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eco International Handbook

Revision • March 10, 2013

IMPORTANT MESSAGE We would like to inform that for the next 3 months up to May 1st, there will not be any documents, propaganda, etc. with the Organization’s logo. This is due to the fact that we are going through an Image Revision and a new logo is being developed. Avoid using the acting logo; use the written word ‘eco’ in font: Avenir and type: Black. Anything with the acting logo will be disapproved until further notice and may be sanctioned with Fall Points. As soon as we have the new logo we will send it to each Root and explain how this new logo will work. Any concerns or special requests to use the acting logo please contact your Seed Representative. Thank you, Image & Communication Department

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Table of Contents WHO ARE WE

2

Objectives

3

Achieving Success

3

Our Focus

3

The Structure

4

Organizational Chart

7

The Structure in Depth

8

Seed

8

Root Trustee

9

Senior Root Director

10

Junior Root Trustee

10

School Trustee

11

Environment Directors

11

Events

13

Host School

14

Sanctions

15

Fall Points

15

Forms

17

Senior Root Director Form

17

Junior Root Trustee Form

17

Environment Request Form

17

Environment Aid Form

17

Event Request Form

17

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WHO ARE WE “In order to be irreplaceable one must always be different.” Anonymous

eco International comes from the initiative of a small organization in Costa Rica named after ‘ECO Conferencias’. This organization was founded in 2007 at Lincoln School Costa Rica thanks to a grant given to the founders by the United States of America’s Embassy. ‘ECO Conferencias’ became the largest ecological conference in Costa Rica hosting around 300 students and teachers from all over the country to attend a two day conference where they learned from presentations and workshops. The conferences were carried out thanks to several companies that were willing to donate funds to this non-forprofit events. In 2008, the conference staff grew, welcoming two students, Agustín Cuadra and Veronica Ramirez. Both were experienced in the planning of major international and national events focusing on working with young people. With their support and the work of the staff, the organization began to grow, making the event bigger and more popular among Costa Ricans. In 2010 most of the original coordinators had already left Costa Rica, leaving Agustín Cuadra and Carolina Bermudez as coordinators to create a new staff group willing to make the organization even larger. Both Cuadra and

Bermudez

welcomed Andrés Montejo and Jessica Alpizar as their collaborators whom Agustin trained during eco 4 and actively participated in the eco 5 and eco 6 organization, the year when Bermudez left. Together the group found several projects that they helped improve, developed exchanges among Costa Rican schools, and promoted leadership workshops in public schools so that communities could also develop their own projects. eco was ready to go beyond the Costa Rican borders, so they embarked on the mission to expand the organization internationally. Root Handbook • Seed • Revision 6


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Objectives “If at first you do succeed, try something harder.” Ann Landers

ACHIEVING SUCCESS Students often fill limited to doing things because of their age, we teach them that age is not a reason to be limited. Our mission is to provide knowledge, tools and confidence to students, that will help them become environmental leaders at their homes, schools and their communities. With our help they will be more proactive and make a change any time and anywhere they want. Our events will be a success once we have teach and inspired our participants into becoming environmental leaders, without letting their age stop them.

OUR FOCUS Stating that we are an environmental organization is a very general way of describing who we are, which we normally use when we have to explain ourselves to people outside the structure. We focus our events and our area of expertise in 10 general environmental topics, which we will refer to as “The 10 Logs”. This will be updated/revised by the Seed 1 once every six months or when requested by a Root2. The 10

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Logs

1)Water Pollution

6) Ozone Depletion

2) Wildlife Conservation

7) Deforestation

3) Carbon Footprint

8) Climate Change

4) Genetic Engineering

9) Contamination

5) Consumerism

10) Recycling

Seed: Board of Directors in charge of all eco international.

Root: the individual country where eco International is located. Root Handbook • Seed • Revision 6 2


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The Structure “An escalator can never break: it can only become stairs. You should never see an Escalator Temporarily Out Of Order sign, just Escalator Temporarily Stairs. Sorry for the convenience.” Mitch Hedberg

eco International works following the diagram on page 7. In order for you to understand how the diagram works you need to be familiar with the “eco language”. SEED: The Seed is what you may now understand as an International Board of Directors. The Seed is in charge of approving key issues for each individual event, such as date, topic among others. They are also in charge of the introduction of the organization to a new Root, this goes from explaining the purposes to appointing the Root Trustee. ROOT: The Root means the individual country. Each Root is a country where a conference is held or where eco International is being represented at an active level. Each Root is made up of a Local Seed and an open number of Environments LOCAL SEED (LS): The Local Seeds are the main coordinators of each Root. Each Local Seed is made up of a Root Trustee, a Senior Root Director, a Junior Root Trustee and a School Trustee. ROOT TRUSTEE (RT): The Root Trustee is a distinguished student from Host School. The RT is the channel of communication with the Seed and is also the leader of the Local Seed, s/he will have the last word over any decision taken at a local level. Part of the Root Trustee’s job is to form the Local Seed and keep the Seed informed. Once the RT has finished its term (graduate from school) the Junior Root Trustee will become the functioning Root Trustee and

