Volunteering Database User Guide
Contents
1. Registering for an ECAS account for Accreditation In order to administer your organisation s details on the Volunteering Database VoD your ECAS account s email address E BPTI Farm rasmus Call 2014 must match either the email address of the Legal Representative or the Contact Person that is linked to your organisation s EVS mico o gas cs assess and Sele 4 th ct your application e type of accreditation yoy Want to apply for K Al Learning Mobility of Individuals other this secti Organisation involy ed ection asks for information about the apad and about the Agency icant ditati accreditation Description of 7 Implementation and oon ate this section asks fi organisation and if relevant _ about Check List o UP Of the activities the or information ap any aware of sani Protection Notice Signature k om implement out the organisation strategy i ea aration int Conditions y if rele Annexes in this corny ed to the submission meet background doc application TON the applicant needs to ane grant request Sin these sections the app y 5 to attach additional didi a applicant is made nts that are mand atory for These will probably be the same email addresses that you ore DNA is application fi Orm Please refer to the e Forms Guida Sek to submit the form online e included in your original Erasmus Application Form for ns Accreditation unless you have asked your Erasmus National Acton2. EUROPEAN YOUTH PORTAL Ser KU a AS O T OCT ASA gt a aha AN OA i Y Volunteering Database User Guide Bee europa eu youth v1 1 10 2014 EUROPEAN YOUTH PORTAL Volunteering Database User Guide v1 1 10 2014 Contents Page 1 Contents 2 Introduction 3 Getting ready to use the Volunteering Database 4 Registering for an ECAS account 8 Logging in to the Volunteering Database 10 Using the Organisations and opportunities manager screen 11 Edit your organisation contact details 12 Add a new volunteering opportunity 22 Edit an opportunity 22 Delete an opportunity 23 Search for potential project partner organisations 24 Support and feedback ES europa eu youth 1 UU JULIA Volunteering Database User Guide v1 1 10 2014 Introduction Welcome to the Volunteering Database in the European Youth Portal This system builds upon the existing EVS Database of organisations accredited to run EVS projects and has been developed to Help young people to find transnational volunteering projects more easily Assist organisations to attract potential volunteers to their projects Enable organisations which are accredited to run European Voluntary Service EVS projects to reduce the number of enquiries they receive when they do not have any projects to offer Please note that you still have to submit your formal EVS project applications to your Erasmus National Agency in order to receive
3. Countries volunteers will be recruited from 3 Select a Country Ka 1 Number of volunteers Indicate the number of young people you vvant to recruit as volunteers mandatory field numbers only 2 Volunteer profile Use this field to give details of the skills and qualities that you are looking for in volunteers for this project mandatory field max 600 characters 3 Countries volunteers will be recruited from Potential volunteers can search for projects based on the country they are from Use this field to choose up to 20 countries that the project will accept volunteers from You also have the choice to choose Any country if you do so then your project will appear in the list of opportunities regardless of whatever country the user specifies in the search mandatory field must choose at least one country from the list or Any country E europa eu youth 14 UES Volunteering Database User Guide v1 1 10 2014 Section 4 Application details APPLICATION DETAILS 1 How to apply Application Deadline losing date for young people to apply for this opportunity The opportunity will be removed from the list of avaiable opportunities at 73 59 on this date ontact information femal contact name and telephone wall aslo be removed from public view at this time 300 characters remaining instruction on how to apply the opportunity For example Send us an email with your CV and a coveri
4. Edit the public contact details displayed for your organisation 8 9 a eee View the opportunity details in the EYP See the current status of the opportunity 10 Edit the opportunity 11 Delete the opportunity We suggest that when an opportunity is completed then you keep it listed in the system to provide a history of your past activities for other organisations and potential volunteers to see E europa eu youth 10 EUROPEAN YOUTH PORTAL Volunteering Database User Guide v1 1 10 2014 Edit your organisation contact details Almost all of the data that is visible to the public through the European Youth Portal about your organisation is maintained by your Erasmus National Agency Only the public contact email address is able to be changed by you through the Volunteering Database to change anything else you need to contact your Erasmus National Agency and ask them to make the amendments It can take up to 24 hours for changes made by the NA to be transferred to the EYP When you click on the Edit Organisation button on the Organisation and Opportunity Management screen you can do three things fe Volunteering Opportunities Database Editing Organisation Test Organisation Alpha 1 gt Hide contact details from visitors Email address 2 The email address that is displayed to the public Organisation Logo 3 gt Browse Upload Files must be less than 2 MB Allowed file types jpg jpeg gif
