AYVP TOR Guidelines for Establishment and Operation (AYVP) by Asia Engage

ASEAN Youth Volunteer Program (AYVP) Terms of Reference Guidelines for Establishment and Operation

ASEAN Youth Volunteer Program (AYVP) Terms of Reference & Guidelines for Establishment and Operation

DISCLAIMER This document was made possible by the support of the American people through the United States Agency for International Development (USAID). Its contents are the sole responsibility of the author or authors and do not necessarily reflect the views of USAID or the United States government.

Foreword One of the powerful and meaningful ways that we can bring various sectors of ASEAN people together is through community engagement and volunteerism. Volunteerism is a powerful means of engaging the region’s youth in tackling the shared challenges faced by the ASEAN community. It can benefit both the region and the youth involved in volunteerism initiatives by developing understanding, strengthening trust, enhancing community wellbeing and forging an ASEAN identity. The ASEAN Youth Volunteers Programme (AYVP) is an instrument that will create opportunities for youth across the region and across different sectors (e.g. Health, Disaster Risk Reduction, Environment, Rural Development and Poverty Eradication) to work together by helping communities. As they do this, they learn about each other and strengthen intercultural relationships, increasing ASEAN awareness and contributing to a strong ASEAN identity – a younger generation who not only volunteer but also develop leadership qualities, coloured with the strength of humility, kindness and compassion – with strong minds and also generous souls. There will be challenges and not all volunteerism initiatives have positive outcomes. But if we do this well, developing a system for regional volunteerism to flourish effectively and recognizing the quality and merit of our various programmes/projects, we will develop and leave for the next generation a legacy for volunteerism that will have a long-lasting effect on the development of our youth and all our communities across ASEAN.

___________________________ Prof. Dato’ Dr. Saran Kaur Gill Deputy Vice-Chancellor (Industry and Community Partnerships) UKM & Executive Director of AsiaEngage (ATNEU, AUN-USR&S, AYVP)

Terms of Reference The ASEAN Youth Volunteers Program (AYVP) is a dedicated youth volunteerism platform that intends to create opportunities in knowledge-driven volunteerism, support the exchange of learning experiences, develop capacity, strengthen cross-sectoral cooperation, enhance crosscultural understanding, and forge a sense of regional identity while making a sustainable difference to communities across ASEAN. The AYVP recognises the importance of volunteerism in the ASEAN Socio-Cultural Community (ASCC) Blueprint, as articulated in the different action lines across the different elements and characteristics. The AYVP also supports the goals in the people-to-people section of the Master Plan on ASEAN Connectivity, which stresses strategies that “provide the needed impetus for concerted efforts in promoting awareness, collaboration, exchange, outreach and advocacy programmes to facilitate the on-going efforts to increase greater interactions between the peoples of ASEAN.” BACKGROUND In the aftermath of Cyclone Nargis in 2008, ASEAN conducted the ASEAN Volunteer Programme (AVP) in Myanmar in order to provide disaster recovery support to three villages in the Irrawaddy Delta. In collaboration with five civil society partners, 40 ASEAN volunteers from Brunei Darussalam, Cambodia, Malaysia, Myanmar, the Philippines, Singapore and Thailand participated in seven reconstruction projects in rural areas in order to help communities rebuild after Cyclone Nargis. This successful one-off initiative, which brought together citizens from ASEAN Member States to support disaster recovery initiatives, indicated the need for a more sustainable programme or facility that could efficiently and effectively coordinate and manage the deployment of ASEAN volunteers for regional community development. As a result, a proposal to develop the ASEAN Youth Volunteers Programme (AYVP) was presented by the Minister of Youth and Sports Malaysia, Dato' Seri Ahmad Shabery Cheek, during the Seventh ASEAN Ministerial Meeting on Youth (AMMY VII) on October 20, 2011 in Hanoi and was subsequently endorsed. Universiti Kebangsaan Malaysia (UKM or The National University of Malaysia) was tasked to lead, develop and implement the AYVP, alongside key strategic partners with the support of the Malaysian Ministry of Youth and Sports and the ASEAN Secretariat. THE AYVP MANDATE AYVP’s main goal is to drive youth volunteerism and community development, involving young people with a targeted demographic age of between 18 and 30 (youth from higher education, colleges, youth organisations and working professionals) from across ASEAN. Through targeted in-country projects from ASEAN Member States (AMS), the AYVP will provide a dedicated

youth volunteerism platform that will facilitate multi-disciplinary and knowledge-driven volunteerism projects across the region. All AYVP projects will be underpinned by respect, understanding and appreciation of ASEAN values, identity and multi-cultural diversity. The AYVP will therefore support the development of a generation of ASEAN youth instilled with strong minds, solidarity, and kindness to contribute to the development of communities in the region. The AYVP will work in partnership with diverse stakeholders from Higher Education Institutions (HEIs), International Non-Governmental Organizations (INGOs), Civil Society Organizations (CSOs), Government Agencies, Intergovernmental Organizations (e.g. IFRC, UNV, UNDP, UNESO, UNEP etc.) and Industries (i.e. the private sector) in order to achieve this goal.

MISSION STATEMENT The AYVP is a dedicated youth volunteerism platform to implement regional volunteerism projects that mobilize ASEAN youth to develop innovative solutions to the social, cultural, economic and environmental challenges facing communities across ASEAN, while forging a sense of regional identity and cross-cultural understanding among ASEAN youth.

VISION AND VALUES The AYVPâ&#x20AC;&#x2122;s vision and values can be summarized in the following key points: 1) Inculcate the appreciation and application of volunteerism and forge a sense of regional identity among the young people in ASEAN, while enhancing the quality of life for communities in ASEAN; 2) Unite youth from across ASEAN to work together to help communities in the region; 3) Build a caring and sharing ASEAN community through collaborative volunteer assignments and people-to-people connectivity between the host country and volunteers from the region; 4) Strive to use volunteer expertise in a sustainable manner to help solve problems and support development needs in ASEAN; 5) Promote awareness of ASEAN at the grassroots level within every ASEAN member state; 6) Deliver opportunities for ASEAN nationals to build expertise and support development goals in the region; and 7) Provide a platform for regional higher education institutions and youth organizations to collaborate actively with multi-sector stakeholders in the public and private sectors.

STRATEGIES AND APPROACHES OF THE AYVP  Identify the shared challenges and needs of ASEAN communities.  Increase ASEAN awareness among youth by providing them a programme in which they can work together and learn about each other.  Provide the organizational framework to coordinate and facilitate knowledge-driven youth volunteerism projects involving diverse stakeholders.  Unite diverse stakeholders (HEIs, government agencies, industries and foundations, youth and non-governmental organizations) in supporting, sponsoring, sustaining and enriching specific knowledge-driven youth volunteerism projects for ASEAN community development.  Implement capacity building initiatives to develop critical skills for effective knowledgedriven youth volunteerism and to create the ASEAN youth volunteerism brand.  Identify, document and share best practices on volunteerism projects in the region.  Develop and maintain a regional one-stop portal to facilitate participation of ASEAN youth in knowledge-driven volunteerism projects for ASEAN community development.  Research and Evaluate the social impact and the social return on investment for youth volunteerism projects to ensure their quality, impact and sustainability  Develop standard operating procedures, criteria and indicators for productive and sustainable knowledge-driven youth volunteerism.  Organize regional awards to recognize and reward outstanding knowledge-driven youth volunteerism projects in ASEAN. THEMATIC AREAS The AYVP will provide context and focus for areas pertinent to community engagement and the development of knowledge-driven youth volunteerism projects across the region through the identification of eight thematic areas: 1. 2. 3. 4. 5. 6. 7. 8.

Rural Development and Poverty Eradication Social Entrepreneurship Youth-friendly Health Services Education Development The Environment Protecting ASEAN’s Heritage Disaster Risk Reduction and Recovery Sports and Recreation

THE AYVP SECRETARIAT The AYVP requires a dedicated and well-resourced Secretariat to ensure proper coordination, implementation and delivery of programme objectives, as well as in managing strategic linkages and partnerships with local implementing agencies and partners, civil society organizations, donors, intergovernmental organizations, funding agencies and the private sector. The AYVP

Secretariat will therefore oversee the programme to ensure it is implemented efficiently and effectively. The AYVP Secretariat at UKM is housed under the umbrella of AsiaEngage,1 and works in close partnership with the ASEAN Secretariat and the Malaysian Ministry of Youth and Sports to identify, develop and implement impactful knowledge-driven youth volunteerism projects involving multiple stakeholders. The function of the AYVP Secretariat is to centralize the administration of the program, which includes recruiting, project identification, orientation training, volunteer mobilization, evaluation, and fundraising. The fixed overhead costs for the Secretariat will be funded by UKM. The Ministry of Youth and Sports of Malaysia will provide additional core funding including an initial funding commitment for the set-up, resources, operational costs and fundamental activities of the AYVP Secretariat at UKM. Management of In-Country Projects The AYVP Secretariat, with the guidance of the AYVP Task Force, will assume leadership over the AYVP and will be ultimately responsible for the quality of implementation. As the AYVP becomes operational, the relationship between the AYVP Secretariat and the actual implementers of the in-country projects will function as a partnership. The Host-Member State will function as a key partner with the AYVP Secretariat in the implementation of the in-country projects. The SOMY Focal Point from the Host Member State will be part of the AYVP Selection Committee for any in-country projects and will provide input into the project’s evaluation. In terms of the day-to-day volunteer activities, the AYVP Secretariat will rely on the local implementing partners to manage the volunteer assignments. THE AYVP TASK FORCE The AYVP Task Force has been established to provide guidance for governance systems, reporting lines and standard operating procedures for the start-up of the AYVP, as well as for the development and implementation of the AYVP strategic roadmap. The Task Force is a demanddriven working group, chaired by the Executive Director of the AYVP Secretariat at AsiaEngage. The AYVP Task Force comprises representatives from:  The AYVP Secretariat (Executive Director, Operations Officer, Technical Officer, Capacity Building and Training Officer, and AYVP Monitoring, Evaluation and Research Officer); 

The ASEAN Secretariat Education, Youth & Training Division (EYTD);

1 AsiaEngage is the regional arm of the Office of Industry and Community Partnerships UKM and a regional alliance that maximizes the strengths of the Asia-Talloires Network of Industry and Community Engaged Universities (ATNEU), the ASEAN University Network (AUN) Thematic Network on University Social Responsibility and Sustainability (AUN-USR&S) and the ASEAN Youth Volunteer Programme (AYVP).

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SOMY (Chair, Vice Chair, and SOMY-Malaysia);

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Strategic and Dialogue Partners (when providing direct assistance only);

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Key Practitioners from ASEAN HEIs; and

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Selected representatives from INGOs / CSOs.

The makeup of the AYVP Task Force is permanent for reasons of continuity, teamwork, and sustainability. The task force members will convene at least once a year for review of the AYVP strategic roadmap and action plans, and at all other times will communicate remotely unless otherwise deemed necessary. REPORTING LINES AND OVERSIGHT Based on this structure, the AYVP will adhere to the following reporting lines: 1) The establishment of the AYVP Secretariat will be guided by the AYVP Task Force chaired by the AYVP/AsiaEngage Executive Director; 2) The AYVP/AsiaEngage Executive Director will seek the guidance of the ViceChancellor of UKM, as the Advisor of the AYVP Secretariat; 3) The AYVP Executive Director will also work in partnership with the ASEAN Secretariat Education, Youth & Training Division (EYTD) and the Malaysian Ministry of Youth and Sports (MYS) to oversee the overall quality and direction of the AYVP implementation. 4) Reports on AYVP plans and projects will be submitted to the ASEAN Secretariat EYTD and the Ministry of Youth and Sports annually for endorsement and support; 5) The AYVP Secretariat, through the ASEAN Secretariat EYTD, will report to SOMY (for policy guidance), and to SOM-ED and other relevant cross-sectoral working groups (for information only); 6) The ASEAN Secretariat EYTD will also provide annual updates of AYVP initiatives at the ASEAN University Network (AUN) Board of Trustees (BOT) Meeting; and 7) The AYVP Secretariat will work in partnership with the Asia-Talloires Network of Industry and Community Engaged Universities (ATNEU) and the AUN Thematic Network on University Social Responsibility & Sustainability (AUN-USR&S), both hosted at UKM under AsiaEngage. APPLICATION AND SELECTION PROCEDURE OF IN-COUNTRY PROJECTS There are two modes of application for the AYVP in-country projects:

1) AYVP Secretariat Funding (internal) – AYVP Secretariat seeks an open call for proposals, which will be evaluated and selected by the AYVP Selection Committee. 2) Other Funding Source (external) – Interested applicants for in-country partners will submit their application through the identified funding source before being submitted to the AYVP Secretariat and the AYVP Selection Committee.

The AYVP Selection Committee will review all internal and external submitted ICP applications and will consist of: the AYVP Secretariat Executive Director (Chair); Host Country SOMY Focal Point (Co-Chair); SOMY Malaysia Focal Point; SOMY Chair and Co-Chair; Two ASEAN Secretariat Representatives; Chair and Co-Chair from Relevant Cross-Sectoral Bodies (if applicable); and Strategic and Dialogue Partners (if directly funding certain projects) . ROLES OF SOMY SOMY will play an integral role in the selection and implementation of in-country projects as well as the recruitment of volunteers. They will also help with the branding and marketing components of the AYVP and ensure a steady stream of volunteers for the AYVP. FUNDING Both the Malaysian Ministry of Youth and Sports and UKM will cover the start-up and core funding for the AYVP Secretariat. ASEAN Strategic and Dialogue Partners, Member States and other potential partners will provide project-based funding during the pilot phase. After the pilot, funding for in-country projects will come from various sources, such as ASEAN Strategic and Dialogue Partners, international development agencies, and ASEAN Member States as well as through partnerships with civil society organizations and the private sector. While the AYVP Secretariat will serve as the lead in fundraising initiatives, the ASEAN Secretariat and the AYVP Task Force will provide support to this process. The AYVP Secretariat will be responsible for the management of funds for the AYVP and will submit an annual financial report to the Malaysian Ministry of Youth & Sports, the ASEAN Secretariat, SOMY focal points, and the AYVP Task Force at the end of each fiscal year. The accounting system, based on UKMâ&#x20AC;&#x2122;s own system, complies with international accepted practices. The AYVP Secretariat will therefore be responsible for all staff salaries, budgets, received grants (and other incoming funding), wire transfers, filing and invoicing.

START-UP CORE FUNDING Initial funding commitment for the operational and human resource costs and fundamental activities of the AYVP Secretariat at UKM (these include Publications, Marketing & Communication, Website Development & Maintenance, Project monitoring, evaluation & reporting, Travel related to AYVP programme Development, Promotion, Oversight and Reporting, Capacity Development Workshops for Youth Volunteerism) amounting to RM 4,400,000 (USD 1,470,00) for a period of five years will be supported by the Malaysian Ministry of Youth and Sports (MYS). Core funding will also be supplemented by fixed overhead costs for the Secretariat (these include costs for the Executive Director, Office space & facilities & Office set-up costs) amounting to RM 2,725,000 (USD 908,000) for a period of 5 years funded by the Universiti Kebangsaan Malaysia. The AYVP ToR and Guidelines for Establishment and Operation were developed over the course of three workshops in 2012, funded by the Malaysian Ministry of Youth and Sports, the U.S.

Government-funded ASEAN-U.S. Technical Assistance and Training Facility, and strongly supported by the ASEAN Secretariat.

CONCLUSION This document has been endorsed by the 6th ASEAN Senior Officials Meetings on Youth on the 6 of September 2012. These terms of reference are subject to change based on comments and input from SOMY / AMMY.

Table of Contents 1. ASEAN Youth Volunteers Program (AYVP) Overview

Background on the AYVP

The AYVP Mandate

The AYVP In-Country Project Themes

2. Management of the AYVP

The AYVP Secretariat

The AYVP Task Force

Reporting Lines and Oversight

3. In-Country Projects (ICPs)

Criteria for In-Country Projects

Indicative Project Cycle

AYVP Selection Committee

Application Procedure

ICP Funding by ASEAN Secretariat Dialogue Partner Projects

Scoring Criteria for Submitted Applications to CICP

4. Youth Volunteer Recruitment and Welfare

Standards for Volunteers

The AYVP Secretariat Financial Responsibilities of the Volunteers

Rest and Recuperation

selecting volunteers

Length of Assignments and Projects

Asset Mapping and Database Development

Role of Volunteers

Volunteer Recruitment Strategy and Dissemination

Accreditation Opportunities for Volunteers

5. Mobilization and Orientation of Volunteers

UKM Orientation and Training

Mobilization and Demobilization

Room and Board

6. Branding and Marketing AYVP

Messaging

Measurable Objectives

7. Monitoring, Evaluation (M&E) and Research

AYVP M&E Indicators

Long-Term Monitoring and Evaluation

Knowledge Management and Written Reports

8. Start-up Funding and Indicative Programme Costs

Start-Up Core Funding

Indicative costs per Volunteer Assignment

Appendix A. Call for In-Country Projects Draft

Appendix B. ASEAN Secretariat Strategic Planning and Coordination Division â&#x20AC;&#x201C; Project Appraisal and Approval Process 71 Appendix C. Call for In-Country Projects Scoring Sheet

Appendix D. Volunteer Contract Template (Agreement, TOR, Medical Clearance Form, and Wire Transfer Form) 84 Appendix E. Volunteer Evaluation Questionnaire Sample

Appendix F. Promotional AYVP Flyer (Draft)

