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1ST LIVE MEETING OF EGEA TC 2017 - 18 27. – 29. 10.2017 Bamberg

The European Geography Association for students and young geographers Faculty of Geosciences, Utrecht University, P.O. Box 80.115, NL-3508 TC Utrecht t: +31 31 2539708 f: +31 30 2540604 e: egea@egea.eu w: www.egea.eu


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List of participants and hosts Participants from EGEA TC Bence Sรณlyom Henry Irmer Lorina Schudel Lukas Bรถsl Mike Dumitrescu Nora Hilbert Petronela Bordeianu Valentina Vrhovec Hosts from EGEA Bamberg Corinna Peleikis Ines Stadler Janina Storjohann Simon Lange Toni HimmelstoรŸ

Minute taker: Lukas Bรถsl

The European Geography Association for students and young geographers Faculty of Geosciences, Utrecht University, P.O. Box 80.115, NL-3508 TC Utrecht t: +31 31 2539708 f: +31 30 2540604 e: egea@egea.eu w: www.egea.eu


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Agenda List of participants and hosts.......................................................................................... 1 1. Opening ................................................................................................................... 4 2. Get to know and ice breaker games ............................................................................ 5 3. Teambuilding exercise ............................................................................................... 5 4. Look back and forward .............................................................................................. 5 5. Evening program on Friday ........................................................................................ 5 6. Open calls for trainers ............................................................................................... 6 7. Energizers collection .................................................................................................. 7 8. Trainer certificates .................................................................................................... 7 9. Training 1 – Improv theater ....................................................................................... 8 10. City tour ................................................................................................................. 9 11. Training 2 – communication issues............................................................................ 9 12. Training 3 – Conflict resolution ................................................................................11 13. Workshop standards ...............................................................................................11 14. Evening program on Saturday .................................................................................13 15. Project work time ...................................................................................................14 E-groups dynamics ...................................................................................................14 Project management training .....................................................................................16 16. Training 4 – Body language .....................................................................................16 17. Random and missed topics ......................................................................................16 Budget 2018 ............................................................................................................16 Standards for open calls ............................................................................................17 External trainers .......................................................................................................17 Evaluation of the wall of papers .................................................................................17 18. Feedback round .....................................................................................................17 EGEA (HR)TC from 2008 - 2017 .................................................................................. 1 Achievements until the beginning of the TC year 2017 - 18 ........................................... 2 Project updates ......................................................................................................... 3

The European Geography Association for students and young geographers Faculty of Geosciences, Utrecht University, P.O. Box 80.115, NL-3508 TC Utrecht t: +31 31 2539708 f: +31 30 2540604 e: egea@egea.eu w: www.egea.eu


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Steps in preparing e-meetings .................................................................................... 6 EGEA TC policy paper 2017 / 18 ....................................................................................10 I. New EGEA trainers ................................................................................................10 II. Training and workshop quality ...............................................................................10 III. Internal communication and knowledge management ............................................11 IV. External communication & PR ...............................................................................11 V. Funding of trainings ..............................................................................................12 VI. EGEA mentoring program .....................................................................................12 VII. Impact of trainings within EGEA ..........................................................................13 VIII. Awareness of Human Resource strategies in EGEA ...............................................13 IX. Member inclusion and development ......................................................................14 EGEA TC group contract 2017 / 18 ................................................................................15 I.

Our common understanding of EGEA TC’s purpose................................................15

II. Common agreement on how we want to work within EGEA TC...............................15 III.

Obligations for TC members.............................................................................15

IV.

Additional obligations for representatives ..........................................................15

V. VI.

Aims and projects of EGEA TC .............................................................................16 Informal and additional agreements .................................................................16

The European Geography Association for students and young geographers Faculty of Geosciences, Utrecht University, P.O. Box 80.115, NL-3508 TC Utrecht t: +31 31 2539708 f: +31 30 2540604 e: egea@egea.eu w: www.egea.eu


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1. Opening Mike and Lukas gave some introduction words and gave an overview about the agenda of the next days. Agenda of the live meeting

Friday

Saturday

Sunday

09.00-10.00

Breakfast

Breakfast

10.00-11.00

Energizer Collection

11.00-12.00

Trainings Certificat

Project Worktime

12.00-13.00

Training 1

Training 4

13.00-14.00

Lunch

Lunch

08.00-09.00

Random and Project Worktime missed topics

14.00-15.00

Opening

15.00-16.00

Get to know Games

City tour

Feedback round

16.00-17.00

Teambuilding Game

Training 2

Closing

17.00-18.00

Look Back and Forward

Training 3

18.00-19.00

Dinner

Workshop Standards

19.00-20.00 20.00-23.00

Project Worktime

Dinner Evening Program

Evening Program

The European Geography Association for students and young geographers Faculty of Geosciences, Utrecht University, P.O. Box 80.115, NL-3508 TC Utrecht t: +31 31 2539708 f: +31 30 2540604 e: egea@egea.eu w: www.egea.eu


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2. Get to know and ice breaker games We shared some of our favorite get to know games with each other. They are stored in the internal drive in the folder Training Toolbox.