5. able to provide these types of assistance non mandatory 2 Other provision Tick this box if your opportunity is able to provide other resources to assist young people with fewer opportunities and enter the details of what it can offer into the pop up text box non mandatory maximum 300 characters Section 7 Additional information ADDITIONAL INFORMATION Any extra information 600 characters remaining Any additional information that might help potential volunteers decide to apply for this opportunity In ENGLISH language 600 char max Show row weights RELATED WEBSITES Title URL The ink title is limiteo to 128 characters Maximum Add another tem E europa eu youth 19 UES Volunteering Database User Guide v1 1 10 2014 1 Any extra information Use this field to provide additional information that would be useful for potential volunteers For instance you might include information about accommodation travel and training and financial arrangements non mandatory maximum 600 characters 2 Related websites Provide links to websites that might be useful to the potential volunteer such as tourist information websites for the area etc Remember the partner organisations will already have their websites included in their information so you do not need to enter their website details into here You can remove a website from the list by deleting the characters from the fields You can re order the list of
6. at least some of the following information available 1 How would you briefly describe the project to attract the attention of potential volunteers 2 When is the volunteering activity due to start and finish Does it have fixed start and end dates or is it flexible eg a number of weeks between a start month and end month 3 What role is your organisation going to play in the opportunity Hosting Sending or Coordinating 4 Do you have any project partner organisations yet Hosting Sending Coordinating Are they already accredited to run EVS projects Which countries are they from If they are not yet EVS accredited which towns cities are they from and what are their website addresses 5 Are you looking for volunteers from particular countries 6 What kind of people are you looking for as volunteers Do they need any special skills 7 Do you have a deadline for applications How should a young person apply How can they get in contact email telephone etc 8 What support can the project offer for young people with fewer opportunities 9 Is there any other information that would be useful for potential volunteers such as accommodation training transport etc Do not worry if you do not have all of this information at the beginning you can start entering a project and save it without finalising all of the information ES europa eu youth 3 v1 1 10 2014 EUROPEAN YOUTH PORTAL Volunteering Database User Guide
7. for this opportunity Y g i E Test Organisation Chafe fj remove Test Organisation Dita f remove Test Organisation E ho fff remove Test Organisation FoYyrot ff remove Add an organisatiom ES europa eu youth 18 UES Volunteering Database User Guide v1 1 10 2014 Section 6 Participants with fewer opportunities PARTICIPANTS WITH FEWER OPPORTUNITIES What infrastructure and or resource will be available at this opportunity in order to accommodate and support volunteers facing barriers to participation A physical environment suitable for young people with physical sensory or other disabilities such as wheelchair access and similar Additional mentoring or other support suitable for young people with obstacles educational difficulties cultural tfferences or similar Other provision Please describe briefly and in English other aspects of you experience infrastructure and resources available for this opportunity to comodate and support volunteers facing barriers to participation 300 characters remaining The involvement of young people with fewer opportunities is one of the key themes of the Erasmus programme Use this section to describe what facilities and resources this project will make available for young people in this situation 1 The Physical environment and Additional mentoring or other support tick boxes If relevant tick either or both of these boxes to show that your opportunity is
8. funding this system does not replace that process There are three main parts to this system e Firstly a simple to use administration system for volunteering organisations to advertise their projects and manage how much contact information is made public about their organisation e Secondly a public interface designed to let young people search for the volunteering opportunities that are being advertised e Finally a separate public interface to let young people search for organisations accredited to run EVS projects At present the Volunteering Database is focused only on opportunities related to the Erasmus European Voluntary Service For security reasons at present the VoD can only be accessed by representatives of organisations which received their EVS accreditation under the Erasmus programme Organisations accredited under the Youth in Action programme cannot right now log in and add opportunities themselves although they can be linked to opportunities that are added by an Erasmus accredited organisation See the section in this User Guide Add a new volunteering opportunity for more information about this We hope you find the Volunteering Database a useful tool to help your organisation find new volunteers for your projects or to simply help reduce the number of enquiries you receive when you do not have any projects to offer If you need any help to use the system or want to give us feedback or suggestion
