4. PREPARATION OF DELEGATION
4.1 Delegation
4.1.1. Selection of children
The children should be selected and the delegation ready before March 1st, so that the delegations have at least 4 months for the preparations.
Selection is normally conducted in the Local Chapter by a group of experienced past Adult Delegates and Staff. The delegates are chosen without reference to race, religion or economic status. They should be 11 years old on or before the day they leave home for camp, but must not have reached their twelfth birthdate. Child delegates should as far as possible be broadly representative of the entire local population. It is important for pre and post Village work that the delegation is chosen from one local community, be it town or city.
Experience has shown that the following are some of the characteristics for child delegates> ability to learn quickly, outgoing friendly personality, easily accepted by others, healthy, emotionally stable, able to assume responsibility within a group, leadership potential, able to communicate easily with both adults and children, having a personal desire to make friends with children of other lands.
Knowledge of foreign language is not necessary. On the contrary, having several languages among the delegates in Village is strongly encouraged.
Methods of selection will obviously vary greatly from Chapter to Chapter. Often combinations of the following are used:
- Application forms requesting personal information
- Nominations of suitable children by local schools
- Informal interviews individually or in a group
- Nomination by peers either from school or from selection group
- Observation in a mock camp situation
- Observation at school
- Drawing lots
Children who are not selected may be disappointed. Their feelings are spared as much as possible and they are, wherever possible, incorporated into other aspects of the Chapters programme e.g. Junior Branch, Interchange, Mini/camps.
4.13. Role and Responsibilities of the Adult Delegate.
A. Responsibilities of Adult Delegate to his/her own delegation
1. The obligation of traveling to and from the Village together with the delegation and remaining in residence at the Village.
2. The rob as a parent substitute and friend> the Adult Delegate takes full responsibility for the children en route to the Village, while in the Village, and the return home. He/she should keep the children informed of his/her whereabouts while in the Village.
3. The role as counsellor and advisor.
4. The role as a bridge between his/her delegation and the Village as a whole.
5. Orienting his/her delegation as well as organizing national presentations.
6. Rendering practical help to the children:
- handling of money for the children
- handling of the laundry arrangements
- health/medical problems of the children
- making sure the children write home regularly.
B. Responsibilities of the Adult Delegate towards the whole Village
1. The well/being of all the children, although one should not interfere with another adult-s responsibilities with his own delegation.
2. Awareness that there is work in the Village and it is not a holiday.
3. Active participation in the Village life
4. Leading of activities
5. Respect for programme and timetable of camp
6. Keeping mentally and physically fit to be able to fulfill functions and tasks in the Village
7. Respect and consideration for other people-s habits, feelings and customs, especially those of the people of the host nation.
8. Village evaluation
4.13 Role and Responsibilities of the Adult Delegate, continued.
C. Responsibilities towards the Village Staff
1. Taking active part in adult's meeting.
2. Contributing to the-planning and organization of the programme.
3. Participation in discussing problems that may arise in the Village as well as bringing up ideas and making suggestions for the solution of problems.
4. participating in the social life of the Village.
5. accepting specific functions and tasks assigned e.g. shops, post etc.
D. Responsibilities towards the Host Staff
1. Respect and adherence to rules and guidelines set by Host Staff on such matters as:
- use of telephone and other facilities
- arrival/departure schedule in Village site
- leaving the Village site
- visitors
2. Taking initiative and offering assistance when needed.
3. "Sharing" rather than "imposing" one's opinions.
In/Village checklist for the Adult Delegates.
- Do you consider yourself as a vital and active participant in the planning, organizing and running of the Village?
- Do you share programme ideas with the Village Staff?
- Should a conflict arise, do you take this up in the adult-s meeting and participate objectively in its resolution?
- Do you have a positive attitude especially in regard to people and activities?
- Do you maintain this positive attitude in front of the children?
- Do you have daily informal meetings with your delegation?
- Do you check the children-s clothing and laundry?
- Do you watch out for signs of loneliness and homesickness amongst the children?
