Project Management Plan of ESC Individual Volunteering Project
(mobility time 12 months, project time >16 months)
Roles and contacts
SO - sending organisation Name, Phone, e-mail
HO - host organisation Name, Phone, e-mail
HO Coordinator Name, Phone, e-mail
HO Legal representative Name, Phone, e-mail
HO Mentor Name, Phone, e-mail
HO Supervisor (directly leads
Name, Phone, e-mail
volunteer activities)
HO Accountant Name, Phone, e-mail
HO Communication Expert
Name, Phone, e-mail
(social media, press releases)
Agency Name of National Agency
Agency contact about ESC
Name, Phone, e-mail
Volunteering Projects
Agency contact about Final
Name, Phone, e-mail
Reports
Agency contact about
Name, Phone, e-mail
publicity
Agency Accountant in ESC
Name, Phone, e-mail
projects
Role Task
1. PROJECT PLANNING AND PREPARATION PHASE (~3 months)
Any time consulting with Agency about any questions (phone calls, e-mails),
HO, SO scheduling a meeting with them if needed (online or in-person) before/after
and throughout the project
Project proposal (application for funding) in ESC portal (annually deadline is
HO
23rd Feb, if available funds then additionally 4th October)
Agency Confirmation of project by Agency
HO Agreement with Agency
HO Legal representative makes sure state account is opened for project money
HO Receiving 80% first pay of project money
Publish open-call for young people to apply for your volunteering project in
HO ESC portal (specify if they need to send CV and motivation letter to your e-
mail or apply only in ESC portal)
HO Start evaluation of applications and selection of potential volunteers
HO Close the open-call in ESC portal
Selection of the participant (volunteer), enrolling for visa (for non-EU
HO
citizens) or residence permit (for EU citizens if volunteering longer than 3
1
, months)
Make sure volunteer has a sending organisation (if not yet - HO or volunteer
HO has to find in database the closest organisation to volunteers living place
who has a Quality Label and agrees to send the volunteer)
Create, discuss and sign the Agreement with sending organisation and
HO
volunteer
Agreement with suitable mentor, make sure mentor is aware of duties,
provide mentor with info about volunteer, provide with contacts of
HO
volunteer, Agency, sending org; enroll mentor for Agency mentor trainings
that happen 1x year
Provide adequate preparation for the volunteer before departure, according
to the
SO
individual needs; make sure volunteer is aware of ESC values, is or is not a
volunteer with fewer opportunities
Contact and offer activities to the volunteer in ESC portal (PASS) in order to
HO
add volunteer to MobilityTool+
Add volunteer on MobilityTool+ and write in the necessary information
HO
about project, activity (not later than 2 weeks before activity starts!)
Enroll volunteer in ESC insurance scheme (in MobilityTool+ - it is sent
HO
automatically after adding volunteer)
Fill volunteer registration form and send to Agency (this informs Agency
HO
about the selected volunteer, activity time, chosen mentor and other details)
SO Enroll volunteer in CIGNA insurance
SO Ensure volunteer has European Health Insurance Card (EHIC)
Make sure volunteer participates in General Online Training in ESC portal
SO
(warn volunteer it's time consuming, but valuable!)
