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EGEA European Geography Association for Students and Young Geographers - Strategic Plan Evaluation 24 th November 2012.

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Presentation on theme: "EGEA European Geography Association for Students and Young Geographers - Strategic Plan Evaluation 24 th November 2012."— Presentation transcript:

1 EGEA European Geography Association for Students and Young Geographers - Strategic Plan Evaluation 24 th November 2012

2 Introduction - First Strategic Plan by the Board of EGEA 2009/10 - Guideline for the upcoming years up to Policy Papers based on the Strategic Plan

3 AGENDA 1. Structure of the Organization 2. Partnership 3. EGEA and its Finances 4. Activities 5. EGEA and Science 6. Communication

4 1. Structure of the Organization 'Going from organised network to professional association' Objective A Vital entities contributing to EGEA, at the basis of the entire Organisation Action Lines 1. Actively monitor the activity in all entities by continuing the annual entity survey and reports during Regional Board Meetings. 2. Set up a program for Entity Support Management Trainings. 3. Actively involve entities in the decision-making process. 4.Facilitate activity of entities by knowledge support. 5. Set up a system of establishing, maintaining and discharging an entity.

5 1. Structure of the Organization 'Going from organised network to professional association' Indicators of Success 1.One-man entities are not existing in EGEA anymore. 2.The number of stable and reliable entities has grown significantly. We have......a yearly Entity Sruvey....the CP Day....votings at the GA and discussions in the forum....Committees that support entities in activities....the Entity Support Committee....still some small „one man-entities“...a stable amount of active entities and quite a lot of new and candidating entities.

6 1. Structure of the Organization 'Going from organised network to professional association' Objective B Successful bodies with a clear responsibility and position within the organisation Action Lines 1. Set up clear goals; create an annual workplan and an evaluation system for each body. 2. Develop an easy accessible database ‘EGEA-pedia’; listing all bodies, its position within the organisation, its responsibility, its current members, its current goals/work plan and its outcomes so far. 3. Actively involve all bodies in the decision making process by improving communication, cooperation and information flows within and between bodies.

7 1. Structure of the Organization 'Going from organised network to professional association' Action Lines 4. Set up a monitoring structure for all important bodies within EGEA. 5. Set up an awarding system for actively involved EGEAns on the European level (e.g. certificates). Indicators of Success 1. Both the quality and quantity of volunteers for European bodies of EGEA has increased significantly: selections/elections are necessary to select the responsible volunteers for the BoE and all speakers/secretaries of committees. 2. All bodies meet on each other on a regular basis both live, at least 2 times a year and online, at least 4 times a year. 3. Increased knowledge about the structure of the association among EGEAns.

8 1. Structure of the Organization 'Going from organised network to professional association' We have... … not a EGEA-Wiki yet. … this meeting here today. … a Vice-President responsible for committees. … certificates for speakers/secretaries etc. … devided functions (BoE/RCP) and the atractivity increased. … committees that held up regular meetings. … a viewable structure and activities like EGEA Open that make it more viewable.

9 2. Partnership 'The network working on its network' Objective A Vital entities contributing to EGEA, at the basis of the entire Organisation Action Lines 1. Actively monitor the activity in all entities by continuing the annual entity survey and reports during Regional Board Meetings. 2. Set up a program for Entity Support Management Trainings. 3. Actively involve entities in the decision-making process. 4.Facilitate activity of entities by knowledge support. 5. Set up a system of establishing, maintaining and discharging an entity.

10 2. Partnership 'The network working on its network' Indicators of Success 1. Increased amount of EGEA projects/activities with an active involvement of EGEA Dinosaurs & Alumni. 2. Introduced joint projects of EGEA and EGEA Dinosaurs & Alumni. We have... … at time some negative feelings/opnions about the cooperation. … too less joint events. … in the past years some live meetings. … cooperation in workshops/trainings … some announced job possibilities in our forum. … fixed places for Alumni.

11 2. Partnership 'The network working on its network' Objective B Invest in sustainable external relations Action Lines 1. Keep and broaden the partnership with ESRI, with special focus on exploring possibilities of scientific/technical cooperation during congresses and seminars. 2. Keep the good relationship with Utrecht University as host of the Secretariat. 3. Intensify cooperation with IFISO and its members by active participation in IFISO meetings, taking part in IFISO joint events, improve the knowledge about IFISO and benefits of cooperation on entity level, encourage entities to cooperate with other student NGOs while organizing both local and international activities/projects.

