Application Writing Guide | EYP Belgium 2021 by EYP Belgium

EYP BELGIUM

APPLICATION WRITING GUIDE PREPARED BY THE MEMBERS DEVELOPMENT COUNCIL

TABLE OF CONTENTS

Introduction

Roles in EYP

Selection Process

Application Question Examples

Tips and Tricks

Visuals

Leadership

To Avoid

Resources

INTRODUCTION

This guide is published by EYP Belgium and it is free to use for all National Committees and individuals. We do not intend to violate any copyright in the publishing of this guide. Updated in February 2021. You can find the online version that will be updated as often as possible on Dropbox paper here. For feedback, comments or questions on the

guide

feel

free

reach

out

anouck.guillot@eyp.be. This

document

guide

for

writing

applications to European Youth Parliament events. It aims to cover different types of EYP applications by giving an overview on the process and recommended practices.

When

Usually, the only way to become an official

recommend

at a session is to send in an application

anouck.guillot@eyp.be or any other person

which is not always the easiest task when

in case you would like someone to read

starting EYP. It can discourage people from

your work. In general, more experienced

applying or give them a disadvantage in the

EYPers

selection procedure. This is why this guide

checking your app if you ask them early

is prepared to help you! The Members

enough!

writing

don't

your

you

mind

application,

reach

spending

out

we to

mins

Development Council is here to support you taking your first steps through your EYP career.

EYPBE APPLICATION GUIDE

ROLES IN EYP To participate in an EYP session, you will have to apply for a specific role. You will be

MEDIA TEAM

able to find a description of the different roles underneath. Applications for trainer and head-trainer will not be mentioned in the guide, but they are very similar to other officials position. Please note that usually, no application is required to participate as a delegate.

Editor: The Editor is the leader of a Media Team and the main responsible person/s for media coverageof the event. Editorial Assistant(s): In most cases, the Editor is supported by the help of the Editorial

Assistant(s),

and

creates

the

Editorial Team.

ACADEMIC TEAM President: Taking the lead in the Academic Team of the session, the President is not only in charge of rendering the academic

Media Team Members: Those were initially called Journalists back then and is still called like this onthe Members Platform.

output for the best but also ensuring a fruitful

and

president:

enjoyable

Often

taken

atmosphere.Viceon

multiple

ORGANISING TEAM

people. Vice Presidents: Often taken on by multiple people. Vice Presidents work closely with the President to assist the Chairs for a successful and beneficial experience. Chairperson: The role of a Chairperson mainly revolves around forming a strong team where the delegates can discuss and come up with different ideas on their academic topics. A Chairperson strives to balance fun with work in a professional way.

The organising team is usually led by one to three individuals called Head-Organisers (HOs in short). Somesession will have coreorganisers who will be helping the HOs and coordinating the organisers. The

calls

for

Head-Organisers

EYP

Belgium’s sessions are launched by the end of March and differ a bit from general Officials roles. It is a longer application way more concrete (venues plan, fundraising, vision) and will not be uploaded to the Members Platform.

EYPBE APPLICATION GUIDE

JURY TEAM

PERSONAL INFORMATION

The Jury Team, led by the Head of Jury of

This part serves to collect some general

the session, is the team responsible for

information

assessing the participants’ engagement

contact details, etc. By applying via the

with the EYP at various levels. Focusing

Member Platform, the information of your

development

profile is automatically inserted in the

processes of delegates and how they

application. Make sure to double check

interact

their

your information before submitting the

assess

application. If required, clearly state the

committees.

position you are applying for as well as your

Depending on the team’s vision, the Jury

preferences in case of multiple positions as

might be willing to provide feedback for the

well as your email. When applying for

delegates to ensure their growth in the

multiple positions, choose those best suited

session.

for you and clearly outline your specific

the

with

individual each

other

committees,

the

Jury

delegates

visiting

within

Members

about

you,

such

name,

motivation for each position. One of the main objectives of taking part in this team is often perceived as acting in a non-biased way. As one is prone to fall for biases while assessing individuals, the Jury

EXPERIENCE

consciously strives to observe delegates

On the Member Platform, your event history

without

will automatically be included in your

showing

emotions

and

using

quantified measures.

application. Relevant experience other than EYP sessions – e.g. training events, serving as board member of a National Committee,

SELECTION PROCESS

etc.

