen Hessam Mobasser & Damian Iordanov

President Head Organisers Editors

final minutes gbv-4 incl all annexes

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