3. Teambuilding exercise Mike introduced us to a team building exercise. It got stored in the internal drive in the folder Training Toolbox.

4. Look back and forward Lukas gave a short overview about the history of EGEA (HR)TC and the achievements in the last year, and since the AC. The presentation can be found in the appendix in EGEA (HR)TC from 2008 - 2017. The presentation about the achievements since the beginning of the years can be found in the appendix in Achievements until the beginning of the TC year 2017 - 18. All project leaders prepared an update on their project. Mike and Lukas presented the updates for the project leaders who could not make it to Bamberg. The presentations can be found in the appendix in Project updates Mike lead the looking forward session. All participants wrote down 3 aims they want to reach within TC in the next year. They got divided into tandems and each tandem partner choose 1 aim she/ he wants to update her / his partner regularly.

5. Evening program on Friday After a wonderful dinner prepared by EGEA Bamberg we had a game evening prepared by EGEA Bamberg.

The European Geography Association for students and young geographers Faculty of Geosciences, Utrecht University, P.O. Box 80.115, NL-3508 TC Utrecht t: +31 31 2539708 f: +31 30 2540604 e: egea@egea.eu w: www.egea.eu


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6. Open calls for trainers The organizer of three EGEA events were looking for trainers, we discussed who from EGEA TC could deliver a training on the events. 17.11. FundComm – Persusation Skills, Sales Skills – Helsinki No one from EGEA TC can come to this event. Petro suggested to ask an Alumni from EGEA Helsinki she knows. Lukas did contact him. 17. – 19.11 West CP Training – Topic open for suggestions – Innsbruck Also for this event no one from EGEA TC could join. Lukas informed Swen we cannot provide a trainer. 30.11. or 1.12. OSM – Training for the Committee reps - Warsaw Valentina and Lukas can deliver a training on committee management. We decided it will be best to sit down together and to develop a new training format for committee reps. Pietu and Anselm got informed about this.

The European Geography Association for students and young geographers Faculty of Geosciences, Utrecht University, P.O. Box 80.115, NL-3508 TC Utrecht t: +31 31 2539708 f: +31 30 2540604 e: egea@egea.eu w: www.egea.eu


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7. Energizers collection We shared some of our favorite energizers with each other. They are stored in the internal drive in the folder Training toolbox.

8. Trainer certificates Mike lead a session about trainer certificates / levels. Outcome: EGEA will have 2 levels of trainers. “EGEA junior trainer” and “EGEA trainer” Level Requirements to reach this level

Additional

Junior trainer 1. Successful participation in an EGEA TNT or by EGEA TC recognized TNT. OR 2. Delivery of an exemplary training session and demonstration of basic understanding of training design and facilitation. (Can vary from each application for recognition) • Should be provided a mentor to support the growth as a trainer. • Have to share their training designs (XXXX weeks) upfront with TC. An experienced trainer checks the design and gives feedback. TC reps must be informed who check the design. • Must have a debriefing session. Best with the trainer checking their design or the mentor. Again the reps must be informed about when the meeting does happen.

Trainer Has to be defined by the working group + approved by EGEA TC.

Can be chosen as a mentor by junior trainers, if they want to. (TC reps must be informed) • Should upload training designs upfront (to get feedback and to feed the EGEA Training library) • Are invited to have debriefing sessions.

Next steps Mike will open a working group on the topic to get the open questions clear (like the requirements to reach the level “EGEA trainer”). Background information: We decided not to have 3 levels of trainers (additionally EGEA senior trainer), as we want that all EGEA trainer levels can be reached within the time the trainer is active in EGEA. The EGEA senior trainers would basically be the EGEA trainers who decide to work professionally as trainers. Those trainers anyways need to qualify themselves outside of EGEA. EGEA trainers who do work professionally as trainers should be preferred as mentors for Junior Trainers.

The European Geography Association for students and young geographers Faculty of Geosciences, Utrecht University, P.O. Box 80.115, NL-3508 TC Utrecht t: +31 31 2539708 f: +31 30 2540604 e: egea@egea.eu w: www.egea.eu