9. 4 are able to add opportunities to this system If you believe you should be allowed to administer the volunteering opportunities for another organisation please have the responsible person for that organisation contact their EVS National Agency and request that either the Contact Person or Legal Representative email address is amended to be exactly the same as your ECAS email address Please note that it can take up to 24 hours for amendments to EVS records to be transferred to the European Youth Portal We apologise for this inconvenience but hope you appreciate that these measures are required to ensure the security of the system Help and Support for step by step instructions on how to use the Volunteering Opportunities Database as well as who to contact if you need additional help please click here This is the main administration screen for the VoD and gives you many different options 1 Go to the homepage of the European Youth Portal EYP Return to this Organisations and opportunities manager page from any other page in the EYP View your user account details Logout from the EYP VoD NOTE this only logs you out from the EYP system NOT the ECAS system To fully log out from ECAS either go to https webgate ec europa eu cas and press the LOGOUT button or completely close down your web browser 5 View the Organisation s public details in the EVS database in the EYP 6 Add an opportunity for this organisation 7
10. Call a avon of youth volunteering organ Language Used to fill in the form the completion of tha Agency to amend the details since then ves Europe East pd p em Europe and hes es ha led by the Caca poa ea here your Organisation is based i e SALTOS SALTO Applications for accreditation ti e ni hin j tional leet la erefore if your edi N progr Organisation ji b W you isation carne al Agenc Please select th Jion please selact the Polish National Agen ani the French National Agency your organisation Is ae in a Country of Easter Europ ntry i e D 1 3 Legal Representative Pout the available Erasmus KINGDOM 4005562310664 Page 1 orig lenta Position Email Telephone 1 QE Position Email Telephone 1 If your organisation s circumstances have changed and you need to amend the registered email addresses for the Legal Representative or the Contact Person please contact your Erasmus National Agency Please note that it can take up to 24 hours after the NA makes these changes for the new data to be transferred to the VoD in the European Youth Portal Continue E europa eu youth ENS Volunteering Database User Guide v1 1 10 2014 Step 1 Open the following link https webgate ec europa eu cas Check that the domain is showing as External Contact Privacy Statement English en ES EUROPEAN COMMISSION AUTHENTICATION SERVICE European Fo
11. al EUROPA gt Authentication Service gt Login New password Sign Up MM Log N not registered yet YY III AMA Passvvord P More options Koj Lost your password Required fields Or log in with your A Mobile phone E Token This will take you to the next page where you start to enter your personal details LAU Volunteering Database User Guide v1 1 10 2014 Step 3 Sign Up Help for external users CI Privacy statement by checking this box you acknowledge that you have read and understood the privacy statement Required fields Please ensure that you e Fillin all of the mandatory fields which are marked with e Complete the blue Captcha at the bottom of the form If the characters are not clear click on the try another symbol to the right of the image e Read and accept the privacy statement by ticking the box We suggest that you leave the Username field blank and only fill in the mandatory fields ECAS will then choose a username for you and you can log into ECAS using the email address you provide Once the details are complete click on the Sign up button to submit your details to ECAS Step 4 After you click Sign up ECAS will automatically send an email to the address you specified This will contain details of your username and a link to create your password IMPORTANT it is compulsory to create your password within 1 hour 30 minutes of receiving the ECAS email s
12. an give the name of the person that potential volunteers can contact This is not a mandatory field you can leave it blank non mandatory field max 30 characters E europa eu youth 15 EUROPEAN YOUTH PORTAL Volunteering Database User Guide v1 1 10 2014 4 Contact email address Specify the email address that potential volunteers must use to contact the people coordinating this project mandatory field max 50 characters 5 Contact telephone number If you wish you can give a telephone number for potential volunteers to contact the coordinators of this project This is not a mandatory field it can be blank non mandatory field max 30 characters Section 5 Partners PARTNERS Note you must add your organisation as one of the Recenana Coordinating or Sending organisations related to this opportunity You will not be able to save this without doing so HOSTING ORGANISATION Wich organisation s will be hosting volunteers Note this information will be used to show the location of this volunteering opportunity Choose an organisation COORDINATING ORGANISATION Which organisation will be coordinating this opportunity Choose an organisation SENDING ORGANISATION S Which organisation s will be sending young people for this opportunity Add an organisation We want to show potential volunteers the different partner organisations that are involved with projects This section allows you to sp
13. andatory field if adding a non EVS organisation 10 Not yet EVS accredited Add this organisation Click this button to confirm the link between the organisation with the project Additional information Location of the opportunity The Town city and the Country of the linked Hosting organisation are used automatically as the location of the opportunity If no Hosting organisation is entered then the opportunity will be displayed without a location and it will not appear in search results based on the location of the opportunity Changing amending Partners If you want to change the partner organisations you must remove the old organisation before adding a new one see screenshot below At present if you want to amend the details for a non EVS accredited organisation you must first remove it and then enter the details again sorry We will change this in the future PARTNERS Note you must add your organisation as one of the Receiving Coordinating or Sending organisations related to this opportunity You will not be able to save this without doing so HOSTING ORGANISATION Which organisation s will be hosting volunteers Note this information will be used to show the location of this volunteering opportunity Test Organisation Alp COORDINATING ORGANISATION Which organisation will be coordinating this opportunity Test Organisation Bra SENDING ORGANISATION S Which organisation s will be sending young people