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s/he giving shape to a new Local Seed or continuing with what has been done to date. SENIOR ROOT DIRECTOR (SRD): The Senior Root Director is the person that represents eco locally, chosen by the Root Trustee. S/he will address news stations, sponsor meetings and activities that involve the representation of the Organization. The SRD will be second in line after the Root Trustee on the Local Seed over the Root’s decisions. The Senior Root Director should be flexible for meetings and have an effective means of transportation (car, motorcycle, bicycle, jetpack, etc.) JUNIOR ROOT TRUSTEE (JRT): The Junior Root Trustee is also a distinguished student of the hosting school chosen by the Root Trustee and should be at least 1 year younger than the Root Trustee. The Junior Root Trustee will succeed on the tasks of the RT once s/he graduates from school. The JRT is the leader and the channel of communication with the Local Seed to the Environment Directors. SCHOOL TRUSTEE (ST): This person should be a representative designated by the Host School administration and the Root Trustee and does not require the Seed’s approval. S/he will have the task to keep the Host School informed on each event. The purpose of their participation in the event will be to ensure proper compliance with the standards of the school in terms of philosophy, discipline and representation, or in any other aspects of organization as eco’s sees fit. ENVIRONMENTS: Environments are committees, Local Seeds have the option to create.

Each are made of an Environment Director and people

interested in helping, that includes students and teachers from the host school and from any other school participating on the Root’s Events. Environments range from teachers being in charge of inviting schools to students responsible for the Root’s social media pages. ENVIRONMENT DIRECTORS: The Environment Directors is a required position if an Environment is present they are the leaders of each individual Root Handbook • Seed • Revision 6


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Environment. S/he has the final word on major decisions and is the speaker of the Environment before the JRT. When Environments grow or are in charge of many tasks, the Environment Director has the right to ask for a co-director to the Local Seed and they will review the Environment’s status.

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ORGANIZATIONAL CHART

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The Structure in Depth Seed The Seed is composed by members with previous experience in eco. It is composed by a President, Vice-President, Financial Trustee, Record Trustee and an Image & Communication Trustee. There will be someone from the seed in charge of introducing the organization to the Host School. Once this has been done and the school has accepted being the Host School for the organization in its country they will appoint, with feedback from the school’s faculty members (administration, professors and students), a Root Trustee. They will now enter in a stand-by period until the Root Trustee presents its Local Seed’s candidates. Until then the Seed will stay in contact with the Host School and the Root Trustee. Is part of the Seed’s job to approve all candidates once they are submitted. Once all candidates have been approved the Seed will stay in contact only with the Root Trustee and no longer with the Host School. Its part of the Seed’s job to communicate with all Roots and to approve key issues for each event being held. They will always have the ultimate word on any matter whether if they have been involved in the decision making or the decision was already made, provided that their saying does not affect the Host School. All members from the Seed have previous experience to advice and inform to Local Seeds what they will be experiencing, and with this, mistakes can be avoided. During an 3 Unforeseen Situation it is the Seed’s job is to engage contact with the Host School. This would be when there is a decision where no compromise can be reached, or with any concerns a Host School might have 3

This will be a state given to a Root when there is a problem with the Host School’s decision and the Local Seed’s decision. In this case the Seed will contact the Host School director or vice versa to reach a compromise. Root Handbook • Seed • Revision 6


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with the Local Seed. On any other situation, contact protocol must be followed by the Root. Root Trustee With a recently established Root, the Seed will assign a Root Trustee. S/he should be a distinguished student from the Host School, appointed by the Seed, taking into consideration feedback from the school and an interview held with several candidates. Once s/he has been elected, s/he will have most of the control over the Root and has the final word on every decision taken as a Root. Part of the Root’s Trustee job is to form the Local Seed, electing a Senior Root Director and a Junior Root Trustee that comply with the conditions set by the Seed for each given role. The Root Trustee will be given a deadline for him/ her to submit the candidates, s/he must submit the correct form to the Seed in order for approval; if a candidate is denied, s/he will have 15 business days to submit a new candidate. The role that the Root Trustee has is mostly representing the Root at an international level and will be the only one to receive direct contact with the Seed and vice versa. S/he must respect the school policies and make sure that during eco events the school rules, policies and requests are complied by the staff in charge of the activity. On a Local Seed level, the Root Trustee must schedule at least one monthly meeting with the Senior Root Director, the Junior Root Trustee and the School Trustee. Its part of her/his job to keep informed all members of the Root with information the Seed provides. If the Seed should need information regarding the Root, his/her job is to provide an answer within 3 business days and vice versa. The Root Trustee will be given an email from the organization which will be: (first name)@ecoconferences.in, this will be the main contact line with the Seed. He will also be given the account for an email for the Root: (country)@ecoconferences.in.