102

Appendix G. Application Template for Volunteers

104

1. ASEAN Youth Volunteers Program (AYVP) Overview The ASEAN Youth Volunteers Program (AYVP) is a dedicated youth volunteerism platform that intends to create opportunities in knowledge-driven volunteerism, support the exchange of learning experiences, develop capacity, enhance cross-cultural understanding, and forge a sense of regional identity while making a sustainable difference to communities across ASEAN. This strongly aligns with the Strategic Roadmap for an ASEAN Community 2009-2015 in article 5 under the Socio-cultural Community, which aims “to lift the quality of life of its peoples through cooperative activities that are people-oriented and environmentally friendly geared towards the promotion of sustainable development, contribute to building a strong foundation for greater understanding, good neighbourliness and a shared sense of responsibility.” The AYVP also supports the goals in the people-to-people section of the Master Plan on ASEAN Connectivity, which stresses strategies that “provide the needed impetus for concerted efforts in promoting awareness, collaboration, exchange, outreach and advocacy programmes to facilitate the on-going efforts to increase greater interactions between the peoples of ASEAN.” In addition, under engagement with the community in the ASCC Blueprints, one of the strategic objectives is to “explore the establishment of an ASEAN volunteers programme, to be composed of young professionals, with focus on supporting rural development and assisting communities to help themselves.” BACKGROUND ON THE AYVP In 2003, ASEAN Leaders recognized the “Prosper Thy Neighbour” approach to ASEAN cooperation through the adopted Bali Concord II. As agreed in the Bali Concord, it was tasked upon ASEAN Member States (AMS) to foster a community of caring societies and promote a common regional identity. The commitments of the Bali Concord were further strengthened with the entry into force of the ASEAN Charter in December 2008. To guide the implementation of a “people-centred approach” as stated in the ASEAN Charter, volunteerism was identified as one of the priorities under the ASEAN Socio-Cultural Community (ASCC) Blueprint, adopted at the 14th ASEAN Summit on February 28 to March 1, 2009 in Hua Hin, Thailand. The AYVP will also uphold the concept of ‘Promoting ASEAN Awareness and Civic Responsibility’, which is one of the priority areas of the SOMY Work Programme on Preparing ASEAN Youth for Sustainable Employment and other Challenges of Globalization, as adopted through the Yangon 2000 Declaration. In the aftermath of Cyclone Nargis in 2008, ASEAN conducted the ASEAN Volunteer Programme (AVP) in Myanmar in order to provide disaster recovery support to three villages in

the Irrawaddy Delta. In collaboration with five civil society partners, 40 ASEAN volunteers from Brunei Darussalam, Cambodia, Malaysia, Myanmar, the Philippines, Singapore and Thailand participated in seven reconstruction projects in rural areas in order to help communities rebuild after Cyclone Nargis. This successful one-off initiative, which brought together citizens from ASEAN Member States to support disaster recovery initiatives, indicated the need for a more sustainable programme or facility that could efficiently and effectively coordinate and manage the deployment of ASEAN volunteers for regional community development. As a result, a proposal to develop the ASEAN Youth Volunteers Programme (AYVP) was presented by the Minister of Youth and Sports Malaysia, Dato' Seri Ahmad Shabery Cheek, during the Seventh ASEAN Ministerial Meeting on Youth (AMMY VII) on October 20, 2011 in Hanoi and was subsequently endorsed by the ASEAN Senior Officials Meeting on Youth (SOMY). Universiti Kebangsaan Malaysia (UKM or The National University of Malaysia) was tasked to lead, develop and implement the AYVP, alongside key strategic partners with the support of the Malaysian Ministry of Youth and Sports and the ASEAN Secretariat. After the endorsement by SOMY, the secretariat for AYVP was set up at Universiti Kebangsaan Malaysia (The National University of Malaysia - UKM). As a first step, UKM hosted the inaugural ASEAN Youth Volunteerism Programme Workshop titled “Towards the Development of the ASEAN Youth Volunteer Programme: Building a Strategic Roadmap for Productive and Sustainable Knowledge-driven, Sports and Post Disaster Recovery Volunteerism across ASEAN,” in May 2012. Approximately 50 delegates attended the workshop, including student leaders committed to volunteerism, academic champions of youth and volunteerism projects, and practitioners from NGOs with expertise in coordinating volunteerism initiatives in areas including heritage conservation, sports, post-disaster recovery, health, social, economic and environmental development of communities, as well as key representatives from the ASEAN Secretariat, the United States Agency for International Development (USAID), SOMY and the ASEAN University Network (AUN). During the two-day workshop, participants shared good practices and ideas in community-engaged youth volunteerism across ASEAN. Participants then developed a framework for the implementation of volunteer programmes, which included brainstorming the capacity building needs for competencies and essential skills for the development of an ASEAN Youth Volunteer Programme. THE AYVP MANDATE AYVP’s main goal is to drive youth volunteerism and community development that involve young people with a targeted demographic age between 18 and 302 (youth from higher education, colleges, working professionals, recent graduates, and youth-based organizations) across ASEAN. Through targeted in-country projects in ASEAN Member States (AMS), the AYVP

The AYVP recognizes the need to make provision for volunteers beyond this age range, considering the mentoring skills, expertise and leadership that could be provided by more senior volunteers.

will provide a dedicated youth volunteerism platform that will facilitate multi-disciplinary and knowledge-driven volunteerism projects across the region. All AYVP projects will be underpinned by the respect, understanding and appreciation of ASEAN values, identity and multi-cultural diversity. The AYVP will therefore support the development of a generation of ASEAN youth instilled with strong minds, solidarity, and kindness to contribute to the development of communities in the region. The AYVP will work in partnership with diverse stakeholders from Higher Education Institutions (HEIs), International Non-Governmental Organizations (INGOs), Civil Society Organizations (CSOs), Government Agencies, Intergovernmental Organizations (e.g. IFRC, UNV, UNESCO, UNICEF, the World Bank etc.), and Industries and foundations in order to achieve this goal. Mission Statement The mission statement of the AYVP is as follows: The AYVP is a dedicated youth volunteerism platform to implement regional volunteerism projects that mobilize ASEAN youth to develop innovative solutions to the social, cultural, economic and environmental challenges facing communities across ASEAN, while forging a sense of regional identity and cross-cultural understanding among ASEAN youth. Vision and Values The AYVPâ&#x20AC;&#x2122;s vision and values can be summarized as follows: 1) Inculcate the appreciation and application of volunteerism and forge a sense of regional identity among the young people in ASEAN, while enhancing the quality of life for communities in ASEAN; 2) Unite youth from across ASEAN to work together to help communities in the region; 3) Build a caring and sharing ASEAN community through collaborative volunteer assignments and people-to-people connectivity between the host country and volunteers from the region; 4) Develop knowledge-driven volunteerism and expertise to help solve problems and support development needs in ASEAN. 5) Promote awareness of ASEAN at the grassroots level within every ASEAN Member State; and 6) Provide a platform for regional higher education institutions, recent graduates, young professionals, NGO workers, and youth organizations to collaborate actively with multisector stakeholders in the public and private sectors. Strategies and Approaches of the AYVP ď&#x201A;ˇ Identify the shared challenges and needs of ASEAN communities;

 Increase ASEAN awareness among youth by providing them a platform in which they can work together and learn about each other;  Provide the organizational framework to coordinate and facilitate knowledge-driven youth volunteerism projects involving diverse stakeholders;  Unite diverse stakeholders (HEIs, government agencies, intergovernmental organizations, industries, foundations, youth and non-governmental organizations) in supporting, sponsoring, sustaining and enriching specific knowledge-driven youth volunteerism projects for ASEAN community development;  Implement capacity building initiatives to develop critical skills for effective youth volunteerism and to create the ASEAN youth volunteerism brand;  Identify, document and share best practices on volunteerism projects in the region;  Develop and maintain a regional one-stop portal to facilitate participation of ASEAN youth in knowledge-driven volunteerism projects;  Research and evaluate the social impact and the social return on investment for youth volunteerism projects to ensure their quality, impact and sustainability;  Develop standard operating procedures, criteria and indicators for productive and sustainable youth volunteerism; and  Organize regional awards to recognize and reward outstanding youth volunteerism projects in ASEAN.

THE AYVP IN-COUNTRY PROJECT THEMES The AYVP will provide context and focus for areas pertinent to community engagement and the development of knowledge-driven youth volunteerism projects across the region through the identification of seven thematic areas: 1) Rural Development and Poverty Eradication 2) Social Entrepreneurship; 3) Youth-friendly Health services; 4) Education Development; 5) The Environment; 6) Protecting ASEAN’s Heritage; and 7) Disaster Risk Reduction and Recovery; and 8) Sports and Recreation. As these eight thematic themes are multidisciplinary and cross-sectoral, the AYVP Secretariat will work closely with the relevant division at the ASEAN Secretariat and its respective crosssectoral body. In this way, AYVP in-country projects will be designed to support the goals of both the AYVP and the respective ASEAN sectoral body in order to synergize efforts and ensure the work is complementary. The next chapter has additional information on the AYVP Secretariat’s relationship to the ASEAN sectoral bodies. In every project under these eight thematic themes, youth from across ASEAN will come together in small teams to respond to requested needs from local communities. The experience will open their minds to new livelihoods, perspectives and cultures by working with the community and

volunteers from across ASEAN. Altogether, the in-country projects are the vehicle through which the vision and objectives of the AYVP will be met.

1) Rural Development and Poverty Eradication According to the United Nations Report on Global Situation of Youth, about 60 per cent of the world’s youth population lives in Asia. The United Nations project an increase to 1.2 billion people between the ages of 15 and 24 by the year 2025, and 1.3 billion by 2050. Given these statistics, youth has the potential to be the region’s greatest asset in carrying out community development programmes through youth-led volunteerism as well as service learning initiatives. The AYVP will undertake initiatives to change stakeholders’ perception of the youth population ‘as a solution and not a problem’ – as a promising resource that may be guided and mobilized to meet the service needs of the regional communities. AYVP In-Country Projects will support initiatives that provide opportunities for all youth to become self-reliant and contribute to members of the society while developing the human capital of ASEAN at the same time. AYVP In-Country Projects in this area will focus on:   

Inspiring, guiding and training youth to carry out community-based volunteerism initiatives; Empowering youth in under-served communities through work-based experiences that enhance opportunities for future employment; and Preparing youth for responsible citizenship through involvement in community service.

2) Social Entrepreneurship Social entrepreneurship is the recognition of a social problem, and using entrepreneurial principles to organise, create and manage a social venture to achieve social change. Some of the notable classic entrepreneurs were Florence Nightingale, developer of modern nursing practices and Robert Owen, founder of the cooperative movement. Today, social entrepreneurship uses the disciplines of the corporate world to tackle daunting social problems while synergising multiple stakeholders for the benefit of the community at large. Social entrepreneurship has many benefits that have helped change the world greatly over the last sixty years. Many people have been willing to take the risks and accept them as a small price to pay in order that millions of people would have significant impacts in their lives. (eg: Grameen bank by Muhammad Yunus). The AYVP will support vibrant and innovative social entrepreneurship initiatives that transform regional communities in ASEAN and advocate the youth’s voice for positive social change. These in-country projects will be undertaken in partnership with like-minded stakeholders from industries, INGOs, CSOs, foundations and/or government agencies. The benefits of such initiatives are many, including reducing and preventing poverty, providing training and re-skilling for employment opportunities, as well as providing other critical services to improve the quality of life for marginalized communities across ASEAN and Asia.

AYVP In-Country Projects in this area will focus on: 1) Enhancing employment opportunities and income generation in regional communities; 2) Empowering at-risk youth through social entrepreneurship; and 3) Developing and sustaining innovative social entrepreneurship models to address the needs of marginalized communities.

3) Youth-friendly Health Services The lack of basic and affordable health services is a challenge in many areas in ASEAN. In this way, availability of health services directly contributes to social equality and the betterment of the community. With the fast approaching deadline of 2015’s Millennium Development Goals (four out of eight goals relate to health betterment), the AYVP will help change perceptions in health and provide sustainable health solutions at the same time. In-country projects in this area will focus on improving environmental and living conditions that will have a strong impact on reducing the occurrence of diseases, in turn improving health and vitality. For instance, there is a lack of affordable health services for ASEAN youth. A majority of the health services are oriented to adult populations, which hinders health accessibility for young people especially information on sexual reproduction, sexually transmitted diseases, life skills and advocacy related activities. The peer education approach in which young people are trained on how to provide comprehensive information and youth friendly services to their peers has been highly successful, especially with sexual reproductive health and HIV/AIDS. The AYVP will focus on a peer education approach in which educators would be AYVP volunteers. AYVP In-Country Projects in this area will focus on:   

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Promoting ASEAN Peer-to-Peer Youth-Friendly Health Services, especially sexual reproductive health and HIV & AIDS; Educating the community with knowledge and tools to manage health issues; Facilitating improved and sustainable community health facilities (e.g. sanitation, access to healthcare, immunization & vaccination programmes, adequate supplement and nourishment, effective treatment for infectious diseases etc.); and Empowering women’s role in the family, especially on prevention of infectious diseases such as HIV & AIDS and enhancement of maternal health.

4) Education Development Education is the pathway to any nation building as knowledge leads to efficient usage of a nation’s resources, which then enables transformation to take place. Education also shapes the attitudes, behaviors and values of citizens. These are qualities needed for nation building. The youth is a nation’s resource as they are the future leaders and therefore need to be knowledgeable and possess skills that will ensure their employability. Hence, AYVP will support innovative education-based community engagement to provide education services and empower

communities by working with universities, INGOs, and other organizations in the surrounding area. The AYVP will also work with INGOs and the private sector to deliver education services to rural communities. AYVP In-Country Projects in this area will focus on:      

Developing knowledgeable youth and ASEAN awareness; Impacting gender inequality and empowering women in ASEAN communities; Increasing youth knowledge and skills on the application of ICTs; Impacting the academic achievement of rural and urban-poor youth; Implementing educational initiatives that impact youth leadership and empowerment; and Enhancing social integration through initiatives to foster awareness of ‘unity in diversity’ among youth.

5) The Environment Community engagement plays an important role in helping nations respond to climate change disasters and raise awareness for the environment. Managing environmental disasters through climate change mitigation measures and adaptation strategies maximizes opportunities for informed discussion and action, while minimizing the impacts on disadvantaged individuals, households and communities. The AYVP will support in-country projects that cover a wide range of activities in this area, from caring for the environment by recycling and switching off lights when not in use, to bigger and more sustainable actions like using ‘green’ transportation or building ‘green’ homes. The AYVP will help people to connect with the ecosystems that support them, and to utilize the knowledge, technology and resources available to live sustainably. These activities will help increase understanding of how changing behaviour and practices to live sustainably with the surrounding environment will result in the betterment of the communities we live in, and the world at large. AYVP In-Country Projects in this area will focus on:  Using sustainable technology to address climate change problems;  Educating the community on environmental awareness, climate mitigation measures and adaptation strategies; and  Communicating information about climate change trends, impacts and actions.

6) Protecting ASEAN Heritage World Heritage preservation is crucial because the goals and actions of the World Heritage Convention are in line with and are essential to the achievement of sustainable development. A variety of dangers from natural causes or human intervention continually threaten sites around the

globe. Natural disasters, such as earthquakes or floods, are as menacing as pollution, war, poaching, unplanned construction, and uncontrolled tourism. Preservation measures are imperative not only for sites already on the “In-Danger List” but also for all World Heritage sites. The most significant feature of the 1972 World Heritage Convention is the idea that heritage in a single country can be the responsibility of the world, or the region. Through the AYVP, youth will do their part to ensure that these natural and cultural wonders will continue to awe and inspire future generations, and make a commitment to ensure the protection of ASEAN Heritage sites. This volunteerism support to heritage sites in ASEAN will also support efforts in the tourism industry throughout the region. AYVP In-Country Projects in this area will focus on:     

Gathering information and data entry on ASEAN heritage sites; Enriching the public’s awareness of the heritage sites through outreach initiatives; Helping environmental watchdogs, nature conservationists or architectural restorers at sites; Assisting researchers with scientific studies in ecology, zoology, archaeology, and other relevant disciplines (e.g. anthropology, economics, social studies, etc.); and Developing ‘volunteerism’ through strategies to educate the communities on ASEAN and Asian heritage.

7) Disaster Risk Reduction and Recovery Southeast Asia is the most disaster prone region in the world. For example, 8 out of 10 ASEAN countries experienced significant disasters over the last 8 years. Of these, 2 were mega-disasters (Dec 2004 Indian Ocean Tsunami, and May 2008 Cyclone Nargis) and several others were medium-scale disasters affecting multiple ASEAN nations. The ASEAN Agreement on Disaster Management and Emergency Response (AADMER) was signed in July 2005, ratified by all ten countries in ASEAN, and entered into force on 24 December 2009. The overarching objective of AADMER was to reduce disaster losses in the ASEAN region, and jointly respond to disaster emergencies. “Recovery” is addressed in Article 17 of AADMER, which states, “For the purpose of the implementation of the Agreement, the Parties shall, jointly or individually, develop strategies and implement programmes for rehabilitation as a result of a disaster.” In this context, the AYVP will support post-disaster recovery initiatives pertaining to the longerterm activities to recover from a disaster. The AYVP will also support in-country projects to improve a community’s resilience to a disaster by encouraging and facilitating necessary adjustments to reduce disaster risk. Projects of this nature will be undertaken in disaster-prone communities through collaboration with the ASEAN Centre on Humanitarian Assistance for disaster management (AHA Centre). AYVP in-country projects, in line with the objectives of the AADMER Recovery Work Programme (2010 – 2015), include:

  

Facilitating post-disaster transition plans for communities and linking post‐disaster recovery into sustainable development; Supporting community‐based approaches in disaster management and enhancing disaster consciousness of communities to instil a culture of safety and resilience; and Strengthening the capacity of communities for improved re-development, with the goal of reducing the impact of future hazardous events.

8) SPORTS & RECREATION Over the years, sports as a promoted endeavour of society has seen tremendous growth, progress and development. Sports today, has been thrust into the mainstream development agenda as an important and vital component of national development perspectives. The UN Inter-Agency Task Force on Sport for Development and Peace defined sports for the purposes of development, as ‘all forms of physical activity that contribute to physical fitness, mental well-being and social interaction, such as play, recreation, organised or competitive sports and indigenous sports and games. Sports is definitely known to own a unique power to attract, mobilise and inspire younger generations towards building a high level of integrity such as respect for the opponent, acceptance of binding rules, teamwork and fairness. The AYVP will recognise the role of volunteers and their contribution to sports and leisure by creating more opportunities to contribute towards the society through sporting events. The value of volunteers will be measured in order to receive much greater attention by developing some form of training and support to volunteers within sports and leisure-related fields. Suitable programmes will be developed to empower volunteers by engaging them in sports and recreation activities to ensure they are delivered in an integrated manner locally and internationally. This will ensure far greater recognition of the time, effort and contributions made by volunteers. AYVP In-Country Projects in this area will focus on:

  

Engaging the community in major sporting events and volunteers; Helping in major Para sporting events Engaging the youth in physical activities to strengthen social ties and network

2. Management of the AYVP THE AYVP SECRETARIAT The AYVP requires a dedicated and well-resourced Secretariat to ensure proper coordination, implementation and delivery of programme objectives, as well as in managing strategic linkages and partnerships with local implementing agencies and partners, civil society organizations, donors, intergovernmental organizations, funding agencies and the private sector. The AYVP Secretariat will therefore oversee the programme to ensure it is implemented efficiently and effectively. The AYVP Secretariat at UKM is housed under the umbrella of AsiaEngage,3 and works in close partnership with the ASEAN Secretariat and the Malaysian Ministry of Youth and Sports to identify, develop and implement impactful knowledge-driven youth volunteerism projects involving multiple stakeholders. The function of the AYVP Secretariat is to centralize the administration of the program, which includes recruiting, project identification, orientation training, volunteer mobilization, evaluation, and fundraising. The fixed overhead costs for the Secretariat will be funded by UKM. The Ministry of Youth and Sports of Malaysia will provide additional core funding including an initial funding commitment for the set-up, resources, operational costs and fundamental activities of the AYVP Secretariat at UKM. AYVP Secretariat Staffing Structure for Establishment Based on these roles and responsibilities, the staff of the AYVP Secretariat will have significant responsibilities. The AYVP Secretariat will be initially staffed by the following key staff 1) UKM AsiaEngage (Executive Director); 2) AYVP Operations Officer; 3) AYVP Technical Officer; 4) Capacity Building and Training Officer; 5) Monitoring, Evaluation and Research Officer and 6) Support staff/student interns. The AYVP Secretariat will also leverage resources from within UKM for support in accounting, recruiting and human resources. Please view the organizational chart of the AYVP Secretariat below and visit appendix A for descriptions of each of the key positions above.

