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.