Volunteering agreement

European Solidarity Corps (ESC)

Project number: 2023-1-PL01-ESC51-VTJ-000147918

Project title: Volounteering in Semper Avanti Opole
National Agency: Fundacja Rozwoju Systemu Edukacji PL01

Semper Avanti Opole; OID E10091467; coordinating organisation

Address: Ks. Konstantego Damrota 10/103; 45-064 Opole, Poland

Website: www.semperavanti.org
E-mail: [email protected]

Called hereafter ”the foundation”, represented for the purposes of signature of this agreement by
Monika Skocz – president.

Pervin Cananov
Volunteer’s detail

Date of birth: 05/01/2005

Nationality: Azerbaijan
Address: Fizuli Oglu
E-mail: [email protected]
Sex: Male

Called hereafter “the participant” of the other part, have agreed on the Special Conditions and the
Annexes below which form an integral part of this agreement ("the agreement"):

Annex I - GENERAL CONDITIONS

Annex II - RIGHTS AND RESPONSIBILITIES OF PARTNERS
Annex III - ROLES AND TASKS OF THE PARTICIPANTS

The agreement also concerns the following partner organisations in the project:

Erasmus Student Network - Azerbaijan

OID E10234973, supporting organisation
Address: Nasimi street, apt. 15/26,Baku, Azerbaijan
phone: +994517205404
website: www.esn.az

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Called hereafter "the supporting organisation”

and

Fundacja Rozwoju Edukacji Empatycznej FREE, OID E10052335, hosting organisation

Address: ul. Krapkowicka 10, 45-715 Opole, Poland

phone: +48 508 327 143
website: https://fundacjafree.org.pl/
e-mail: [email protected]

SPECIAL CONDITIONS

ARTICLE 1 – SUBJECT MATTER OF THE AGREEMENT

1.1 The organisation shall provide financial support to the participant for undertaking a mobility
activity for the European Solidarity Corps (called hereafter the "ESC").
1.2 Any amendment to the agreement shall be done in writing. In case of substantial
modifications, a new agreement has to be signed.

ARTICLE 2 – ENTRY INTO FORCE AND DURATION OF MOBILITY

2.1 The agreement shall enter into force on the date when the last of the two parties signs.
2.2 The mobility period shall start [19.08.2024.]1 and end on [29.07.2025.]2
2.3 The total duration of the activity period, including previous participation in ESC or in an
Erasmus+ Volunteering activity3, shall not exceed 14 months for a participant.

ARTICLE 3 – FINANCIAL SUPPORT

3.1 The financial support in the form of pocket money for the mobility period has a maximum
amount of EUR 1735,00.
3.2 The participant shall receive financial support from EU funds for 347 days. The total
amount for the activity period shall be determined by multiplying the number of days of the activity
with the rate applicable per day for the host country concerned.
3.3 The reimbursement of costs incurred in connection with special needs, when applicable,
shall be based on the documentation such as invoices, receipts, etc. provided by the participant.

1
The start date of the mobility activity shall be the first day that the participant needs to be present at the receiving
organisation.
2
The end date shall be the last day the participant needs to be present at the receiving organisation.
3
The ESC volunteering activity must have lasted no more than 2 months.

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 3.4 The financial support may not be used to cover similar costs already funded by European
Union funds.

ARTICLE 4 – RIGHTS, RESPONSIBILITIES AND PAYMENT ARRANGEMENTS

4.1 Annex II
4.2 All payment will be done according to supporting documents. Payments between partners will
be done based on invoices. Reimbursement of transport costs will be paid based on original
documents and after filling in the reimbursement request (document provided by the coordinating
organisation). Lack of original documents can cause no cost reimbursement.
4.3 All the project costs will be divided between partners according to their role in the project.

Timetable of payments:

nr Type of Amount Curren Time of payment Receiver Documents Notes

payment cy needed
1. Travel costs 360,00 EUR After providing Volunteer Original tickets, Max amount for two
original tickets invoices, ways according to the
and filling the original distance calculator.
reimbursement boarding passes, Reimbursement
request. reimbursement according to real costs
request. up to EUR 360 .
2. Pocket money 5 per EUR Till 10th day of Volunteer For first Pocket money will be
day each month payment – paid in PLN.
providing polish
bank account
data
3. Food 500,00 PLN Till 10th day of Volunteer For the first
For the months, when
allowance each month payment – volunteers attend the
providing polish
on-arrival and
bank accountmid-term training,
data food allowance will
be decreased, in order
to avoid double
funding by the EU
funds.4
4. Sending costs 25 per EUR After ending the Supporting Invoice from The payment will be
month project by the organisation SO, made according to the
volunteer and confirmation of issued invoice in the
submitting the the evaluation of amount of 25 EUR for
final report, all the volunteer, every month of the
the needed real length of the
documents are mobility.

4
This doesn’t refer to the case of the trainings being conducted online by the National Agency because of COVID-19.

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 provided and
sent.

