FAQs - Host Organisations
Who can host IVY volunteers and for how long?
All 2014-2020 cross-border, transnational and interregional Interreg Programmes (Managing Authorities and Joint Secretariats) and Interreg Project Beneficiaries are eligible to host IVY volunteers for minimum 2 to maximum 6 months per volunteer.
NB: IVY volunteers (Interreg Reporters) can report on past projects from 2007-2013 programming period so it is not a problem if Interreg Programmes still do not have much results from the 2014-2020 programming period.
Since May 2019, also Interreg Programmes and Projects located in Switzerland, some countries members of the European Economic Area (EEA), namely Norway, Liechtenstein, Iceland, and some countries involved in Pre-Accession Assistance Cross-border Co-operation Programmes (IPA-CBC), notably Serbia, the former Yugoslav Republic of Macedonia, Bosnia and Herzegovina, Montenegro, Albania, and Turkey, are eligible to host volunteers under the initiative “Interreg Volunteer Youth”.
How can we apply to host IVY volunteers?
The application process is very easy and meant to take as little time as possible so that it doesn’t represent an administrative burden for you.
If you are an Interreg Programme, then you will apply to host Interreg Reporters. To do so, you will need to fill in the Programme Note and send it to the IVY team (email@example.com).
If you are an Interreg Project Beneficiary, then you will apply to host Interreg Project Partners. To do so, you will need to fill in the Project Note and send it to the IVY team (firstname.lastname@example.org).
Moreover, Project Beneficiaries will also need to get a formal confirmation by the related Joint Secretariat/Managing Authority (i.e. INTERREG Programme) that the project beneficiary willing to host an IVY volunteer is a reliable organisation. The confirmation document can be signed by the communication officer or the officer you are mostly in touch with and that follows and best know your project. Here you can find a template that your Joint Secretariat/Managing Authority could use to confirm your reliability as host organisation.
The moment we receive your signed Note, we will ask you to send us your logo so to upload it on IVY website and give you the right and well deserved visibility as IVY host organisation.
Who selects volunteers and how?
Once we receive your Programme or Project Note, we will put you in touch with some candidates that we screen via the European Solidarity Corps Youth Portal where there are more than 48,000+ people registered. The criteria used for the match are based on what you write in your Note.
Once the most suitable candidate is identified, he/she will receive an official offer from us. Once the candidate accepts the offer (usually this is a fast process), we will immediately send him/her the IVY Agreement (that will need to be signed by the 3 involved parties: the volunteer, the host organisation and the AEBR) together with the Info Pack/training material and relevant information regarding the pre-departure compulsory call to be made with us at AEBR.
In the meantime, we will put the candidate in touch with you so to start making the match a true success and make sure that the you can provide the volunteer with the additional information regarding his/her IVY onsite experience.
How many IVY volunteers can we host?
There is no limit to how many volunteers you can host. You are more than welcome to host more than one volunteer at the same time: in this case you will need to fill in a Note per volunteer you wish to host (if the profile and information is exactly the same, you will just duplicate the document but we need to get a Note per volunteer you wish to host).
Do volunteers receive any financial support and insurance coverage? If so, how does it work?
We financially support volunteers with a daily allowance of minimum 21 EUR to maximum 32 EUR per day for the entire duration of their placement, counting weekends and holidays too. This daily allowance changes according to the host country where the volunteer will be deployed and it is intended to cover food, lodging, local transport, etc., as well as to provide some pocket money to the volunteer. Moreover, we cover volunteers' travel cost based on km distance they would do from their home address to the host organisation's address. Also, we cover volunteer’s insurance onsite, including benefits related to health, general assistance, liability and accident.
AEBR will proceed to the payment of the financial support (including both daily allowance and travel costs) per bank transfer as follows:
If the deployment lasts for 2-3 months, two payments will be made: 70% before the deployment and 30% at the end, once the report or feedback from the volunteer after termination of the mission is received by the AEBR.
If the deployment lasts for 4-6 months, three payments will be made: 40% before the deployment, 40% in the middle of the stay, and 20% at the end, once the report or feedback from the volunteer after termination of the mission is received by the AEBR.
Do we have to financially support volunteers?
The IVY volunteers’ allowance will be covered by the AEBR, but the hosting organisation is strongly encouraged to top up the allowance granted to the volunteer with additional resources (money transfer, local transport tickets/pass, meals, etc.)
Who takes care of the accommodation arrangements for the volunteers?
In principle, IVY volunteers are responsible for finding a suitable accommodation. However, host organisations are responsible for helping the volunteer with this practical arrangements by providing some tips and helpful sources of information (e.g. website, etc.).
Will volunteers receive a training before departure?
Yes, AEBR will organise a group or bilateral Skype call with departing volunteers. However, additional training should be ensured by host organisations when welcoming volunteers so to ensure they are put in the best possible conditions to perform their tasks.
Why should we host IVY volunteers? What’s the added-value?
There are 5 main valuable reasons why it is important to join IVY as host organisations:
In such difficult times for the European Union, it is crucial to give the right attention and visibility to successful Interreg stories and thus get the right support from EU citizens, governments and institutions to keep cross-border cooperation – and related funding – as a crucial part of European Integration.
Hosting a young motivated volunteer could significantly support Interreg activities in a unique and valuable way by providing a fresh, dynamic and effective approach to the implementation & communication of Interreg results.
Host organisations would significantly increase their visibility towards European, national and local decision-makers, the other Interreg Programmes & Projects as well as the broader European public and especially young Europeans.
Host organisations would “make a difference” in some young Europeans´ lives as IVY will give volunteers the opportunity to familiarise with the Interreg programmes and projects, make them aware of the many benefits of collaboration among EU internal borders as well as enhance their sense of European solidarity, citizenship and civic engagement. Moreover, thanks to IVY, volunteers will acquire a unique experience of personal growth as well as enhancing and gaining skills that they can employ in their future experiences.
It is very easy to join the initiative: AEBR takes care of financially support volunteers and provides a comprehensive insurance coverage to the volunteer onsite. Moreover, AEBR also organises a pre-departure training for volunteers and remains at the volunteer´s and host organisation´ s disposal during the whole experience.
What do you expect from us as IVY host organisation?
Make Interreg and its solidarity/cooperation dimension more visible among EU citizens.
Make IVY a valuable and unique experience of personal growth for the volunteer who will gain useful knowledge and skills that can be employed in his/her future experiences.
What will we get at the end of each IVY volunteer’s experience?
At the end of your IVY experience, both the host organisation and the IVY volunteer’s mentor will receive a certificate. Moreover, you will get the visibility, satisfaction and awareness related to your precious contribution to IVY, which is an excellent way to show local and EU decision makers that we need to keep funding European cross-border cooperation which is at the heart of the European project.