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9. Training 1 – Improv theater Lukas led an introduction session to Improv theater. Exercise 1. Billy, billy (https://improwiki.com/en/wiki/improv/bunny_bunny) 2. Zip-Zap-Zop (https://improwiki.com/en/wiki/improv/zip_zap_zoop) 3. „You!“ (Not „You“ from improwiki. PAX stand in a circle and point at each other saying “you”. Then they take to location of the PAX they pointed to) 4. Walk through the room a. Without task (just feel inside you) b. Change speed level (Speed levels 1 – 10) c. Different body parts leading the movement (planed but not enough time) 5. „I have a gift for you“ (Partner A gives an invisible gift to B without saying what it is, partner B has to say what the gift is) 6. „Transformation circle“ (Without saying something, the PAX pass one invisible object and transform it on the way) 7. „I am a tree“ (https://improwiki.com/en/wiki/improv/i_am_a_tree) 8. „Machine“ (https://improwiki.com/en/wiki/improv/machine) (planed but not enough time) 9. „Count to 21 as group” (all PAX in a close circle, all with eyes closed)

Improv principle / aim. Warm up Stop thinking Sending (clearly) and (being ready for) receiving Connecting with the room and yourself

“Name it!” (Establish something new) Receive and create something new out of it. Create something together Support the others Connect with others / magical group moment

He added this short introduction training to the drive folder “Training toolbox” in the document Improv theater exercises.

The European Geography Association for students and young geographers Faculty of Geosciences, Utrecht University, P.O. Box 80.115, NL-3508 TC Utrecht t: +31 31 2539708 f: +31 30 2540604 e: egea@egea.eu w: www.egea.eu


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10. City tour We had an amazing city tour by EGEA Bamberg.

11. Training 2 – communication issues Nora lead a training on communication issues within the group. Introduction exercise: “Traffic jam”. The PAX are spilt into 2 groups. On the floor is a row of doormats, 1 more doormat than PAX. Now group A stands on the mats on the left side and group B on the right side. The PAX are only allowed to look to the opposite side of the row and may never look back. (Also not, after having passed the middle doormat). Now both groups need to change sides, so group A ends up on the right end and group B ends up on the left end.

The European Geography Association for students and young geographers Faculty of Geosciences, Utrecht University, P.O. Box 80.115, NL-3508 TC Utrecht t: +31 31 2539708 f: +31 30 2540604 e: egea@egea.eu w: www.egea.eu


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1. 2. 3. 4. 5.

Rules for the game: The PAX may never step down from the doormats. On no doormat may be two PAX. It is forbidden to overtake a team mate. The only way to move forward is to go to an empty doormat, if a. The empty doormat is right in front of the PAX b. The empty doormat right behind a PAX from the other group (So only PAX from the other team can be overtaken, but only 1 PAX per time.)

We played this game a few times but did not manage to succeed. Then we sat down next to doormats and analysed the game. After an analysis of the difficulties, everyone had time to think the game through again and we had a common brainstorming. Then we played the game again and succeeded at the first try. Analysis of the game Difficulties Not to be able to see everything Missing the overview

Not to be able to participate from the end position / little possibility to influence the process No possibility to undo the last step -> no error allowed Uncertainty, if the task can be done Unclarity, what the personal aim actually is No planning and thinking things through in the beginning

Ways to overcome the difficulties Others became my eyes by telling me what’s happening To sit outside for some time (to be on the balcony) allowed to build a mental map and to change the perspective All did participate as we waited and listened to everyone. PAX only stepped forward after the whole group agreed. We didn’t need to undo any step as we were more careful before making the step. We got motivation to believe it is possible We got asked what our aim is and found clarification. After the break we did plan.

Take home insights for our committee work: Difficulties derive when … - We are not aware what our goal, position and task is - people do not have an overview about what is happening / what has been communicated  We must make good use of the Slack group to keep everyone updated - we do not know the aim of the others  Do we know what motivates everyone in TC to attend meetings? - we discuss things without trying to understand the other side.

The European Geography Association for students and young geographers Faculty of Geosciences, Utrecht University, P.O. Box 80.115, NL-3508 TC Utrecht t: +31 31 2539708 f: +31 30 2540604 e: egea@egea.eu w: www.egea.eu

• • • • •

Everyone is motivated when they know it will work Also in our committee / project we must make sure everyone knows what the aim is Even with the same goal, we might have different ideas on how to approach it We can only reach our aim with everyone included and actively participating  Common accountability No one knew the perfect solution from the start. It just became clear after discussing with each other and thinking things through.


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 Listen and think what the other person is saying, even if you do not agree in the beginning

• •

We should listen to people’s opinions in projects / teams / take their ideas into account. Or explain until they understand. It should not matter who makes a proposal. We all have the task to listen to the other’s proposal and then choose the best option to fulfil the task. In good teams the leading role can change  Adaptive leadership

12. Training 3 – Conflict resolution Valentina lead a training on conflict resolution. Introduction exercise: “Moneys and the cookie”. The PAX pretended to be monkey, which only can make animal noises. The trainer then brought a cookie and the PAX had to decide without speaking how the cookie will be divided. Valentina gave a short introduction to a simplified model of steps to successful conflict resolution. 1. Create understanding for the other side (What are the intentions and the interests?) 2. Facilitate communication among both parties (to check, if both sides understand the other side’s intentions and interests) 3. Facilitate common brainstorming. 4. Identify possible solutions with both parties. Practice exercise: We split in two groups. Group A represented the BoE, which would like to ban alcohol from EGEA congresses. Group B represented the congress PAX who would refuse such a ban. Valentina has been the mediator leading us through the discussion. It worked quite well, we could come to compromises both sides can live with. The only unresolved point has been how to deal with BDC.