- Do you maintain correspondence with the parents of your delegation members?
- Do you keep a record of the spending money of the children?
- Do you observe laws and site/facility regulations as well as CISV rules?
E. Responsibilities towards Junior Counsellors
l. Respect the JCs as equal participants of the Village Staff. Remember, however, that lCs are "leaders in training".
2. Support and guide them.
3. Be aware of the unique position they hold between children and adults.
F. Post Village responsibilities
1. Accompanying children back to home country.
2. Keeping contact with camp staff by sending thank you cards.
3. Keeping contact with the delegation, the children-s parents, and home National Association.
4. Accounting of the money entrusted by the parents.
5. Post Village evaluation.
6. Getting together with parents and families of the children after the Village.
7. Acting as bridge between the delegates and the Junior Branch after the Village.
8. Encouraging the children to keep in touch with each other and to realize that the end of the Village is not the end of friendship, but the beginning.
9. Participation in Local Work.
4.14. Training of Adult Delegates.
Please refer to appendix 10.4.
4.15. Preparing the delegation.
During the months before The Village, the Adult Delegate will prepare his/her delegation for the experience ahead. This is achieved by meeting together in one another-s homes where the confidence of the parents in the Adult delegate can be built up. This will also help the Adult Delegate and children to get used to one another and make them feel secure together.
The first meeting should be held in the beginning of March. This orientation meeting is organized and handled by the local Board with the parents and delegations present.
Pre/Village Checklist for Adult Delegates:
- Contact past Adult Delegates for ideas and suggestions.
- Prepare orientation session with the children about the host country, people and language, as well as the host country-s moral beliefs and customs.
- Write to the host country-s Camp Director supplying personal information about yourself, the names of the children, etc. Preferably send pictures. Information on special diets should also be included.
- Encourage writing of diaries about the Village.
- Prepare for travel:
i) contact travel agency
ii) check documents for travel
iii) passports
iv) visas
v) health/legal forms
vi) vaccination
vii) travel insurance
viii) supply of basic medicines
ix) luggage labels
- Notify host country of travel information and if necessary make request for hospitality before and/or after Village in good time.
- Ask parents to mail letters to children several days ahead of the delegation-s departure.
- Prepare inexpensive gifts preferably made by the children themselves. (Swapping should not be done as a matter of competition.) Prepare scrapbooks.
- Determine with parents the quantity and possible use of emergency fund. *Pocket money should be uniform in camp.(
- Plan clothing and label of all possessions of delegation with first name and country.
- Prepare a list of belongings.
- Plan and prepare special costumes if these are desired.
- Plan games and activities to be done during travel to and from Village.
- Take precautions and be able to delegate small responsibilities to the children during the trip.
- Discuss with parents itinerary taking into consideration health of children, budget and time constraints.
- Plan with your delegation a presentation for special occasions.
- Plan and prepare with your delegation songs and activities for use within the daily programme.
- Go through pre- camp information with your delegation.
At least five meetings with the delegation is necessary to cover the above checklist. It is important that the local chapter support the Adult Delegate and help him/her with problems which might arise. But it is also important that the local chapter gives the Adult Delegate a chance to develop his/her own experience with the delegation and with CISV.
4.1.6. Money carried by the delegation.
Personal spending money.
Personal spending money is for use inside the Village and on shopping days. A specified uniform amount for all delegations should be stressed in the pre/Village information. Should certain delegations @because of necessity, cultural practices, etc.( bring more money, this should be given by the Adult Delegate to the staff for safekeeping. Any extra purchases made by the children should be kept by the leader for safe/keeping.
Travel Funds.
Payments of meals, taxis, etc. on route to the Village is the responsibility of the delegation itself.
The Chapter should clearly state its policy regarding expenses of the Adult Delegate before, during and after the Village.
Emergency Funds.
It is recommended to bring an "emergency fund" a sum of money provided by the parents to meet emergencies requiring immediate payment, such as doctor-s bill. This money will be returned to the parents when the delegation returns from the Village if it is not used.