3 AsiaEngage is the regional arm of the Office of Industry and Community Partnerships UKM and a regional alliance that maximizes the strengths of the Asia-Talloires Network of Industry and Community Engaged Universities (ATNEU), the ASEAN University Network (AUN) Thematic Network on University Social Responsibility and Sustainability (AUN-USR&S) and the ASEAN Youth Volunteer Programme (AYVP). All these networks/programme under AsiaEngage aim to create mutually beneficial partnerships between multi-sector stakeholders (Higher education institutions, youth organizations, government agencies, NGOs, industry and foundations and communities) across ASEAN and Asia.

AsiaEngage Executive Director

AYVP Technical Officer Volunteer Recruitment, Grant and Report Writing, Communications

AYVP Operations Officer - Contracts, Logistics, Accounting, Financial forecasting, Managing funds

Capacity Building and Training Officer

Monitoring, Evaluation & Research Officer

AYVP Admin Officer

Support Staff

AYVP Secretariat Staffing Structure for Establishment

Management of In-Country Projects The AYVP Secretariat, with the guidance of the AYVP Task Force, will assume leadership over the AYVP and will be ultimately responsible for the quality of implementation. As the AYVP becomes operational, the relationship between the AYVP Secretariat and the actual implementers of the in-country projects will function as a partnership. Interested Member States/Partners/Donors that are keen to support the programme will be allowed – with permission from the AYVP and ASEAN Secretariats - to access available ASEAN resources such as use of recruiting databases and the ASEAN/AYVP branding. The Host-Member State will function as a key partner with the AYVP Secretariat in the implementation of the in-country projects. The SOMY Focal Point from the Host Member State will be part of the AYVP Selection Committee for any in-country projects and will provide input into the project’s evaluation. In terms of the day-to-day volunteer activities, the AYVP Secretariat will rely on the local implementing partners to manage the volunteer assignments. The role of the Host-Member State and the partners implementing the in-country projects is further explained in the next chapter titled, “In-Country Projects.” THE AYVP TASK FORCE The AYVP Task Force has been established to provide guidance for governance systems, reporting lines and standard operating procedures for the start-up of the AYVP, as well as for the development and implementation of the AYVP strategic roadmap. The Task Force is a demanddriven working group, chaired by the Executive Director of the AYVP Secretariat at AsiaEngage.

The AYVP Task Force comprises representatives from: 

The AYVP Secretariat (Executive Director, Operations Officer, Technical Officer, Capacity Building and Training Officer, and AYVP Monitoring, Evaluation and Research Officer);



The ASEAN Secretariat Education, Youth & Training Division (EYTD);



SOMY (Chair, Vice Chair, and SOMY-Malaysia);



Strategic and Dialogue Partners (when providing direct assistance only);



Key Practitioners from ASEAN HEIs; and



Selected representatives from INGOs / CSOs.

Start-up and Programme Resources – Coordinating the start-up phase of the AYVP and secure adequate project resources (leveraging connections to promote the programme to targeted organizations to source for funding);



Capacity Development – Identifying capacity-building initiatives at a regional level to develop critical skills for effective programme implementation and to facilitate the orientation of youth volunteers particularly on modules discussing ASEAN and its mandate;



Asset Mapping & Database Development – Undertaking comprehensive mapping of youth and volunteerism initiatives across ASEAN to identify, document and share best practices on volunteerism projects in the region, and developing a one-stop regional portal on youth volunteer projects in ASEAN;



Branding & Marketing – Promoting the AYVP to diverse stakeholders including potential ASEAN youth volunteers (students and young professionals between the ages of 18 to 30), potential partner organizations and potential funders, while building the ASEAN brand and nurturing the ASEAN regional identity;



Rewards & Recognition - Developing and facilitating regional awards to recognize and reward outstanding youth volunteerism projects in ASEAN; and

ď&#x201A;ˇ

Acknowledgement - Giving due recognition to the AYVP in any activity or initiative that came about through AYVP projects/events, which will facilitate the sharing of information among the AYVP Volunteers and Participants.

REPORTING LINES AND OVERSIGHT The reporting structure for the AYVP is highlighted in the diagram below: Based on this structure, the AYVP will adhere to the following reporting lines: 8) The establishment of the AYVP Secretariat will be guided by the AYVP Task Force chaired by the AYVP/AsiaEngage Executive Director; 9) The AYVP/AsiaEngage Executive Director will seek the guidance of the ViceChancellor of UKM, as the Advisor of the AYVP Secretariat; 10) The AYVP Executive Director will also work in partnership with the ASEAN Secretariat Education, Youth & Training Division (EYTD) and the Malaysian Ministry of Youth and Sports (MYS) to oversee the overall quality and direction of the AYVP implementation. 11) Reports on AYVP plans and projects will be submitted to the ASEAN Secretariat EYTD and the Ministry of Youth and Sports annually for endorsement and support; 12) The AYVP Secretariat, through the ASEAN Secretariat EYTD, will report to SOMY (for policy guidance), and to SOM-ED and other relevant cross-sectoral working groups (for information only); 13) The ASEAN Secretariat EYTD will also provide annual updates of AYVP initiatives at the ASEAN University Network (AUN) Board of Trustees (BOT) Meeting; and

14) The AYVP Secretariat will work in partnership with the Asia-Talloires Network of Industry and Community Engaged Universities (ATNEU) and the AUN Thematic Network on University Social Responsibility & Sustainability (AUN-USR&S), both hosted at UKM under AsiaEngage. The requirements for written reports and information on the knowledge management system can be found under the subsequent chapter, titled â&#x20AC;&#x153;Monitoring and Evaluation and Research.â&#x20AC;?

3. In-Country Projects (ICPs) The problems faced by communities are largely beyond the capacity of any one agency to resolve. The solution lies in collaborating across diverse stakeholders – HEIs, CSOs, INGOs and communities, industry and foundations and government agencies – to develop knowledgeexchange partnerships that can uplift the quality of life of communities across the region. The AYVP will aim to harness meaningful partnerships in order to provide opportunities for productive and sustainable volunteerism and community development. In-Country projects (ICPs) are the building blocks of the AYVP. They constitute the mechanism through which the ASEAN volunteers will be mobilized, trained onsite and placed in local assignments. In this way, they are one of the most important components of the AYVP since they determine the overall experience of the volunteer and the outputs of the programme. The implementers of the ICPs are the eyes and hands of the AYVP on the ground where volunteer assignments are taking place. The AYVP Selection Committee will approve each in-country project in order to ensure buy-in of the project by the Host-Member State, AYVP Secretariat, the ASEAN Secretariat, and the relevant ASEAN sectoral bodies. Funding for projects is open but will primarily come from Member States, Strategic and Dialogue Partners, and other regional donors. CRITERIA FOR IN-COUNTRY PROJECTS As noted in the first chapter, the AYVP will implement in-country projects (ICPs) under the eight thematic areas: 1) Rural Development and Poverty Eradication 2) Social Entrepreneurship 3) Youth-friendly Health Services 4) Education Development 5) The Environment 6) Protecting ASEAN’s Heritage 7) Disaster Risk Reduction and Recovery 8) Sports and Recreation

The local implementing partner for the ICPs will serve as the primary day-to-day implementers of the work of the AYVP and as such play a key role in the delivery of AYVP assistance and services. Accordingly, the selection, training, and management of abilities of these partners are some of the most vital criteria in selecting the ICPs. The partners may be a government organization, a capable and recognised CSO, an INGO, a foundation or a university affiliated organization. The capacity of the in-country partner is critical to ensure the success of the project and welfare for the volunteers. An in-country field office for the partner is imperative to ensure the smooth setup of an ICP. While there is a need for a centralized office for the ICP, partners may also use a network of grassroots organizations to support the implementation of an ICP, provided that there is a sound oversight system in place with the local implementing partner (e.g. an INGO overseeing local CSOs at the community level). Partners that are capable, trustworthy, and have prior experience working with and using volunteers in their operations will implement successful ICPs. In this regard, the selection must meet the development objectives of the Host-Member State and AYVP. In selecting the final local partners to implement the ICPs, the responsibilities of local partners will vary by project, but at minimum they must be able to provide: 

Sufficient room and board for volunteers;



An established in-country office with the necessary staff and capacity to handle day-today communication with the volunteers and AYVP Secretariat;



Orientation for the volunteers at project site;



Monitoring of volunteer assignments;



Coordination of reporting and final evaluation of the volunteer; and



Transport of the volunteer from the closest airport to the project site.

In selecting such partners, the AYVP Secretariat will release a full and open Call for In-Country Projects (CICP) that lists the required criteria. While application submissions are possible yearround to become an AYVP partner, the AYVP Secretariat will set 2-3 deadlines each year for submissions in order to coincide with the project cycle. The CICP will be advertised publically and a PDF copy of the CICP will be housed on the AYVP Secretariat website. The draft CICP can be found in Appendix A of this document. Submitted applications to the CICP must include: 

Identification of project theme that matches one of the eight above;



Short-term and long-term goals of the project and how they align with the AYVP vision, mission, and objectives;



Area where work will take place, with information on the local conditions of the environment;



Duration of the assignment for the volunteer and the duration for the project;



Proven statement on organizational capacity to implement and monitor the project, which includes identified staff with the local knowledge, capacity and abilities to support the mission and objectives of the AYVP;



Identified group leaders (including local volunteers) for AYVP groups to serve as translators, problem-solvers, and on-the-ground team leaders;



Number of volunteers and size of groups for volunteers outside the country;



Expected role of the volunteer and anticipated experience of the volunteer;



Timing and availability of the project;



Day-to-day management oversight plan of the volunteers to ensure their health, safety and well-being; and



Realistic budget to achieve the technical goals of the project.

Submitted applications will be reviewed and scored by members of the AYVP Selection Committee through an ad referendum process as further described in the subsequent section titled, “Application Procedure.” INDICATIVE PROJECT CYCLE4 Year ONE

Activity 2nd AYVP Task Force Meeting

Objective Finalize AYVP TOR and begin preparations for pilot phase

October-12

Prepare documentation and information for Call for InCountry Projects (CICP) 1) Release Recruitment Advertisement for InCountry Projects December-12 2) Identify trainers for January – 13 orientation in KL 3) Hold Third AYVP Task Force Meeting Select Applicants in February and response to the CICP March 13 Select volunteers for the inNovember-12

Identify potential projects and in-country partners for 2014 1) Identify and build volunteer database 2) Establish foundation for orientation 3) Finalize Appendices and CICP Develop flagship pilot in-country programme in concert with AYVP

Target Group / Stakeholder SOMY, Cross-Sectoral Working Groups, AYVP Secretariat, ASEAN Secretariat, Dialogue Partners, relevant NGO for pilot phase Member States, CSOs, INGOs, Universities, Colleges, youth groups Member States, CSOs, INGOs, Universities, Colleges, Youth Groups, AYVP Task Force

AYVP Task Force Committee

4 The Project Cycle has not taken into account the other cycles that may pertain to different sectoral bodies such as SOMS and SOMRPE.

April-13

May-13

June-13

July-13

August-13

YEAR TWO

September-13

October-13

country projects

Task Force Committee

1) Make volunteer logistical arrangements 2) Training of trainers/lead volunteers

Determine volunteer TORs, send briefing packet to volunteer, make travel arrangements, finalize room and board preparations Clear approach developed on how volunteers can receive university accreditation for their service Make preparations for trainings and identify trainers

AYVP Secretariat and In-country partners (ICPs)

Equip volunteer group with skills for pilot project 1) Implement 5 weeks Pilot Project on Volunteerism, Environment and Climate Change at UKM 2) Monitor implementation

AYVP Secretariat

1) Identify accreditation opportunities with AUN 2) Training of trainers/lead volunteers Finalize preparations for orientation at UKM and onsite training

Mobilize Volunteers and plan orientation and training for Pilot Project Flagship/Pilot Programme 1) Hold orientation and training for Pilot Project (1 week) 2) Onsite Assignment (3 weeks)

Activity

Objective

1) Onsite Assignment (3 weeks) 2) Back to base @ UKM, evaluation, assessment, feedback and de-briefing (1 week) 3) Debrief and Demobilize Volunteers

Monitor implementation

1) Evaluation and Planning Workshop 2) Develop additional outreach and training

Reflection, readjustment, planning for future projects, bringing in more

AYVP Secretariat and ICPs

Target Group / Stakeholder AYVP Secretariat and ICPs

Collect all feedback from stakeholders

SOMY, Cross-Sectoral Working Groups, ASEAN Secretariat, Dialogue Partners,

November-13

December-13

January-14

February-14

March-14

April-14

May-14

JuneJuly-14

materials for other thematic areas 3) Prepare documentation and information for Call for In-Country Projects (CICP) 1) Release Recruitment Advertisement and begin selection of volunteers 2) Identify trainers for orientation in KL 1) Select Applicants in response to the CICP 2) Plan for Capacity Building Programmes and training for other areas

partners

AYVP Secretariat

Increase funding for AYVP and volunteer interest 1) Identify and build volunteer database 2) Establish foundation for orientation

Member States, CSOs, INGOs, Universities, Colleges, Youth Groups

Plan for short-term and long-term in-country programme for Year 2 cycle in concert with AYVP Task Force Committee Determine volunteer TORs, send briefing packet to volunteer, make travel arrangements, and finalize room and board preparations. Make preparations for trainings and identify trainers to equip core volunteer group with skills for disaster response and recovery.

AYVP Task Force Committee

Finalize preparations for orientation at UKM and onsite training for shortterm and long-term projects, as well as accreditation for service. Mobilize Volunteers and Plan orientation and training

Clear approach developed on how volunteers can receive university accreditation for their service

AYVP Secretariat and ICPs

Equip volunteer group with skills to implement ICPs

AYVP Secretariat and ICPs

Hold orientation and training for short term assignment

Monitor implementation

AYVP Secretariat and ICPs

Onsite shortâ&#x20AC;&#x201C;term Assignment (2 months)

Monitor implementation

AYVP Secretariat and ICPs

1) Make volunteer logistical arrangements 2) Implement capacity building programmes and training for other areas

Implement capacity building programmes and other training workshops for the needs of the other thematic areas such as disaster response, risk reduction and recovery sectors.

AYVP Secretariat and In-country partners (ICPs)

AYVP Secretariat

Debrief and Demobilize Volunteers Mobilize Volunteers and Hold orientation and training for long-term assignment YEAR THREE

Activity

November-14

December-14

Target Group / Stakeholder

1) Monitor Implementation 2) Reflection, readjustment, planning for future projects, bringing in more partners

AYVP Secretariat & ICPs SOMY, Cross-Sectoral Working Groups, ASEAN Secretariat, Dialogue Partners

1) On-site long term assignment (3 – 4 months) 2) Develop AYVP Video based on volunteer and community interviews

1) Monitor Implementation 2) Increase funding for AYVP and volunteer interest to continue to increase volunteer database 1) Monitor Implementation 2) Identify potential projects and in-country partners 1) Collect all feedback from stakeholders 2) Plan for short-term and long-term incountry programme for Year 3 cycle in concert with AYVP Task Force Committee Determine volunteer TORs, send briefing packet to volunteer, make travel arrangements, and finalize room and board preparations.

AYVP secretariat, ICPs, ASEAN Secretariat, AYVP Task Force

Make preparations for trainings and identify trainers to equip core volunteer group with skills for disaster

AYVP Secretariat

1) On-site long term assignment (3 – 4 months) 2) Release Request for Call for In-Country Projects (CICP) 1) Debrief and Demobilize Volunteers 2) Release Recruitment Advertisement and begin selection of volunteers in response to the CICP

Make volunteer logistical arrangements January-15

February-15

Objective

AYVP Secretariat and ICPs

1) On-site long term assignment (3 – 4 months) September-14

October-14

Collect all feedback from stakeholders Preparation for longterm assignment

Plan and implement capacity building programmes and other training workshops for the needs of the other thematic

1) AYVP Secretariat & ICPs Member States, CSOs, INGOs, Universities, Colleges, youth groups AYVP Task Force Committee

AYVP Secretariat and In-country partners (ICPs)

March-15

April-15

May-15 June-15 July-15

August-15

areas such as disaster response, risk reduction and recovery sectors. Finalize preparations for orientation at UKM and onsite training for shortterm and long-term projects, as well as accreditation for service. Mobilize Volunteers and Plan orientation and training

response and recovery.

Hold orientation and training for short term assignment Onsite short–term Assignment (2 months) Onsite short–term Assignment (2 months) 1) Debrief and Demobilize Volunteers 2) AYVP Conference and Award Ceremony 3) Evaluation and Planning Workshop

Clear approach developed on how volunteers can receive university accreditation for their service

AYVP Secretariat and ICPs

Equip volunteer group with skills to implement ICPs

AYVP Secretariat and ICPs

Monitor implementation

AYVP Secretariat and ICPs

Monitor implementation Monitor implementation 1) Collect all feedback from stakeholders 2) Celebrate the pilot phase of the AYVP and honour outstanding work 3) Reflection, readjustment, planning for future projects, bringing in more partners

AYVP Secretariat and ICPs AYVP Secretariat and ICPs AYVP Secretariat and ICPs SOMY, Cross-Sectoral Working Groups, ASEAN Secretariat, Dialogue Partners, Volunteers, ICPs

AYVP SELECTION COMMITTEE The AYVP Selection Committee will review all submitted ICP applications and will consist of: 

AYVP Secretariat Executive Director (Chair)



Host Country SOMY Focal Point (Co-Chair)



SOMY Malaysia Focal Point



SOMY Chair and Co-Chair



Two ASEAN Secretariat Representatives



Chair and Co-Chair from Relevant Cross-Sectoral Bodies, if applicable



Strategic and Dialogue Partners (if directly funding certain projects)

The final decision to select the in-country project will ultimately be based on the funding source and the consensus of the group through an ad referendum process. All proposed projects will be channelled to AYVP Selection Committee and then to SOMY as part of the project management cycle (if Dialogue Partners Funding is required). APPLICATION AND SELECTION PROCEDURE There are two modes of application for the AYVP in-country projects:

3) AYVP Secretariat Funding (internal) â&#x20AC;&#x201C; AYVP Secretariat seeks an open call for proposals, which will be evaluated and selected by the AYVP Selection Committee. 4) Other Funding Source (external) â&#x20AC;&#x201C; Interested applicants for in-country partners will submit their application through the identified funding source before being submitted to the AYVP Secretariat and the AYVP Selection Committee. The mechanism and process for selecting and implementing in-country projects (ICPs) is as follows: 1. The AYVP Secretariat openly releases the CICP with application deadlines for each project cycle. The CICP will be open year round, with project cycle deadlines for application submissions (timeframe: on-going)5 (this step is not applicable to in-country projects using external funding). 2. Next, the AYVP Selection Committee reviews applications ad referendum (sample criteria presented below) and makes written recommendations and/or request additional information on the proposed projects. (Timeframe: 2 weeks to review). a. If the application is rejected and cannot be fixed without a major overall of the application, the AYVP Secretariat will inform the organization that their application was unsuccessful (1 week). b. If the committee requests additional information on the application, the AYVP Secretariat will submit clarification questions and ask applicant to submit an amended application (timeframe: 1 week). i. The AYVP Selection Committee reviews amended application and makes final written recommendation to the AYVP Secretariat (timeframe: 1 week). If approved, the application moves to Step 3, and if rejected the AYVP Secretariat informs the applicant.