13. Workshop standards We split up in 4 teams, Team A, B, C and D. In three rounds the teams had to answer 3 questions. 1. What does a good workshop characterize? 2. What can EGEA TC do to support workshop leaders to prepare and hold a good workshop? 3. If EGEA TC cannot help to achieve this quality characteristics, who else could?

Outcome 1: Good workshop characteristic “Good” outcome - Reached by the work with PAX, not pre-established by WS leader. - Concrete and relevant to the WS topic

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EGEA TC / other body involvement WS leader / SciComm (for sharing outcome) / EG (for sharing outcome) / Orga team (when setting the expectations toward the WS leader)


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-

Does include a take home message Motivates PAX to research more on the topic - Is shared with others Participants are “owners� of content -> Create the outcome Design is orientated on existing skills of PAX WS takes advantage interculturality within PAX Also WS leader learns something PAX come prepared for the WS Communication and energy is balanced (everyone is included) PAX come back motivated (after a break / next day) WS is well structured WS has a practical applied part PAX are empowered with knowledge and methods Makes PAX get to know each other & get EGEAnized Times is used wisely Design allows space for creativity WS aim / topic of very clear at the beginning PAX get activated from the start WS leader is an expert on the topic

Outcome 2:

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Teach the difference between a lecture and a WS Train assessment skills Teach methods / raise awareness Train self-reflection and feedback WS leader / PAX / orga team Train communication and facilitation skills Train motivational skills + good design Train WS design Check design upfront WS leader / orga team Teach good methods Share get to know games + energizer Train time management Check design upfront Teach good methods, train facilitation skills Train planning skills Train motivational and interpersonal skills WS leader / orga team


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Conclusions: EGEA TC can actually support WS leaders in various ways. We could meet with them online, have training events with them and prepare them on the spot for their task. We should WS leader preparation high on our priority list. Next steps: We will request a session on the topic on the Winter OSM to talk about the topic with all congress organizers, the BoE and the regional teams.

14. Evening program on Saturday We had a wonderful tour to the underground beer cellars of Bamberg and later played some games with EGEA Bamberg

The European Geography Association for students and young geographers Faculty of Geosciences, Utrecht University, P.O. Box 80.115, NL-3508 TC Utrecht t: +31 31 2539708 f: +31 30 2540604 e: egea@egea.eu w: www.egea.eu


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15. Project work time We did divide into two groups, to work on two projects

E-groups dynamics Lukas (moderator), Nora, Petronela and Lorina Aims of the E-groups team As this has been the first meeting of the team, we started with identifying our common aims. • •

Empower leaders of virtual teams by helping them on how to get their work started Empower facilitators of e-meetings o Raise awareness about characteristics of ‘good’ e-meetings o Support them in identifying what they need to prepare upfront, do during the meeting and after the meeting to make their e-meeting a ‘good’ one and to constantly learn more about the dynamics of e-meetings. Support better “onboarding” of e-group members o Raise awareness about the challenges connected to remote work o Identify and promote ways to overcome the lack of communication opportunities o Identify and promote methods for better inclusion of members Identify and promote good / better tools for the transition

What do participants of e-meetings need to be “part” of the e-meeting? • •

• • • • • • • •

• •

Invitation to join Clear understanding of what is expected of them o When they join the committee o Upfront the meeting (clear agenda with sufficient background information provided) o When the meeting begins and during the meeting The feeling to be welcome and valued The feeling their perspectives and ideas are welcome and requested The chance to read the agenda (far enough) in advance The opportunity to influence the agenda The opportunity to give input / to make comments upfront (Especially, if they cannot make it to the meeting) Sufficient background information is provided, so they can join every discussion (without having to search the information for long) The opportunity to actively participate in the meeting Clarity about the (unwritten) rules of the meeting o When is what kind of input appropriate? o How can they join the discussion? o E.g. “X” ( for a question) and “(y)” (for showing agreement) Their participation is appreciated o At the beginning of the meeting (E.g. “great you all are here”) o At the end of the meeting (E.g. “Thanks for taking part in the meeting”) They have the technology to join the meeting

