Erasmus+ Voluntary Service: Good Practice Guidelines

Introduction to Erasmus+ Voluntary Service

Erasmus+ Voluntary Service (EVS) enables young people aged 17-30 to express their personal commitment through unpaid and full-time voluntary service in a foreign country within or outside the European Union. This program promotes cooperation, mutual understanding, and tolerance among youth across Europe and neighboring regions.

These good practice guidelines aim to support both sending and hosting organizations in implementing high-quality EVS projects that maximize the benefits and learning outcomes for volunteers, organizations, and communities.

Project Planning and Development

Successful EVS projects begin with thorough planning. Organizations should clearly define project objectives that align with Erasmus+ priorities and meet identified local needs.

• Conduct needs assessment with local stakeholders to ensure project relevance
• Set specific, measurable, achievable, relevant and time-bound (SMART) objectives
• Develop a realistic timeline and budget allocation
• Ensure the project addresses at least one of the Erasmus+ horizontal priorities

Partnership Management

Strong partnerships between sending, receiving and coordinating organizations form the foundation of successful EVS projects. Clear communication channels and well-defined responsibilities are crucial.

• Establish clear division of tasks and responsibilities in the project agreement
• Set regular communication schedules for the entire duration of the project
• Create joint evaluation mechanisms throughout the project cycle
• Develop contingency plans for potential challenges or conflicts

Volunteer Selection and Preparation

Selecting and preparing volunteers thoughtfully significantly impacts their experience and the project's success. Organizations should implement transparent selection processes that prioritize inclusion and diversity.

• Develop clear and comprehensive volunteer profiles based on project needs
• Implement selection criteria that promote equal opportunities and inclusion of youth with fewer opportunities
• Provide thorough pre-departure orientation covering cultural, practical, and administrative aspects
• Establish initial learning objectives with volunteers considering their Youthpass goals

Organizations should ensure that volunteers have realistic expectations about their service by providing detailed information about living conditions, working hours, available support, and the local community.

Support and Mentoring

Providing appropriate support and mentorship throughout the volunteer's service is essential for their personal development, safety, and well-being.

• Assign a qualified mentor to each volunteer who can provide personal and project-related guidance
• Conduct regular formal check-ins to monitor progress and address concerns
• Facilitate integration into the local community through social activities and networking opportunities
• Ensure safe and adequate living conditions that meet reasonable standards

Learning Opportunities and Youthpass

EVS is not only about service activities but also about personal and professional growth. Facilitating non-formal learning experiences and proper Youthpass implementation is crucial.

• Support volunteers in identifying their learning objectives at the beginning of the service
• Implement regular reflection activities to help volunteers recognize their development
• Document learning achievements systematically for Youthpass certification
• Provide guidance on how volunteers can articulate their gained competences

Risk Management and Crisis Response

Proper risk management ensures the safety and wellbeing of volunteers while preventing potential harm to the organization and participants.

• Conduct thorough risk assessments for all volunteer activities and accommodations
• Develop emergency protocols and ensure all parties understand them
• Provide appropriate insurance coverage for volunteers throughout their service
• Establish clear communication channels for emergency situations

Organizations should prepare for various crisis scenarios, including volunteer health emergencies, natural disasters, political instability, or interpersonal conflicts within the volunteer group.

Inclusion and Diversity

Erasmus+ emphasizes inclusion and accessibility in voluntary service. Organizations should implement strategies to make EVS accessible to young people with fewer opportunities.

• Design inclusive project activities that accommodate diverse needs and abilities
• Implement targeted outreach strategies to reach underrepresented groups
• Provide additional support tailored to specific needs of participants
• Foster an organizational culture that celebrates diversity and promotes inclusion

Intercultural Learning

EVS provides unique opportunities for intercultural learning, which should be intentionally supported and facilitated throughout the volunteer experience.

• Integrate intercultural learning activities from the initial preparation phase
• Encourage structured reflection on cultural differences and similarities
• Facilitate meaningful engagement with local communities
• Provide language learning opportunities appropriate to the context

Organizations should encourage volunteers to share their cultures with the host community while actively learning about the local culture, traditions, and social norms.

Monitoring and Evaluation

Continuous monitoring and evaluation processes enable organizations to assess progress, identify challenges, and implement improvements throughout the project lifecycle.

• Develop measurable indicators aligned with project objectives
• Implement regular evaluation activities involving all stakeholders
• Create feedback mechanisms that allow volunteers to contribute to project improvement
• Document lessons learned for future project planning

Recognition and Visibility

Ensuring proper recognition of volunteers' contributions and increasing the visibility of EVS projects strengthens the program's impact and sustainability.

• Implement formal recognition practices within the organization
• Promote volunteer achievements through appropriate communication channels
• Document and share project outcomes with relevant stakeholders
• Use Erasmus+ communication materials to increase visibility

Organizations should create opportunities for volunteers to showcase their contributions through community presentations, digital storytelling, or participation in relevant events.

Follow-up and Aftercare

The volunteer experience continues beyond the service period. Proper follow-up and aftercare ensure a smooth transition and maximize the long-term benefits of the program.

• Support reintegration through debriefing activities and future planning
• Facilitate recognition of competencies gained through the Youthpass certificate
• Encourage participation in alumni networks and follow-up activities
• Provide assistance for volunteers who wish to continue their engagement in voluntary work