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Senior Root Director The Senior Root Director is one of the most important roles in a Root. S/he must be of legal age at the country where the Root is located, and must have an effective means of transportation. It should be a person with experience in the Public Relations area or with the ability to attend sponsor meetings. Once the SRD is appointed, s/he must receive a “Press Speaking Course”. The Senior Root Director is the voice for eco International locally (S/he will address news stations, sponsor meetings and activities that involve the representation of the Organization) and must approve every material that will be published. The Senior Root Director is second in line after the Root Trustee on any Local Seed decision’s and events. If the Root Trustee isn’t present or the Seed asked him to step down, the Senior Root Director will be head of the Local Seed, until the Junior Root Trustee is prepared to lead the Local Seed. Junior Root Trustee The Junior Root’s Trustee role requires a person who can easily lead a group of people. S/he must be a distinguished student from at least 1 grade level below the Root Trustee. This is because, once the Root Trustee graduates from the Host School the Junior Root Trustee will be automatically appointed to become the new Root Trustee. As part of his term as a Junior Root Trustee, s/he must observe the Root Trustee’s tasks. Therefore when s/he becomes the Root Trustee s/he will be aware of what are the tasks to be completed and have a general idea of how to complete them. The Junior Root Trustee is in charge of the Root’s Environments. His/her tasks are approving new environments requests, as well as keeping contact with the Environment Directors in order to be informed of each Environment’s situation. The only contact Environment Directors will have with the Local Seed is through the Junior Root Trustee. If the acting Root Trustee where asked to step down, the Junior Root Trustee, will eventually take his place once the Seed approves it. Root Handbook • Seed • Revision 6


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Once the Junior Root Trustee is appointed to be the new Root Trustee, s/he has 2 options. The first option is to keep the original Senior Root Director. If this is the case, s/he must submit a new Junior Root Trustee to the Seed within a 30 business day period, and appoint the Senior Root Director the task to revise all Environments in order to state whether if they are kept or if there were any inefficient Environments that should be closed down. The second option is to develop a new Local Seed. In which case the new Root Trustee will be given a deadline by the Seed in which s/he must submit a candidate for the Senior Root Director and another for the Junior Root Trustee. In this case the Environments which were already developed will stay as they are until a the upcoming Junior Root Trustee revises the efficiency of the Environments. School Trustee The School Trustee should be a representative appointed by the Host School and the Root Trustee together, and does not require the Seed’s Approval, although it is the Root Trustee’s job to inform who is the person appointed. His/Her task will be to keep the Host School informed on each event by at least a meeting with the Host School’s administration once a month. Any meeting that the Host School asks to the School Trustee or vice versa should be scheduled at a time where the Host School’s administrative staff requesting the meeting, the School Trustee and the Root Trustee (or Junior Root Trustee), can all be present, any other person invited is to the Local Seed’s or the Host School’s discretion. The purpose of their participation in the event will be to ensure proper compliance with the standards set by the Host School in terms of philosophy, discipline and representation at any event done under the name of the organization, or in any other aspects of organization as eco International sees fit. Environment Directors Environment Directors are the leaders of each Environment. They are appointed according to different criteria. If a person has participated in any Root Handbook • Seed • Revision 6


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Root Event, s/he can fill out the Environment Request Form and submit it to the Junior Root Trustee. Once the Environment is approved, s/he has the freedom to develop the Environment and to report to the Junior Root Director. This is a required position if an Environment is present at a Root. Part of the Environment Director’s job is to keep its Environment alive and comfortable for everyone in it. They will receive tasks and requests from the Local Seed through protocol. If the case, where an environment becomes important, the Environment Director can request for a co-director using the Environment Aid Form. The Junior Root Director will revise the form and approve it. At any given time there can be an evaluation of the Environments efficiency, if that were the case the Environment Directors will be convened to a meeting to evaluate each Environments efficiency.