–

can

mentioned

within

the

application.

EVALUATIONS

The selection process itself is based on a

To some sessions, you will get an evaluation

few pillars. The selection will mainly take

by your “superior" e.g you have been a

into account your personal information (e.g

Chair, the evaluation will be written by your

your nationality in order to have a culturally

President. It is directly attached and showed

balanced team), your experience (no need

to your profile and will be usually taken into

to be experienced to apply as chair or MTM,

account by the Selection Panel. In case you

but it is a factor for leadership roles) as well

would like to apply for an International

as the quality and motivation behind the

Session as an official, you will have to have

answers you will provide to the application.

at least one evaluation on your profile.

EYPBE APPLICATION GUIDE

APPLICATION OVERVIEW

What

makes

good

Media

Team

Member/Chair/EA/VP/Editor/ President?

EYP applications are commonly submitted either through the EYP Member Platform. Here’s a guide on how to use the Member Platform. Disclaimer: this guide is pretty extensive

Introduce yourself without talking about your current occupation, and tell us why you do EYP? What are your strengths? Weaknesses?

ACADEMICS

on the way to write an application. It can

Propose a committee topic and explain

seem like a lot, but bear in mind that each

its relevance. (Chairs/Vice-Presidents)

session is different and depending on its

What can you contribute to the team?

size, you are not expected to have such

(Chairs/Journalists/Vice-

long applications. You can find the specific

/Editorial Assistants).

selection criteria in the annexe or here.

What would you focus on/include in the

Presidents

Chairs’ Training of the *insert session You will be asked to answer around 3-4

name*? (Vice-Presidents)

questions

What

that

will

used

the

makes

good

resolution?

selection panel to judge your overall

(Chairs/Vice-Presidents)

motivation to join the event.

Which aspects of chairing do you feel confident about, in which would you need

APPLICATION QUESTION EXAMPLES

support?

(Chairs/Vice-

Presidents)

MEDIA Elaborate on your vision for the Media Team! (Editors) How do you see the role of the Media

GENERAL

further

Team

*insert

session

name*?

What is your motivation to attend the

(Editors)

*insert session name*?

What is your vision for the session?

What differentiates you from any other

How does it work with our vision?

applicant?

Why would you like to be a media

What (personal) skills would you like to

team member at .... 202X? What is your

improve at *insert session name* and

motivation? What do you want to

how?

achieve?

EYPBE APPLICATION GUIDE

How do you interpret the theme of the session and how can it be incorporated into the media team’s work? Introduce yourself with the medium of your choice. How do you envision the work with the editor? and the media team? Why do you think an MTM is important in a digital session? What skills can you bring to the team?

ORGANISING What is an organisational challenge that you have faced in or outside of EYP, and have you worked or are you currently working to overcome it? The session theme of *insert session name

will

revolve

around

*session

theme*. How do you think this theme can be implemented into different aspects and

programme

elements

the

session? Give at least one concrete example. The role of an organiser is multifaceted. With the help of your 16 Personalities test results, explain how your personality is beneficial for the role of an organiser and in what way you would contribute to other participants’ experience. If you were a superhero, what would your superpower be, and how would you use it to make the world a better place?

EYPBE APPLICATION GUIDE

SELECTION PANEL, OUTCOME, AND FEEDBACK

It will usually be mentioned in the email and you can send back one to simply ask feedback on the application. There is no perfect plan and guide for application writing and we are just learning by our

Don’t forget to send your application

mistakes! The EYP has a well-established

before the deadline as most of selection

feedback culture. The organisation aims to

panels will not let you apply after that.

foster its members’ personal development

After usually a couple of weeks, you will

and feedback is an integral part of it.

hear back from the selection panel (most

TIPS AND TRICKS

of the times through email, but it also happens that they’ll text you on Facebook or else) with the results. The selection panel is usually composed of a member of the

National

Board

that

National

Committee, the Head-Organiser(s) and the Head of the team you applied for.

not guarantee you will get selected, even if you follow all this advice. Keep in mind that selection panels do not select applicants as individuals, but as team members. They aim to pick applicants who not only seem competent as a singular person, but who also will fit into the team. Even the ‘best’ applications can still lead to a rejection, however,

does

not

necessarily

mean one is not suitable for a certain position or EYP in general. Everyone gets rejected at some point or another! To

find

specifically

out has

why been

your

any

particular case, you can always ask for feedback; many will be happy to provide you with some comments.

mention specific ideas for more visuals applications.