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o o

Technology is chosen everyone can join Technology is tested by the PAX upfront (possibly in a personal first meeting with the group leader) • A technology is chosen that allows as much personal contact as possible o Video chats as preferred option, if possible (possibly with supportive technology for easy sharing of extra information and option that may PAX can give written input at the same time) • The communication on the meeting is balanced o PAX to PAX communication is possible and promoted o All PAX are included in the communication • The opportunity to give input / to make comments afterwards (Especially, if they cannot make it to the meeting) Actions e-group leaders need to do to make an e-meeting a good e-meeting We brainstormed about what steps needed to be made by e-group leaders. We came up with a list of 25 steps. We thought about reviewing these steps some time later and then possibly use them for a training tool box for committee reps. Those steps can be found in the appendix in the chapter Steps in preparing e-meetings. First ideas for a training for e-meeting facilitators in EGEA We started to think about how a training for e-meeting facilitators, e.g. on the meeting of the committees before the OSM. What PAX can we expect / what would be their needs (on the meeting of the committees)? • • •

PAX who participated in e-meetings before (possibly (only) good ones, possibly (only) bad ones) PAX who need to facilitate e-meetings themselves PAX who have facilitated one / two / (three) e-meetings themselves already  PAX who already faced first challenges and problems

Aim of such a training • •

Support the PAX in improving their e-meetings Raise awareness among the PAX o About the importance of e-meetings for EGEA committees. (Especially as resource of motivation for the onward work) o That the needs of the PAX of such meetings might not be the needs of the facilitators Vision: PAX of the training get empowered to make e-meetings fulfilling for pax and reps

First ideas on a possible design Method - Let PAX walk around in pairs and talk … o The first e-meeting they participated o The first e-meeting they facilitated -

….

The European Geography Association for students and young geographers Faculty of Geosciences, Utrecht University, P.O. Box 80.115, NL-3508 TC Utrecht t: +31 31 2539708 f: +31 30 2540604 e: egea@egea.eu w: www.egea.eu

Aim - Raise awareness about variety of meeting facilitation - Raise awareness that they all face similar challenges and problems -


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Project management training Marina (moderator, via Skype), Henry, Bence, Mike The minutes of this meeting can be found on the drive in the project folder.

16. Training 4 – Body language Mike gave a training on body language. The training focussed especially on eyes and on how to tell, if a smile is real or not. Introduction exercise: Mike started with showing two pictures, each showing one person smiling. The PAX had to identify the person with the real smile. He then gave a short theoretical input on how to identify a real smile. 1. Eye cover fold drops, because of the contraction of the „orbicularis oculi“ muscle 2. The Duchenne Smile = mouth and eyes muscle are involved Practice exercise 1: Next Mike showed more pictures of people, once wearing a real and one wearing a fake smile. The PAX had to identify the pictures with the real smile. Practice exercise 2: As final exercise Mike gave out DIXIT cards to the PAX. The PAX were divided in pairs and one group of 3 PAX. In each group one PAX had to select one DIXIT card, without showing it to the other group members, and sense which feeling the card awakens in her / him. The Pax should really get into that feeling and try to express it just by sitting on a chair. No movements, besides small movements of the head and face, had been allowed. The other group members were asked to observe the PAX very closely and to write down their observations. What feeling could they read from the face and which observables lead to this conclusion? Then another group member expressed a feeling and we shared all observations in the group.

17. Random and missed topics Budget 2018 BoE 2017 / 18 plans to invest 2.000 € in soft skill trainings. We can propose to them on how to invest that money. We identified 5 categories Training category A. Trainings to get new soft skill trainers in EGEA - EGEA TNT 2018

The European Geography Association for students and young geographers Faculty of Geosciences, Utrecht University, P.O. Box 80.115, NL-3508 TC Utrecht t: +31 31 2539708 f: +31 30 2540604 e: egea@egea.eu w: www.egea.eu

Amount 600 € (4 x 150 € of cost reimbursements for trainers)


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B. Trainings to improve workshops and trainings in EGEA - Workshop leader Training - Train the Trainer C. Trainings to empower EGEA CPs - CP Weekends 2018 D. Trainings to empower other EGEA leaders - Project Management Training - Team Management Training (for BoE + RCPs) E. Buffer and budget for training material Total

250 €

400 € (4 x 100 € for one CP WE in every region) 600 € 150 € 2.000 €

Standards for open calls Due to time reasons we did not talk about this for long. Mike just explained there should be some consistency in the open calls for trainers. We will talk about this on the next e-meeting. Here is a first draft for a template for open calls.

External trainers Also here, just some short discussion about how external trainers should be included in the trainings in EGEA. Unfortunately we did already make some negative experiences with external trainers, both EGEA Alumni and a trainer from another association. Both did first apply as a trainer and then cancelled. The EGEA Alumni cancelled last minute and had not been communicating with his co-trainer in the weeks before. We concluded that external trainers should only be invited as co-trainers, if there is also an EGEA trainer leading the training. And that we should address the expectations to the external trainer very clearly.

Evaluation of the wall of papers During the whole weekend the draft of the EGEA TC policy paper 2017 – 18 and the EGEA TC group contract 2017 – 18 had been pinned on a wall, so everyone could give input. We had a look at all documents again and reviewed the comments. The documents and the comments are attached in the appendix in the chapter EGEA TC policy paper 2017 / 18 and EGEA TC group contract 2017 / 18.