14. being used as the example for all three HOSTING ORGANISA TION Which organisation s vall be hosting volunteers Note this information will be used to show the location of this volunteering opportunity e EVS accredited organisation C Organisation not yet EVS accredited Country of organisation Iceland Organisation name AIESEC Asqardur workshops for disabled people Farfuglar ses Farfuglar ses Hostelling International Iceland Hraunb ar Scout group Kl bburinn Geysir centre for mentally ill people Red Cross Reykjav k branch of the Red Cross SEEDS Iceland PoR Test Organisation Charlie hpi The Salvation Army Reykjanesb r Waldorf Kindergarten Youth Centre of Akureyri HOSTING ORGANISATION Which organ e hosting volunteers Note this information will be used to show the location of this volunteering opportunity C EVS accredited organisation pes Organisation name Country of organisation Select a Country ly Town city Region Organisation website Add this organisation When you click on Choose an organisation you will see the first screen shown above 1 Choose either EVS accredited organisation or Organisation not yet EVS accredited If the identified partner organisation is accredited for EVS either through the Youth in Action programme or Erasmus programme then choose the first option If the organisation is not yet EVS ac
15. credited choose the second option 2 EVS accredited organisation Country of organisation Select the country of the organisation This will cause the next field Organisation name to be populated with accredited EVS organisations from that country If the country has no EVS accredited organisations the Organisation name box will be empty 3 EVS accredited organisation Organisation name Choose the partner organisation from the list of accredited EVS organisations 4 Add this organisation click here to link the organisation to your project E europa eu youth 17 EUROPEAN YOUTH PORTAL Volunteering Database User Guide v1 1 10 2014 5 Not yet EVS accredited Organisation name Enter the name of the partner organisation mandatory field if adding a non EVS organisation maximum 100 characters 6 Not yet EVS accredited Country of organisation Select the country that the organisation is located in mandatory field if adding a non EVS organisation 7 Not yet EVS accredited Town city Type in the Town city where the organisation is based mandatory field if adding a non EVS organisation maximum 50 characters 8 Not yet EVS accredited Region If relevant specify the region where the organisation is located non mandatory field if adding a non EVS organisation maximum 50 characters 9 Not yet EVS accredited Organisation website Enter the organisation s website it must have http or https at the front of the url m
16. e the purpose of the project the anticipated tasks accommodation arrangements etc This is not the place to give information about the different projects parteners in ENGLISA language 1000 char max Opportunity topics Topic 1 Select Ka Topic 2 Select Topic 3 Select Select up to three topics that best describe the theme of this opportunity ES europa eu youth 12 EUROPEAN YOUTH PORTAL Volunteering Database User Guide v1 1 10 2014 1 Title Give your opportunity a short title something that is interesting mandatory field max 70 characters 2 Description This is where you can give a description of the project its aims and objectives and the type of tasks the volunteers will be asked to carry out Do not use this field to talk about the skills or qualities you are looking for in the volunteers or to provide information about accommodation training procedures to apply etc there are other fields for this information mandatory field max 1 000 characters 3 Opportunity topics Choose up to three Topics which best describe the themes of your project Potential volunteers will be able to search by these topics mandatory to choose at least one topic Section 2 Opportunity dates OPPORTUNITY DATES fe Precise dates Start End Number of weeks C Flexible dates Between Start and End e dates that this opportunity wall take place Either precise dates or a more
17. ecify which partner organisations are linked to the different roles in your EVS opportunity ie the Hosting Coordinating and Sending partners You might not yet know which organisations are going to be the partners in your project so it is okay to leave these blank However YOU MUST add your own organisation as one of the Hosting Coordinating or Sending organisations you will not be able to save this project without doing so For each role you have two choices e Choose an organisation which is already accredited for EVS When you choose the country they are from a list of all of the EVS accredited organisations for that country will appear in the dropdown box When a potential volunteer clicks on this organisation in the opportunity details page in the EYP they will be taken to the organisation s EVS information page in the VoD e Or add basic details for an organisation which is not yet accredited for EVS When a user clicks on one of these organisations they will be taken directly to the organisation s website You can add only one Hosting organisation and only one Coordinating organisation but you can add up to 20 different Sending organisations An organisation cannot be chosen as both a Hosting and a Sending organisation at the same time ES europa eu youth 16 EUROPEAN YOUTH PORTAL Volunteering Database User Guide v1 1 10 2014 The following applies when adding Hosting Coordinating and Sending organisations Hosting is