GENERAL Send in your application on time. Take a few days to prepare it to not stress right before the deadline. Prepare the application on a google document or word document. It will be easier to save your work, share it for people to read through it. In the end, just copy paste it on the Members Platform. Preparing the application in a separate

application

rejected

for application writing. Going from the structure, to the grammar,we will also

We want to emphasise that this guide does

which,

Here, you will be able to find a few advices

document

especially

advised

considering the fact that the Members Platform refreshes every few minutes. If it were to refresh while you are writing your application, you would lose all your progress.

EYPBE APPLICATION GUIDE

Contact the leadership in case you have any question. Read the Session Vision if there is one.

GRAMMAR AND LANGUAGE

Often, the leadership of the session will be write a documenthighlighting it,

Use the spell checking function of your

which will be linked to the call.

text-editing programme and set it to

not

exceed

the

word

limits.

British English (e.gGrammarly)

Sound confident. Avoid phrasing like I

applications and are grateful to read

believe/think; use more assertive words,

concise documents.

such as trust, certain, convinced, etc.

Do not copy & paste from previous

Avoid abbreviations. “e.g., i.e.” are fine;

applications. You change as a person

“don’t, won’t, aren’t, ain’t, hasn’t”, etc.

and so should your applications. Also,

should

the trained eyes of selection panels will

abbreviations should be fine.

recognise

Keep your application formal & clear:

Selection

panels

receive

recycled

loads

copied

not

use

used.

smileys,

Other

too

“EYP”

applications (especially if you forget to

many

change the session’s name...)

exclamation points or a lot of brackets.

STRUCTURE There are different ways to structure

CONTENT

your answer. The obvious one is to make paragraphs! Long unbroken answers

Try to understand and research what

will be very boring and hard for the

the role entails before you apply. You

selection panel to go through.

can find helpful documents on the

You can add titles to your paragraphs

Members Platform about the different

to highlight your ideas. One paragraph

teams. For Media Team, please refer to

can represent one notion and you can

the introduction to EYP Media.

develop it then.

Be honest: apply to a session you really

You can also use caps or else for your

want to be a part of and you are

titles (e.g /COMMUNICATION or //

motivated to work for. EYP is a volunteer

COMMUNICATION or 1. Communication

experience and you need to enjoy it!

or 1/Communication) In general, construct your answers with an introduction, a body and a conclusion. Try to focus on a few main points (e.g you are asked about your vision about 3 pillars)

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→ talk

EYPBE APPLICATION GUIDE

Avoid standards answers: “EYP gave

Refer to your personal development. It

me so much” “I love EYP and the

is always appreciated when an applicant

people” - it doesn’t make you stand out!

shows perspective on what the session

In a similar way, refrain from saying that

will give back and how it will help them

you want to go to a session just to visit

grow.

the country (if it’s a physical session).

Show your skills: it can be working skills

Be specific and concrete: Explain why

you want to take part in this session in

understand the session’s vision and role.

social

skills.

Show

that

you

particular and be specific about what you want to say. Give examples in your answers rather than having everything as a theory.

EYPBE APPLICATION GUIDE

VISUALS

work (may it be within EYP or not). You can share it simply by making a google drive folder. Be careful to modify your sharing the link so that everyone who gets the link can access it.

drive,

make

sure

organise it and give titles and/or to prepare a small document (or some text to add on the Members Platform box answer) the

sessions

and

you an overview of what is possible, but in the end, it is up to you! Make sure to create something that you like. Sometimes, it will be specified in the application if there is a need to have answers in another format than text. On the Members

Think about what is relevant to share. If you

explaining

all

their applications. This is just here to give

be asked to share some of your personal

google

not

extensive answers and the workload for

For Media Team positions, you will often

that

especially smaller sessions expect such

PORTFOLIO

make

aware

different

projects

you

Platform,

there

only

the

possibility to apply by sending text, but you can send links directing towards websites, google drive, youtube channel etc. Still try to keep it to 1-2 different platforms to avoid overwhelming the selection panel with too many different links.

shared. Another way to do it would be to present it on an Adobe Spark Page or make a PDF (on Canva, Indesign or else), or even a website

(can

done

different

platforms)..