18. Feedback round Personal feedback

The European Geography Association for students and young geographers Faculty of Geosciences, Utrecht University, P.O. Box 80.115, NL-3508 TC Utrecht t: +31 31 2539708 f: +31 30 2540604 e: egea@egea.eu w: www.egea.eu


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We gave written feedback to all EGEA TC members present on the Internal weekend, and to some more active members who could not come. We also gave written feedback to EGEA Bamberg. Training feedback We gave feedback to the training leaders in a 360° feedback round.

The European Geography Association for students and young geographers Faculty of Geosciences, Utrecht University, P.O. Box 80.115, NL-3508 TC Utrecht t: +31 31 2539708 f: +31 30 2540604 e: egea@egea.eu w: www.egea.eu


1 EGEA (HR)TC from 2008 - 2017

Back to 4. Look back and forward.


2 Achievements until the beginning of the TC year 2017 - 18

Back to 4. Look back and forward.


3 Project updates

Back to 4. Look back and forward.


4

Back to 4. Look back and forward.


5

Back to 4. Look back and forward. To 5. .


6 Steps in preparing e-meetings


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Those steps can also be found in the drive. As pptx. and as PNGs. Back to E-groups dynamics.


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EGEA TC policy paper 2017 / 18 Here the draft of the EGEA TC policy paper with the comments from the live meeting.

I. New EGEA trainers Background: The spine of TC are the EGEAns willing to deliver trainings. To offer every EGEAn the opportunity to gain the knowledge and skills a trainer needs is our main mission and biggest interest. Therefore, it is one of our primarily aims to gain new trainers in EGEA. Vision: All members of EGEA have access to high quality and affordable TNTs. The EGEA Trainer Pool (a database of EGEAns able to deliver trainings) give is constantly growing. Action plan: • Organize at least one EGEA TNT in 2017 / 18. • Cooperate with other student associations, so also other TNTs are accessible for EGEAns. We especially want to continue the cooperation with IAAS and AEGEE on this topic. • Furthermore we want to continue the cooperation with our partner Zerogeneration. So EGEAns can attend the Youth Trainer Academy (YTA).

Comments and suggestions YTA by Zerogeneration is an event open for PAX from all associations. It should be checked how big the benefit of a cooperation with ZG for EGEA actually is. Possibly more benefits, like e.g. a discount PAX fee, might be possible.

II. Training and workshop quality Background: We feel obligated to offer good quality trainings and to support trainers and workshop leaders in their session design. It is in our interest to define standards in trainer education. Vision: The quality of trainings by EGEA trainers is widely recognized, within our association and in our partner’s associations. Defined standards and guidelines support trainers and workshop leaders in their work and provide transparency on their work. Action plan: • Define standards for an EGEA TNT. • Define standards for the three certifications “EGEA junior trainer”, “EGEA trainer”. • Define expectations towards (external) trainers on EGEA trainings. This does include expectations towards the communication to TC, reliability towards deadlines set by TC, training design, implementation and evaluation. • Organize two internal training weekends

Comments and suggestions The level “EGEA senior trainer” has been deleted. It should be added that EGEA TC has the mandate to ensure good training quality within EGEA and that BoE 2017 – 18 supports TC in fulfilling its task.


11 III. Internal communication and knowledge management Background: Good communication within the team is the very basis for efficient and fun work within the team. It is the committee representatives duty to constantly foster good communication towards the members and among the members. Vision: Internal communication is characterized by trust, recognition and transparency. All members are well informed about all topics of their interest. Informal communication within the committee is fostered to make TC a committee all members feel welcome and included. Action plan: • All information regarding TC is stored on the Slack group or the google drive. Members are provided access to all files where information of their interest is saved. • The google drive files and the Slack channels are well structured and kept up to date. • A google calendar with all meetings of the committee is managed by the representatives and shared with all interested members. • The representatives foster informal communication within the committee, include time slots on meetings for informal communication. • Information is shared as soon as possible with committee members and deadlines are set far in advance, if possible. • Achievements and progresses are recognized and celebrated within the committee. The representatives include time slots on meetings for this and make achievements and progresses visible. • Minutes and documents on the drive account are well used to store knowledge.