18. edited under the Erasmus programme then you will receive this message EUROPEANJYOUTHJPORTAL Volunteering Opportunities Database Organisations and opportunities manager Log out Thank you for trying to login to the Volunteering Opportunities database in the European Youth Portal Unfortunately we could not link your ECAS registration with any authorised EVS organisations in our database At present only organisations which have been accredited for European Voluntary Service under the new Erasmus programme since January 2014 are able to add opportunities to this system If you believe you should be allowed to administer the volunteering opportunities for another organisation please have the responsible person for that organisation contact their EVS National Agency and request that either the Contact Person or Legal Representative email address is amended to be exactly the same as your ECAS email address Please note that it can take up to 24 hours for amendments to EVS records to be transferred to the European Youth Portal We apologise for this inconvenience but hope you appreciate that these measures are required to ensure the security of the system Help and Support for step by step instructions on how to use the Volunteering Opportunities Database as well as who to contact if you need additional help please click here If you think that you should be able to see one or more organisations then please double check t
19. ent Legal Representative and or Contact Person email address e Amendments to the data about your organisation that is displayed to the public in the EVS database in the European Youth Portal but not the public contact email address displayed for your organisation Contact your Erasmus National Agency and ask them to make the necessary changes e Changing the public contact email address for your organisation or hiding the email address telephone number and street address from public view You can do this via the VoD log in and click on Edit organisation in the Organisation and opportunities manager section at page 11 of this User Guide If you have any difficulties doing this contact the European Youth Portal development team by email at EAC EYP ec europa eu e Any other problems using the Volunteering Database or the rest of the European Youth Portal Please send an email to the EYP development team at EAC EYP ec europa eu Feedback We are continuously working to improve all of the services we provide through the European Youth Portal and will be making regular updates to the Volunteering Database software to add new features and fix any problems that occur We would welcome your feedback with ideas and suggestions on how the site and the Volunteering Database in particular could be improved Please send these by email to EAC EYP ec europa eu ES europa eu youth 24
20. eu youth 21 EUROPEAN YOUTH PORTAL Volunteering Database User Guide v1 1 10 2014 Edit an opportunity Test Organisation Alpha PIC 900000001 OUDENAARDE BELGIUM ADD OPPORTUNITY EDIT ORGANISATION APPLICATION ID OPPORTUNITY TITLE TOWN CITY COUNTRY STATUS ACTIONS DEADLINE 7 Test opportunity for demonstration purposes 31 10 2014 open DMete To change an opportunity click on the Edit button beside the opportunity title as shown above to open the opportunity edit form You can amend all of the data for an opportunity from this form If the Status of the opportunity is Open any changes that you save will be immediately visible to the public Delete an opportunity Test Organisation Alpha PIC 900000001 OUDENAARDE BELGIUM ADD OPPORTUNITY EDIT ORGANISATION APPLICATION ID OPPORTUNITY TITLE TOWN CITY COUNTRY DEADLINE STATUS ACTIONS 7 Test opportunity for demonstration purposes 31 10 2014 open CON To remove an opportunity from the VoD altogether click on the Delete button beside the opportunity title as shown above You will then be asked to confirm the deletion Note if you delete an opportunity it immediately disappears from public view and it cannot be recovered We suggest that you do not delete opportunities when they are Full or Closed because over time these will build into a public history of the projects that you and your partner organisations have been involved with Potential volunteers can then use these
21. flexible number of weeks between two months You have a choice whether to enter Precise dates or Flexible dates depending on the nature of your project Potential volunteers will be able to search for projects based on these dates It is not mandatory to add these dates If you do not enter dates then your opportunity will be listed below opportunities that do have dates 1 Precise dates Use this field if you know the dates that your project is going to start and finish format dd mm yyyy the end date must be later than the start date 2 Flexible dates Use this field if you are not sure when the project will start or if there is some flexibility on when volunteers could start and end Specify the number of weeks that the project will last and indicate the earliest month year it could start plus the latest month year that it could finish eg 10 weeks between January 2015 and April 2015 the number of weeks must not exceed the total number of full weeks available between the 1 day of the Start month and the 30 315 of the End month ES europa eu youth 13 US Volunteering Database User Guide v1 1 10 2014 Section 3 Volunteer details WOLUNTEER DETAILS Number of volunteers How many volunteers you want to find 2 profile 600 characters remaining information about the kind of volunteers you are looking for including any special skills or intersets they should have in ENGLISH language 600 char max