IDEAS OF FORMAT AND MEDIUM Infographic Canva, Photoshop Podcast Infographic video

FORMAT

Video (Youtuber type with you talking or

In general, Media Teams have a lot of room

the question)

set for creativity. It can also be translated

Website : you could answer all the

into the application process to showcase

questions

your

website (usually for leadership roles)

style,

filming and editing a video answering

but

also

show

your

and

gather

them

into

understanding of the need to have user-

Weebly, Google Site, Wix etc Drawing

friendly output. This kind of answers can

Adobe Spark page & other platforms

also

positions!

412

prepared

for

other

officials

Example answer to a question You can combine different mediums!

EYPBE APPLICATION GUIDE

GENERAL TIPS Always try to reuse the session’s visual identity (logo, colors). You can use websites to find the color codes of the logo like this one. Use Source Sans Pro as font for everything EYP related. Download it here. Think about how people will read it: don’t make your text too small and preferably use a landscapeformat to fit a laptop screen dimension.

LEADERSHIP Make

sure

that

you

show

understanding of the role and the responsibilities it brings. As a leader, you will be taking the lead of your team and coordinating with other leaders to ensure

everything

runs

smoothly.

Having an idea of what kind of team structure and culture, you will follow helps you stand out. As a team leader, it is important to show that you can facilitate active engagement and teamwork. In the end, it is not only about the result but the process in which development is prioritised. In EYP, personal development and skillimprovement are essential. Therefore a leader should demonstrate capability in bringing other members forward. A team leader should be capable of equipping their team members with every type of material or tool they might need at any time.

EYPBE APPLICATION GUIDE

Self-awareness is of high importance in leadership positions. Knowing where one excels and falls short helps a person grow for the best and maintains the session's fruitful atmosphere. EYP is a place where teams with different dynamics work collectively. As a leader, one should be able to balance

the

different

dynamics

teams out and keep them on the same page to ensure a smooth atmosphere in the session.

RESOURCES A DICTIONARY FOR EYP ABBREVIATIONS An

overview

commonly

used

abbreviation within an EYP context can be found on the right page. Keep in mind that when writing an application, you should refrain as much as possible to use them (EYP

fine

well

sessions

abbreviations, but it stops there).

TO AVOID Insults & swear words or in general, to informal language (e.g like, so) Avoid using words such as “things” or “stuff”. Be specific in your answers. Try to not repeat the same word over and over again. Look for synonyms to avoid having the same term in the same paragraph/few lines. Do not start all your sentences by “I”. Find a balance between an application that is too long and one that is too short. Avoid making a list of everything you can

can’t

(e.g

“I

can

use

Photoshop, but I don’t know how to use Premiere Pro”) Find a balance between promoting yourself, and accepting your flaws.

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HELPFUL OTHER DOCUMENTS EYP Media Team Members Toolkit EYP Editors Toolkit EYP Media Mission Statement EYP Values guide

APPLICATION EXAMPLES Keep in mind that these are only examples in order to show the general structure and aspect of an application.No application is a perfect one, but it helps seeing what it looks like! Feel free to share your own applications if you want to in this folder.

EYPBE APPLICATION GUIDE

DICTIONARY EYP ABBREVIATIONS

https://www.facebook.com/ Valencia2019/

https://www.facebook.com/ Mechelen2018/

https://www.facebook.com/ Leuven2020/

https://www.facebook.com/ eypbeRC/

https://eyp.org/how-we-work/ https://eyp.org/how-we-work/ https://eyp.org/how-we-work/ Introductory Clauses

https://cutt.ly/BkQatlI

Operative Clauses

https://cutt.ly/BkQatlI

https://eyp.org/about-us/team/

EYPBE APPLICATION GUIDE