4.2. Role and Responsibilities of Parents
Supporting the child in CISV.
The main concern of parents will be to see to the needs of their child when preparing for the Village experience / to equip him/her with anything special he might need and to make sure that he meets the other members of the delegation, cooperates with the Adult Delegate, etc.
The child will also need his parents' help and support afterwards. They will be expected to listen patiently to his many tales of the experiences he has had, and they will need to help him relate these to his everyday life as he grows older. Parents need to appreciate, too, that he may have changed somewhat when he returns from his Village. He may seem different, more confident, more mature. He will most certainly want to keep in touch with his many friends and at first he will write and receive many letters. As time goes by, he might be less inclined to answer letters and again here is where parents can help. They can help too, if an invitation comes to visit a Village friend in another country for a holiday and reciprocate, if possible, by inviting his friends to come and stay with them. The child should be encouraged to play a full and active part in the activities of Local Work and he should be helped to realize his responsibilities to continue in CISV when, as the magic of the Village wears off, he might want to channel his energies into other things. Just as in any other facet of education, parents have a vital role to play and they should give the child their full support, both now and in years to come.
Parental involvement in CISV
CISV has grown because of the determination of individuals / not through pressure from society, government or commerce, but simply because individuals have seen a need for CISV and have responded. First, Doris Allen, without whose vision, determination and hard work, the first Village would never have taken place. And then those who came into the Organization through the first Village and successive Villages -- child delegates, Adult Delegates and above all -- PARENTS. It is worth thinking back to why Doris Allen envisaged a need for CISV -- it was an answer by a parent to a child's question. CISV owes its very existence today to the involvement of parents at all levels and will cease to continue if the parents of today-s Villagers do not equally respond to the challenge.
Parents are needed to ensure the future of CISV for coming generations of children. They may involve themselves as fully as they want, but CISV needs them however much or however little they can or want to contribute. Their child-s participation in CISV is the only invitation they need. They will see what CISV has meant to the child when he returns from his Village -- they will want to make sure other children following on have the same opportunities.
Parents can join the local Chapter as a member (they will send details) or help in lots of small ways -- supporting fund raising functions, hosting Village delegates, contributing small items the Village requires. Their time and effort are what is really needed, although their subscription helps as well.
OR
Parents can become involved in the chapter administration as members of a committee and work to strengthen the Chapter within the local community through their efforts.
OR
Parents can apply to become Adult Delegates or Staff members.
OR
Parents might become involved with the National Association in strengthening CISV and establishing new centers in other parts of the country.
OR
Parents could work with CISV intentionally - in time maybe becoming the National Associations representative on the International Board or by simply becoming an international member of CISV (life or annual) they would be making a tremendous contribution.
CISV continually has vacancies for involving parents and the degree of involvement is up to them. Without their involvement in one way or another CISV will begin to lose its character and influence.
All parents should be provided with the CISV Fact Sheet. It is the responsibility of each member nation to make the necessary translation. For a sample of the leaflet, please refer to the Appendix 10.5.
43. Forms
All forms should be given to the Adult Delegate by the National or Local Chapter in due time. In case the parents do not understand English, the local Chapter/National Association should provide a translation. For a sample copy of each form, please refer to the Appendix.
43.1. Notification of Acceptance Form
The Acceptance Form is sent by CISV International to the host country as an acceptance of the Village invitation. The visiting countries also receive a copy. It contains addresses of the contacts of both the host and visiting countries. The Adult Delegate should be given a copy of this form as soon as possible so that he/she can contact the host country. The contact person of the visiting country must pass on to the local Chapter or directly to the Adult Delegate any information he/she receives from the host country.
43.2. Delegation Information Form (DIS 80)
The Delegation Information Form is to be filled out by the Adult Delegate and sent to the host country at least two months before the Village. If anyone in the delegation has a nickname, this should be included as well.
