1.    PROJECTS

This menu enables you to have precise information concerning the various projects of your own organization, but also on those of your partners. It also enables you to create new projects only for your organization.

Indicate according to data's that you have: dates of the project, country, the type of work (construction, environment...) the type of project (building site short term, SVE...), references of the project (separated by `.') and finally the name.

Click on  

The list of the various projects corresponding to the criteria of your research appears on the screen.

Are indicated in the order: the code, the name, country, the type of the project, work and dates. Then the places by sex available are indicated on the project, a column is intended for the remarks concerning this project

 Finally the last column enables you to have more precise information on the building site and to carry out modifications: click on one of the actions interesting you

·          Update the project :

Depending on whether the project comes from your organisation or not, the fields that can be modified will differ.

To modify one of your partner’s projects, you will only be able to modify the registration fees for your organisation and the description part in your language.

If the project belongs to your organisation, you may modify all the fields. (see Create a new project)

The second time you validate, an option allows you to automatically inform your partners of the changes maded. If the changes are not important, select the option « save without informing my partners »,  otherwise an e‑mail will be sent and an alert will be posted on e-vet for all your partners.

But you have here the possibility of managing the allotements.

 Click on this bond : 

Indicate for each organization the number of allotements available for each one of them then click on .

·          Read :

This section enables you to read the information detailed concerning the project. To refer to Create a new project      

Here you can also reach the list of volunteers.

You thus have access to the map , to the  informations on country  , and the possibility on your own projects to add, delete, update the infosheet .

·          List of volunteers

You thus have information on the various participants in the files.

The second column indicates the camp leader in the project.

Then you see the code of the organization which sends the voluntary one.

Then you have an indication on the name and first name of voluntary, on its sex,  its date of birth and its age, and finally its nationality.

·          Click to see the map

This section enables you to locate on a map the place of the project. The program serves of information corresponding to the city for this cartographic bond,  at default,  information used will be the station nearest.

An additional action is possible for the projects organized by your own organization:

·          Add  / delete / update the infosheet

This section enables you to modify the infosheet. Bond hypertext. Teams

1.2.         DELETING A PROJECT

You can delete a project only if there are no registrations in the project. The project will be marked as deleted, even if it stays in the data base.

Each action to create, modify or delete a project will be registered in the base, with the name of the user and the hour of the action.

1. the first consists in administratively creating the project and to define it
2. the second part is intended for description of the project
3. finally, the third part relates to the documents required for this project

·         To create administratively  the project and to define it:

You must thus indicate:

·         The project code proposed automatically is the same as that of your organisation, but you are free to change it. The project code can contain up to 30 alphanumeric  characters. Please avoid using spaces, dashes or underscores, as well as any other ponctuation sings.

·         The name can contain up to 50  characters.

·         You can insert the dates or use the calendar by clicking on the icon. The program will verify if the dates are valid .

·         You must choose at least one type of work. You can choose several using Ctrl+click mouse  or Caps+click.

·         Choose a type of project from the rolling list. The type [wait]  is a type of project that can be used when you don’t know where to place a participant during registration or pre-registration.

·         Jour Prep: This information is important for your camp leaders : How many days before the beginning of the workcamp must they arrive in order to prepare for the arrival of volunteers.

Below indicate :

·         Total participants : Here you must insert the total number of participants, including the workcamp leader. (The leader must be registered as a participant and marked as workcamp leader to be recognized as such by e-vet)

·         The number of participants by sexe: M : number of male participants (normally 50% of the total number), F: number of female participants in the project.
E-vet will verify automatically if the male participants plus the female participants equal the total number of participants that you inserted. This information will be used by e-vet to inform you about the available space on a project according to the sex of the participant.

·         Number of people by  nationality : Here you will insert the number of participants by nationality that you will accept in the project.
This information will allow e-vet to alert you if this number is reached, you will be free to accept a new participant in spite of these alerts.

·         Number of people from your organisation : This information allows you to reserve some spaces for your national participants in the project.
 If the number is equal to the total number of participants, your partners will not have access to this project.(for example for internal projects).

·         Number of teenagers’ participants : Insert 0 if you do not wish to accept teenagers (under 18)  in the project.
 If you check the case handi you allow your organisation and your partners to easily identify the projects open to physically handicapped participants.

You may choose 2 languages for each project.

Below indicate :

·         Age between : Here you may insert the minimum and maximum age for the participants in the project. The minimum age must be between 10 and 60 and the maximum age between 14 and 99, the limits varying then from 10-14 to 60-99.

·         Registration fees : Insert the fees that you will ask your volunteers to participate in thes project in your currency. Your partners must insert their registration fees that they will ask for the project that you will create.

·         Extra fees : Here you will insert the extra fees (often to be payed on arrival to the project by the participants). Your partners will see this sum but it will no be possible for them to change it.

·         Remarks : Here you can insert important information that you would like to share with your partners (if the work is difficult at the camp, for example), think about writing it in English as it will not be possible to translate it later on.

The fourth part will allow you to register the address of the project :

·         the Address of project. Insert (-) if you do not know them

·         The Zip code is used in the search tools.

·         The City. The map links will use the information inserted in this field.

·         The Country

·         The Nearest terminal, you may include the information about the nearest access for international arrivals.

The map links will use the information inserted in the fields « closest terminal » if the field « city » is empty.

·         The Dept and region will be used to obtain national statistics.

·         Descritpion of the project :

« 

The left hand side module must be completed in your language :

1 :  information concerning your partner

2 :  work carried out on project

3 : details concerning housing (at the inhabitant, under tent...) and food (if are included in the expenses...)

4 :  the geographical situation of project

5 :  if the project requires a particular need (capacity, thing to be brought on the project...)

6 :  the place and hour of appointment for the 1st day of project

7 :  finally, the last framework corresponds to the address of the project.

The right hand side module must be completed in English, unless it is a project only for you because your partners will only be able to look at this part of the page. And with the description included in this part, they will be able to translate it into their own language on the left hand side of the page.

Each participant can create their own version of the description in their language. A partner does not have access to the translations of the other partners, even if they use the same language.

In the descriptions, you can use html codes to indicate active hyperlinks like the e-mail address or the web sites to surf in.

Use the codes (<a href="mailto:xxxxx@xxxxx.xxx">texte of the link </a>) for an e-mail address and <a href="http://www.xxxxxxx.xxx">texte of your web site </a>. With this method, you will give your partners the possibility to have access to your info sheets directly.

Example : Your project FRT321 has an info sheet in a pdf format on your web site at the address http://www.monsite.org/infosheet/frt321.pdf

You just need to include in the field project address the following:   <a href="http://www.monsite.org/infosheet/frt321.pdf">Download infosheet</a>.

A simple click will allow your partners, and only them (as others wont see this information) to have access to the latest version of your infosheets.

To garantie better security, we will suggest that you do not use simple and evident names in the project code but more uncertain and unique names (in a future version of E-vet, the program will create a new name for each project, like it does with the participants at this time.) Afterwards you will just have to create the infosheets with these names and to put them on your website, and insert this address in the field project address.

·         List of  the documents required for this project :

Here you will insert (in English so it can be understood by your partners) the information about specific documents requested for registration in the project. Registrations will be blocked if the user does not confirm that he has received the documents requested. Please make a difference between the documents required for registration on a project (police records, motivation letter) and the general documents needed to register (parental authorization, medical certificate) that are defined in the menu (organisation, option « Define the complementary documents for my organisation”) .

Click on  .

Check that the data are exact, to modify it if it is necessary, if not click on    again to enter them the base of the E-vet program..