22. he email address that you registered for your ECAS account does precisely match either the email address of the Legal Representative or the Contact Person that is currently registered for the organisations contact your Erasmus National Agency if necessary and ask them to check in their systems If you made a mistake registering the email address in your ECAS account it is possible to sign in to ECAS via https webgate ec europa eu cas and use the Account Information option to make the necessary changes E europa eu youth 9 UES Volunteering Database User Guide v1 1 10 2014 Using the Organisations and opportunities manager screen After you have successfully logged in to the Volunteering Database you will see the following Organisations and opportunities manager screen 1 2 3 4 Volunteering Opportunities Database Organisations and opportunities manager 5 6 7 N Test Organisation Alpha y y APPLICATION ID OPPORTUNITY TITLE TOWN CITY COUNTRY STATUS ACTIONS DEADLINE 23 Test opportunity for demonstration purposes 01 11 2014 open Delete Welcome to the Volunteering Opportunities database in the European Youth Portal 9 10 1 1 The above table shows the organisation s that you are currently authorised to administer within the European Youth Portals Volunteering Opportunities database At present only organisations which have been accredited for European Voluntary Service under the new Erasmus programme since January 201
23. ion Alpha PIC 900000001 OUDENAARDE BELGIUM ADD OPPORTUNI Log out ANISATION There are no opportunities for this organisation Welcome to the Volunteering Opportunities database in the European Youth Portal The above table shows the organisation s that you are currently authorised to administer within the European Youth Portals Volunteering Opportunities database At present only organisations which have been accredited for European Voluntary Service under the new Erasmus programme since January 2014 are able to add opportunities to this system If you believe you should be allowed to administer the volunteering opportunities for another organisation please have the responsible person for that organisation contact their EVS National Agency and request that either the Contact Person or Legal Representative email address is amended to be exactly the same as your ECAS email address Please note that it can take up to 24 hours for amendments to EVS records to be transferred to the European Youth Portal We apologise for this inconvenience but hope you appreciate that these measures are required to ensure the security of the system Help and Support for step by step instructions on how to use the Volunteering Opportunities Database as well as who to contact if you need additional help please click here However if your ECAS email address does not exactly match any of the EVS accredited organisations that have been accr
24. l of the relevant information and you are ready to start accepting applications or enquiries from potential volunteers then change the status to Open It will remain visible until the day after the Application Deadline Date or until you change the status back to Draft or to Closed or Full Closed if you wish to stop the opportunity from being visible to the public you can set the Status to closed It will disappear immediately from public view Full if the opportunity has received enough applications from volunteers you can set the status to full Again it will immediately stop being visible to the public It is possible to go from Closed or Full back to Draft or Open in case you need to re open an opportunity to find additional volunteers perhaps at the last minute 2 Save Opportunity Click here to save the details of the opportunity If there is any information missing you will receive warnings and the relevant fields will be outlined in red You can Save and re edit an opportunity as often as you need 3 Cancel Press this button to return to the Organisation and opportunities manager page you will lose all information entered into the form Congratulations After doing all this you will have entered an opportunity for your organisation into the Volunteering Database You can now view your opportunity in the Opportunity List page in the European Youth Portal http europa eu youth vp opportunity list ES europa
25. n the left of the screen to find organisations that might have volunteering projects that you are interested in Then click on the organisation to see more information about them You can contact individual organisations to say that you are interested in volunteering with them but please be aware that not all of the organisations listed may currently have a project which is looking for new volunteers Some FILTER LIST BY organisations may not show their contact details because they have no EVS projects at present For more information visit the European Voluntary Service section of this website Organisation country ae j Up EVS accreditation for e Organisation topics 3894 results Organisation town city Organisation name Organisation PIC number EVS accreditation number EVS accreditation type 0 Any Sending organisation Receiving organisation gt Coordinating organisation Organisation topic Any Inclusion topic An y E europa eu youth 23 EUROPEAN YOUTH PORTAL Volunteering Database User Guide v1 1 10 2014 Support and feedback contacts Support issues If you need some help or support to use the Volunteering Database VoD please read below to find the best place to get this support e Problems identifying the correct email address to use when setting up an ECAS account to log in to the VoD Contact your Erasmus National Agency and ask them to check amend their systems for the curr
