1.    MY ORGANISATION

This section allows you to manage your organisation’s settings (activity and contact information), as well as to establish your partner list, with the details about your exchanges with each of them (projects and fees).

You can also define the different fees, deductions and additional documents needed according to each project and to the volunteers.

You must complete:

·         The name, code, country and language of your organisation

·         If it is currently active.

Then you must establish if you are a member of e-vet and if you are a member of one or several other organisations.

You must then choose wether or not you allow your camp leaders to contact directly the particpants (that is, if you allow them to have access to their postal address and their e-mail).

Finally, please fill in your organisation’s contact information:

·         Phone and fax number, postal address and the director’s name

·         The different e-mail addresses of your team, according to their job: short term camps (for incoming and outgoing volunteers), long term camps, EVS, camp leaders, and the management office’s e-mail.

Click on  

Please check that the information that you have entered is correct, then  so that the information will be registered in the data base.

This allows to see the list of the organisations that have an E-vet account, yours included.

For each of these organisations you must precise the following:

·         If you send or not at present any volonteers to each of these organisations. If it proves to be the case, please click on   . Don’t forget to click on the square next to your organisation if you are willing to accept national volunteers in your own projects.

·         The fees that your ask volunteers when you accept their request. For example, you can request a fee of 95 € to volunteers sent to JR or CBB workcamps. Don’t forget to determine each time the currency used in the transaction. Notice that you can adapt the global fees for each camp later on in the PROJECTS menu.

·         The next three points will allow you to specify if your volunteers need a visa, an invitation letter or if it is necessary to send the VEF.

·         In the confirmation mode, click on « e-vet» if you wish your partners to confirme volunteer exchanges. You can choose several at the same time (CTRL + mouse click)

Click on   

Please check that the information that you have entered is correct, then   again in order to register these information in the data base.

You can later on either add or delete a partner.  Don’t forget that the camps proposed by your partners and registered here will be appear in the project list and will be taken into account by the project search tool.

For example, you can create a type of fee for insurance, visa requests, for volunteers under 18 that participate in an adult workcamp, etc.

When you register a volunteer, you can choose from your list of fees to obtain the total invoice that applies for his or her case.

Notice : the programme does not determine by itself if an extra fee must be requested or not. For example, if a volunteer is under 18, it is up to you to decide if the extra fee must be applied or not and choose it from the list of fees created.

Please fill in :

·         The name of the fee, and its amount (in your currency).

·         If these fees are mandatory or not

·         The type of projects that these fees apply to. To choose several types of projects, press on Ctrl and click on the types that you wish to select.

·         Finally, a space is reserved to add a short text : details to be used by E-vet users or participants.

You can create three types of fees at a time. Obviously you may create less than three at one time or more after creating the first three.

Click on   The next screen allows you check on the inforamation that you have just entered.

Click again on  in order to register these informations in the data base..

If you wish to apply a discount for one of your volunteers, you must create it in this section.

This can be a discount for a former member of your organisation, for a volunteer registered for several workcamps in the same year, if the volunteer is unemployed, etc.

Notice : the programme does not determine by itself if a discount must be applied or not. For example, if a volunteer is unemployed, it is up to you to decide if the discount must be applied or not and choose it from the list of discounts created.

Please fill in the following :

·         The name of the reduction, and its amount (in your currency).

·         If these discounts are mandatory or not

·         The type of projects to which you can apply this discount. To choose several types of projects, press on Ctrl and click on the types that you wish to select.

·         Finally, a space is reserved to add a short text : details to be used by E-vet users or participants.

You can create three types of discounts at a time. Obviously you may create less than three at one time or more after creating the first three.

Click on   The next screen allows you check on the inforamation that you have just entered.

Click again on  in order to register these informations in the data base..

Notice : the programme does not determine by itself if an additional document must be requested or not. For example, if a volunteer needs to present a motivation letter, it is up to you to determine if the document must be requested to the volunteer.

Please fill in the following :

·         The name of the additional document

·         If this document is mandatory or not

·         The type of projects for which the documents are requested .

·         Pour  sélectionner plusieurs types de projets :  To choose several types of projects, press on Ctrl and click on the types that you wish to select.

·         Finally, a space is reserved to add a short text : details to be used by E-vet users or participants.

You can create three types of discounts at a time. Obviously you may create less than three at one time or more after creating the first three.

Click on   The next screen allows you check on the inforamation that you have just entered.

Click again on  in order to register these informations in the data base..