Comments and suggestions

IV. External communication & PR Background: We are obligated to keep all members of EGEA and especially the Vice-President updated on our work. Good communication to our partners, prospective partners and potential TC members is in our strategic interest. Vision: All EGEAns are well informed about the work of TC. Especially to the Board of EGEA and the Vice President in particular we do have a good communication in the spirit of cooperation. All EGEAns do recognize the value of soft skill trainings and TC’s work. EGEA TC does have a strong and lively network of partners. Action plan: • The representatives work to build up, maintain and develop a network of partners. This network does include Training Committees of other associations but can include other bodies, like the EGEA Alumni community. • We plan the EGEA TC year in advance and communicate this to external bodies, especially towards the Board of EGEA and the Vice President. • EGEAns, interested in the work of TC, are informed regularly via the EGEA TC newsletter. • The work of TC is presented on different channels to whole of EGEA. This does include posts on the EGEA website, the EGEA facebook group, articles for the EGEA newsletter and promotion on the EGEA congresses. • Members of EGEA TC, preferably the representatives, attend external training events and strategy meetings of TC partners to network for the committee.


12 All trainings of EGEA TC are evaluated and testimonials from participants are collected, so trainers can reflect their work and we can present positive feedback to the outside.

Comments and suggestions

V. Funding of trainings Background: Trainings cannot be realized without sufficient funding. We feel obligated to offer all EGEAns the opportunity to participate at trainings at an affordable price, so we try to avoid high participation fees or participation fees at all. In order to do so we must look for a diverse funding of trainings. Vision: There is a stable, diverse and sufficient funding for soft skill trainings in EGEA. Action plan: • Communicate and show the value of soft skills trainings to Board of EGEA, which is managing the EGEA budget. • Develop a fundraising strategy and promotional material addressed to prospective sponsors. • Investigate in opportunities to apply for grants for our trainings events. • Cooperate with partners that could help us to access external funding. • Network with EGEA Alumni as they are promising linking points to prospective sponsors. • Search for and collect ideas on alternative ways of funding of training events.

Comments and suggestions There should be more clarification about the grants interesting for us. Especially E+ KA1 should be mentioned, as this grant aims to support trainings and trainers.

VI. EGEA mentoring program Background: With the EGEA mentoring program we connect EGEA Alumni with current EGEA members to foster knowledge exchange and support among different EGEA generations. The EGEA Mentors do support the Mentees on topics related to master the final stage of their studies, to enter the job market, personal development and other requested topics. Vision: Every EGEAn is aware of the possibility to get mentoring. The Mentor’s group does grow in members and experience. The mentor mentee tandems are well supported by good organization of the program and the facilitation of live meetings Action plan: • The representatives consult transparent and far in advance with the EGEA mentors about the implementation of the program. • The representatives promote the Mentoring Program on different channels within EGEA. This does include posts on the EGEA website, the EGEA facebook group, articles for the EGEA newsletter and promotion on the EGEA congresses. • We have two open calls for mentors, for mentees and two matching meeting. • We have two live meetings of the mentoring program. One from 8 – 10 December 2017. One in spring. • We have two evaluation rounds to reflect and improve the program.


13 There is a short pitch (small, crisp presentation 1-3 Minutes) at every congress. Why Mentoring, from whom, how does it work and what are your personal benefits. Ideally given by an active or past Mentor or even better Mentee. If that’s too much, at least at the AC.

Comments and suggestions

VII. Impact of trainings within EGEA Background: Our mission is to create and promote opportunities for soft skill development within EGEA, we aim to increase our impact on these aims constantly. Vision: Soft skill trainings are a well-established part of EGEA. EGEA TC does support EGEAns in their personal development and offers training on requested topics. Soft skill trainings and hard skill trainings are linked, to increase the efficiency of the training. Good cooperation with partners inside and outside of EGEA help us to increase our impact. Action plan: • The representatives reach out to congress organizer, RCPs, the Board and other bodies to implement soft skill training sessions on existing EGEA events. Like congresses, Newbie Weekends, CP Weekends, OSMs. • We organize additional training events like the EGEA TNT. • We prepare workshop leaders of congresses for their tasks, whenever the congress organizers ask us to do so. • We aim to organize a preparation weekend for congress workshop leaders. • We cooperate with the Fundraising Committee on a joined fundraising training, where EGEA TC will focus on soft skill training. • The representatives reach directly or via the regional teams out to the EGEA entities to raise awareness that all EGEA entities can ask for support regarding HR and can ask for trainings for their entity. • We seek for opportunities to cooperate with partners to increase the impact of our trainings. • EGEA TC does cooperate with the Vice President on the VP project called “Impact of EGEA”.

Comments and suggestions The name has been changed from “Impact of the trainers group” to “Impact of trainings within EGEA” as the term ‘EGEA trainers group’ is not defined. The part of the WS leader preparation has been rewritten. The WS leader preparation, if requested by congress organizers, has been added. The WS preparation weekend aim has been rewritten.

VIII. Awareness of Human Resource strategies in EGEA Background: After the dissolution of HRTC, TC’s precursor, no official body of EGEA does have a clear mandate to work on HR. We see TC as a suited body to fill this gap and support all bodies of EGEA in regards of human resources. Vision: Best practices of Human Resources are collected and shared by EGEA TC. A conclusive HR strategy for EGEA is developed and improved. Action plan:


• • • • •

14 Investigate on various HR topics and develop guidelines for the work within EGEA. Topics will be but are not limited to Best practices for virtual teams. Integration of Newbies and new committee members. Enrich the outcome of the investigations with literature reference to raise the research quality and raise the acceptance of the outcome. Summarize the outcome of the investigations in a conclusive EGEA HR Strategy.