12 2. Partnership 'The network working on its network' Action Lines 4. Get involved more actively in the EUROGEO network and at the same time improve the knowledge of EUROGEO possibilities among EGEA members on local level, stimulate a bigger involvement of the Scientific Committee into EUROGEO-related issues. 5. Actively search for new partners including universities. Indicators of Success 1. Renewed partnership agreement with ESRI. 2. Increased amount of activities/projects organized in cooperation with ESRI, based on GIS. 3. Participation in every IFISO meeting and joint project, also as an organizer. 4. Regular projects/activities done in cooperation with other student NGOs are introduced. 5. Intensified cooperation with existing partners. 6. An increased number of partners.

13 2. Partnership 'The network working on its network' We have... … an intensified and renewed cooperation with ESRI. … a new and written contract with Utrecht University. … a constant participation in IFISO events. … a fruitful and increasing cooperation in the network of IFISO. … a good scientific cooperation with EUROGEO. … with GEM-TEMPUS a project partner in GUS-Countries. … with APECs a new scientific partner. … with IFSA the possibility for thematic exchanges. … access to a European ThinkTank with ThinkYoung. … local partnership agreements with some universities.

14 3. EGEA and its Finances 'Towards a sustainable and understandable budget' Objective A More diversified Funding Action Lines 1. Applying for the EU grant in a more coherent way* or analyze if the EU grant will bring enough value compared to the work of applying for it. 2. *Deeply analyzing the need for money and maybe not apply for the maximum amount of money granted if this leads to a more stable financial situation and covers all financial needs. 3. Continuing the partnership deal with ESRI. 4. Searching for other sponsors in the field of geography.* 5. *E.g. cartography, planning (infrastructure, environmental), tourism

15 3. EGEA and its Finances 'Towards a sustainable and understandable budget' Action Lines 6. Making more small advertisement deals with various companies and public institutions. 7. Establishing an open debate about a members’ contribution system, followed by an evaluation report. Indicators of Success 1. EU grant granted if applied for. 2. A fundraising committee is established. 3. At least euros rose annually with new advertisement and sponsorship.

16 3. EGEA and its Finances 'Towards a sustainable and understandable budget' We have......with ESRI and Utrecht University two backbones for annualy sponsorship. … EU Grants in 2006, 2008, 2010 and 2012 … EYF Grant in a grant to organize the La Rochelle Seminar. … no significant growth in sponsors.

17 3. EGEA and its Finances 'Towards a sustainable and understandable budget' Objective B A solid organisation managed properly Action Lines 1. Continuing with the new financial reporting standard. 2. Maintaining a sufficient cash reserve to cope with fluctuations in cash flow. Indicators of Success 1. The financial reporting of EGEA can be followed over many years thanks to a standardized reporting procedure 2. The balance sheet contains enough association’s capital 3. The annual profit/loss is kept close to zero (not considering needed reservations).

18 3. EGEA and its Finances 'Towards a sustainable and understandable budget' We have... … the half yearly audit of our finances. … a steady control by the FCC. … a proper and continuous financial managment. … cash reserves of 7000 – 8000€.

19 3. EGEA and its Finances 'Towards a sustainable and understandable budget' Objective C Understandable: Involvement of EGEAns on all Levels Action Lines 1. The FCC and the treasurer have regular contact. The treasurer contacts the FCC in case of changes in the budget or overspending. 2. Financial reports are presented to Entity Contact Persons after the FCC has approved them. 3. The treasurer provides the FCC regularly with information on how the spending is following the budget.

20 3. EGEA and its Finances 'Towards a sustainable and understandable budget' Indicators of Success 1. The treasurer provides the FCC a full financial report every half year. 2. Budgets are updated every half year. We have... … a good relation between the FCC and the BoE. … with the FCC a steady and strogn body to control our finances. … a good transparancy in financial issues.

21 3. EGEA and its Finances 'Towards a sustainable and understandable budget' Objective D Increase financial management and transparency of EGEA activities Action Lines 1. Introduce a reporting system for all EGEA activities on the European level. 2. Provide financial management training Indicators of Success 1. Transparent and easily accessible financial reports of activities organised on European level. 2. Activities are properly financially managed. 3. The AC financial report is easily approved by the FCC and GA.

22 3. EGEA and its Finances 'Towards a sustainable and understandable budget' We have... … no reporting system for all EGEA activities on a European level. … financial reports by the Regional Congress Organizers. … no clear system of trainings in Financial Management.

