Update Booklet 2018-01

52 Pages·2017·0.5 MB·English

EUROPEAN YOUTH PARLIAMENT
Updates
FOR THE MEETING OF THE BOARD OF NATIONAL COMMITTEES
TH TH
ON APRIL 13 – 15 2018, BERLIN
Booklet updated on: 1-Apr-18
Abbreviations used:
BNCM = Meeting of the Board of National Committees; GBM= Meeting of the Governing Body; NOC = National Organising Committee
F = Final – Task is completed | P = Progress – Task is still open, first steps taken | O = Open task, no steps taken | AB = Annual Budget

th 14:00 – 15:45 VII: Workshops – Discussion Block
Friday, 13 of April
15:45 – 16:00 Coffee Break
10:00 – 11:45 Training & Networking time
16:00 – 17:00 VIII: Assessing the needs of NCs regarding
11:45 – 12:30 Lunch & Registration
international governance
12:30 – 13:00 Introductions & Opening of Meeting
17:00 – 17:30 IX: Charter Change – Teacher Election Procedure
13:00 – 14:00 Update by the International Office
17:30 – 17:45 Coffee Break
14:00 – 14:15 Coffee Break
17:45 – 18:30 X: Data protection within the EYP network
14:15 – 15:00 I: Withdrawal of recognition of EYP Kosovo
18:30 – 19:00 XI: Modification of the Policy on International
15:00 – 15:15 Words of Welcome by our hosts
Sessions Concerning Age Restrictions
15:15 – 15:45 II: EYP Denmark compliance after probation year
19:00 – Dinner – followed by a tour of the Bundestag
15:45 – 16:00 Coffee Break
16:00 – 16:30 Update by the BNC Board
th
16:30 – 17:15 III: Update of the BNC Working Procedure Sunday, 15 of April
17:15 – 17:30 Coffee Break 08:45 – 09:00 Opening of the Meeting day
17:30 – 18:15 XIV: Online Voting in International Governance 09:00 – 09:45 XII: Participant Welfare Guide
18:15 – 19:00 IV: The future of trainings in EYP 09:45 – 10:45 XIII: Draft EYP Code of Ethics
19:00 – Dinner – followed by a treasure hunt 10:45 – 11:00 Coffee Break
11:00 – 11:45 V: Rethinking the communication of Calls to
th the EYP network
Saturday, 14 of April
11:45 – 12:45 XV: Changes to the Policy on Selection of International
09:45 - 10:00 Opening of the Meeting day
Session Officials
10:00 – 11:00 Update by the Governing Body
12:45 – 13:45 Lunch
11:00 – 11:45 VI: Modification of the Policy on Councils
13:45 – 14:45 XVI: Update of the Policy on Code of Conduct
11:45 – 12:00 Coffee Break
14:45 – 15:30 XVII: Workshops – Presentation Block
12:00 – 13:00 Finance Updates by the Governing Body and
15:30 – 16:00 Summary & Outlook
International Office
16:00 – Departures
13:00 – 14:00 Lunch

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Table of Contents
Table of Contents ....................................3 F: BASES – Building a Strong European F: Strategic Partnerships,
UPDATES BY THE INTERNATIONAL OFFICE Society .................................................. 23 Communications & External
....................................................................5 G: Partnership Management and Representation (Noura) ........................ 36
A: International Governance and Fundraising ........................................... 23 G: EYP Identity (Philippa) ...................... 37
Organisational Development ..................6 H: Administration, Staff and Office ....... 23 Update by the BNC Board Projects and
B: Development and training in EYP ........8 SUMMARY OF BUDGET EXPENDITURE Portfolios of the Board of the BNC ........ 39
C: Communication and Corporate 2018 ...................................................... 24 A: Preparation of the BNC Meeting ........ 40
identity ....................................................9 Update by the Governing Body Overview B: Working Groups (WG)1 ....................... 41
D: EYP Member Platform ....................... 11 of decisions by the Governing Body ...... 26 C: Administrative Maintenance & Other
E: International Sessions ....................... 12 A: International Sessions ...................... 27 Projects ................................................. 42
F: BASES – Building a Strong European B: National Committees & BNC ............. 28 Update by the BNC Board Policy
Society .................................................. 15 C: Internal ............................................. 29 passed/discussed ando pen debates from
G: Partnership management and D: Councils ............................................ 29 BNCM17-02 .............................................. 44
fundraising ............................................ 17 Update by the Governing Body Overview Update by the BNC Board Policy
H: Administration, staff and office......... 19 of portfolios and projects of the passed/discussed at the october 2017
EYP Annual Budget 2018 ....................... 20 Governing Body ...................................... 31 online vote .............................................. 48
A: International Governance and A: Outreach & Inclusion (Anthony) ........ 32 Update by the BNC Board Policy
Organisational Development ................ 21 B: Fundraising & Financing (Ioanna )..... 32 passed/discussed and open debates from
B: Development and Training in EYP ..... 21 C: NC Relations & Network Management BNCM17-01 .............................................. 49
C: Communication and Corporate (Marek) ................................................. 33 Notes ..................................................... 52
Identity .................................................. 22 D: International Governance (Maria &
D: Member Platform .............................. 22 Marek) ................................................... 34
E: International Sessions ....................... 22 E: EYP Events & Participants (Maria )..... 35
Abbreviations used:
BNCM = Meeting of the Board of National Committees; GBM= Meeting of the Governing Body; NOC = National Organising Committee
F = Final – Task is completed | P = Progress – Task is still open, first steps taken | O = Open task, no steps taken | AB = Annual Budget