26. nd then click on External in the domain selection screen Contact Privacy Statement English en rey EUROPEAN COMMISSION AUTHENTICATION SERVICE ECAS External European Commission EUROPA gt Authentication Service gt Login New password Sign Up Help Log N Not registered yet Is the selected domain correct External Change it Username or e mail address authenticates your identity on European Commission websites Password P More options Koll Lost your password Required fields Or log in with your A Mobile phone E Token Last update 29 04 2014 3 8 1 Misa 3 ms A Top Type in either your ECAS username or the email address you used to register for the ECAS account plus your ECAS password and press the Login button This will then take you into the VoD administration pages ES europa eu youth 8 EUROPEAN YOUTH PORTAL Volunteering Database User Guide v1 1 10 2014 If your login has been successful and your ECAS account email address is found in the VoD then you will see a list of all of the organisations that have been accredited for EVS under Erasmus that you are able to administer in the VoD The screenshot below shows that the user is able to administer one organisation in this example Test Organisation Alpha 1 unteerina Oppo a EUROPEANJYOUTHJPORTAL Volunteering Opportunities Database Organisations and opportunities manager Test Organisat
27. ng fetter or Send us an email and we will send you an application form in ENGLISH language 300 char max Contact person name O characters remaining A person who can be contacted for more information about this opportunity 30 char max Contact email address O characters remaining The email address that young people wall use to contact you about this opportunity 50 char max Contact telephone number O characters remaining A telephone number for young people to use if they have any questions Please include international dialling code for example 32 1234 507 890 30 char max Application deadline Indicate the date that you want people to apply before Your opportunity will stop being displayed in the list of available opportunities the day after this date Full and Closed applications can still be seen in the pages of linked organisations after the deadline date This is not a mandatory field if you are willing to continually accept applications then you can leave this date blank non mandatory field format dd mm yyyy How to apply Give information on how you want potential volunteers apply for this project For instance you might want them to send their CV and letter of motivation by email There is a separate field to specify which email address to use to contact the coordinator of this opportunity mandatory field max 300 characters Contact person name If you wish you c
28. o please do it straight away If you do not receive the automatic email or you do not create the password within 1 hour 30 minutes go back to the login page https webgate ec europa eu cas and click on New password EUROPA gt Authentication Service gt Login A 2 Login y New password pin Up Help If you make a mistake registering your details in ECAS itis possible to sign in to ECAS via https webgate ec europa eu cas and use the Account Information option to make the changes ES europa eu youth 7 EUROPEAN YOUTH PORTAL Volunteering Database User Guide v1 1 10 2014 Logging in to the Volunteering Database After you have obtained an ECAS account with an email address which matches the email address of either the Legal Representative or the Contact Person you can then log in to the Volunteering Database VoD Go to the European Youth Portal EYP http europa eu youth if given the choice choose which language you want to browse the website in At the bottom of the EYP pages you can find the link Administrator Login as shown below About us Gj Follow us on Facebook An initiative of the European Union O Help us to improve Follow us on Twitter Legal notice dh Administrator Login Powered by eu rod es k Contact us Click on Administrator Login to open the ECAS login page Check that the domain is showing as External If it does not show External click on Change it a
29. old projects to evaluate your organisation when they are considering volunteering on one of your current opportunities E europa eu youth 22 SU ULA Volunteering Database User Guide v1 1 10 2014 Search for potential project partner organisations You can use the European Youth Portal to search for EVS accredited organisations that you might want to involve as partners in future projects Visit the database of organisations accredited to run EVS projects and use the filters to find potential project partners go to http europa eu youth evs database You can search using the following filters The country the organisation is located in and the town city where it is based Name of the organisation It s EVS Accreditation number if accredited under the Youth in Action programme or its PIC number if accredited under the Erasmus programme The EVS role that the organisation is accredited for Hosting Sending or Coordinating The project topics of interest to the organisation The inclusion topics of interest to the organisation This is a list of the organisations which have been accredited to run projects under European Voluntary Service part of the European Union s Erasmus programme We recommend that you first use the list of volunteering opportunities to find projects that you might be interested in However if you cannot find suitable projects and want to contact an accredited EVS organisation use the filter options o
30. ols nme T External EUROPA gt Authentication Service gt Login New password Sign Up Help Log N not registered yet authenticates your identity on European Commission vvebsites gt More options Koj Lost your password Required fields Or log in with your A Mobile phone E Token Last update 29 04 2014 3 8 1 Asa 3 ms A Top If it DOES NOT show External click on Change it to go to the screen below and click on External You will then be taken back to the original login page above IntraComm gt Authentication Service gt Where Are You From Where are you from Welcome to the European Commission Authentication Service ECAS Choose the institution or body for which you want to log in Choose External if you don t work for a European institution or body Choose W 7 if you have a special external account composed of w and 7 digits If you aren t sure select the I don t know option for help European Commason European Commission External European Commission Executive Agencies Partners Researchers Citizens W7 I have an account w 7 digits I don t know Special external accounts More information about this screen ES europa eu youth 5 EUROPEANJ YOUTH PORTAL Volunteering Database User Guide v1 1 10 2014 Step 2 Click on the Sign up button as shown in the image below EUROPEAN COMMISSION AUTHENTICATION SERVICE ECAS pean Commission Extern
