Risk and Protection Checklist
Embedded Files
Checklist for Group Leaders/ Youth Workers and Youth Involved in Organising the Youth Exchnge
The checklist is broken into three sections:
Preparing for the Exchange
On the Exchange
Evaluation and Monitoring
Preparation for the exchange
Partner finding
- Check out the legitimacy of the partner group
- Try to match interests and ethos of two organisations
- Use a specimen ‘common agreement’ to help develop a contract or agreement between the two organisations – aims, objectives, activities, role of leaders etc. Agreement should include a commitment to the safety and welfare of the young people
Accommodation
- In the planning stage check out the proposed sleeping arrangements for participants
- Check out health and safety issues in relation to accommodation
- Check out the centre on the planning visit and ensure that it is approved to acceptable standard.
- Single gender dormitories are essential for under 18
- Ensure that group leaders accommodation is appropriate
- All group leaders to have a rooming list
- Have a clear contract with accommodation providers
Recruitment and Training
- Ensure you have written approval of parents/guardians for those under 18.
- Ensure you have adequate and appropriate insurance for all stages of the activity;
- Participant details form – clarify level of information required. How will information be used? What level of confidentiality?
- Selection process for young people should be open and transparent.
- Ensure a good training and preparation programme for young people – should include the development and agreement of contract and ground rules for all participants. Training should also include information on cultural awareness, safety and wellbeing, relationship building.
- Give participants an information pack including a ‘help me’ card.
Leadership
- Appoint a key group leader (the buck stops here!)
- Ensure that group leaders are appropriately qualified for certain activities (rock climbing, water sports etc)
- If recruiting group leaders from outside the organisation they must complete an application form.
- Ensure gender and age appropriate balance among group leaders.
- Group leaders to be given clear roles and responsibilities
- Group leaders should understand and respect the participants
- Group leaders to be made aware of their duty to care and what this means
- At least one Group leaders should have first aid training
Programme
- Plan de-briefing sessions daily with the young people and the participants
- For the unstructured programme – ensure there are some boundaries and that it is monitored
- Ensure that there is a clear schedule for Group leaders including responsibilities and time off
Emergency procedures
- Have clear emergency plans to include 24/7 contact details for host and home country, emergency procedures if you need to evacuate, have an emergency fund, know where participants and Group leaders are at all times
- Have a back up plan if the programme needs to change for any reason
- Bring a medical kit with you
Tools for planning
- Risk Assessment pro formas
- Specimen common agreement for organisations
- Specimen personal details form (medical conditions? Confidentiality?)
- Specimen group contract
- Contact details form
- List of useful websites
During the Exchange
Documents to bring with you
- Details of Insurance
- Participant details (application forms)
- Copy of programme
- First Aid certificate (if a Group leaders is qualified)
- Group contract
- Contact details
- Tickets
- Accommodation details
- Child Protection policy (own country). Whichever country’s policy is most stringent – go by that one
Support system
- Have a clear system of support for participants
- Support system for Group leaders. Supporting each other
- Sending and hosting organisations to each have a designated contact person in case of emergency
- Funding agency contact details if necessary
Orientation on arrival
Host to organise orientation meeting which will include the following:
- Welcome
- Practicalities and logistics
- Programme introduction
- Cultural information
- Contact details
- ‘Help me’ card
- Responsibilities
- Group contract
- Awareness and understanding of home sickness
- There should be one central information point for participants displaying information
Tools for orientation
- Orientation pack
- Cultural ice breakers
- Information point/board
- ‘Help me’ card
- Group contract
Group leaders
- Leaders to have a common understanding and position on certain issues – particularly in emergency situations
- Leaders should meet daily
- Clear responsibilities for leaders
- Support system for leaders
- Leaders should know where participants are at all times – even in free time
- Leaders to have a good system for keeping records
- Should have a good, open and ongoing relationship with the young people.
Handling Child Protection Issues
- Take it seriously
- Remove the child where appropriate
- Contact designated person
- Use emergency contact numbers of hosting and sending organisation
- Take recommended steps as per child protection policy (refer to policy in own country and host country)
- Keep participant informed
- Where appropriate, contact law enforcement agency
- Ensure support for leader dealing with issue
Involving the participants
- Ongoing consultation and monitoring with participants
- Be clear around the ground rules and consequences if not adhered to
- Regular reports from participants about accommodation and food
- Young people to keep a journal of the exchange – this can be shared with leaders
Monitoring and Evaluation
Systems for monitoring and evaluation should be developed prior to the exchange and agreed with the hosting organisation where appropriate
Monitoring and evaluation should be carried out with the young people, the Group leaders, the hosting and sending organisations
If expectations and ground rules are clear at beginning, it is easier to monitor progress and difficulties
There should be daily evaluations with the participants and the Group leaders
Leaders should have daily meetings to review the programme
Participants should keep a journal of the exchange
Have an evaluation box where participants can post comments whenever they like
Use creative forms of evaluation
Carry out a full, final evaluation ‘warts and all’. Evaluation should be a real exercise for learning from.
Make sure you have a system for keeping records and reports during the exchange.
Version: 2023
Page updated
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