ARTICLE 5 – INSURANCE

5.1 The participant shall be registered for the European Solidarity Corps insurance scheme.
5.2 The insurance identification of the participant is …………………………………………….
5.3 By signing this agreement, the organisation confirms that the registration has been
undertaken and the participant has been duly informed of how the insurance scheme functions, as
well as the obligation of obtaining the European Health Insurance Card, if free of charge, before
arriving to the host country.

ARTICLE 6 – LINGUISTIC SUPPORT

6.1. The participant shall carry out an online assessment of linguistic competences before and at
the end of the activity period, with the exception of native speakers. The participant shall
immediately inform the organisation if they are unable to carry out the online assessment.
6.2 The participant shall follow the online language course in order to prepare for the activity
abroad. The participant shall immediately inform the organisation if they are unable to carry out the
online course.

ARTICLE 7 – EUROPEAN SOLIDARITY CORPS INFO KIT

The organisation has provided the participant with the ESC Info Kit which is composed of the
following documents:
● Welcome letter for participants
● What to expect from your Volunteering activity
● Information about Youthpass (link can be found in the welcome letter)
● Information about the European Solidarity Corps Insurance (link can be found in the
welcome letter)
● The European Solidarity Corps principles (link can be found in the welcome letter)

The participant shall be familiar with the content of these documents before signing the
Volunteering agreement.
ARTICLE 8 – ROLES AND TASKS OF THE PARTICIPANT

8.1 Annex III

8.2 By signing this agreement, the participant declares to not have taken part in ESC (EVS) or
an Erasmus+ Volunteering activity previously (with the exception indicated in the Programme
Guide).

ARTICLE 9 – FINAL REPORT

9.1. The participant shall complete the online EU Survey at the last 30 days after the end of the
mobility period.

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 12/08/2024

[Erasmus Student Network - Azerbaijan]

Article 1: Liability

Each party of this agreement shall exonerate the other from any civil liability for damages suffered
by them or their staff as a result of performance of this agreement, provided such damages are not
the result of serious and deliberate misconduct on the part of the other party or their staff.

The National Agency of Poland, the European Commission or their staff shall not be held liable in
the event of a claim under the agreement relating to any damage caused during the execution of the
activity. Consequently, the National Agency of Poland or the European Commission shall not
entertain any request for indemnity of reimbursement accompanying such claim.

Article 2: Termination of the agreement

In the event of failure by the participant to perform any of the obligations arising from the
agreement, and regardless of the consequences provided for under the applicable law, the
organisation is entitled to terminate or cancel the agreement without any further legal formality
where no action is taken by the participant within one month of receiving notification by registered
letter.

In the event of failure by the organisations to perform obligations outlined in the agreement and/or
the European Solidarity Corps principles, the volunteer is entitled to terminate or cancel the
agreement.

If the participant terminates the agreement before its agreement ends or if they fail to follow the
agreement in accordance with the rules, they shall have to refund the amount of the grant already
paid, in case part of the grant has been paid in advance for non-active days.

In case of termination by the participant due to "force majeure", i.e. an unforeseeable exceptional
situation or event beyond the participant's control and not attributable to error or negligence on his
part, the participant shall be entitled to receive at least the amount of the grant corresponding to the
actual duration of the mobility period. Any remaining funds shall have to be refunded.

Article 3: Data Protection

All personal data contained in the agreement shall be processed in accordance with Regulation (EU)
2018/1725 of the European Parliament and of the Council on the protection of individuals with
regard to the processing of personal data by the EU institutions, agencies and bodies. Such data
shall be processed solely in connection with the implementation and follow-up of the agreement by
the partner organisations, the National Agency and the European Commission, without prejudice to
the possibility of passing the data to the bodies responsible for inspection and audit in accordance
with EU legislation (Court of Auditors or European Antifraud Office (OLAF)).

The participant may, on written request, gain access to his personal data and correct any information
that is inaccurate or incomplete. They should address any questions regarding the processing of his

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personal data to the sending institution and/or the National Agency. The participant may lodge a
complaint against the processing of his personal data with the Office for Personal Data Protection
with regard to the use of these data by the sending institution, the National Agency, or to the
European Data Protection Supervisor with regard to the use of the data by the European
Commission.

Article 4: Checks and Audits

The parties of the agreement undertake to provide any detailed information requested by the
European Commission, the National Agency of Poland or by any other outside body authorised by
the European Commission or the National Agency of Poland to check that the mobility period and
the provisions of the agreement are being properly implemented.

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 Annex II

ARTICLE 4 – RIGHTS AND RESPONSIBILITIES [4.1]

4.1.1 – COORDINATING ORGANISATION Semper Avanti Opole

Semper Avanti Opole, as coordinating organisation, ensures the full management of the global
project and on each project in particular on the pedagogical, administrative and financial levels.

