Support to participants

It is necessary that the host NA is present and/or available during the whole
activity. Depending on whether this is a colleague working within the
hosting NA or someone else (e.g. logistical support, freelance support), their
tasks and scope of responsibilities should be agreed within the team. The
tasks of the host may include:

• Welcoming and introduction

• Dealing with emergency cases (hospital, lost passport etc.),

• Supporting any special needs

• Support departure arrangements and be clear about what is offered / not offered to help people get to the airport / train station etc.

• Reimbursement of the travel costs of participants from some of the Neighbouring Partner Countries, where money transfers can take long or produce unnecessary costs. In other cases it can be easier to reimburse the travel costs by bank transfer after the activity.

Other support to the activity

The host NA is also responsible for :

• The liaison with the venue (contracting, requirements, practical arrangements, etc.)

• Being part of the team and being involved throughout the whole process

• Taking responsibility for the quality of the activity, seeing how far the aims are being reached and if something should be improved (especially when talking about a new activity developed from scratch) 

• Contributing to the programme, based on agreements in the team (e.g. facilitating a session on the European youth programmes)

• Contributing to an appropriate learning context (e.g. organising field visits)

• Taking care of extra-curricular activities (e.g. dinner out)

Again, the way this support is offered, can be different for each NA and
depending on the activity. Some of these tasks can be outsourced, integrated
in the job description of trainers, done via a freelance logistical support
person etc. 

Participant list

The host NA is responsible for the participants’ list (signature list):

• Makes a complete, accurate and signed participants’ list including name, organisation, country and information on full attendance, partial attendance, no show, cancellation) of all participants and the team (e.g. NA, trainers, facilitators, experts)

Tip: some NAs work with online Apps to make the participants’ list
(e.g. NA CZ).

• Update the participant list on the Cooperation Platform, by indicating attendance at the latest 1 month after the end of the activity 

Youthpass

It is the responsibility of the hosting NA to take care of Youthpass. Important
issues to consider related to the use of Youthpass:  

• To promote Youthpass as a process and tool to support (reflection on) learning in TCA/NET activities, includes confirmation of participation and self-assessment 

• To have Youthpass integrated in the activities where learning is the focus and can be supported (i.e. not usable in all activities such as large conferences)

  

  Tip: Check the decision tree on the third page of the 'Youthpass in TCA/NET activities' leaflet 

• In line with non-formal learning principles, Youthpass is a voluntary tool for the participants: they choose if they wish to make use of it. Therefore, it shouldn’t be used as an administrative or controlling tool (such as a condition for reimbursement of travel costs) 

• To include, where relevant, extra working time in the agreement for trainers and facilitators to support the reflection on learning after the activity (e.g. supporting reflection and self-assessment of learning outcomes) 

• Follow the numbering system as proposed in the fourth page of the Youthpass leaflet to enter the project in the Youthpass database and create the certificates

Evaluation of the activity (on the spot)

• The host NA in cooperation with the team should think about the right format and approach to evaluation with participants on the spot: can be very different depending on the nature of the activity

• The host NA should agree with the team on team evaluation during the activity (e.g. daily team meeting, team meeting at the end of the activity, extra day to evaluate, etc.). This again depends very much on the activity. Possible topics:

• Internal cooperation in the team

• Implementation of the activity based on the aims and objectives

• Participant evaluation

• Next steps 

• The host NA should agree with the team on reporting and related requirements so that the team knows what to collect during the activity.