5 At the discretion of the AYVP Secretariat, exceptions can be made to the project cycle if there is an inherent immediate need for a volunteer project in a community, such as providing assistance to a disaster recovery initiative.

3. 4. 5. 6. 7.

c. If application is approved without request for additional information, it moves to Step 3. The AYVP Secretariat conducts financial and administrative audit/due diligence on applicant during in-person meeting (timeframe: 1 week). The AYVP Secretariat via the ASEAN Secretariat informs SOMY and respective sectoral bodies of the selected in-country projects. The AYVP Secretariat issues and signs contracting agreement with organization (timeframe: 1 week). Contract agreement template can be found in Appendix G. The AYVP Secretariat manages and monitors the implementation of the in-country project, in coordination with the ASEAN Secretariat (timeframe: on-going). The AYVP Secretariat completes a final technical evaluation and audit of in-country project prior to completion (timeframe: within 15 days of completion of program).

Approximate Timeline of CICP Application, Selection, and Establishment Timeframe Weeks 1-8 Weeks 9-12 Week 13-15 Week 16 onwards Post-ICP

Activity CICP Released to the Public and applications are submitted to the AYVP Secretariat Applications are Reviewed and Selected by AYVP Selection Committee Administrative and Contractual Start-up of the In-Country Project Volunteer Deployment, Orientation, and Project Implementation Monitoring Final technical evaluation and audit of in-country project

Application Process Diagram

ICP FUNDING BY ASEAN SECRETARIAT DIALOGUE PARTNER PROJECTS In some cases, existing Dialogue Partner Projects at the ASEAN Secretariat may wish to fund AYVP in-country projects. As these projects are under the directive of the ASEAN Project Steering Committee (PSC), dialogue partners will have to abide by the project appraisal and approval process as outlined by the ASEAN Secretariat Strategic Planning and Coordination Division (SPCD) before participating in the application procedure explained above. A simplified chart of the process can be found on the next page, detailed information can be found in Appendix B. Please note that the chart does not necessarily reflect the current approval process for all dialogue partners as its subject to change.

Dialogue Partner Approval Process through the ASEAN Secretariat and Project Steering Committee

SCORING CRITERIA FOR SUBMITTED APPLICATIONS TO CICP 6 Evaluation/Selection Criteria (100 points total). The AYVP Selection Committee will score each application using the â&#x20AC;&#x153;Scoring Sheetâ&#x20AC;? in Appendix C. The following criteria will be used to evaluate applications: Evaluation/Selection Criteria Alignment to vision and values of AYVP Feasibility and Impact of Technical Approach Management Staffing and Structure Onsite Orientation and Training Programme

10 points 20 points 10 points 10 points

6 If the Hosting country is willing to fund and has identified an implementer, the criteria is still used to help ensure the project is adequately prepared.

Past Performance Branding and Marketing Impact and Potential to be Replicable in the Region Cost Efficiency of the Application Total

10 points 10 points 10 points 20 points

100

points

A. Alignment to Vision and Values of AYVP (10 points) The extent to which the proposed activities correspond to the Vision, Mission Statement, Values and Strategies of AYVP as laid out in the AYVP TOR document. B. Feasibility of Technical Approach (20 points) The quality and feasibility of the application in terms of the viability of the proposed technical approach, (i.e., the proposed technical approach can reasonably be expected to produce the intended outcomes), appropriateness of the proposed methodology, innovativeness, and the work plan for achieving project objectives to offer significant impacts to communities in ASEAN. The technical approach must directly contribute to the achievement of AYVPâ&#x20AC;&#x2122;s objectives and the expected results as listed in the RFA. Special consideration will be given to projects that can provide volunteers with university credit transfer (e.g. through the AUN ASEAN Credit Transfer System (ACTS) initiative). C. Management Staffing and Structure (10 points) The organization has adequate management capacity to carry out the tasks outlined in the scope of work and assures the delivery of high quality services that meet the requirements listed in the RFA. The application should demonstrate the organizationâ&#x20AC;&#x2122;s effectiveness in terms of internal structure, technical capacity, and key personnel in meeting the goals of the activity. In particular, the organization should have capacity to oversee the day-to-day care of the volunteers and have identified group leaders that can support with translation and community engagement. Preference will be given to organizations with a proven relationship with either the Host Government, ASEAN and/or other valuable partners. In addition, the organization must demonstrate adequate financial management capability to run a volunteers programme. D. Onsite Orientation and Training Programme (10 points) The organization has a sufficient plan in place to provide onsite orientation and training programme to the volunteers. The programme must have identified staff capable to train/inform

the volunteers in their local surroundings and culture, position assignment, and what to do in case of an emergency. E. Past Performance (10 points) Application has previous or on-going experience implementing similar activities. This section depends on the Applicantâ&#x20AC;&#x2122;s track record, which is a critical factor in assessing the capacity of the applicant to implement the activity. F. Branding and Marketing Plan (10 points) The organization has a sufficient plan to brand and market the in-country project as part of the AYVP and ASEAN as based on the AYVP Branding and Marketing guidelines in the RFA. G. Potential to be Sustainable and Replicable in the Region (10 points) The extent to which the proposed activity corresponds to the needs of target group(s) and the degree to which the activity has the potential to be sustained and/or replicated in the ASEAN region, or has a regional focus. H. Cost Efficiency of the Application (20 points) This refers to the degree to which budgeting is clear and reasonable as well as reflects the best use of organizational and funding resources. Resource allocation shows a clear and logical relationship to activity objectives. The local contribution reflects commitment to the project by the targeted beneficiaries and local institutions.

4. Youth Volunteer Recruitment and Welfare STANDARDS FOR VOLUNTEERS All volunteer assignments must also comply with certain basic standards. The goal of setting up these standards is to maximize the chances of success for the project and ensure that the experience will be positive for the communities, volunteers and ASEAN. The AYVP will adhere to the following standards: 

All volunteers are to be ASEAN nationals between the ages of 18-30. In some cases, more experienced volunteers will be required beyond this age range to address specific or timesensitive needs (eg, in crisis situations such as water shortages, etc.);



Volunteers shall ideally be placed in small groups of 4-8 people or 10-20 people for group volunteering projects to promote teamwork and a sense of ASEAN-ness among the group. At least two ASEAN countries, if not more, should be represented in each volunteer group;



All volunteers should possess proficiency in English;



Each volunteer group should have at least one or two (depending on the size of the group) local leaders who are from the host country and speak the local language. These individuals may be volunteers or coordinators of the local implementing partner;



All volunteers should comply with a code of conduct and accept basic principles of volunteerism as stipulated in their contracts (violations will be result in immediate demobilization and possibly legal action);



All efforts should be made to achieve gender balance on volunteer teams and ensure that all teams have both male and female representation;



All volunteers should be medically fit to travel and work in remote locations and must submit a certified medical form with their contract attesting to this fact;



The AYVP and its volunteers will comply with and respect host country laws and regulations and will design interventions in accordance with Member State guidance.

THE AYVP SECRETARIAT FINANCIAL RESPONSIBILITIES OF THE VOLUNTEERS The AYVP Secretariat will be the centralized hub for all financial transactions, in that all external funding will first go to the Secretariat before it is sent to an in-country partner. For example, the AYVP Secretariat would receive a grant award and then issue a sub-grant to the in-country partner. The reason for this structure (highlighted in the diagram below) is to reduce overhead costs and ensure the best appropriation of funds.

The AYVP Secretariat

Local Partner for In-Country Project

Supporting Organization (if applicable)

Supporting Organization (if applicable

In this way, for expensive budget items the AYVP Secretariat will purchase (using ICP funding) all airline tickets, basic medical insurance, visas and be responsible for the distribution of the stipend to the volunteers. These transactions are also most suitable under the purview of the AYVP Secretariat as they are the ones responsible for the recruitment and contracting of the volunteers. The AYVP Secretariat, at their discretion may also cover other costs depending on the makeup of the ICP. The AYVP Secretariat will be responsible for the volunteer and welfare coverage. The Secretariat will provide each volunteer with short-term accident and sickness insurance, emergency medical evacuation, and emergency repatriation. This insurance will evacuate the volunteer out of a remote area and ensure transportation to a place where he or she can receive proper medical care. In the event of a volunteerâ&#x20AC;&#x2122;s death, this repatriation coverage will ensure the body is properly transported home or to a funeral home nearby. The best protection against emergencies from happening is prevention. Therefore, each volunteer will receive proper medical clearance before joining the AYVP in order to reduce the risk of health issues for the volunteer during the assignment. Once the AYVP Secretariat selects a volunteer, they will be sent a draft contract (Appendix D), which includes a medical clearance form to be filled out by their local doctor. The costs for the medical check-up will be the responsibility of the volunteer, and the AYVP Secretariat recruitment department will clear the form. This clearance is necessary since it will ensure the volunteers are fit to live and work in a harsh environment that may not have proper medical facilities.

Invoicing Requirements The invoicing requirements for in-country projects will vary depending on the rules and contract with the respective funding mechanism (Member States, Dialogue Partners, foundations etc.).

In general, the local implementing partner will submit an invoice (preferably monthly) with accompanying receipts and documentation for any incurred costs to the AYVP Secretariat for review and approval. The AYVP Secretariat will then include their own costs and the local implementing costs in a master invoice to the organization that funded the in-country project. REST AND RECUPERATION For volunteers in a rural setting without access to modern communication grids, the local implementing partners will cover the travel, room and board of one, three-day rest and recuperation to the nearest town or city for every 6 (six) weeks the volunteer is at post. This service will allow volunteers to contact their family members, interact with other AYVP volunteers, and recuperate in general. SELECTING VOLUNTEERS In selecting volunteers the AYVP Secretariat will look for volunteers that have, or have the potential to develop, the below values, skills and competencies: Criteria for Potential Volunteers Essential Values for Volunteers

   

Skills and Competencies

 Strong written and oral communication skills  Proficiency in English, ability to communicate in English across

Inter-cultural understanding, respect and appreciation Team player Altruistic – devoted to the welfare of others Open-minded, positive attitude and flexible

cultures

 Strong interest and/or experience required by the specific project /   

theme Mental and physical readiness to live in a harsh natural environment Sense of initiative and leadership Sociocultural competencies to connect to the community and ability to motivate others

LENGTH OF ASSIGNMENTS AND PROJECTS Short-term volunteer assignments will be approximately one-two months and long-term assignments will be three-four months in length depending on the project, available funding, and the needs of the communities. Projects may also be 6 months or longer, consisting of multiple volunteer deployments in order to have a more focused impact on communities. ICPs may be shorter or longer at the discretion the AYVP Secretariat and the hosting countries/organizations. ASSET MAPPING AND DATABASE DEVELOPMENT The AYVP Secretariat will establish and maintain a database to keep track of the AYVP volunteers to support efforts in recruitment and evaluation. The database will hold information on the volunteers’ skills, qualifications, and contact information. An updated database will allow the

AYVP Secretariat to send information to the volunteers through a distribution list, which will further strengthen the support to the AYVP and a sense of camaraderie among the volunteers. An updated database will also support the placement of volunteers, especially when specialized skills are in demand for a certain placement, such as a disaster recovery, water and sanitation, and information and communication technology (ICT). ROLE OF VOLUNTEERS Volunteers will respond to the demands of the community in small teams (4-6 individuals from different AMS) in concert with the local implementing partners. Each volunteer assignment will complement on-going development programs in the country to ensure the greatest chance of success for the AYVP. In this way, community leaders and the local implementing partner will play an integral part in the role of the volunteers’ respective assignments. Volunteers will also actively engage with the community on a social level to build trust and enrich their experience, such as through sharing meals with local families, playing football with local youth, and having tea. Their experience will also form bonds with the other ASEAN nationals on the team through working together to solve problems and living in a new environment. At the end of the assignment, volunteers will have interacted and formed friendships with people from across ASEAN, including those within the local community of assistance. These new connections will facilitate a regional identity and support an ASEAN youth network on the formal and informal levels. Volunteers will take a mid-term and final evaluation of their experience. A sample evaluation questionnaire can be found in Appendix E. Volunteers will also be requested to keep a journal of the experience, with accompanying photographs, and be expected to participate in reflection sessions at the end of the assignment with the involved stakeholders, facilitators, and recipients to support the evaluation of the project. At the end of the assignment, volunteers will provide a 10minute or less YouTube video of their experience serving as a volunteer for ASEAN. Select YouTube videos will be embedded on the AYVP website. If earning college credit, volunteers may also be responsible for additional deliverables depending on their respective university. The reporting requirements are further explained in the chapter titled, “Monitoring and Evaluation and Research.” VOLUNTEER RECRUITMENT STRATEGY AND DISSEMINATION The recruitment of ASEAN Youth Volunteers is a process requiring input and collaboration between AYVP Secretariat, the ASEAN Secretariat, youth groups, national SOMY focal points, other relevant sectoral bodies and the local implementing partners. In order to have a successful volunteer assignment—both for the volunteer and the hosts of the volunteer—a thorough job of screening and vetting are necessary to ensure that the volunteer’s skills and personality match up with the needs and realities on the ground. For each assignment, the AYVP Secretariat will coordinate with the local implementing partner on the recruitment process. Throughout the recruitment phase, the AYVP Secretariat will

distribute an updated tracker each month on the status of all volunteer applications from SOMY focal points. The process7 should unfold as follows: 1) A concise recruitment call for volunteers to support the AYVP along with a link to the application form8 (what will their general role be, how can they make a difference, how long will the assignment last, what specific skills are needed). 2) Distribution of the AYVP recruitment call and TOR with AYVP network9 for active recruiting and publishing of recruitment ad in relevant publications, newsletters and websites. 3) Volunteers submit applications (template attached in Appendix H), CVs, and reference letter to the AYVP Secretariat Recruitment Division. 4) The AYVP Secretariat Recruitment Division vets first draft of applications . 5) The AYVP Technical Officer carries out phone interviews with select volunteers and makes final selection of the best and final volunteers;=. 6) The AYVP Secretariat in collaboration with the local implementing partner places the volunteer in his or her respective assignment. 7) The AYVP Secretariat sends a contract to the volunteer, which includes the assignmentâ&#x20AC;&#x2122;s Terms of Reference (ToR)10, code of conduct certification, medical clearance form, passport information, bank information, emergency contact form, and dietary requirements form. 8) Upon acceptance of the contact and its accompanying forms, the AYVP Secretariat will issue the airline tickets and send the volunteer a welcome package 9) The AYVP Secretariat and ICP Youth leaders greet the volunteer at the airport in Kuala Lumpur and the volunteerâ&#x20AC;&#x2122;s assignment thereby begins. 10) Volunteer is deployed to the in-country project and meets with local SOMY focal point; and 11) After the assignment, volunteers return to Kuala Lumpur for debriefing and celebration.

7 *This process can be simplified for disaster recovery activities at the discretion the AYVP Secretariat. For example, AYVP volunteer alumni may be used for quick deployments to support disaster recovery initiatives. 8 The application form will be on the AYVP Secretariat website in order to draw people to the site and be able to use data metrics to track the number of people accessing the application form, which will help with strategic planning. 9 The AYVP network consists of and is not limited to contacts through SOMY, Universities in Southeast Asia, Youth Centers, CSOs, INGOs, cross-sectoral ASEAN working groups and the ASEAN Secretariat 10 The ToR includes the assignment location, duration with start and end-date, role of the volunteer, and project objectives,

Volunteer returns homes, bringing the volunteerism spirit and the ASEAN identity to his or her local community. ACCREDITATION OPPORTUNITIES FOR VOLUNTEERS Through working with AUN under AsiaEngage, the AYVP Secretariat will identify factors and academic credits that could be considered for â&#x20AC;&#x153;Accreditation of Prior Learning Experiencesâ&#x20AC;? for AUN Member Universities. AsiaEngage will provide volunteers with support to obtain credits through the AYVP that could then be transferred into certificate programmes that could, in turn, contribute to postgraduate degree programmes. In particular, volunteers will be counselled on how to take advantage of the AUN ASEAN Credit Transfer System (ACTS) initiative. This approach is part of a larger plan for capacity building for volunteerism as it integrates across research, teaching, and learning. For instance, for the postgraduate degree the development of Community and Industry Research Based Masters and PhD degrees will be explored. This approach will professionalize the field of volunteerism and community and industry engagement. Support to the AYVP accreditation will meet the highest quality and internationally recognized standards for postgraduate qualifications in this field.

Volunteer Recruitment Process Overview Diagram

5. Mobilization and Orientation of Volunteers Orientation is a critical component of any volunteer programme because it is the first training stage for new volunteers. The AYVP orientation process will provide a specific set of learning experiences tailored to the volunteerâ&#x20AC;&#x2122;s assigned project. It will also provide sound knowledge of the volunteer organization and prepare the volunteer to begin the specified job. After a volunteer is selected, the process of mobilizing and training the volunteer begins. The AYVP Secretariat and local implementing partner will both play roles in this process. First, the AYVP Secretariat will send a congratulatory letter and information packet on their assignment. This will be followed by the orientation training that will take place over one week at UKM in Kuala Lumpur, Malaysia, for them to receive basic training before being sent to their field assignment. The training will bring together volunteers from all thematic areas to generate a sense of solidarity and ASEAN-ness. The second training will be conducted by the local implementing partner and will address the assignment itself. This training will be more specific to the onsite assignment and provide training to the volunteers in their respective thematic area. The length of each training will depend on the length and nature of the in-country project. UKM ORIENTATION AND TRAINING Before deployment, the AYVP Secretariat will send each volunteer an information packet on ASEAN background and the history/ideals of the ASEAN Youth Volunteer Program. Participation in AYVP projects will offer important opportunities for socialization and learning since it will provide youth a non-formal learning environment that helps them develop critical life skills, foster citizenship, and promote leadership. The goal of both the orientation and training is to reinforce the necessary values, skills and competencies to be an AYVP volunteer as described in the previous section on volunteer selection. At least one-day before the training begins, the identified youth leaders of each ICP will come to Kuala Lumpur, Malaysia to prepare for the trainings and to review and portfolio of the volunteers. The youth leaders will participate in the training at the AYVP Secretariat to build their capacity and bond with their assigned volunteers. The first part of the training will address the necessary background information, including a special session on ASEAN and the significance of being an ASEAN volunteer. The next part of the training in Kuala Lumpur will focus on key life skills and behaviours to enable them to adapt to and deal effectively with the demands and challenges of life. The final part of the training will focus on their respective thematic area, their assignment and their role with the local implementing partner and the targeted community. By the end of the

orientation program, the volunteer will be aware of his/her role and how s/he is expected to interface both with the local partner as well as with the targeted community and/or the ultimate consumers of the assignment. An overview of the trainings can be found below: Type of Training

Description of Training in Kuala Lumpur

ASEAN 101 and Civic Literacy

It is crucial for volunteers to have a basic understanding of ASEAN culture and values and to practice civility amongst youth and communities across the region, including in areas such as gender and socio-cultural sensitivities.