Semper Avanti Opole is entitled to:

1. Administrative and financial levels:
a. realise a calendar of activities of partner organisations as soon as the whole project
has been approved by the Polish National Agency,
b. care about the financial aspect and transfer the money for the supporting
organisation,
c. collect all account documents needed for the final report (mid-term and final reports,
tickets, boarding passes etc)
d. should inform the hosting organisation, if something happened or changed the
project of the volunteer. The person in charge of the project should manage crisis
or conflict with the volunteer before deciding to return him back to his sending
country;
e. register the volunteer to Henner Insurance all along the duration of the project;
f. responsibility to host the volunteer and has to follow him all along the project:
● full boarding and accommodation
● pocket money
● linguistic initiation
● an identified mentor for the volunteer
● on-arrival and mid-term training (for long-term projects) in cooperation with
National Agency
● money for any other costs related to the activities of the project (if agreed
separately according to possibilities and of the budget);

2. Pedagogical level
a. check if the hosting organisations insure the logistic for the hosting projects,
b. check if the volunteer receives all support needed during all the ESC project,
c. valorise the project and disseminate all results of the project at the local, regional,
national, European and international level,
d. stay up to each organisation involved respect their own commitment and role as
defined in the present article.

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4.1.2 - SUPPORTING ORGANISATION - Erasmus Student Network- Azerbaijan
Erasmus Student Network- Azerbaijan as supporting organisation, is entitled to provide
volunteer with:
1) preparation before departure (inform about ESC program);
2) administrative support.
3) is responsible for the preparation of the volunteer and has to stay with him all along the
project;
4) provide clear information on the volunteer's background and inform the hosting organisation
on the needs and expectations of the volunteer. This in the aim of giving him a tailor-made
accompaniment and avoid crisis which could happen during the project;
5) prepare pre-departure training including follow topics:
a) what is ESC (rules and structure of the program);
b) role of volunteer, SO, HO, CO in the project;
c) how to use Henner Insurance;
d) idea of volunteering;
e) intercultural learning and cultural shock;
6) be in contact with the coordinating and hosting organisations all along the project;
7) realise an evaluation for the project with the volunteer and send it to the coordinating
organisation;
8) valorise the project and disseminate all results of the project at the local, regional, national,
european and international level.
9) to evaluate the project with the volunteer after his mobility

4.1.3 - HOSTING ORGANISATION Fundacja Rozwoju Edukacji Empatycznej FREE as a

hosting organisation is entitled:

1) follow and accompany the volunteer all along the project and provide activities to be
realized by the volunteer in function of his/her needs and abilities;

2) be in contact with the coordinating and supporting organisations all along the project;

3) an evaluation of the project with the volunteer in cooperation with CO and sending it to
the coordinating and supporting organisations;

4) valorise the project and disseminate all results of the project at the local, regional,
national, European and international levels;

5) if something happens to the volunteer (health or family problems), the coordinating and
supporting organisation must be informed as soon as possible,

6) supports Volunteer’s learning process.

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 ANNEX III
ARTICLE 8 – ROLES AND TASKS OF THE PARTICIPANTS [8.1]

The Volunteer Pervin Cananov undertakes to:

1) be actively involved in the project process,

2) NOT to show up in the hosting organisation under the influence of the alcohol, drugs or any
other substance (it applies also to being hungover),
3) give all administrative and pedagogical information needed for the realisation of the project,
4) be on time when meeting with coordinators,
5) realise the project on given period, and respect the discipline imposed by the receiving
organisation, it's working hours, the rules in force,
6) take care of the common space in the office i.e.: clean after himself,
7) fill in and sign all documents required (declaration of participation, mid-term and final
evaluations, etc.),
8) stay in contact with the involved partner organisations,
9) remember that official communication with coordinators from receiving and coordinating
organisation is only possible via email, Slack or - in case of emergency/sudden situations –
via phone
10) give to the coordinating organisation the original travel ticket (boarding pass, train tickets,
etc.) in 7 days after travel,
11) take care of the condition of the flat, where they will live during the project, keep it clean
and tidy,
12) work in a hosting organisation up to 38 h per week,
13) contact immediately his
14) coordinators and deliver sick leave confirmation received from the doctor maximum 7 days
after sick leave will start in case of the sickness,
15) report and get the approval for overtime (if it is needed) (only in case if overtime will be
approved by coordinators and reported in weekly report volunteer will be able to get extra
free hours for overtime),
16) participate in all training sessions organised by receiving organisation and prepare for them,
17) participate in group and individual evaluations organised by receiving/coordinating
organisation,
18) stay in contact with his mentor and meet them at least two times per month,
19) be responsible for his learning process during project with a support from receiving and
coordinating organisation,
20) not participate in any actions that could damage public image of the association,
21) take responsibility for his own actions during his free time and obey the Polish law,
22) participate in the recording or creation of promotional materials of Semper Avanti
hisproject, ESC and Erasmus + - it means that they agree that Semper Avanti can use his
image for the promotional purposes.
23) DAYS OFF: The volunteer has 2 days off for every month of the project. They can
accumulate it or take it every month. They are free to choose the date of his holidays but it
cannot collide with his previous engagements related to his project and needs to be accepted

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 by the coordinator. The request for the days off shall be submitted in a two weeks advance to
his coordinator in the organisation.
24) RESIGNATION FROM THE PROJECT: In case the volunteer will resign from the
project before the planned end they:
a) 7 will need to show up in Semper Avanti's office before departure to sign all the
needed documents.

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