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

EGEAEuropean Geography Association for Students and Young Geographers

- Strategic Plan Evaluation

24th November 2012

Introduction

- First Strategic Plan by the Board of EGEA 2009/10

- Guideline for the upcoming years up to 2012- Policy Papers based on the Strategic Plan

AGENDA

1. Structure of the Organization

2. Partnership

3. EGEA and its Finances

4. Activities

5. EGEA and Science

6. Communication


'Going from organised network to professional 'Going from organised network to professional association'association'

Objective A

Vital entities contributing to EGEA, at the basis of the entire

Organisation

Action Lines1. 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.



Indicators of Success1. 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.



Objective B

Successful bodies with a clear responsibility and position

within the organisation

Action Lines1. 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.



Action Lines4. 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 Success1. 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.



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.

2. Partnership

'The network working on its network''The network working on its network'

Objective A

Vital entities contributing to EGEA, at the basis of the entire

Organisation

Action Lines1. 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.

2. Partnership


Indicators of Success1. 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.

2. Partnership


Objective B

Invest in sustainable external relations

Action Lines1. 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.

2. Partnership

'The network working on its network''The network working on its network'Action Lines4. 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 Success1. 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.

2. Partnership


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.


'Towards a sustainable and understandable 'Towards a sustainable and understandable budget'budget'

Objective A

More diversified Funding

Action Lines1. 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



Action Lines6. 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 Success1. EU grant granted if applied for.

2. A fundraising committee is established.

3. At least 3 000 euros rose annually with new advertisement and sponsorship.



We have......with ESRI and Utrecht University two backbones for annualy

sponsorship.

… EU Grants in 2006, 2008, 2010 and 2012

… EYF Grant in 2012 + a grant to organize the La Rochelle Seminar.

… no significant growth in sponsors.



Objective B

A solid organisation managed properly

Action Lines1. Continuing with the new financial reporting standard.

2. Maintaining a sufficient cash reserve to cope with fluctuations in cash flow.

Indicators of Success1. 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).



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€.



Objective C

Understandable: Involvement of EGEAns on all Levels

Action Lines1. 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.



Indicators of Success1. 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.



Objective D

Increase financial management and transparency of EGEA activities

Action Lines1. Introduce a reporting system for all EGEA activities on the

European level.

2. Provide financial management training

Indicators of Success1. 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.



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.

4. Activities

'On the road to more quality, diversity and innovation' 'On the road to more quality, diversity and innovation'

Objective A

Increasing amount of quality activities

Action Lines1. 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.

4. Activities


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.

4. Activities


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.

4. Activities


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 ;)

4. Activities


Objective B

Diversity and innovation for meaningful participation

Action Lines1. 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).

4. Activities


Indicators of Success1. 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.

4. Activties


Objective C

Activities as learning experience

Action Lines1. 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).

4. Activities


Indicators of Success1. 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.

5. EGEA and Science

'Reaching higher scientific standards''Reaching higher scientific standards'

Objective A

Higher and more sustainable scientific value

Action Lines1. 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.

5. EGEA and Science


Indicators of Success1. 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.

5. EGEA and Science


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.

5. EGEA and Science


Objective B

Continuous, visible and accessible scientific output

Action Lines1. 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.

5. EGEA and Science


Indicators of Success1. 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.

5. EGEA and Science


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 Lines1. 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.

5. EGEA and Science


Indicators of Success1. 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.

6. Communication

'Building an accurate Strategy''Building an accurate Strategy'

Objective A

Successful internal communication

Action Lines1. 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.).

6. Communication


Action Lines4. 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.

6. Communication


Indicators of Success1. 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.

6. Communication


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.

6. Communication


Objective B

Invest in sustainable external relations

Action Lines1. 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.

6. Communication


Action Lines5. 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 Success1. 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

6. Communication


We have...… a good external communication.

… CMC is still in a phase of development.

… no new website.

… no good promotion video.

?Let's discuss!

Documents

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