Survival Skills Training

Training volunteers in basic survival techniques and knowledge, such as how to get out of trouble in case things go wrong for them personally. Training courses include managing sleep deprivation, survival in a hostile environment and shelter building. Trainers for this area are usually people with military background.

Life skills Training

Volunteers will be trained in the following five life skills areas:



Decision-Making: Making decisions are the process of identifying and selecting a choice among possible alternatives and then evaluating the consequences of that choice Sociocultural Training: Learning how to respect, understand, and work with other cultures. Ability to identify and understand culture shock, adaptation, and assimilation. Overview of cultural sensitivities in assigned post. Critical Thinking: Critical thinking is defined as thinking that evaluates reasons and brings thought and actions in line with evaluations. Communication: Oral communication is the dynamic process by which people exchange thoughts, ideas, and messages. Listening is the act of interpreting sounds and/or visual stimuli and using those interpretations to give them meaning. Goal setting: Goal-setting is the process of setting benchmarks, monitoring progress, and utilizing feedback to achieve a targeted result. Problem Solving: Solving problems is the process of using reasoning and analysis to look beyond the surface of a problem to the underlying concepts that need to be part of the solution. It is a process of recognizing and correctly defining problems, creating and implementing solutions, and evaluating the results of those

solutions. Project Theme Introduction

Training to provide volunteers with an understanding and appreciation of the eight thematic areas under the AYVP.11 This may be through theme oriented partnerships with key stakeholders, in areas of relevance such as rural development, social enterprise, educational development, health services, environment, heritage & culture etc.

Identification of Trainers The AYVP Secretariat and AYVP Task Force will support the identification of trainers for the orientation in Kuala Lumpur. Identified trainers will range from a person who is sometimes a trainer but may not have trainer qualifications, through to a person in the formal role of trainer and with formal qualifications. There are many variations in between, embracing both paid staff and volunteer trainers. An experienced trainer may also be part of a learning partnership in which they act as training supporter rather than principal trainer. Taking on the role of buddy or coach to assist the learner is an example of this approach Training of Trainers During the pilot phase, the AYVP Secretariat will rely on experts from the region to conduct the training of the volunteers, which will also double as a training of trainers (TOT) for the AYVP Secretariat. As the programme develops, the AYVP Secretariat will identify trainers from within UKM and other local organizations to save costs. Potential trainers will be given the opportunity to have first-hand experience of the training sessions during the pilot phase. The experts will also provide advisory support to the UKM trainers afterwards. For example, experts can be consulted for creating standard training materials and TOT refreshers for the UKM trainers. Onsite Training The local implementation partner shall design an orientation and training appropriate to the specific volunteer project and location. The orientation program will include: 1) Cultural orientation 2) Basic language training (when appropriate) 3) Background on the community that the volunteer will be working in, plus a detailed briefing on the development problem and the ultimate goals of the assignment 4) Specific information on the role of the volunteer on this assignment

11 Training in disaster risk reduction and recovery may be carried at fixed times in a year and may not follow the schedules in the project cycle in order to be able to support disaster recovery initiatives. The database will include trained and past volunteers in disaster risk reduction and recovery in case such a need arises.

5) Reporting lines—who is the volunteer’s direct supervisor and mentor; who do they approach if they have a problem or concern 6) Code of conduct 7) Emergency procedures contingency plans 8) Field/Geographical orientation of onsite assignment 9) Evaluation criteria for a “successful” assignment 10) Reporting requirements. Following training, they will deploy to their assignment for 1-4 months (or as agreed by the AYVP Secretariat/ organisers).12 The AYVP Secretariat will coordinate with the local implementing partner to ensure the welfare of the volunteers and the success of the project (i.e. needs of the community are being met), which includes a mid-term and final evaluation. Before going home, the volunteers will return to Kuala Lumpur for celebration and debriefing. At this time, the AYVP Secretariat will carry out recorded interviews with each volunteer. Select volunteers will be requested to be trainers/youth leaders for future projects. The basic cycle of this process can be found below: Orientation at AYVP Secretariat

Selection of Volunteers

Final Evaluation and Debrieifing

Deployment and Onsite Training

Mid-term evaluation of onsite Volunteers

MOBILIZATION AND DEMOBILIZATION The AYVP Secretariat in coordination with the local implementing partner will arrange the volunteers’ airline tickets to both Kuala Lumpur and sending the volunteer to site. The AYVP Secretariat will also arrange the airline tickets for the demobilization of the volunteers from post to home base. Therefore, the AYVP Secretariat will handle the logistics of booking and purchase of all international travel arrangements for the volunteer. The local implementing partner will be

The length of in-country projects will largely depend on in-country projects

responsible for arranging transport to/from the airport for the in-country assignment. volunteer is responsible for incurred costs to the airport from his/her point of origin.

The

ROOM AND BOARD The room and board costs for the volunteers’ stay in Kuala Lumpur will be covered through cost sharing or dedicated project funding. Based on project funding, the AYVP Secretariat will also provide the volunteers, via wire transfer, a fair but reasonable living allowance/stipend (25% at the beginning of their assignment and 75% upon completion). Living allowances should be set according to local income levels—volunteers’ stipends will be no greater than the monthly salaries of local project staff. The in-country project will be responsible for all room and board costs while the volunteer is at assignment. The local implementing partner will invoice the AYVP Secretariat for reimbursement. All invoices must include detailed receipts and documentation.

Branding AYVP

and

Marketing

The AYVP will be an AsiaEngage/ASEAN product with co-branding. As the larger objectives are on ASEAN awareness and identity, volunteers will be trained in competencies and skills necessary to develop a sense of belonging to ASEAN. This communications strategy is designed to help AYVP communicate effectively and meet core organizational objectives, enhance crosscultural understanding and develop a sense of regional identity for ASEAN; ď&#x201A;ˇ ď&#x201A;ˇ

Raise awareness on sustainable volunteerism; Support the exchange of learning experiences.

The AYVP communication strategy will be carried out in direct collaboration with the ASEAN Secretariat Public Outreach and Civil Society Division (POCs) and SOMY to ensure the ASEAN product and branding is maximized. GENERAL MESSAGE TO AUDIENCE AYVP is a dedicated youth volunteerism platform that intends to create opportunities in volunteerism, support the exchange of learning experiences, develop capacity, enhance crosscultural understanding and forge a sense of regional identity, while making a sustainable difference to communities across ASEAN. Message to Youth Volunteerism will allow the youth to make a difference, develop new perspectives and open up new opportunities. In addition to bringing the benefits of mutual understanding of youth from other parts of ASEAN, volunteerism will help them to develop their leadership and teamwork skills, which brings long-term benefits. Message to Higher Education Institutions Higher education institutions (HEI) play an important role in shaping the leaders of tomorrow, and therefore, through AYVP, HEIs are able to promote strong graduate attributes that will in turn generate better leaders and create a positive image for HEIs in the long term. Message to NGOs, Foundations, Government Agencies and Policy Makers Partnership with and support of AYVP would enable organizations to increase their exposure and reputation at the regional level. Becoming an AYVP partner would also promote in the sharing of the expertise and knowledge between the involved bodies.

Message to beneficiaries The AYVP provides a platform for ASEAN Youth to learn from and share experiences with local communities in the region. Through working together on community-led initiatives, the AYVP seeks to support ASEAN’s vision to create an outward-looking, stable, peaceful and prosperous ASEAN Community AYVP Outputs to Support Communications Strategy The AYVP will develop and sustain an “ASEAN brand” by: -

Developing volunteer and advocacy material designed to recruit volunteers and partners (i.e. one pager). A draft one-pager can be found in Appendix F. Advertising the AYVP at the university level through collaboration with AUN and nonmember universities; Developing and sustaining a social networking platform for interested volunteers, current volunteers, and future volunteers; Maintaining an AYVP website that will house information on the programme, success stories, outreach material, and embedded videos on the AYVP; Recording interviews with volunteers and members of the community in order to create short, online documentaries and recruitment ads; and Releasing press releases on key milestones and tracking media uptake of the AYVP.

Please find below the priority outputs to support the AYVP communication strategy: Outputs Social Media    

Facebook Twitter Blogs YouTube

Print Media  

Newspapers Magazines

Promotional Events  

Road shows by AYVP Ambassadors Symposia

Action Item    



Utilise volunteers to update experiences via social media to highlight the voices of the youth. Engage with potential stakeholders Use video to show members of the public on AYVP activities Create Facebook page for AYVP Alumni to link past, present and future volunteers



Interviews by key persons within AYVP to publicize efforts in education and youth sections. Interviews by volunteers to highlight their experience

  

Sharing sessions with potential future volunteers Road shows to draft more members into AYVP Outreach to schools and organizations

Outputs

Action Item

Website



E-Newsletter



Develop AYVP’s content for website linked to the AsiaEngage website to promote the programme, and disseminate volunteers. Ride on the AsiaEngage E-newsletter to promote activities and events.

MEASURABLE OBJECTIVES The success of the AYVP communication strategy will be measured by: -

Gauging audience penetration through evaluation meetings Utilizing social media and website analysis reports E-mail surveys Media mentions Number of volunteers garnered through communication initiatives

In addition, the AYVP Secretariat will examine its communication strategy by analysing : -

Increased youth engagement and participation in and around ASEAN Youth Organizations and HEIs disseminate information to their students to participate in the AYVP Formed meaningful partnerships with foundations, donors, associations and businesses to sponsor or partner with AYVP activities Government agencies in ASEAN and elsewhere provide funding support for the AYVP

7. Monitoring, Evaluation (M&E) and Research Monitoring, evaluation and research of all AYVP work is important to ensure continued quality. Likewise, regular monitoring and evaluation allows for assurances on the effectiveness of AYVP funds as well as confirming the soundness of approach and/or determine if changes need to be made to the program in order to improve outcomes for volunteers, partners and communities. In order to install appropriate and proper M&E systems, the AYVP Secretariat will hire a Monitoring, Evaluation & Research Officer to undertake the following measures for every project undertaken: 1) Evaluation of volunteer assignments will be conducted at least one month after the volunteerâ&#x20AC;&#x2122;s arrival and then at regular intervals during the assignment; 2) Monitor volunteer assignments with the local implementing partners and volunteers at least once a week depending on the remoteness of a volunteer assignment. Monitoring can include regular phone and/or emails with the volunteer and the local implementing partner; 3) Track project against predetermined success indicators for the project and volunteer assignment; 4) Recorded exit interviews with each volunteer for the evaluation report and future video campaigns; and 5) Collection of evaluation questionnaire upon completion of an assignment (template in appendix E). AYVP M&E INDICATORS Monitoring the AYVP in its pilot phase is essential for its sustainability. The AYVP M&E plan has been designed to generate outcomes by measuring an increase/decrease in: 1) 2) 3) 4) 5) 6) 7)

Depth of partnership with the community; Impacts to the personal development of volunteer and community members; Range and scope of the acquisition of knowledge; Development of competencies valuable for volunteerism; Community champions and sustainability; Sense of ASEAN awareness; and Relationships with local community members and ASEAN volunteers.

Indicators to measure these outcomes are categorized by the following five areas: 1) 2) 3) 4) 5)

Experience of Volunteer; Increase in knowledge, competencies, and values for community and the volunteers; Champions and Partnerships; Community Development and Sustainability; and ASEAN awareness.

The monitoring and evaluation of the AYVP will be largely based on qualitative indicators and methodology. The AYVP Secretariat will have each volunteer complete questionnaires before deployment, mid-way through deployment, and after they finish their assignment. This before, during, and after approach will help ensure a complete understanding of the volunteer’s assignment. Likewise, the community leader(s) will also be requested to complete a questionnaire before, during, and after the assignment in order to judge their perspectives of the AYVP. The AYVP in-country projects will be tracked through: 1) Questionnaires to identify needs of community, outcomes of the volunteers, and general experience working with other ASEAN nationals 2) Involvement of local volunteers - local community to take ownership to ensure sustainability 3) Feedback from all stakeholders 4) Monitoring through social media and updates by the websites The below table lists the indicators that will be used to measure and evaluate the AYVP:

Target Area 

Experience of Volunteer

Indicators  

  

Increased knowledge, competencies, and values for community and

  

Volunteer successfully connects with other organizations within the community doing similar work Volunteer reaches out to a broad array of organizations and individuals within the community (e.g. split by gender, age, wage, focal area Self-reports from volunteer/community/other stakeholders that volunteer is established member of the community Volunteer support viewed as beneficial to the community Volunteers report increased knowledge of community needs Community members report that they place trust in the information the volunteer imparts to them Community members report that the volunteer is

the volunteers     

Champions and Partnerships

  



Community Development and Sustainability

     



ASEAN Identity

   

knowledgeable in a particular area Volunteers report increased knowledge of successful community integration tactics Volunteers report increased cultural competency Volunteers report increased ability to function in difficult/new environment Volunteers report increased ability for a particular skill Ability of volunteer to connect potential champions with mentors i.e. experts (self-report, stakeholder report) Champions can identify what they have learned about a particular issue Volunteer connects with influential people within the community with decision-making ability/access to decision-makers Volunteer reports that community is hitting its targets for the in-country project Community reports increased civic engagement Community reports change before/after the volunteer engagement Stakeholders report effects lasting beyond the duration of the volunteer period Community reports activities advancing its agenda that it undertakes independently of the volunteer Volunteer/community reports increased civic engagement Volunteer has increased knowledge in the goals and vision for an ASEAN Community Volunteer forms friendships with other volunteers and community members Volunteer considers himself/herself as a citizen of ASEAN Volunteer would like to pursue a career supporting the objectives of the ASEAN community in the future

The collected information will be stored in a database managed by the AYVP Secretariat. The AYVP Secretariat will also record (ideally video, but audio if only available) introductory and exit interviews to support both the final evaluation and efforts in outreach and marketing.

At the end of each project cycle, the AYVP Secretariat will host a one-day workshop, preferably back-to-back with the SOMY, with all relevant stakeholders to reflect, adjust, and discuss the AYVP. The evaluation report and recorded interviews will be shared with the meeting participants to stimulate discussion. Representatives from SOMY, the ASEAN Secretariat, crosssectoral bodies, local implementing partners, dialogue partners/donors, select volunteers, and AsiaEngage will be invited to participate in this exchange. The Role of the Local Implementing Partners in M&E: 1) Before volunteers begin their assignments, the M&E and Research Officer in concert with the local partner will establish baselines that can be measured against to determine impact and results of the volunteers’ work in concert with the AYVP Secretariat, respective SOMY focal point and cross-sectoral working group focal point if applicable. Such baseline indicators might include (and are dependent on the nature and ultimate goals of the assignment): 

Income levels in communities



Production levels of certain agricultural products



Sales/profits of farms/businesses



Utilization of improved practices (business/farms/sanitation/etc.)



Enrolment levels in schools/training/education programs



Health and sanitation indicators (number of cases of certain ailments, institutionalization of certain sanitary practices, etc.)

2) After a volunteer finishes her/his assignment, the local partner needs to conduct an evaluation of the local community through interviews and measurements of pre-identified indicators. 3) As long as a country program is in place, local partners shall continue to report on these indicators in their regular reporting to AsiaEngage.

LONG-TERM MONITORING AND EVALUATION A post-project follow up is an important, and often neglected, part of any volunteer assignment. It is essential in order to measure long-term indicators and impact of the work of the AYVP. After volunteer assignments are completed, the AYVP Secretariat will follow up with communities and local partners to gauge the impact of the assignments and measure longer-term results of the volunteers’ work. Conducting proper follow up will be the responsibility of everyone involved in AYVP implementation, from AYVP staff, to the ASEAN Secretariat down to local implementing partners.

Responsibilities of the volunteer alumni The responsibilities of the volunteer after their assignment are difficult to enforce but important. AYVP Alumni shall be encouraged to remain in contact with their clients (communities, individuals, businesses) after an assignment ends. In some cases, there may be opportunities for follow up volunteer assignments and a volunteer who has completed a successful assignment in that community and is willing to return should be given priority. AYVP staff and/or the local partner (when possible) will make an effort to follow up with returned volunteers and find out what, if any, follow up has occurred. Responsibilities of The AYVP Secretariat When funding allows, AYVP staff will conduct impact assessments, in coordination with host governments and local partners, to perform a more detailed study of volunteer results and compare progress of indicators with respect to their baseline. Research on impact assessments will measure progress against baseline indicators as well as trying to establish attribution to specific AYVP initiatives/volunteer work for any improvement in these indicators. KNOWLEDGE MANAGEMENT AND REPORTING Reporting is a key component for all levels of AYVP activity. It is the mechanism by which AYVP management knows the status of the work and it is also the mechanism by which problems, or potential problems, can be communicated upwards and dealt with quickly and effectively. Regular reporting will flow upwards from the volunteer to the local implementing partners and then to the host governments, the AYVP Secretariat and the ASEAN Secretariat. Conversely, and just as importantly, reporting will also flow downwards from the AYVP Secretariat to the various projects and local partners in terms of dissemination of success stories, best practices and general progress reports on AYVP’s volunteer activities. Formal reporting between offices will follow a regular schedule—monthly reporting from the incountry projects to the AYVP Secretariat and annual reporting from the AYVP Secretariat for distribution to SOMY Focal points and to the ASEAN Secretariat and its Deputy Secretary Generals and Secretary General. In terms of regular reporting responsibilities, the following guidelines in the table below will ensure regular, consistent, and useful reporting between all levels of the AYVP: Reporting Requirement 

Volunteers will submit their outputs to local implementing partners.

Responsible for: 

Completing upon arrival, mid-term and final progress evaluations that detail progress with pictures, problems encountered and general perceptions of the assignment and the conditions that persist at their worksite.



Local in-country partners will submit regular monthly reports to the AYVP Secretariat for distribution to SOMY and relevant sectoral bodies.



The AYVP Secretariat will provide quarterly and annual reports to the ASEAN Secretariat



Journal of their experience.



