2.1. Structure
2.1.1. International Level
A. Role of International Office
Nations planning to host Villages inform the International Office of their intention, one year in advance. The International Office determines which nations should be invited to each Village, bearing in mind the total number of delegations each nation wishes to send and allocating places directly related to the number of Villages each National Association itself hosts. Delegation placements are also based on achieving a balance of cultures and languages in each Village. At least one place in each Village is reserved for a delegation from a new nation to the CISV programme. This schedule of Villages and delegations has come to be known as the "Football Pool" in CISV slang/terminology.
Invitations are sent from the International Office to National Associations inviting them to send delegations to particular Villages. National Associations will distribute these invitations among their Chapters. (See Appendix 10.6.0.1)
A sample of the football pool is included in the Appendix (please see Appendix 10.1).On the left side of the page are listed vertically the member nations and on top, listed horizontally, are the Villages scheduled for the year. The marks under a vertical column indicate the countries invited to a Village. When read horizontally, the marks indicate the invitations allocated for each nation. The symbols indicate the sex of the Adult Leader: circle =female; triangle=male; square=either.
B. Role of International Village Committee
The IVC's role is to monitor Villages, provide recommendation for changes in programme and procedure to the International Board, and to assist Chapters or National Associations that are beginning or maintaining a Village programme consistent with CISV rules, standards or recommendations. The Committee cooperates with Interchange, Seminar, Local Work, Promotion, Research, and other international committees on projects/concerns of common interest.
C. Village Calendar
Villages last four weeks (28 days including the day of arrival, pre-planning, village and day of departure) and are held in a variety of locations around the world. While the specific dates of the Village are decided by the host nation, most Villages in the Northern Hemisphere are held between the beginning of July and the middle of August. Villages in the Southern Hemisphere are sometimes held during December/ January.
CALENDAR
June - August
Hosting Villages - National Report forms are due to International Office (I.O.) with commitments for the following year's Village and the request for the number of delegations and JCs to be sent out.
Hosting Villages - At the IBM the preliminary schedule of Villages and delegations (Football Pool) is discussed
September - October
Hosting Villages - National Association/Local Chapter should decide on the Village site and start raising funds
Hosting Villages - I.O. sends out the final Football Pool to all national Associations
Hosting Villages - Village information Form to be returned to I.O. (form supplied by I.O.). This should include as much information as is available at this time but the form should not be held back if any details are missing. The form should be sent in on time. The missing information should be sent as soon as is available. (Refer to 10.2)
Hosting Villages - Host staff to be chosen and director appointed. Director should attend all local board meetings/local village committee meetings.
Hosting Villages - Regular meetings of host staff to continue.
Outgoing Delegations - Plan recruitment and selection of child delegates and JCs.
November
Fund raising activities for hosting villages should be in progress.
Outgoing Delegations - I.O. sends out official invitations for delegations and Junior Counsellors. These invitations should be accepted or otherwise dealt with by the end of the following month. If a nation is unable to accept an invitation, the host country and I.O. must be informed. It is not enough to just inform I.O. It is not their responsibility to let the host country know.
December
Outgoing Delegations - Acceptance of Village invitations due at I.O.
Outgoing Delegations - As the host nation receives notification of acceptance to their Village from I.O., they should write to the contact person named giving as much information as possible using suggested letter form.
January
Hosting Villages - January 15 is last opportunity to inform International Office of any changes of dates for Village travel plans
Outgoing Delegations - Selection of Adult Leaders, JC and children should be in progress and Leadership Training started.
February
Hosting Villages - Host staff must send pre-Village Information No. 1 (Refer to Chapter 6)
Outgoing Villages - Adult Leaders should write to Village director.
March
Outgoing Delegations - Selection of adult, JCs, and children should be completed by now. Adult Leaders and JCs must be in direct contact with host Village Director. Adult Leaders start meetings with child delegates. Health and Legal forms are distributed to Adult Leader and to families of children.
Outgoing Delegations - Pay delegation fees
April
Hosting Villages - Second pre-Village information must be sent to visiting delegations. local fund raising continues. Support should also be sought in other ways e.g. by asking for services and materials
May
Outgoing Delegations - Delegation information sheet and delegation travel sheet should be sent to Village Director.
June-August
Hosting Villages - Village Directors send directory to I.O.
Hosting Villages - Evaluation concerns to I.O. and IVC as indicated (see 10.7.3)
Final meeting of outgoing delegation, parents and Adult Leaders with the local committee to collect health and legal forms. Complete insurance coverage for all delegates to be checked by National Association/local Chapters.
* National Association/Local Chapter having Villages in December/January adjust calendar accordingly.
2.1.2. National and Local Level
The National Associations carry out the following functions in connection with the Village:
- Dealing with invitations to CISV Villages held both inside and outside their countries, and involving nationals of their respective nations.
- Handling of CISV correspondence relating to Village matters.
- Dealing with international Village fees
- Organising and funding Villages within the nation.
2.2. Funding
2.2.1. International
The bulk of the funding for the work of the International Association, including the I.O. (International Office), comes from dues contributed by the National Associations and from Participation Fees paid by participants of all international activities in the programme.
2.2.2. National and Local
The major portion of all CISV fund raising is done at national and local levels. Funds to send delegations and Junior Counsellors to CISV Villages must ordinarily be raised within the nation sending the delegation and JCs. Raising money to hold a CISV Village is the responsibility of the host country, either nationally or on the part of a Local Chapter. Methods of raising money and defining CISV membership must, of necessity, vary greatly from country to country and no general formula can be laid down.
2.2.3. Village Participation Fees
Each participant of a CISV programme must pay a participation fee to the I.O. Details of current international fees are included in the INFO FILE and the minutes of the most current International Board Meeting.