31. png bmp Save Cancel 1 Hide contact details from visitors To help your organisation receive fewer emails from young people especially if there are no projects on offer you can tick this box to remove the following fields from public view for your organisation your organisation s website address will always be displayed e Contact email address e Telephone number e Street town city postal code We would encourage your organisation to have a visible email address You can always change the status of an opportunity to indicate that it is Full or Closed and that you are no longer wanting to receive applications see Edit an opportunity section 2 Email address Enter the email address that you want the public to use to contact your organisation It is not mandatory to publish an email address This will be hidden if you tick the box in 1 3 Organisation logo You have the option to upload a small graphic to act as the logo for your organisation This will be displayed at the top of your organisation s detail page in the VoD You must press the Save button for any changes to take effect ES europa eu youth 11 EUROPEAN YOUTH PORTAL Volunteering Database User Guide v1 1 10 2014 Add a new volunteering opportunity As stated before the purpose of this system is to advertise your project to young people who are looking for opportunities to volunteer Therefore these fields have been designed to provide young people
32. s on how to improve it please use the Support and feedback section at the back of this guide E europa eu youth 2 EUROPEAN YOUTH PORTAL Volunteering Database User Guide v1 1 10 2014 Getting ready to use the Volunteering Database Things to think about before starting to enter a new opportunity Logging in to the Volunteering Database We want to make it easy for you to log into the Volunteering Database Therefore it has been set up to allow automatic access to two people detailed in the original EVS Erasmus accreditation application form the Legal Representative and the Contact Person Access to the VoD is controlled via ECAS European Commission Authentication Service This means that 1 You need to have an ECAS account before you can log in to the VoD 2 The email address used to create the ECAS account must be identical to the email address of the Legal Representative or the Contact Person These details can be checked and amended by contacting the Erasmus National Agency responsible for your organisation Please allow 24 hours for the changes to take effect in the EYP once the NA makes the amendments If you do not have an ECAS account already the next section of this User Guide will give you more information about how to get one it is not too difficult Gathering information about the new project opportunity to enter into the VoD Before you start to enter details about your project activity check that you have
33. websites by dragging up and down the symbol on the left of the website Title fields non mandatory fields Section 8 Opportunity images Opportunity images You can add one picture to your opportunity which will be displayed at the top of the opportunity detail page 1 Browse click on here to select the picture you want to use then 2 Upload click this button to add the picture to your opportunity non mandatory field picture size limited to 8mb file formats are limited to jpg jpeg gif png bmp If you do not add a picture a generic default picture will be added instead E europa eu youth 20 EUROPEAN YOUTH PORTAL Volunteering Database User Guide v1 1 10 2014 Section 9 The Final Part THE FINAL PART pportunity status raft Le o make this opportunity visible to the public change the status to Open and click Save changes button I you need to stop this opportunity being shown to the public change the status to Closed and click on the Save Opportunity button 2 Save Opportunity Cancel 3 In this final section you control when your opportunity is visible to the public 1 Opportunity status You can change the status of your opportunity to four different statuses Draft this is the default status when you enter a new opportunity It is not visible to the public when it has this status Open after you have finished entering al
34. with the information that they want to know so that they can decide if they want to apply to volunteer with your project Tips for entering content e The number of characters you can type into these fields is deliberately small so you need to be concise and clear in what you write If you put too much young people may just move on and read the next project instead e Use the different text fields in the system and do not try to put everything in the first description box There are special fields that you can use to for instance describe the skills and qualities you are looking for from potential volunteers and where you can add information about accommodation travel training etc Section 1 Opportunity details tv Volunteenng Opportunities Database Log out EUROPEAN YOUTH PORTAL Creating an opportunity for Test Organisation Alpha OPPORTUNITY DETAILS IMPORTANT the information entered about this opportunity must be in accordance with the tasks themes and responsibilities for which the opportunity partner organisations have received their European Voluntary Service accreditation Failure to do so may leave organisations liable to have their EVS accreditation reviewed or even removed Title FO characters remaining Title of the opportunity or project 70 char max Description 1000 characters remaining Srref details about the opportunity or project that are of interest to potential volunteers for instanc
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