23 4. Activities 'On the road to more quality, diversity and innovation' Objective A Increasing amount of quality activities Action Lines 1. Promote organizing activities and projects in general, especially by empowering potential organizers (providing a database of knowledge and tools, support in acquiring skills). 2. Issuing a supportive, annual policy paper, serving as a think tank indicating possible themes of activities and projects (compatible with EU and national annual priorities) partly based on the opinion of the EGEA community.

24 4. Activities 'On the road to more quality, diversity and innovation' Action Lines 3. Create a platform for activities and project organizers, for example as a separate group of interest on the website, to share experiences, express concerns and seek assistance among other organizers. 4. Create a support system for activities and project organizers, including launching an FAQ, a projects and activities database, a database of project management tools, providing guidelines and involvement of the Activities and Events Committee. 5. Stimulate organizers to actively invest in the planning process by creating and presenting a project plan. 6. Stimulate organizers to actively invest in the planning process by creating and presenting a project plan. 7. Set a standardized evaluation system for participants, organizers and facilitators enabling identifying strengths and weaknesses and ensuring constant improvement. 8. Introduce trainings for quality and project management as well as budgeting.

25 4. Activities 'On the road to more quality, diversity and innovation' Indicators of success 1. Increased amount of activities such as exchanges, thematic congresses and seminars, field/study trips and other small-scale events. 2. Increased competition in organizing Annual and Regional Congresses. 3. The average evaluation of realized projects and activities constantly improved, also for small-scale activities. 4. Raised amount of people equipped with necessary skills to organize a quality event.

26 4. Activities 'On the road to more quality, diversity and innovation' We have... … the BoE/RCPs that offer help to and encourage entities to organize events. … yearly policy papers by the BoE/RCPs base on the SP to keep up the development. … no exchange platform for organizers. … an event database. … at least for Congresses a clear overview about project plans. … no standardized evaluation system for all events on a European level. … at each AC trainings concerning project management. … an increasing quantity/quality of activities in EGEA. … AC 2012/EMRC 2013 ;)

27 4. Activities 'On the road to more quality, diversity and innovation' Objective B Diversity and innovation for meaningful participation Action Lines 1. Encourage organizers to cooperate with different professional/corporate partners as well as other student NGOs on local level by spreading information about cooperation possibilities and benefits (presentations, providing skills in networking, spotlighting the successful examples). 2. Encourage organizers to experiment with different, innovative working techniques to develop more attractive programs, by providing relevant resources (a database of tools, help in acquiring skills, consultations).

28 4. Activities 'On the road to more quality, diversity and innovation' Indicators of Success 1. Increased amount of innovative activities, diversified in approach and techniques used. 2. Increased level of active participation in events (contribution to the preparation, working and dissemination phase of an event). We have... … ESRI-Workshops. … vital participation of EGEAns at partner activities. … an increasing amount of participants from our partners. … active and contributing participants at events. … a high diversity of different activities.

29 4. Activties 'On the road to more quality, diversity and innovation' Objective C Activities as learning experience Action Lines 1. Promoting designing activities as a learning experience. 2. Introduce a peer education policy by supporting this kind of non-formal learning during EGEA activities. 3. Provide an opportunity for young people to acquire skills necessary to act as a peer educator/facilitator (direct trainings, informational booklet, learning by participation in peer education events).

30 4. Activities 'On the road to more quality, diversity and innovation' Indicators of Success 1. Increased amount of activities designed on the basis of peer education. 2. Increased amount of people familiar with the idea and skilled to be a facilitator in a peer education project. We have... … no measureable development so far.

31 5. EGEA and Science 'Reaching higher scientific standards' Objective A Higher and more sustainable scientific value Action Lines 1. Develop an evaluation system, to learn from best practices. 2. Invent a labelling system for activities and define general requirements for each label in order. 3. Create guidelines for the activeness and the role of participants in EGEA activities. 4. Provide guidelines and manuals to organisers of activities in order to advise them how and encourage them to create a desirable scientific value.

32 5. EGEA and Science 'Reaching higher scientific standards' Indicators of Success 1. EGEA attracts members because of its scientific performance. 2. A more common scientific level among activities is reached. 3. Improved input from participants. 4. EGEAns consider the scientific level of EGEA significantly better. 5. Activities are labelled and expectations of participants and organisers match. 6. EGEA is attractive for talented geographers.

33 5. EGEA and Science 'Reaching higher scientific standards' We have... … since 2010 a Scientific Symposium during ACs. … different scientific events durign the year. … a really nice workshop manual. … Workshop audits. … e-lectures, first scientific exchanges, a database of university field trips.