43.3. Delegation/JC Travel Information Form (DJCTI/87)
The Travel Information Form is to be filled out by the Adult Delegate or JC and sent to the host country as soon as possible. It is important that the host country knows as early as possible about travel plans in order to make proper arrangements for reception, accommodation and departure.
The Adult Delegate or JC should write to the host country and request accommodation should they plan to arrive before the start of the Village. Should a delegation or JC arrive earlier and/or leave later than the hospitality dates, he/she/they should be prepared to pay for their accommodation.
As indicated in this form, if no information is received a month before the start of the Village, the host nation will gather the information it needs by a collect call/cablegram/telex to be charged to the National Association of the visiting delegation.
43.4. Health/Legal/Insurance Forms
For health and legal requirements, ALIF.87, YLIF.87, TWAL.87 and HF.87(1&2) must be completed and carried to the Village. This is equally true for both children and adults. The forms should be translated for local/international use.
Form HF. 87/1 and Form HF. 87/2
The CISV Health Form is for use by every programme participant who is taking part in an international CISV programme (including local &international staff and Pioneer/Promotion delegations). It is also for use in CISV Local
Work activities such as "Xmas" camps and experimental programmes.
If the participant is attending a CISV programme in his/her own nation and the form asks about vaccinations or tests not required or medically recommended in that nation, he/she should follow the local physician-s advice. Some nations have announced a new requirement for blood tests to obtain a visa (irrespective of age) because of fears concerning sexually transmitted diseases.
Form ALIF.87
The CISV Adult Legal/insurance Form is for use by every Adult Delegate and every CISV programme staff member including "home staff".
Form YLIF.87
The CISV Youth Legal/Insurance Form is for use by every youth participant attending a CISV programme *local or international( who is part of a CISV, Pioneer or Promotional delegation with an Adult Delegate.
Form TWAL.87
This CISV Legal/Insurance Form is for use by JCs and Seminar Camp participants traveling alone to CISV activities. It is also for use by youth under age 16 who are attending "Xmas Camps", "experimental" programmes *such as International Summer Camps( or for Local Work activities without an Adult Delegate where CISV policy usually requires a youth under age 16 to be accompanied by an Adult Delegate.
This is also for use in EXCEPTIONAL CASES where Village or Interchange delegates are traveling alone with Chapter consent.
These forms reflect up/to/date international medical and legal opinion and were formulated from an international perspective for the health and legal protection of CISV-s global participants to safeguard CISV, its volunteers, and the quality of its education programme.
4.3.5. Application Forms
The National Association or Chapter may design application forms for Adult Delegates, JCs and child delegates. Sample application forms are included in the Appendix.
Form AR.87
The CISV Reference Form must be used by all CISV programme staff *local or international(, all Adult Delegates and JCs. It may also be used for other local positions of leadership as determined by the National Association/Chapter.
4.4. Insurance
It is the responsibility of the Adult Delegate and child (or his/her parents) traveling to have adequate insurance. The insurance should cover any doctor-s and/or hospital bills and emergency return trips made necessary by sudden illness or accident. A good travel insurance will normally be adequate. If there are any difficulties as to the insurance question, the local Chapter or National Association should be contacted. Should there be difficulties in getting the type of insurance needed in a particular country, the CISV International Office can be contacted for assistance in obtaining
health/accident insurance from a Lloyds of London broker.
4.5. Guidelines for Evaluation
a. Our main purpose in evaluation is to determine if the program is reaching the Village goals.
b. Evaluation starts in the planning phase / not after the program has ended. Hence, Stage I is done in the home Chapters while preparing the outgoing participants (Adult Delegates, JCs and children) and/or by the host staff preparing for the Village. The pre/planning done by host staff, Adult Delegates and JCs in Stage IIa. is also crucial. Interaction established at this point sets the tone for the relationship during the Village.
c. The process provides flexibility for each group/individual. It is not a rigid structure. For instance, Stages IIb and III may happen during delegation time, while Adult Delegates are taking a walk together, during a meeting, etc.
d. Evaluation is an ongoing process. This is the reason why we have depicted it as a cycle / one stage flowing on to the next, happening before, during, and after the Village.