Record and upload (if local internet allows) a 10-minute or less YouTube video on their experience as an AYVP Volunteer that should include interviews with the community and other volunteers.



If earning college credit, they will most likely be requested to submit a final in-depth report.



Compiling and summarizing volunteer inputs into a usable format for the AYVP Secretariat and the ASEAN Secretariat



Reporting on the following indicators: 

How many volunteers mobilized?



How many communities/individuals assisted?



Project specific indicators relevant to the type of work being done (livelihoods, education, environment, etc.)



Financial reporting—spending rates, budget status, etc.



Compiling and summarizing in-country partner inputs into a usable format for the ASEAN Secretariat



Aggregated financial reporting—spending rates, budget status, etc. for the in-country projects and the AYVP Secretariat



Aggregated M&E data from each in-country project

8. Start-up Funding and Indicative Programme Costs Both the Malaysian Ministry of Youth and Sports and UKM will cover the start-up and core funding for the AYVP Secretariat. ASEAN Strategic and Dialogue Partners, Member States and other potential partners will provide project-based funding during the pilot phase. After the pilot, funding for in-country projects will come from various sources, such as ASEAN Strategic and Dialogue Partners, international development agencies, and ASEAN Member States as well as through partnerships with civil society organizations and the private sector. While the AYVP Secretariat will serve as the lead in fundraising initiatives, the ASEAN Secretariat and the AYVP Task Force will provide support to this process. The AYVP Secretariat will be responsible for the management of funds for the AYVP and will submit an annual financial report to the Malaysian Ministry of Youth & Sports, the ASEAN Secretariat, SOMY focal points, and the AYVP Task Force at the end of each fiscal year. The accounting system, based on UKMâ&#x20AC;&#x2122;s own system, complies with international accepted practices. The AYVP Secretariat will therefore be responsible for all staff salaries, budgets, received grants (and other incoming funding), wire transfers, filing and invoicing.

INDICATIVE COSTS PER VOLUNTEER ASSIGNMENT Below is a list of indicative costs per volunteer assignment for the AYVP, which do not necessarily represent the actual costs of the programme. The below costs are provided for reference only.

INDICATIVE COSTS PER VOLUNTEER

LENGTH OF ASSIGNMENT

ASSIGNMENT Cost Item

Item Cost

5 weeks

8 weeks

12 weeks

16 weeks

Round-trip flight from home to $500 KL

$500

Round-trip flight from KL to $500 their assignment

$500

Room and Board

$75/day

$2,625

$4,200

$7,000

$9,300

Airport Transfer

$50 R/T

$50

Pre-departure Costs (taxis, $100 ground transfer etc., visas, etc.)

$100

Local Transportation Costs

$50

Emergency/Medical insurance

$2 / day

$105

$200

$370

$500

Stipend

$50 / week

$250

$400

$600

$800

General and Administrative 15% Costs

$620

$900

$1,380

$1,800

Total per volunteer

$4,800

$6,900

$10,600

$13,600

Appendix A. Call for In-Country Projects Draft

The ASEAN Youth Volunteers Programme Draft Call for In-Country Projects (CICP No. AYVP-12001) Issuance Date:

September 10, 2012

Closing Date for Applications: Open but submissions will be selected after each of these dates: 1) Month, day, 2012 2) Month, day, 2013 3) Month, day, 2013 4) Month, day, 2014 5) Month, day, 2014

Address: Please insert E-mail: please insert

Issuance Date: September 10, 2012 Dear Partners: The ASEAN Youth Volunteers Programme (AYVP) is a dedicated youth volunteerism platform to implement regional volunteerism projects that mobilize ASEAN youth to develop innovative solutions to the social, cultural, economic and environmental challenges of communities across ASEAN, while forging a sense of regional identity and cross-cultural understanding among ASEAN youth. AYVPâ&#x20AC;&#x2122;s main goal is to drive youth volunteerism and community development that involve young people with a targeted demographic age between 18 and 30 (youth from higher education, colleges and working professionals) across ASEAN. Through targeted in-country projects in ASEAN Member States (AMS), the AYVP will provide a dedicated youth volunteerism platform that will facilitate multi-disciplinary, knowledgedriven and/or post-disaster recovery volunteerism projects across the region. The AYVP Secretariat, based at Universiti Kebangsaan Malaysia (The National University of Malaysia - UKM) in Kuala Lumpur is currently looking for interested partners to implement in-country projects on behalf of the AYVP. The AYVP is looking to implement projects with diverse stakeholders from Higher Education Institutions (HEIs), International Non-Governmental Organizations (INGOs), Civil Society Organizations (CSOs), Government Agencies, Intergovernmental Organizations (e.g. UNV, UNESCO, UNICEF, the World Bank etc.), and Industries and foundations. If your organization is interested in implementing an AYVP in-country project, please submit an application with accompanying documentation based on the criteria in this document. Please also refer to the AYVP Terms of Reference for Establishment and Operation for additional information: INSERT HYPERLINK.

___________________________ Prof. Datoâ&#x20AC;&#x2122; Dr. Saran Kaur Gill Deputy Vice-Chancellor (Industry and Community Partnerships) UKM & Executive Director of AsiaEngage (ATNEU, AUN-USR&S, AYVP)

ď&#x201A;ˇ

BACKGROUND ON THE AYVP

In the aftermath of Cyclone Nargis in 2008, ASEAN ran the ASEAN Volunteer Programme (AVP) in Myanmar to support reconstruction in three villages in the Irrawaddy Delta. Overall, 40 volunteers from Brunei Darussalam, Cambodia, Malaysia, Myanmar, the Philippines, Singapore and Thailand participated in seven projects that were implemented with five civil society partners. This successful one-off initiative, which brought together citizens from ASEAN Member States to support disaster risk reduction initiatives, indicated the need for a more sustainable programme or facility that could efficiently and effectively coordinate and manage the deployment of ASEAN volunteers for regional community development. It was with this background that the proposal came for an ASEAN Youth Volunteer Programme (AYVP) to be established. The proposal to develop the ASEAN Youth Volunteer Programme was presented by the Minister of Youth and Sports Malaysia, Dato' Seri Ahmad Shabery Cheek, during the Seventh ASEAN Ministerial Meeting on Youth (AMMY VII) on October 20, 2011 in Hanoi and was subsequently endorsed. The proposal to develop the ASEAN Youth Volunteer Programme was supported and presented by the Minister of Youth and Sports Malaysia, Dato' Seri Ahmad Shabery Cheek, during the Seventh ASEAN Ministerial Meeting on Youth (AMMY VII) on October 20, 2011 and was subsequently endorsed by the ASEAN Senior Officials Meeting on Youth (SOMY). After the endorsement, the secretariat for AYVP was set up at Universiti Kebangsaan Malaysia (The National University of Malaysia - UKM). The AYVP Secretariat is housed under the umbrella of AsiaEngage13, and works in close partnership with the ASEAN Secretariat and the Malaysian Ministry of Youth and Sports to identify, develop and implement impactful knowledge-driven youth volunteerism projects involving multiple stakeholders. The function of the AYVP Secretariat is to centralize the administration of the program, which includes recruiting, project identification, orientation training, volunteer mobilization, evaluation, and fundraising. The AYVP Secretariat will be the centralized hub for all financial transactions for in-country projects.

13 AsiaEngage is the regional arm of the Office of Industry and Community Partnerships UKM and a regional alliance that maximizes the strengths of the Asia-Talloires Network of Industry and Community Engaged Universities (ATNEU), the ASEAN University Network (AUN) Thematic Network on University Social Responsibility and Sustainability (AUN-USR&S) and the ASEAN Youth Volunteer Programme (AYVP). All these networks/programme under AsiaEngage aim to create mutually beneficial partnerships between multi-sector stakeholders (Higher education institutions, youth organizations, government agencies, NGOs, industry and foundations and communities) across ASEAN and Asia.

Mission Statement The mission statement of the AYVP is as follows: The AYVP is a dedicated youth volunteerism platform to implement regional volunteerism projects that mobilize ASEAN youth to develop innovative solutions to the social, cultural, economic and environmental challenges facing communities across ASEAN, while forging a sense of regional identity and cross-cultural understanding among ASEAN youth.

Vision and Values The AYVP’s vision and values can be summarized in five key points: 1) Inculcate the appreciation and application of volunteerism and forge a sense of regional identity among the young people in ASEAN, while enhancing the quality of life for communities in ASEAN; 2) Unite youth from across ASEAN to work together to help communities in the region; 3) Build a caring and sharing ASEAN community through collaborative volunteer assignments and people-to-people connectivity between the host country and volunteers from the region; 4) Develop knowledge-driven volunteerism and expertise to help solve problems and support development needs in ASEAN. 5) Promote awareness of ASEAN at the grassroots level within every ASEAN Member State; 6) Deliver opportunities for ASEAN nationals to build expertise and support development goals in the region; and 7) Provide a platform for regional higher education institutions and youth organizations to collaborate actively with multi-sector stakeholders in the public and private sectors. 

AYVP IN-COUNTRY PROJECTS

The local implementing partner for the ICPs will serve as the primary day-to-day implementers of the work of the AYVP and as such play a key role in the delivery of AYVP assistance and services. The relationship between the AYVP Secretariat and the local implementers of the in-country projects will function as a partnership. Interested Member States/Partners/Donors that are keen to support the programme will be allowed – with permission from the AYVP and ASEAN Secretariats - to access available ASEAN resources such as use of recruiting databases and ASEAN/AYVP branding.

B.1 In-Country Project Themes Submitted applications with accompanying concept notes should describe knowledge-driven youth volunteerism projects across the region under one of the of eight thematic areas: 1) Rural Development and Poverty Eradication 2) Social Enterprise; 3) Youth-friendly Health services; 4) Education Development; 5) The Environment 6) Protecting ASEAN’s Heritage; and 7) Disaster Response, Risk Reduction and Recovery 8) Sports and Recreation In every project under these eight thematic themes, youth from across ASEAN will come together in small teams (4-6) to respond to requested needs from local communities over a 2-3 month time period. The experience will open their minds to new livelihoods, perspectives and cultures by working with community leaders and volunteers from other countries in ASEAN

1) Rural Development and Poverty Eradication The AYVP will undertake initiatives to change stakeholders’ perception of the youth population ‘as a solution and not a problem’ – as a promising resource that may be guided and mobilized to meet the service needs of the regional communities. AYVP In-Country Projects will support initiatives that provide opportunities for all youth to become self-reliant and contribute to members of the society while developing the human capital of ASEAN at the same time.

2) Social Enterprise The AYVP will support vibrant and innovative social enterprise initiatives that transform regional communities in ASEAN. These in-country projects will be undertaken in partnership with likeminded stakeholders from industries, INGOs, CSOs, foundations and/or government agencies. The benefits of such initiatives are many, including reducing and preventing poverty, providing training and re-skilling for employment opportunities, as well as providing other critical services to improve the quality of life for marginalized communities across ASEAN and Asia.

highly successful, especially with sexual reproductive health and HIV/AIDS. The AYVP will focus on a peer education approach in which educators would be AYVP volunteers. AYVP In-Country Projects in this area will focus on:    

4) Education Development Like health, education can have an equally strong impact on transforming the lives of people in rural communities. Education is also the key to gender equality and to larger employment opportunities for women, for reforming youth-at-risk and promoting social integration within the region. The AYVP will support innovative education-based community engagement to provide education services and empower communities by working with universities, INGOs, and other organizations in the surrounding area. The AYVP will also work with INGOs and the private sector to deliver education services to rural communities.

5) The Environment The AYVP will support in-country projects that cover a wide range of activities in this area, from caring for the environment by recycling and switching off lights when not in use, to bigger and more sustainable actions like using ‘green’ transportation or building ‘green’ homes. The AYVP will help connect people with the ecosystems that support them, and to utilize the knowledge, technology and resources available to live sustainably. These activities will help increase understanding of how changing behaviour and practices to live sustainably with the surrounding environment will result in the betterment of the communities we live in, and the world at large.

6) Protecting ASEAN Heritage Preservation measures are imperative not only for sites already on the “In-Danger List” but also for all World Heritage sites. The most significant feature of the 1972 World Heritage Convention is the idea that heritage in a single country can be the responsibility of the world, or the region. Through the AYVP, youth will do their part to ensure that these natural and cultural wonders will continue to awe and inspire future generations, and make a commitment to ensure the protection of ASEAN Heritage sites. This volunteerism support to heritage sites in ASEAN will also support efforts in the tourism industry throughout the region.

7) Disaster Risk Reduction and Recovery The AYVP will support post-disaster recovery initiatives pertaining to the longer-term activities to recover from a disaster. The AYVP will also support in-country projects to improve a community’s resilience to a disaster by encouraging and facilitating necessary adjustments to reduce disaster risk. Projects of this nature will be undertaken in disaster-prone communities through collaboration with the ASEAN Centre on Humanitarian Assistance for disaster management (AHA Centre).

8) Sports and Recreation Over the years, sports as a promoted endeavour of society has seen tremendous growth, progress and development. Sports today, has been thrust into the mainstream development agenda as an important and vital component of national development perspectives. The UN Inter-Agency Task Force on Sport for Development and Peace defined sports for the purposes of development, as ‘all forms of physical activity that contribute to physical fitness, mental well-being and social interaction, such as play, recreation, organised or competitive sports and indigenous sports and games. Sports is definitely known to own a unique power to attract, mobilise and inspire younger generations towards building a high level of integrity such as respect for the opponent, acceptance of binding rules, teamwork and fairness. The AYVP will recognise the role of volunteers and their contribution to sports and leisure by creating more opportunities to contribute towards the society through sporting events. The value of volunteers will be measured in order to receive much greater attention by developing some form of training and support to volunteers within sports and leisure-related fields. Suitable programmes will be developed to empower volunteers by engaging them in sports and recreation activities to ensure they are delivered in an integrated manner locally and internationally. This will ensure far greater recognition of the time, effort and contributions made by volunteers. AYVP In-Country Projects in this area will focus on:

 

Engaging the community in major sporting events and volunteers; Helping in major Para sporting events

Engaging the youth in physical activities to strengthen social ties and networkB.2 Funding Mechanisms Both UKM and the Malaysian Ministry of Youth and Sports are providing financial and in-kind support for the AYVP Secretariat’s core funding. Member States, ASEAN Strategic and Dialogue Partners, and other potential partners will provide project-based funding. The purpose of this CICP is to identify partners to implement in-country projects. Please indicate in the application if funding is provided or required to implement the project. In addition, please indicate the number of volunteers that would ideally support the specific ICP. For your information, the approximate cost per each volunteer is $7,000 to $8,000 for a three-month

project. For additional budgeting information, please refer to the AYVP Terms of Reference Guidelines for Establishment and Operation on the AsiaEngage website. 

ELIGIBILITY

The partners may be a government organization, a capable and recognised CSO, an INGO, a foundation or a university affiliated organization. An in-country field office for the partner is imperative to ensure the smooth setup of an ICP and the day-to-day welfare of the volunteers. While there is a need for a centralized office for the ICP, partners may also use a network of grassroots organizations to support the implementation of an ICP, provided that there is a sound oversight system in place with the local implementing partner (e.g. an INGO overseeing local CSOs at the community level).

C.1 AYVP Partner Basic Criteria The AYVP Secretariat is looking for partners that are capable, trustworthy, and have prior experience working with and using volunteers in their operations. The responsibilities of local implementing partners will vary by project, but at minimum, they must be able to provide:



Identified room and board for volunteers



An established in-country office with the necessary staff and capacity to handle day-today communication with the volunteers and AYVP Secretariat;



Capacity to handle orientation for the volunteers at project site;



Monitoring of volunteer assignments;



Coordination of reporting and final evaluation of the volunteer; and



Transport of the volunteer from the closest airport to the project site.

ROLE AND EXPERIENCE OF VOLUNTEERS

In-country projects should be designed in which volunteers will respond to the demands of the community in small teams (4-6 individuals from different AMS) in concert with the local implementing partners over a 2-3 month-long deployment. Each volunteer assignment should complement on-going development programs in the country to ensure the greatest chance of success for the AYVP. In this way, community leaders and the local implementing partner should play an integral part in the role of the volunteers’ respective assignments. Volunteers should also actively engage with the community on a social level to build trust and enrich their experience, such as through sharing meals with local families, playing football with local youth, and having tea. Their experience will also form bonds with the other ASEAN nationals on the team through working together to solve problems and living in a new environment. At the end of the assignment, volunteers should have interacted and formed friendships with people from across ASEAN, including those within the local community of

assistance. These new connections will facilitate a regional identity and support an ASEAN youth network on the formal and informal levels. The local implementing partner will be responsible for seeing that the volunteers will take a midterm and final evaluation of their experience. Volunteers will also be requested to keep a journal of the experience with accompanying photographs and expected to participate in reflection sessions at the end of the assignment with the involved stakeholders, facilitators, and recipients to support the evaluation of the project. At the end of the assignment, volunteers will provide a 10minute or less YouTube video of their experience serving as a volunteer for ASEAN. Select YouTube videos will be embedded on the AYVP website. If earning college credit, volunteers may also be responsible for additional deliverables depending on their respective university.

D.1 Targeted Volunteer Demographic The AYVP Secretariat will be the lead on volunteer recruitment and mobilization, which will be open to individuals between the ages of 18-30. The AYVP will therefore target youth volunteers from higher education institutions, colleges and working professionals. In selecting volunteers, the AYVP Secretariat will look volunteers that have or have the potential to develop the below values, skills and competencies:

Criteria for Selected Volunteers Essential Values for Volunteers

   

Skills and Competencies

 Strong written and oral communication skills  Proficiency in English, ability to communicate in English across    

Inter-cultural understanding, respect and appreciation Team player Altruistic – devoted to the welfare of others Open-minded, positive attitude and flexible

cultures Strong interest and/or experience required by the specific project / theme Mental and physical readiness to live in a harsh natural environment Sense of initiative and leadership Sociocultural competencies to connect to the community and ability to motivate others

D.2 Orientation and Training Before deployment, the AYVP Secretariat will send each volunteer an information packet on ASEAN’s background and the history/ideals of the ASEAN Youth Volunteer Program. Participation in AYVP projects will offer important opportunities for socialization and learning

since it will provide youth a non-formal learning environment that helps them develop critical life skills, foster citizenship, and promote leadership. The AYVP Secretariat will provide one-week orientation in Kuala Lumpur before volunteers are then sent to their assignments. At least one-day before the training begins, the identified youth leaders of each ICP will come to Kuala Lumpur, Malaysia to prepare for the trainings and the subsequent in-country projects. The youth leaders will participate in the weeklong training at the AYVP Secretariat to build their capacity and bond with their assigned volunteers. The first 1-2 days of the training will address the necessary background information, including a special session on ASEAN and the significance of being an ASEAN volunteer. The next 2-3 days of the training in Kuala Lumpur will focus on key life skills and behaviours to enable them to adapt to and deal effectively with the demands and challenges of life. The final 3-5 days of the training will focus on their respective thematic area, their assignment and their role with the local implementing partner and the targeted community. By the end of the orientation program, the volunteer will be aware of his/her role and how s/he is expected to interface both with the local partner as well as with the targeted community and/or the ultimate consumers of the assignment.