34 5. EGEA and Science 'Reaching higher scientific standards' Objective B Continuous, visible and accessible scientific output Action Lines 1. Make the scientific output more visible and accessible. 2. Intensify the use of the main EGEA media, the European Geographer and the EGEA website, for scientific output. 3. Create a database of scientific output on the EGEA website. 4. Every year an annual report on EGEA’s scientific performance is presented by any mean of media.

35 5. EGEA and Science 'Reaching higher scientific standards' Indicators of Success 1. The scientific output of EGEA is visible and accessible for everyone. We have... … congress reports and the European Geographer (2012: 3 editions). … no possibility to implement theses and scientific work of EGEAns at our page due to technical problems.

36 5. EGEA and Science 'Reaching higher scientific standards' Objective C Being a serious actor in the subject of geography and take strategic positions in scientific and geographical networks on different spatial scales Action Lines 1. Create a working plan on how to expand the scientific and geographical network of EGEA and select partners and networks which might be interesting to join. 2. Promote EGEA among universities and stimulate and help entities to create a good relationship with their home university. 3. EGEAns joins events of partners in the field of geography.

37 5. EGEA and Science 'Reaching higher scientific standards' Indicators of Success 1. EGEA expanded their contacts in the scientific and geographical field on the national, European and global level. 2. EGEA is attractive for companies which seek skilful geographers. 3. Cooperation between EGEA and universities is increased, by for example cooperation in organisation of events. We have... … no working plan on how to expand the scientific and geographicel network of EGEA. … now a stronger position of science in EGEA. … a strong and serious working Scientific Committee. … a strong scientific exchange with partners.

38 6. Communication 'Building an accurate Strategy' Objective A Successful internal communication Action Lines 1. Develop the system of monthly blogging and reporting about the activities of all official bodies for easier communication and evaluation of their work (BoE, Secretariat, Committees, FCC). 2. Provide easy access to all official documents (minutes, reports) and improve document management by creating a clear sharing system. 3. Create an attractive database of information about the association (e.g. ‘EGEApedia’, graphs, etc.).

39 6. Communication 'Building an accurate Strategy' Action Lines 4. Promote the website as the main communication tool on all the levels, between committees, between workshop leaders and participants, between organizers, for various debates and between EGEA members (forum topics, blogging, groups). 5. Develop a system for active moderation of all forum topics, including gathering or training people who could act as competent moderators. 6. Create a strategy for internal promotion of involvement in EGEA (as board member, committee member, event/project organizer and participant on the website and during various activities), coordinated and implemented by the Communication and Media Committee.

40 6. Communication 'Building an accurate Strategy' Indicators of Success 1. Increased knowledge about European level of EGEA and its activities among members, due to accessibility and competent presentation of the information. 2. A higher perception of EGEA’s value among its members and a higher motivation for active involvement. 3. Increased amount of members active on the website. 4. Increased amount of members willing to participate in various EGEA projects and activities. 5. The newsletter is published on a regular basis and contains items from a wide variety of EGEAns (BoE, Committees and entity CPs / Organisers). 6. The European Geographer is published at least twice a year and available digitally on the EGEA website, as well as in hardcopy to be ordered at the Secretariat.

41 6. Communication 'Building an accurate Strategy' We have... … e-meetings on skype, a regular newsletter, oru website communication tools. … the facebook group and start to use twitter. … the European Geographer as internal communication tool.

42 6. Communication 'Building an accurate Strategy' Objective B Invest in sustainable external relations Action Lines 1. Establish a Media and Communication Committee and include external communication issues into its tasks. 2. Prepare a communication strategy towards EGEA's existing and potential external partners (NGOs, companies, universities, governmental organizations), geographyrelated young people and the general public. 3. Increase the use of the EGEA Website for external communication purposes and professionalize both its content and design. 4. Constant building-up and adding new features to the website as well as constant monitoring of its development, including introduction of an effective feedback tool, which could enable successful identification of flaws and constant improvement of the website.

43 6. Communication 'Building an accurate Strategy' Action Lines 5. Increase the amount of tools (especially internet-based) used for external communication (e.g. newsletters, blogs, social media, interactive presentations, etc.). 6. Create a strategy for professionalizing and increasing the external reach of EGEA's traditional publications. 7. Create an efficient internet-based platform for sharing research/activities results and outcomes. Indicators of Success 1. Research/activities results and outcomes are easily accessible and reachable by both EGEA's partners and the general public. 2. Increased visibility of EGEA in the field of geography and youth activity, as well as an increased perceived value of the association in those fields

44 6. Communication 'Building an accurate Strategy' We have... … a good external communication. … CMC is still in a phase of development. … no new website. … no good promotion video.

45 ? Let's discuss!


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