Comments and suggestions This section needs to be rewritten completely. The background is not convincing. The ‘Vision’ is not a real vision. And as there is no real vision, the action plan cannot be evaluated.

IX. Member inclusion and development Background: Our members are the heart and soul of TC, to take care of them is the prior duty of the representatives. We feel highly obligated to support every TC member in finding her / his place within the committee and to include every member in our committee. The representatives are aware that every member has different resources regarding time, motivation and skills and try act accordingly. Vision: TC is a place all members are well included and have the chance to contribute on the way they want to. Personal development and engagement is fostered by the representatives. Action plan: • The representatives have vision meetings with all members to understand how the members want and can contribute to the committee. On those meetings the representatives and the members consulate of how the member could be involved best and what the personal aims of the member within TC are. • We write a group contract • The representatives have evaluation meeting with the members to evaluate, if their personal aims have been fulfilled and if their aims have changed. • The committee representatives offer learning opportunities for members by delegating tasks, investigating in cooperation with the members on new committee tasks and supporting members in their tasks. • The representative foster an open communication and are transparent on their work, so team members can learn from the current practices and help to improve the current practices.

Comments and suggestions

Back to 17. Random and missed topics, Evaluation of the wall of papers. To 18. Feedback round.


15

EGEA TC group contract 2017 / 18 About this contract: Of course this is no official contract, it rather is a guideline which shall help us to work within EGEA TC in a way every member feels comfortable with. By acknowledging this contract we acknowledge the values and common agreements it is based on.

I. Our common understanding of EGEA TC’s purpose •

II.

In our understanding EGEA TC has the purpose to foster the personal development of EGEAns. This includes ourselves, as we wish to develop ourselves as individuals and as a team. We offer support to all EGEAns and feel especially responsible for new EGEA members and EGEAns taking over a new responsibility.

Common agreement on how we want to work within EGEA TC • • • • • • • •

III.

We want to work in an environment that is characterized by fun, trust, inclusion, understanding, appreciation and personal contact. We accept that everyone has a different capacity on time and energy. We communicate roles and expectations clearly. We talk about our (personal) aims, work organized, this includes e.g. to set deadlines, and recheck our goals regularly. Feedback is appreciated, we ask for feedback when we would like to have it and offer feedback any time. We are aware that remote work does make many things invisible. Therefore we give constantly updates on our work on Slack, the drive and on meetings. To solve difficult situations and to prevent stress we actively communicate. We have a sense of responsibility for each other. Thereby follows we are reliable.

Obligations for TC members

To enable a productive work within TC every member of TC is requested to •

• •

IV.

state clearly to the committee representatives of how she / he wants to contribute to the committee when asked for it by the committee representatives. This statement must be given no later than 3 weeks after the representatives ask for a statement. contribute actively to at least one work field of the committee. be reliable on tasks the member volunteered for and stick to deadlines.

Additional obligations for representatives


16 • •

V.

The representatives are obligated to fulfill the Committee Representative duties, stated in the EGEA Protocol, voted on by the EGEA General Assembly. The representatives are especially responsible to build up the environment we want to work in and to take care about all members. Concrete actions of how this should be done are stated in the EGEA TC policy paper.

Aims and projects of EGEA TC • • • • •

VI.

We work on base of the TC mandate, given by the EGEA General Assembly. If we find the mandate in parts not suitable for TC we request on the next GA to change these parts. Every member of EGEA TC can choose on how she / he contributes to TC. The main aims of EGEA TC are to offer affordable and high quality trainings to EGEAns and to develop the EGEA trainer pool. A more detailed list of projects and aims can be found in the EGEA TC policy paper 2017 / 18.

Informal and additional agreements • • • • • •

Every EGEA TC member should be able to sing the song “Drunken EGEAn” by heart. Timon the training tiger must be on every internal TC event and should be on every event a TC member gives a training. No EGEA TC Skype meeting may take longer than 90 min. Every active EGEA TC member, besides the EGEA mentors, is requested to check the Slack group regularly and to take part in all discussions concerning the member. Whenever a feeling round is requested it will happen. Caro has to bring cookies to all live meetings she attends.

Comments and suggestions In II. the second last point has been reformulated, to make it easier to read. In III. the last point has been shortened. The original sentence has been “stick to deadlines set by the representatives”. Every member should stick to every kind of deadline. In VI. has been added that all active TC members, besides the EGEA mentors, are requested to check the Slack group and … . Back to 17. Random and missed topics, Evaluation of the wall of papers. To 18. Feedback round.

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