Provide OLS language assessment certificate to the volunteer in the OLS
HO
platform
HO Make sure volunteer takes OLS language assessment in OLS platform
Provide OLS language courses certificate to the volunteer for online OLS
HO language tools and encourage volunteer to discover these tools (feedback
from volunteers is that OLS language tools are not very helpful though)
If volunteer is interested to learn the national language of host country, can
find and make agreement for language lessons (for example for 150 euro
HO
which must be covered from project activity budget). Lesson form depends
on volunteers needs and budget (individual/group lessons, difficulty level)
Make sure volunteer participates in pre-departure training session organized
SO
by National Agency
SO Provide volunteer with European Solidarity Corps Info Kit
Start discussing possible activities, practical arrangements, introducing with
HO
host country and host organization
HO Ensure suitable apartment, rent agreement, inform volunteer
HO Ensure travel ticket booking (HO)
2
(mobility time 12 months, project time >16 months)
Roles and contacts
SO - sending organisation Name, Phone, e-mail
HO - host organisation Name, Phone, e-mail
HO Coordinator Name, Phone, e-mail
HO Legal representative Name, Phone, e-mail
HO Mentor Name, Phone, e-mail
HO Supervisor (directly leads
Name, Phone, e-mail
volunteer activities)
HO Accountant Name, Phone, e-mail
HO Communication Expert
Name, Phone, e-mail
(social media, press releases)
Agency Name of National Agency
Agency contact about ESC
Name, Phone, e-mail
Volunteering Projects
Agency contact about Final
Name, Phone, e-mail
Reports
Agency contact about
Name, Phone, e-mail
publicity
Agency Accountant in ESC
Name, Phone, e-mail
projects
Role Task
1. PROJECT PLANNING AND PREPARATION PHASE (~3 months)
Any time consulting with Agency about any questions (phone calls, e-mails),
HO, SO scheduling a meeting with them if needed (online or in-person) before/after
and throughout the project
Project proposal (application for funding) in ESC portal (annually deadline is
HO
23rd Feb, if available funds then additionally 4th October)
Agency Confirmation of project by Agency
HO Agreement with Agency
HO Legal representative makes sure state account is opened for project money
HO Receiving 80% first pay of project money
Publish open-call for young people to apply for your volunteering project in
HO ESC portal (specify if they need to send CV and motivation letter to your e-
mail or apply only in ESC portal)
HO Start evaluation of applications and selection of potential volunteers
HO Close the open-call in ESC portal
Selection of the participant (volunteer), enrolling for visa (for non-EU
HO
citizens) or residence permit (for EU citizens if volunteering longer than 3
1
, months)
Make sure volunteer has a sending organisation (if not yet - HO or volunteer
HO has to find in database the closest organisation to volunteers living place
who has a Quality Label and agrees to send the volunteer)
Create, discuss and sign the Agreement with sending organisation and
HO
volunteer
Agreement with suitable mentor, make sure mentor is aware of duties,
provide mentor with info about volunteer, provide with contacts of
HO
volunteer, Agency, sending org; enroll mentor for Agency mentor trainings
that happen 1x year
Provide adequate preparation for the volunteer before departure, according
to the
SO
individual needs; make sure volunteer is aware of ESC values, is or is not a
volunteer with fewer opportunities
Contact and offer activities to the volunteer in ESC portal (PASS) in order to
HO
add volunteer to MobilityTool+
Add volunteer on MobilityTool+ and write in the necessary information
HO
about project, activity (not later than 2 weeks before activity starts!)
Enroll volunteer in ESC insurance scheme (in MobilityTool+ - it is sent
HO
automatically after adding volunteer)
Fill volunteer registration form and send to Agency (this informs Agency
HO
about the selected volunteer, activity time, chosen mentor and other details)
SO Enroll volunteer in CIGNA insurance
SO Ensure volunteer has European Health Insurance Card (EHIC)
Make sure volunteer participates in General Online Training in ESC portal
SO
(warn volunteer it's time consuming, but valuable!)
Provide OLS language assessment certificate to the volunteer in the OLS
HO
platform
HO Make sure volunteer takes OLS language assessment in OLS platform
Provide OLS language courses certificate to the volunteer for online OLS
HO language tools and encourage volunteer to discover these tools (feedback
from volunteers is that OLS language tools are not very helpful though)
If volunteer is interested to learn the national language of host country, can
find and make agreement for language lessons (for example for 150 euro
HO
which must be covered from project activity budget). Lesson form depends
on volunteers needs and budget (individual/group lessons, difficulty level)
Make sure volunteer participates in pre-departure training session organized
SO
by National Agency
SO Provide volunteer with European Solidarity Corps Info Kit
Start discussing possible activities, practical arrangements, introducing with
HO
host country and host organization
HO Ensure suitable apartment, rent agreement, inform volunteer
HO Ensure travel ticket booking (HO)
2