! Update tasks which are highlighted in a light blue colour will be discussed further dur-
ing the Updates section of the Spring 2018 BNC Meeting, which means that questions
from the BNC about these points will be possible during the debates held after each sec-
tion has been presented.
Update tasks which are not highlighted will not be part of the Update Presentation,
however questions about these tasks can still be addressed to – and are welcomed by –
the International Office during the informal Networking Activities.
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UPDATES BY THE INTERNATIONAL OFFICE
This update covers mostly the time period of November 2017 – March 2018. It is structured in the following sections:
A. International Governance and Organisational Development
B. Development and training in EYP
C. Communication and Corporate identity
D. EYP Member Platform
E. International Sessions
F. BASES – Building a Strong European Society
G. Partnership management and fundraising
H. Administration, Staff and Office

The updates reflect the status as per 14 March 2018.

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Abbreviations used:
BNCM = Meeting of the Board of National Committees; GBM= Meeting of the Governing Body; NOC = National Organising Committee
F = Final – Task is completed | P = Progress – Task is still open, first steps taken | O = Open task, no steps taken | AB = Annual Budget

A: International Governance and Organisational Development
(You can write an intro to the project/whatever here. It is not necessary by any means.)
Status Task Progress and outlook Start-End
The entire team regularly helps NCs who get in touch with us at the office with various requests
A1 P NC Support in general
and questions. This includes support with the development of fundraising materials, suggesting ongoing
funding opportunities for NCs, and various other aspects.
The NCs’ reporting for the NC Support Fund 2017 was expected by 31.1.2018. There were several
A2 P NC Support Fund 2017
NCs that did not manage to hand in their reporting on time. Administration of the NC support Jan - Mar
fund requires a lot of resources on the IO’s side.
At the time this update was due the details of the NC support fund 2018 were not clear yet, but a
A3 P NC Support Fund 2018
first round of funding will be made available in the first half of 2018. A verbal update will be given Apr - Dec
at the BNC meeting.
Has been put together, published on the Member Platform and is being sent out to new boards.
A4 F Board Transition Package
The RDC suggested also sending it to the outgoing boards. For that purpose, a question on the ex- Jan-Dec
pected term ends of boards has been included in the census 2017.
The BNC will meet 13-15 April, 2018. The office is arranging the logistical setup of the BNC meeting
A5 P BNC Spring Meeting 2018
and the registration process. Preparations have been made regarding the meeting venue, the ac- Jan-April
commodation, and the registration process.
We have launched a new Facebook group https://www.facebook.com/groups/eypalumni
The group is meant for EYPers who are NOT active anymore.
th
A first big international ALUMNI reunion event in Berlin will happen on June 15-16 in Berlin.
A6 P Alumni work ongoing
Alumni Happy hours in 5 cities Brussels, Paris, Prague, Washington, Kyiv are scheduled and
coordinated by local organisers, NC boards with Office’s support.
Anya has also conducted the first webinar of the year on alumni activities.
A7 P Support for the EYP Councils IO project managers supported the 2017 councils with their handover and reporting tasks and are Ongoing
now providing assistance to the 2018 Councils for kicking off their work.
With the GB taking the lead, we are regularly providing input and comments throughout the de-
velopment of the international measures for the new strategy, and conducted several meetings
with the team to discuss them. Nov -
A8 P International Strategy Measures
March
• Template certificates for Participants, volunteers (session officials) were published
in December 2017; for decision makers (international governance and NC Boards) it
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was decided to offer writing recommendation letters instead of preparing generic
certificates.
• The Fundraising Summit took place on Dec 1-3, 2017 with 12 participants. It was
evaluated very favourably, and we will follow-up with participants to further develop
their fundraising projects in 2018.
• Transition Package for new boards: see above.
• Knowledge Sharing. The Office decided to seek external consultation on the topic,
from the student consulting “firm” 180°, and currently working with the SOAS Lon-
don 180° Chapter to receive advice.
• Develop new evaluation form and consult BNC. The Office is currently working with
an expert to consolidate the standard evaluation form and process, with the aim of
providing a standard evaluation toolkit as well as guidance on how to measure im-
pact and assure quality.
Working together with the GB and the Lukas acts as the day-to-day contact person for the GB and the BNC Board, regularly giving them
A9 P Ongoing
BNC Board input and working together with them.
The 2017 EYP Census was prepared, based on input that was collected at the autumn BNC meet-
A10P EYP Census 2017 ing, input from the GB and the office team. The survey was sent out in December 2017 and we are Ongoing
currently following up with NCs who have not submitted (complete) data yet, as well as quality
checking and analysing the data we received.