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Events eco International gives each Root the freedom to request as many events as they want to the Seed. Once the request is approved, the Local Seed may begin to plan the event. Each request has to be submitted to the Seed by the Root Trustee using the Event Request Form which will be in the “Forms” section in this handbook. Each Local Seed has the obligation to do an annual event which will be called eco#, the number that will go next to the word is the number of the conference being held. For example: if it is the first conference then its name will be eco1 and if it is the sixth conference its name will be eco6. This event must last 1 or 2 days and its date must be approved by the Seed. eco# must be held at the Host School and must be free of charge for all its participants. It must invite both public and private schools. This is the only event who must be free of charge and to which the Root must obtain its own money by either sponsors or loans the Senior Root Director can get. As part of the representatives of eco International your duty is to care for the development of each student and to help both the Hosting and participating schools in any way we can (event related). Our events will be a success once we have provided the tools to teach and inspired our participants into becoming environmental leaders, without letting their age draw them back. Do not feel limited to doing few events, if you must charge for an event an it is not requested to be free for participants you can. Think outside the box, you can go from workshops and small exchanges amongst schools to a big project such as a class to build houses with plastic bottles. Invite the schools to not feel limited to ask for the Root’s help in projects that we can give a hand.

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Host School The Host School refers to the School who has accepted a Seed’s offer to host eco International Events, as well as to have its students be part of the Root’s Structure. The Host School is the most important body at a Root, therefore the Seed gives the Host School the right to intervene in the Root provided that they follow the correct procedure as stated in this document and follow protocol for Unforeseen Situations. Unforeseen Situations: If the Host School considers that eco International is damaging the School in any way they are required to inform the Seed directly and immediate actions will be taken by a unanimous decision from the Host School’s administration and the Seed together. If a Host School considers that a person from any role is damaging the School in any way, they are free to try and solve the situation locally. If no solution is obtained, they can contact the Seed and they will take immediate actions. If the Host School cancels or denies to host one of the Organization’s Events with a notice of less than 4 months, the School should submit a reason for the decision to the Seed within 10 business days and vice versa via the Root Trustee. This reason will be emailed and published in a letter sent to all schools invited to the event. There will always be an effort to follow proper compliance with the standards set by the Host School in terms of philosophy, discipline and representation at any event done under the name of the organization, or in any other aspects of organization as eco International sees fit. In any way is the Organization’s purpose to damage the Host School in any aspect. Root Handbook • Seed • Revision 6


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Sanctions Fall Points are a way in which the Seed will limit Roots to do events or any other activity depending on their amount of points. A Root will start with zero (0) points, and will accumulate points for the situations mentioned bellow. The Seed will not deny any approved events or activities to a Root with zero (0) points, but once they accumulate points, there will be times in which requests will be denied, not because the event is not promising but because of the amount of points a Root has accumulated. Once a Root has reached a total of seventy-five (75) points they will receive a warning and start from zero (0) again. If a Root has reached the limit (75 points) for a third time, the Seed will place the Root in a “Conditional Representation” status, in which case if the Root reaches thirty-five (35) points the Seed will take immediate action and the possibility of closing down the Root will be revised. This action will be taken if the members of the Seed and the Host School by unanimous decision, agree that the Root is only damaging eco International and the Host School’s image. Every 4year the Seed will revise the points.

Fall Points Fall Points will always be given to a Root and not to an individual. In this section you will find only the most predictable sanctions that could happen to a Root, although we expect that they do not occur at all. Sanction Description Doesn’t meet a deadline

An year in eco International will start in May and finish in April. Root Handbook • Seed • Revision 6 4

Fall Points 2


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Sanction Description

Fall Points

For each 5 days late before dateline

1

Published material not signed by Senior Root Director

5

Canceling the event “eco#”

70

Failing to follow instructions given by the Seed

10

Failing to follow the final decision stated by the seed

20

Unaccepted behavior during representation of the organization

30

Unaccepted language used in any means of communication

50

Failing both to give and inform valid funding sources (sponsors)

10

Not complying with the Event’s agenda

5

The Seed may sanction with an undefined amount of Fall Points any other situation, that they consider to be unacceptable and damaging for any purpose related to the progress of the Root, of the organization and of the Host School.

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Forms h t t p s : / / w w w. d r o p b o x . c o m / s h / b v q t e t v p s x 8 5 x 5 r / L P v y M T S p q 6

The contact with the Seed is not limited in any way for Roots, in order to facilitate the contact with the Seed, there are forms that are used for specific situations that could or will be presented to a Root. The Root Trustee must write or receive the form, revise it and send it to his/her Seed contact. This page has a brief explanation of what each form is used for and who is allowed to use it, you can find the forms by following the link above. Senior Root Director Form This form must be used by the Root Trustee to submit the candidate for the Senior Root Director of a Local Seed. Junior Root Trustee Form This form must be used by the Root Trustee to submit the candidate for the Junior Root Trustee of a Local Seed. Environment Request Form The Junior Root Trustee is in charge of making this form available for everyone involved in eco locally. This form must be filled out and turned into the Junior Root Trustee by anyone who wishes to create an Environment. Environment Aid Form This form can be used by the Environment Director when s/he considers it necessary to have a co-director in his environment and must be submitted to the JRT. Event Request Form This form must be used by the Local Seed each time an event is planned. An event can not be planned unless the seeds approves the information on this form.

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Handbook