D.3 In-country Project Onsite Training In order to reinforce the training in Kuala Lumpur, the local implementation partner shall design an orientation and training appropriate to the specific volunteer project and location for the following week. The concept note should address the organization’s capacity to carry out an orientation program that includes: 1) Cultural orientation 2) Basic language training (when appropriate) 3) Background on the community that the volunteer will be working in plus a detailed briefing on the development problem and the ultimate goals of the assignment 4) Specific information on the role of the volunteer on this assignment 5) Reporting lines—who is the volunteer’s direct supervisor and mentor; who do they approach if they have a problem or concern 6) Code of conduct 7) Emergency procedures contingency plans 8) Field/Geographical orientation of onsite assignment 9) Evaluation criteria for a “successful” assignment 10) Reporting requirements.

ď&#x201A;ˇ INELIGIBLE EXPENSES In-country projects must not be utilized for the following:

1) Purchases of restricted goods, such as: agricultural commodities, motor vehicles, pharmaceuticals, contraceptive products, used equipment (without the previous approval of the Facility) or prohibited goods, including but not limited to the following: abortion equipment and services, luxury goods, etc. 2) Alcoholic beverages. 3) Any purchase or activity, which has already been made. 4) Purchases or activities unnecessary to accomplish project purposes as determined by the AYVP Secretariat. 5) Prior obligations of and/or, debts, fines, and penalties imposed on the local implementing partner. 6) Creation of endowments.



APPLICATION TO BE AN AYVP PROJECT PARTNER - TEMPLATE

ASEAN Youth Volunteers Programme INSERT ADDRESS AND CONTACT INFO

  



In-kind funding or financial funding available for project: YES / NO Page Limit: The total application should not exceed 30 pages inclusive of the application form, budget, concept note, and appendices. Date of this application: _________ /__________ /__________

Contact information about our organization:

a. Name _______________________________________________________________ b. Mailing Address _______________________________________________________ c. Street Address (if available) ________________________________________________________________________ ________________________________________________________________________ d. Phone ______________ Fax ________________ E-Mail _______________________ f. Organization Contact Person ______________________________________________ 

Organizational Information Related to Eligibility

a. Year Established _______ Profit c. Legal Status (check only one): Private or public shareholding company, whether for-profit or not-for-profit, that have company objectives that are consistent with the broad objectives of the Program and the specific objectives of the AYVP, or Non-Government Organizations (NGOs), professional organizations, research institutions, and other institutions that have organizational objectives that are consistent with the broad objectives of the AYVP. Other (if other, use the following space to clarify):

________________________________________________________________________ ___________________________________________________________________________ _____________________________________________________________________ d. In order to demonstrate our organization’s eligibility, we have attached (choose all that apply): o A copy of our organization’s formal registration as evidence of the above selected legal status; o One or more copies of board of directors’ resolutions, strategic plans or other documentation indicating our organization’s managerial commitment to implementing objectives that are consistent with the broad objectives of the Grants Program. 

Statistical and other Information:

a. Our members pay dues on the following basis (Choose only one): Voluntary Mandated by law or regulation Other (Specify): _____________________________________________________________________ _____________________________________________________________________ b. Fiscal year end:___________ (for your accounting purpose) c. We have an operational accounting system in place? d. Our accounting system is computerized: e. Our total membership if applicable is: ________ members. f. As of the above date of application, the number of our members (if applicable) who have fully paid their annual dues for this year is _______ members g. Our organization chart is attached: h. Our organization has an office near the location of the proposed assignment Yes No Address of field office: ___________________________________________________ Contact information:______________________________________________________ 

Information related to the proposed Project or Activity

a. Our Organization’s mission and/or objectives are the following: ___________________________________________________________________________ ___________________________________________________________________________ __________________________________________________________________



Concept Note o Requirements: Submitted in-country project concept notes must address the following:  Identification of the project theme that matches one of the eight above;  Short-term and long-term goals of the project and how they align with the AYVP mission;  Duration of the assignment for the volunteer and the duration for the project if different;  Area where work will take place, with information on the local conditions of the environment;  Proven statement on organizational capacity to implement and monitor the project, which includes identified staff with the local knowledge, capacity and abilities to support the mission and objectives of the AYVP;  Identified group leaders for AYVP groups to serve as translators, problemsolvers, and on-the-ground team leaders;  Number of volunteers and size of groups for volunteers outside the country;  Expected role of the volunteer and anticipated experience of the volunteer;  Timing and availability of the project;  Day-to-day management oversight plan of the volunteers to ensure their health, safety and well-being; and  Realistic budget to achieve the technical goals of the project.

Concept Paper Template: For your convenience, please find below a concept paper outline that can be used at your discretion. Please attached the concept note to your submitted application. Concept notes should not be any longer than 6 pages (Paper Size: A4, Margins: Normal (Top/Bottom/Left/Right: 2,5 cm = 1 inch); and Font: Times New Roman or similar, 11 pt.) 1. Applicant:       

Full name of applicant Organization, and acronym Country Legal Status Creation date Official Address Postal address Contact person (telephone, and e-mail address)

2. Title of the In-Country Project: 3. Expected project duration (months): 4. Geographical regions(s) where the action is to be implemented: 5. Summary of the proposed action (maximum 3 pages): Brief description of the challenges or issue to be addressed, proposed project objectives, main activities and anticipated results and impact. 6. Relevance  

How does the project align with AYVP mission statement, visions and values? How relevant is your project to the needs and constraints of the targeted regions and groups?

 

What are the problems to be resolved and the needs to be met? Who are the actors to be involved in the proposed project (beneficiaries, target groups, other stakeholders and partners, etc.)?



What are the project objectives (overall, specific) and the anticipated impact?

7. Methodology and sustainability  

What are the main project activities? What are the key anticipated results?



How will the project achieve long-lasting impact, and sustainability

8. Estimated budget Submitted concept notes will be reviewed and scored by members of the AYVP Selection Committee. 

Estimated Budget and Timeline Information o Please include a detailed budget as a separate attachment that estimates:  The total cost of implementing the proposed activity including labor, other direct costs, as well as general and administration fees.  Please also indicate the average price per volunteer for the proposed project o

The total value of the proposed project is US$ _________ at a foreign exchange rate of ___________

Scheduled start date for proposed project/activity: ______________

Scheduled end date for proposed project/activity: ______________

Our organization or a third party will contribute to the funding of the following specific activities/items (specify the activity or cost item as well as the amount for each and whether the contribution is in cash or in kind): ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ 

Monitoring and Evaluation We will measure the success of this proposed Project/Activity (project indicators) as described below (please refer to the M&E chapter of the AYVP TOR Guidelines for Establishment and Operation).14 ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______

We would appreciate your timely consideration of our application to be an AYVP partner.

AYVP ToR & Guidelines hyperlink to be inserted here at a later date.

Sincerely,

(Signed by Managing Director or person in similar position within the Applicant organization)



AYVP SELECTION COMMITTEE

The AYVP Selection Committee will review all submitted ICP applications and will consist of: 

Host Country ASEAN Senior Officials Meeting on Youth (SOMY) Focal Point



AYVP Secretariat Executive Director



SOMY Chair and Co-Chair



Two ASEAN Secretariat Representatives



Strategic and Dialogue Partners (if directly funding certain projects)



Chair and Co-Chair from Relevant Cross-Sectoral Bodies, if applicable

The final decision to move the project forward will ultimately be based on consensus of the group through an ad referendum approval process. All proposed projects will be channelled to the AYVP Selection Committee and then to SOMY as part of the project management cycle (if Dialogue Partners Funding is required). The Task Force will be co-chaired by the AYVP Secretariat and Host-Country SOMY Focal Point. 

SCORING CRITERIA FOR SUBMITTED APPLICATIONS CONCEPT NOTES TO THE CICP

Evaluation/Selection Criteria (100 points total). The AYVP Selection Committee will score each application using the below criteria. Evaluation/Selection Criteria Feasibility and Impact of Technical Approach Management Staffing and Structure Onsite Orientation and Training Programme Past Performance Impact and Potential to be Replicable in the Region Cost Efficiency of the Application Total

20 points 20 points 10 points 20 points 10 points 20 points 100 points

1) Feasibility of Technical Approach (20 points) The quality and feasibility of the application in terms of the viability of the proposed technical approach, (i.e., the proposed technical approach can reasonably be expected to produce the intended outcomes), appropriateness of the proposed methodology, innovativeness, and the work plan for achieving project objectives to offer significant impacts to communities in ASEAN. The technical approach must directly contribute to the achievement of AYVP’s objectives and the expected results as listed in the RFA. Special consideration will be given to projects that can

provide volunteers with university credit transfer (e.g. through the AUN ASEAN Credit Transfer System [ACTS] initiative). 2) Management Staffing and Structure (20 points) The organization has adequate management capacity to carry out the tasks outlined in the scope of work and assures the delivery of high quality services that meet the requirements listed in the RFA. The application should demonstrate the organizationâ&#x20AC;&#x2122;s effectiveness in terms of internal structure, technical capacity, and key personnel in meeting the goals of the activity. In particular, the organization should have capacity to oversee the day-to-day care of the volunteers and have identified group leaders that can support with translation and community engagement. Preference will be given to organizations with a proven relationship with either the Host Government, ASEAN and/or other valuable partners. In addition, the organization must demonstrate adequate financial management capability to run a volunteers programme. 3) Onsite Orientation and Training Programme (10 points) The organization has a sufficient plan in place to provide onsite orientation and training programme to the volunteers. The programme must have identified staff capable to train/inform the volunteers in their local surroundings and culture, position assignment, and what to do in case of an emergency. 4) Past Performance (10 points) Applicant has previous or on-going experience implementing similar activities. This section depends on the Applicantâ&#x20AC;&#x2122;s track record, which is a critical factor in assessing the capacity of the applicant to implement the activity. . 5) Potential to be Sustainable and Replicable in the Region (10 points) The extent to which the proposed activity corresponds to the needs of target group(s) and the degree to which the activity has the potential to be sustained and/or replicated in the ASEAN region, or has a regional focus. 6) Cost Efficiency of the Application (20 points) This refers to the degree to which budgeting is clear and reasonable as well as reflects the best use of organizational and funding resources. Resource allocation shows a clear and logical relationship to activity objectives. The local contribution reflects commitment to the project by the targeted beneficiaries and local institutions.

Appendix B. ASEAN Secretariat Strategic Planning and Coordination Division â&#x20AC;&#x201C; Project Appraisal and Approval Process

Appendix C. Call for In-Country Projects Scoring Sheet

Application Review Scorecard for Concept Notes in Response to:

Call for In-Country Projects No. AYVP-12-01 ASEAN Youth Volunteers Programme15 EVALUATING SUBMITTED APPLICATIONS OVERVIEW This scorecard is designed to score the submitted concept notes for ASEAN Youth Volunteer Programme In-Country Projects. The AYVP Selection Committee will score each concept note based on the below criteria: Evaluation/Selection Criteria Feasibility and Impact of Technical Approach Management Staffing and Structure Onsite Orientation and Training Programme Past Performance Impact and Potential to be Replicable in the Region Cost Efficiency of the Application Total

20 points 20 points 10 points 20 points 10 points 20 points 100 points

Please complete the following pages and return a completed scorecard for each submitted concept note via email to: please insert name and email as well as deadline if necessary.

Name of Concept Note and Organization: ____________________________________________ Name of Evaluator and Organization: ____________________________________________ EVALUATION CRITERIA Please complete each of the five sections and fill attached additional pages for the explanation section if necessary.

A. Feasibility of Technical Approach (20 points) The quality and feasibility of the application in terms of the viability of the proposed technical approach, (i.e., the proposed technical approach can reasonably be expected to produce the intended outcomes), appropriateness of the proposed methodology, innovativeness, and the work plan for achieving project objectives to offer significant impacts to communities in ASEAN. The technical approach must directly contribute to the achievement of AYVPâ&#x20AC;&#x2122;s objectives and the expected results as listed in the RFA. Special consideration will be given to projects that can provide volunteers with university credit transfer (e.g. through the AUN ASEAN Credit Transfer System (ACTS) initiative).

SCORE: _____ EXPLANATION:________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ____________________________________ B. Management Staffing and Structure (20 points) The organization has adequate management capacity to carry out the tasks outlined in the scope of work and assures the delivery of high quality services that meet the requirements listed in the RFA. The application should demonstrate the organizationâ&#x20AC;&#x2122;s effectiveness in terms of internal structure, technical capacity, and key personnel in meeting the goals of the activity. In particular, the organization should have capacity to oversee the day-to-day care of the volunteers and have identified group leaders that can support with translation and community engagement. Preference will be given to organizations with a proven relationship with either the Host Government, ASEAN and/or other valuable partners. In addition, the organization must demonstrate adequate financial management capability to run a volunteers programme.

SCORE: _____

EXPLANATION:________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ____________________________________

D. Past Performance (20 points) Application has previous or on-going experience implementing similar activities. This section depends on the Applicantâ&#x20AC;&#x2122;s track record, which is a critical factor in assessing the capacity of the applicant to implement the activity.

E. Potential to be Sustainable and Replicable in the Region (10 points) The extent to which the proposed activity corresponds to the needs of target group(s) and the degree to which the activity has the potential to be sustained and/or replicated in the ASEAN region, or has a regional focus.

G. Cost Efficiency of the Application (20 points) This refers to the degree to which budgeting is clear and reasonable as well as reflects the best use of organizational and funding resources. Resource allocation shows a clear and logical relationship to activity objectives. The local contribution reflects commitment to the project by the targeted beneficiaries and local institutions.

SCORE: _____

TOTAL SCORE: ___ / 100 points

Appendix D. Volunteer Contract Template (Agreement, TOR, Medical Clearance Form, and Wire Transfer Form)

CONTRACTUAL AGREEMENT TEMPLATE between THE ASEAN YOUTH VOLUNTEERS PROGRAM SECRETARIAT and NAME OF VOLUNTEER (INSERT ADDRESS) under the AYVP Secretariat In-Country Project: NAME OF PROJECT This Agreement is made as of the ___day of _____ 20__, by and between The ASEAN Youth Volunteers Program (AYVP) Secretariat (hereinafter referred to as "The AYVP Secretariat") and INSERT NAME of INSERT VOLUNTEER FULL ADDRESS (hereinafter referred to as "Volunteer") for the services hereinafter enumerated. WHEREAS, The AYVP Secretariat has a requirement for a qualified volunteer, under the NAME OF IN-COUNTRY PROJECT from DATES OF ASSIGNMENT in LOCATION OF ASSIGNMENT.___________; WHEREAS, Volunteer represents that he/she possesses the necessary qualifications, education and work experience to fill The AYVP Secretariat's requirement; NOW, THEREFORE, in consideration of the mutual covenants herein contained, the parties hereto agree as follows: 1.

REQUIRED SERVICES AS AYVP VOLUNTEER

1.01 Volunteer will perform the following services under this Agreement as specified in the Statement of Work, attached hereto as Attachment 1 2.

TERM OF ASSIGNMENT

2.01 The term of this Agreement shall commence on/about START DATE, and continue until END DATE or termination as defined in Section 10. 3.

STATUS

3.01

NAME's status under the term of this Agreement shall be that of a Volunteer.

3.02 Volunteer is not an agent of The AYVP Secretariat. Volunteer has neither power nor authority to make representations on behalf of The AYVP Secretariat nor to incur any indebtedness or liability of any kind on behalf of, or in the name of, The AYVP Secretariat. 3.03 Volunteer is not exempt in any way from his/her obligations to the <SPECIFY COUNTRY OF CITIZENSHIP/LEGAL RESIDENCY> Government, including those concerning income and related tax obligations. Payment of such taxes is a matter between the Volunteer and the Government of <SPECIFY COUNTRY OF CITIZENSHIP/LEGAL RESIDENCY >. The AYVP Secretariat Volunteers does not withhold income tax from the stipend. 3.04 Volunteer shall be covered by TYPE OF MEDICAL INSURANCE. It is understood that beyond this coverage, Volunteer will provide for any additional costs including accident, health, life and supplemental workmen's compensation insurance. Beyond the stated covered, the AYVP Secretariat will also not be liable for any expenses or claims as a result of illness, injury, hospitalization, or death. 3.05 Project Director for this Secretariatinc.com, Telephone number.

assignment

NAME,

NAME@the

AYVP

3.06 Project Coordinator for this assignment is NAME, NAME@the AYVP Secretariatinc.com, Telephone number. 4.

MEDICAL CLEARENCE

4.01 The AYVP Secretariatâ&#x20AC;&#x2122;s contract requires that all volunteers receive a medical examination and necessary inoculations prior to their departure. A certified physician is required to complete the form in attachment 3. The completed form must be submitted to the AYVP Secretariat with the signed contact. The AYVP Secretariat will not reimburse the volunteer for any physical examination costs that the volunteer may incur in completing this form. 5.

STIPEND AND ALLOWANCES

5.01 Volunteer will be provided basic room and board (3x meals daily) for the duration of the assignment. The Volunteer will receive a stipend of fifty U.S. Dollars ($50) for each week a service for a total of <SPELL OUT THE AMOUNT> Dollars and 00/100 Cents (US$_____). The AYVP Secretariat will wire 25% (insert actual amount) of this amount to the

volunteer’s designated bank account at the start of the assignment and the remaining 75% (insert actual amount) upon completion of the assignment to the volunteer’s designated bank account. 5.02 The AYVP Secretariat shall provide Volunteer 1 (one) round trip economy/excursion class airfare ticket(s) to Kuala Lumpur, Malaysia for the most direct route from volunteer’s city or origin. The AYVP Secretariat shall also provide the Volunteer 1 (one) round trip economy/excursion class airfare ticket(s) from Kuala Lumpur, Malaysia to City, Country of ASSIGNMENT. 5.03 The AYVP Secretariat will also cover all costs for visas, transportation to and from the airport and other pre-departure expenses. While the AYVP Secretariat will make every effort to make these payments direct, reimbursement to the volunteer is acceptable if a certain situation arises and shall be limited to receipted expenses.

PERSONAL AND PROFESSIONAL CONDUCT 6.01 Pursuant to the provisions set forth in The AYVP Secretariat's contract and generally accepted business norms, Volunteer agrees to: 6.011 Exercise all reasonable care, diligence and skill in performance of the work outlined in the Statement of Work; 6.012 Refrain from engaging in any other business, profession or other occupation in <SPECIFY COUNTRY WHERE THE WORK WILL BE PERFORMED> during the term of this Agreement; 6.013 Abide by local laws in all matters, including the conduct of personal affairs; 6.014 Comply with the AYVP Secretariat's administrative procedures as amended from time to time. 6.02 Volunteer has no right to re-assign to a third party any part, or parts, of the work to be completed under this Agreement without prior written authorization by the Project Director.