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Abbreviations used:
BNCM = Meeting of the Board of National Committees; GBM= Meeting of the Governing Body; NOC = National Organising Committee
F = Final – Task is completed | P = Progress – Task is still open, first steps taken | O = Open task, no steps taken | AB = Annual Budget

B: Development and training in EYP
(You can write an intro to the project/whatever here. It is not necessary by any means.)
Status Task Progress and outlook Start-End
The IO put together a training curriculum for 2018 and will involve various staff members as well
as Councils and other actors in the implementation of the trainings. 13 Webinars are planned to
take places throughout the year. Trainings are open to the entire network, and are especially ben-
B1 P Knowledge Sharing Skypes eficial for board members and/or HOs. A short summary and evaluation report on the webinars
2017 was published in the beginning of the year 2018.
Noteworthy: We would like to encourage all NCs to participate in the webinars when possible,
also for the sake of knowledge-exchange and fostering cooperation between NCs.
The Summer Academy next host has been chosen. The event in 2018 will take place in Nis, Serbia Septem-
B2 P Summer Academy 2018 on 5-9.09.2018. The HO’s Prep Meeting has taken place in Berlin on 3-4.03. 2018. The Mercator ber 2017 -
budget is secured and the HO team is currently looking for possibilities in European funding. ongoing
With a rapidly expanding network, the importance of knowledge sharing increases, and one of the
ways to spread knowledge amongst NCs and EYPers in general are guides and written documents.
The International Office is gathering and uploading them to the Info Section of the Member Plat-
form. In order to streamline the process of publication and to make it easier to track the different
guides, the IO developed some basic requirements for guides that can be found at the very begin-
ning of the page. During a meeting in January 2018 all media guides have been consolidated into
B3 P EYP Guides an official Media Team guide that was published on the Member Platform. The IS organising guide Ongoing
has been thoroughly updated, many new sections, including on fundraising with the embassies,
and working with experts, have been added. We are currently working on an updated version of
the communication manual, set to be finalised in early 2018.
Noteworthy: There is still a number of various guides and documents that are circulated in the
network but never reach the IO to be published on the member platform. All NCs are encouraged
to let us know about any materials they would find useful to share on the Member Platform.
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C: Communication and Corporate identity
(You can write an intro to the project/whatever here. It is not necessary by any means.)
Status Task Progress and outlook Start-End
We are currently in the process of designing the new website. To be finalised in April/May 2018
C1 P Website Ongoing
along with a template for NCs.
We have had a successful relaunch of the newsletter with quarterly newsletter emails being sent
C2 P Newsletter Ongoing
out to EYP members and alumni.
Every week, we update the Facebook page with several posts presenting the work of the Office, as
Facebook: EYP Page, EYP Opportuni- well as activities and developments in the EYP network. In addition, the International Office is ad-
C3 P Ongoing
ties, EYP Sessions; EYP Teachers ministering the group EYP Opportunities; EYP Sessions; and the EYP teachers page, approving
new members and posting news.
We’re currently using Facebook, Twitter & Instagram, with almost daily updates. The reach of the
C4 P Social Media Development Ongoing
office Social Media is around 100 000.
Small template adjustments have been made according to the ongoing needs. A press release
C5 P Templates template and 4-pager for fundraising purposes have been developed and are ready for use by Ongoing
NCs.
C6 P EYP Communication Strategy The EYP Communication Strategy is undergoing layouting work and will be published in April. Ongoing
Since the Annual Report of the Schwarzkopf Foundation is now available in English and can be
also used for EYP purposes, we decided to produce for EYP not another Annual Report, but rather
a shorter and smaller EYP brochure (12-14 pages) to briefly introduce the network and for use as a
C7 P EYP Brochure general fundraising resource. The aim of the brochure is to give mostly visual insights into what Ongoing
EYP is and present the network with general numbers so the brochure can be used for the next 1-2
years. An initial version has been developed by the layouter and will be further developed, and we
are aiming to finalise the publication in early 2018.
C8 P Media Team Guide Media Team Guide has been finalised and was published in January 2018. Ongoing
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Abbreviations used:
BNCM = Meeting of the Board of National Committees; GBM= Meeting of the Governing Body; NOC = National Organising Committee
F = Final – Task is completed | P = Progress – Task is still open, first steps taken | O = Open task, no steps taken | AB = Annual Budget

An updated version is planned to be published in early 2018, together with the new numbers
C9 P Communication Manual about the network, a new/extended chapters about data protection and press work and a re- Ongoing
newed chapter on social media based on the current developments.

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