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RULES

CORE RULES

General rules are rules that apply to everyone at all times. These rules are supposed to keep great relations within the team and help us become a stronger organisation.

  1. GENERAL
    1. Youth Europa (from here on “organisation”) is an international non-governmental non-profit organisation.
    2. The organisation is made up of autonomous national branches that work in coordination with each other in order to fulfill its mission.
    3. All national branches of Youth Europa share the same brand, vision, mission and core values.
    4. The highest body of the organisation is the board.
    5. The board:
      1. Is made up of up to 2 representatives from each national branch. 
      2. Is led by Chairman / Chairwoman and Vice-Chairmain / Vice-Chairwoman.
      3. Coordinates the work and collaboration on international level.
      4. Manages the brand.
      5.  Sets the rules that apply to the whole organisation.
      6. Establishes new national branches.
      7. Helps to solve problems that national branches can’t solve on their own.
      8. Decides whether or not to kick someone out of the organisation.

  2. MEMBERSHIP
    1. Members follow all of the rules and guidelines set by the organisation and its national branches.
    2. Members are responsible for maintaining the best possible group atmosphere:
      1. Members address sources of conflict as soon as they arise.
      2. Members hold each other accountable.
      3. Members will express their opinions and ideas in a constructive way.
        Members will complete tasks they’ve committed to.
      4. Members will alert the group to any task that will be early, late, better or worse than expected.
      5. Members treat each other with respect and are cooperative, helpful and supportive towards each other.
      6. Members are proactive and agree that not voicing your objection to something means that you support it.
    3. Members can nominate a person to become a candidate member:
      1. New candidate members are accepted by the branch managers.
      2. Candidate members enter a 6 month probation period where their suitability will be evaluated.
      3. Every candidate member must have a mentor who has been a full member of the organisation for at least 2 years.
      4. After the probation period the branch manager will propose that the board offers full membership to the candidate.
      5. New member is accepted with a 3/4 majority vote by the board.
    4. Members must fulfill the minimum requirements to maintain membership status:
      1. Be the main coordinator or facilitator in at least one major project in the last 2 years.
      2. Participate in at least 3 projects as a group leader or a helper.
      3. Be a supporting member or a honorary member.

  3. TOOLS
    1. The members are using Slack as its main tool for communication within the organisation.
    2. The members are using Google Workspace (Drive, Docs, Sheets, etc.) and ClickUp as its main tool for delegation/project management.
    3. Communications with partners or stakeholders must use our official youtheuropa.org email.
 

PROJECT RULES

Project rules are additional rules that apply for the members during youth exchanges, training courses and other similar events.

  1. ROLES
    1. There are three main roles in every event:
      1. Coordinator – Facilitates team meetings and coordinates the work between all other roles. Ensures that the project is reaching its objectives & goals.
      2. Facilitator – Responsible for carrying out the program and ensuring the good quality of the activities. Handles most of the communication between the participants and the organizers.
      3. Helper – Multifunctional role that can be assigned to members and participants alike. They take some of the workload off of the other roles and help them carry out various tasks. Group leaders are considered to be helpers.
    2. Coordinator is responsible for assigning a specific area of responsibility to each of the people in the organising team.
    3. Each member of the organising team is responsible for coordinating their own helpers.
    4. One person can cover several roles if it is not possible to assign it to a separate person.

  2. WORK
    1. All participants & organizers should stay at the venue for the entire duration of the event so that they wouldn’t disrupt the group.
    2. There has to be at least one short meeting on each day to discuss project-related matters, solve any problems and delegate tasks between the organizers.
    3. Organizers need to stay friendly, supportive & professional when ever they represent the organisation:
      1. Organisers ensure the physical safety and the mental well-being of the participants and follow all safety guidelines during the activities.
      2. Organisers do not abuse alcohol or other substances during the event and act responsibly.
      3. Organisers do not abuse their power over the participants and treat them with respect.
      4. Organisers should stay professional and avoid relationships that might affect the group’s trust.
      5. Organisers also follow the rules that they have set for the participants.

  3. VISITORS
    1. Visitors are only allowed to the event if the organizing team has decided to allow it.
    2. The organizers have to introduce the visitors to the rest of the group.
    3. Visitors should not participate in the activities that they can’t complete and avoid disrupting the group dynamics.

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