7. RIGHTS IN DATA

7.01 The Volunteer understands and agrees that THE AYVP Secretariat may itself and permit others, including government agencies and ASEAN, to reproduce any provided publications and materials through, but not limited to, the publication, broadcast, translation, creation of other versions, quotations therefrom, and may otherwise utilize this work and material based on the work generated from the volunteer assignment. During the agreement and thereafter, the Volunteer agrees to take all actions and execute any documents that the AYVP Secretariat may consider necessary to obtain or maintain copyrights, whether during the application for copyright or during the conduct of an interference, infringement, litigation, or other matter (all related expenses to be borne by THE AYVP SECRETARIAT). The Volunteer shall identify all materials it intends to exempt from this provision prior to the use or development of such materials. 7.02 The Volunteer will defend, indemnify, and hold harmless the AYVP Secretariat against all claims, suits, costs, damages, and expenses that may sustain by reason of any scandalous, libelous, or unlawful matter contained or alleged to be contained in the work, or any infringement or violation by the work of any copyright or property right; and until such claim or suit has been settled or withdrawn, the AYVP Secretariat may withhold any sums due the Volunteer under this agreement. 8.

DRUG FREE WORKPLACE

8.01 Volunteer is prohibited from (1) unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance (including, without limitation, illegal drugs of any kind); (2) unauthorized use or possession of alcohol; or (3) being under the influence of controlled substances or alcohol where volunteer assignment is performed. Volunteers who violate this policy will be subject to immediate discipline, up to and including termination and immediate demobilization at the expense of the volunteer. 8.02 Volunteer must notify the ASEAN Youth Volunteers Programme Secretariat in writing if he or she is convicted of a violation of a criminal drug statute occurring in the workplace, and must do so no more than five calendar days after the conviction. Within 15 days of such notification, the AYVP Secretariat will take appropriate disciplinary action against the Volunteer, up to and including termination and demobilization. 9.

TERMINATION

9.01 The AYVP Secretariat reserves the right to terminate this Agreement upon written notice in the event the in-country project contract is terminated and/or reduces the length of service, or for other just cause.

9.02 If, following a written notification, The AYVP Secretariat deems Volunteer's work to be unacceptable; the AYVP Secretariat may terminate this Agreement. 9.03 In the event of termination described in 10.01 and 10.02 herein, Volunteer shall be eligible to receive compensation for services performed through the date of termination. 10.

ENTIRE AGREEMENT

10.01 This Agreement and Attachments 1, 2, 3, 4 & 5 are the entire agreement between the parties and supersede any prior written or oral agreements or contemporaneous communications. No amendments, modifications, supplements or waivers to this Agreement shall be binding on either party unless made in writing and signed by both parties. By signing below, the Volunteer and the AYVP Secretariat agree to all the terms outline in this agreemen. . The Volunteer

The AYVP Secretariat

__________________________ Name: Address:

__________________________ Name Position: The AYVP Secretariat

ATTACHMENT NO. 1 TERMS OF REFERENCE THE ASEAN YOUTH VOLUNTEERS PROGRAMME PROJECT NAME UNDER THE THEMATIC THEME SECTORAL BODY Volunteer:

NAME (CITIZENSHIP)

Dates:

MONTH DAY, YEAR – MONTH DAY, YEAR

ASEAN-US TECHNICAL ASSISTANCE AND TRAINING FACILITY BACKGROUND The ASEAN Youth Volunteers Program (AYVP) is a dedicated youth volunteerism platform that intends to create opportunities in knowledge-driven volunteerism, support the exchange of learning experiences, develop capacity, enhance cross-cultural understanding, and forge a sense of regional identity while making a sustainable difference to communities across ASEAN. AYVP’s main goal is to drive youth volunteerism and community development that involve young people with a targeted demographic age between 18 and 30 (youth from higher education, colleges and working professionals) across ASEAN. Through targeted in-country projects in ASEAN Member States (AMS), the AYVP will provide a dedicated youth volunteerism platform that will facilitate multi-disciplinary, knowledge-driven and/or post-disaster recovery volunteerism projects across the region. IN-COUNTRY PROJECT BACKGROUND Insert background info on ICP VOLUNTEER ASSIGNMENT DESCRIPTION Insert based on collaboration with ICP partner REPORTING AND SUPERVISION The volunteer will work under the supervision of the AYVP Secretariat. The volunteer will report to NAME of ORGANIZATION for day-to-day management.

ASSIGNMENT RESPONSIBILITIES  Participate in a before, mid-term and final evaluations as well as reflection sessions at the end of the assignment  Keep a journal of the experience with accompanying photographs  Provide a 10-minute or less YouTube video of assignment experience serving as a volunteer for ASEAN. If earning college credit, volunteers may also be responsible for additional deliverables depending on their respective university. The reporting requirements are further explained in the chapter titled, “Monitoring and Evaluation and Research.” OBJECTIVES AND RESULTS OF VOLUNTEER ASSIGNMENT  Helps respond to the demands of the community in concert the AYVP team and the local implementing partners.  Form friendships with other volunteers and community members  Increased knowledge in the goals and vision for an ASEAN Community

ATTACHMENT NO. 2 WIRE TRANSFER INFORMATION (Please type or print clearly and complete all fields)

Name: Citizen:

(Specify Country of Citizenship):

Permanent Address:

______________________________________________________ ______________________________________________________

Email Address:

______________________________________________________

Sex:

________Male

______Female

Home Phone (include country and city codes):

WIRE TRANSFER INFORMATION

Payment Address (if different from permanent address) ________________________

Beneficiary Name: _______________________________________________ Beneficiary Bank Swift Code: _______________________________________________ Beneficiary Account Number: _______________________________________________ Beneficiary Bank Name: _______________________________________________ Bank Street Address: _______________________________________________ City/Country _______________________________________________

________________________ ________________________

_______________________________________________ Routing Bank Name : _______________________________________________ Routing Bank Routing Number: _______________________________________________ Routing Bank Account Number: _______________________________________________ Sort Code: _______________________________________________ Chips: _______________________________________________ _______________________________________________ Additional Information: _______________________________________________ ALL FIELDS MUST BE COMPLETED FOR WIRE TRANSFERS : In the event that a wire is returned because the bank information below is incorrect , the volunteer, will be responsible for the resulting fees.

The wire will go through general routing, which may cause bank fees to be deducted from the payment. Any fees deducted from the payment will not be reimbursed by The AYVP Secretariat. I hereby authorize The ASEAN Youth Volunteers Program Secretariat to debit my account listed above for any amount sent in excess of payment due.

Print Name:____________________ Signature:______________________ Date: ___________

Attachment No. 3: Medical Clearance Form

Surname of Examinee:

Home address:

Given name of Examinee: Date:

Telephone:

Date of Birth (dd-mm-yy):

Email:

Place of Birth: Assignment Location: Duration of Assignment:

A. Emergency Contacts Primary person to be notified in case of an emergency: Name: _______________________________________________________________________________________ Relationship:

Relative _______________________

Friend ______________________

Other _______________ Home Address: __________________________________________________________________________________________ Street Address City State Zip code Home Phone: ___________________ Work Phone: _____________________ Cell Phone: ___________________ E-mail Address: __________________________________________________________________________________ Secondary person to be notified in case of an emergency: Name: _______________________________________________________________________________________ Relationship: Relative _______________________ _______________

Friend ______________________

Other

Home Address: __________________________________________________________________________________________ Street Address City State Zip code Home Phone: ___________________ Work Phone: _____________________

Cell Phone: ___________________ E-mail Address: _________________________________________________________________________________ B. Please list the dates for these vaccinations: MMR 1 _______ _______

Polio primary series completed

________

Tuberculosis Test

MMR 2 _______ _______

Hepatitis B series completed

________

Last Tetanus Booster

C. List any medications you are currently taking including birth control, supplements and over the counter: ______________________________________________________________________________________ D. List any allergies: ______________________________________________________________________________________

E. Check and record date of any illness/condition you have or had in the last 5 years: Arthritis Asthma Concussions Diabetes Epilepsy

________ ________ ________ ________ ________

Frost Bite Hay Fever Mononucleosis Heart Problems Rheumatic Fever

________ ________ ________ ________ ________

Heat Illness Surgery Hospitalization Tuberculosis

________ ________ ________ ________

Explain any current illness and/or medical limitations: ______________________________________________________________________________________ ______________________________________________________________________________________ F. Do any of the following apply to you?: YN YN YN YN YN YN

High Blood Pressure Use of Orthotics Scoliosis Heart Problems Wear Contacts/glasses Unpaired Organ (i.e. 1 kidney)

YN YN YN YN YN

Seizures Migraines Asthma Hearing Aid Other _______

Explain any YES answers: __________________________________ YN Passed out during sports __________________________________________________________________ YN Family history of death before 50 ___________________________________________________________ YN Are your periods regular? _________________________________________________________________

G. PHYSICAL EXAMINATION FORM (To be completed by a Physician) Name: ________________________________ Height: ___________ Weight: ___________ Blood Pressure: _______________

Normal

Sport: ___________________________________ Heart Rate: ___________

Comments and History of severe/chronic injury/illness

Head EENT Neck Chest Abdominal Back Shoulder/Upper Arm Elbow Forearm/Wrist/Hand Hip/Thigh Knee Low Leg/Ankle/Foot

__________ NO RESTRICTION to serve as ASEAN Youth Volunteer for the aforementioned assignment OR __________ RESTRICTED PARTICIPATION to __________________________________________________ Physician’s signature: ____________________________________________ Date: _______________________ Printed Physician’s Name and Address: _________________________________________________________ _________________________________________________________

SIGN AND RETURN ALL FORMS TO THE AYVP SECRETARIAT INSERT AYVP Sec. Contact Info.

Appendix E. Volunteer Evaluation Questionnaire Sample

Evaluation Questionnaire for Volunteer (Template) 16

ASEAN Youth Volunteers Programme

Title of In-Country Project

Month Date-Date, 2008 in City, Country Your answers to this questionnaire will help us to improve our volunteer programs. Thank you for taking the time to fill it out.

Personal data Years of work experience standards Highest level of education degree: Country of Representation Male/Female

Presentations On a scale of 1 to 6, please rate your level of agreement with the below questions. A rating of 6 indicates that you agree strongly; a rating of 1 indicates that you do not agree. Strongly Disagree 1 2

Strongly Agree 5 6



A. EXPERIENCE OF VOLUNTEER

Connected with other organizations within the community Interacted with a broad array of individuals within the community (e.g. split by gender, age, wage, and focal area) Volunteer is an honorary member of the community

16 This evaluation is a template that will be more accurately completed by the AYVP Secretariat M&E specialist once in-country projects are identified.



Volunteer had experts and leaders to help with the assignment



Volunteer interacted with decision-makers / leaders of the community



Assignment was done in partnership with the community



Work under your assignment helped the community Volunteer experienced “culture shock” Volunteer adapted to the local culture

B. KNOWLEDGE, COMPETENCIES, AND VALUES Volunteer understands the needs of the community Community members trust the volunteers Volunteer has an increased knowledge of the community’s culture Volunteer has learned how to adapt to the lifestyle of the community Volunteer has developed new skills

C. PARTNERSHIPS

D. COMMUNITY DEVELOPMENT AND SUSTAINABILITY The community is on schedule for the in-country project

Volunteer has made a difference in the community



Volunteer would like to keep in touch with members of the community



The in-country project will lead to long-term benefits



Volunteer understands and values the goals and visions of the ASEAN community



Volunteer formed friendships with other volunteers



Volunteer formed friendships with community members



Volunteer considers himself/herself an ASEAN citizen



Volunteer would like to pursue a career supporting the objectives of ASEAN in the future



E. ASEAN IDENTITY

AYVP Improvement Questions Would you like to see more, the same, or less time devoted to the following parts of the volunteer assignment: Topic Orientation in Kuala Lumpur Onsite Training, Onsite assignment, Free time Debriefing Anything else? __________________________________________ __________________________________________ __________________________________________

More 

Same 

Less 



101

__________________________________________

General 1. What part of this assignment did you like the most? 2. What part of this assignment did you like the least? 3. How could the assignment be improved? 4. What was your experience like with the community and the other volunteers? 5. Did you develop or improve any skills on this assignment? If so, which ones? 6. How will this experience help you with your future? 7. Would you like to be an AYVP Youth Leader? Or Volunteer again? 8. What sorts of follow-up activities for this assignment would you find useful?

Thank you for filling out this questionnaire. Additional comments on your experience are welcome.

Appendix F. Promotional AYVP Flyer (Draft)

103

The ASEAN Youth Volunteer Programme (AYVP) The&AYVP&will&drive&youth&volunteerism&and&community&development,&tar9 geting&young&people&aged&18&and&30&(youth&from&higher&education,&colleg9 es&and&working&professionals)&from&across&ASEAN.&&& Through&targeted&in9country&projects&in&ASEAN&Member&States,&the&AYVP& will&provide&a&dedicated&youth&volunteerism&platform&that&will&facilitate& multi9disciplinary&and&knowledge9driven&volunteerism&projects&across&the& region.&&

The$AYVP$is$a$dedicated$youth$ volunteerism$platform$to$implement$ regional$volunteerism$projects$that$ mobilize$ASEAN$youth$to$develop$ innovative$solutions$to$the$social,$ cultural,$economic$and$environmental$ challenges$of$communities$across$ ASEAN,$while$forging$a$sense$of$ regional$identity$and$crossBcultural$ understanding$among$ASEAN$youth.$$

In#Country*Project*Themes:* · · ·

Rural&Development&and&Poverty& Eradication&& Social&Enterprise& Youth9friendly&Health&services&&

· ·

Education&Development& The&Environment&&

· ·

Protecting&ASEAN’s&Heritage& Disaster&Risk&Reduction& &and&Recovery&&

Sports&and&Recreation

AYVP&projects&will&be&underpinned&by&respect,&understanding&and&appreci9 ation&of&ASEAN&values,&identity&and&multi9cultural&diversity.&Therefore,& supporting&the&development&of&a&generation&of&ASEAN&youth&instilled&with& strong&minds,&solidarity,&and&kindness&to&contribute&to&the&development&of& communities&in&the&region.&& & The*Role*of*Volunteers:* Volunteers&will&be&placed&in&small&teams&for& a&294&month&assignment&that&will&respond&to& the&demands&of&the&community&they&are& placed&in,&as&well&as&complementing&on9 going&development&programs&in&the&country.& Volunteers&will&also&actively&engage&with&the& community&on&a&social&level&to&build&trust& and&enrich&their&experience,&such&as&through& sharing&meals&with&local&families,&playing&football&with&local&youth,&and&hav9 ing&tea.&&& Through&the&experience&of&living&and&working&together,&the&volunteers&will& form&real&and&lasting&bonds&with&community&members,&their&AYVP&team& members,&and&others&from&the&local&community&of&assistance.&These&con9 nections&will&facilitate&a&regional&identity&and&support&an&ASEAN&youth& network&on&formal&and&informal&levels.&&& Additional*Information:* http://www.asiaengage.org/about9the9asean9youth9volunteer9 programme/&&

Appendix G. Application Template for Volunteers

105

Application to be an ASEAN Youth Volunt eer - TEMPLATE

Please submit completed applications17 with all supporting documents to:

INSERT AYVP RECRUITMENT OFFICE INFO

A. Personal Inf ormation Name: Address:

City:

Home Phone:

Work Phone:

Mobile Phone:

Email:

Why are you interested in volunteering? Career Development

Personal interest

State:

Zip:

Educational Credit

Other __________________________

Date of Birth: ____ What is your citizenship? ___________________

B. Experience and Education

If selected, your application will be shared with your respective ministry in charge of youth.

Please attach your curriculum vitae (CV) to this application page and complete the below questions. What is your educational/training background?

What is your employment history?

Have you had any previous experience as a volunteer? If so, with what organizations, and what kind of work did you do?

C. Additional Information How did you learn about the AYVP? Ad Friend/family member Current Volunteer _____________________________________

Website College/University Other Please specify

How long can you commit to a volunteering assignment? weeks

6-8weeks

8-12 weeks

12+

Other ____________________________________________________

For your assignment, what areas do you have experience and/or interest in (check all that apply)?

107

Rural Development and Poverty Eradication Social Enterprise Youth-friendly Health services Education Development The Environment Protecting ASEANâ&#x20AC;&#x2122;s Heritage Disaster Risk Reduction and Recovery Sports and Recreation

Hobbies/interests:

Skills you would like to use and acquire while volunteering:

Other languages you speak: __________________________

Basic

Conversational

Fluent

__________________________

Basic

Conversational

Fluent

Do you have any special needs or restrictions we should be aware of?:

Date you can begin service:

D. Criminal History Have you ever been convicted of a serious crime? If yes, please explain.

Yes

E. AYVP assignments present potential major physical, emotional, and intellectual challenges. In the space below or as separate attachment, please write an essay (250 to 500 words) that includes:

* What does it mean to be part of the ASEAN Community in your own words? * Why do you want to serve as an AYVP volunteer? * How do these reasons relate to your experiences and life goals? * What do you hope to achieve by joining the AYVP?

109

F. Ref erence Check: The AYVP requires two reference checks using the enclosed form in Attachment A. University professors and faculty members, current/past employers, as well as members from volunteer and youth organizations can complete the reference check form. The ASEAN Youth Volunteers Programme considers applicants for volunteering without regard to sex, race, age, religion, veteran or marital status, or any other legally protected status. We provide reasonable accommodation to qualified individuals with disabilities when it would not be an undue hardship. If you need a reasonable accommodation in the pre-placement process, please contact the Volunteer Manager.

AUTHORIZATION AND AGREEMENT BY APPLICANT

I certify that the facts set for in this volunteer application are true and complete to the best of my knowledge. I understand that any false statement, omission or misrepresentation in my application or placement interview may result in the rejection of my application or discharge from the volunteer program.

_______________________________________________________ ________________________ Signature of Applicant

Date

111

Attachment A. Volunteer Reference Check

____________________ is applying for a Volunteer/Intern position with YOUR ORGANIZATION HERE and has listed you as a reference. Please assist us returning this completed form to the Community Relations Manager.

Reference: Name: ____________________________________ ________________________________

Title:

Affiliation: ________________________________________________________________________

Please describe your relationship with the applicant and the number of years/months you have been acquainted: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ What are some of the applicantâ&#x20AC;&#x2122;s greatest strengths? ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ What are some of the applicantâ&#x20AC;&#x2122;s greatest challenges?

______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________

If applicable, would you recommend this person to volunteer with the ASEAN Youth Volunteers Programme? Yes______ No_____ Please explain: ________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________

Please provide a phone number where we can best reach you: ____________________________________

Signature ________________________________________

Date ___________________

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