e. The forms are merely guides. As such, items listed therein *as for example, the elements listed in the Post Village Evaluation Form( are not hard and fast topics which need to be defined or which cannot be changed. If a group or an individual thinks there are more noteworthy topics to discuss, then by all means, he can take up such topics.
f. Further comments regarding the evaluation forms:
- The In Village Evaluation Form *Appendix 10.7.1.( / It is not necessary for everyone in the Village to come to an agreement regarding any factor discussed. Salient/outstanding/constructive comments are what are needed and will prove useful. Effort to reach a consensus on any point is therefore not important. Comments may even contradict each other. The group may formulate topics not included in the listing. They may not even have to go through the whole list if it is felt that they. have already discussed and set down what is important and needs to be shared.
- The Post Village Evaluation Form (for child delegates/host staff/Adult Delegates /JCs) when completed, this form can serve a number of purposes:
i) provides Chapters with feedback on the Village experience, thus helping for planning quality Villages,
ii) provides resources for follow/up work,
iii) forms the basis of training plans,
iv) serves as a jump/off point for studies on what was learned in the Village and how this was used by the participants.
g. These forms are best filed with the local chapter. However, it is reiterated, that should there be significant points raised, the International Village Committee and International Office would appreciate a copy.
4.6. The Village Evaluation Process
4.6.1. The Village evaluation is an ongoing process which should be carried out before, during and after the Village.
The purpose of evaluation is:
- to monitor the quality of Villages around the world
- to improve the quality of Villages in terms of goal realization
- to gain perspectives for research and development of the Village programme
- to encourage post/Village communication and to make the CISV spirit in each participant last a lifetime
- to pass on what works and to learn from each other.
4.6.2. Stage I of the Village Evaluation Process
This takes place in the local Chapter. It is done during the training and preparation programme.
A. Adult Delegates, JCs and Staff do a personal evaluation which includes goal setting and expectations.
Some suggested questions which could be discussed in training sessions or informally with the help of experienced ClSVer are:
- What are the goals of CISV?
- What do these goals mean to you?
- What do you expect to gain personally from the Village experience?
- How can you reach these goals during and after the Village?
- What are the ways of presenting yourself, your values and your expectations?
- Do you foresee any problems in responding to other cultures? If so, how do you intend to solve them?
B. The Adult Delegate takes up these questions with his/her delegation on a simple level for the children to understand, react and make plans.
There is no form provided for this stage. Adult Delegates, JCs and Staff may write their personal evaluations in their own style. Children can do the same with the help of their leader.
Everyone brings this personal evaluation to the Village.
4.6.3. Stage II of the Village Evaluation Process
This takes place at camp.
A. Pre/planning days
- A comfortable, relaxed and open atmosphere should be developed.
- Adult Delegates should not be placed in any type of threatening situation.
- Staff must realize that people will be tired having traveled a long distance, that they come from different backgrounds and of course have many different expectations.
- Getting to know each other can be a comfortable starting activity.
- Sharing personal evaluations *goals and expectations( could follow.
- All suggested goals are summarized.
- Begin the program planning with a common philosophy.
- Encourage work in small groups where each person can contribute from the beginning to the daily planning.
Should pre/planning days not be possible, the suggested activities could be done in the leaders- meeting at the start of the Village.
B. Daily evaluation
- Daily, ongoing, informal evaluation and discussions are led by those involved in planning.
- All Villagers can contribute with suggestions and constructive comments.
- This could take place during delegation time, leader-s meeting, Village meetings, or in personal interviews.
Important points may be jotted down by those in charge of planning or by a member of the host staff. No form is needed in this stage.
4.6.4. Stage III of the Evaluation Process
This is to be done within the first week of the Village.
A. The Host Staff
Questions they could discuss include:
- Have we gotten to know all the Adult Delegates?
- Do we understand their strengths and weaknesses?
4.6.4. Stage m of the Evaluation Process (Continued)
- Have we encouraged the Adult Delegates to develop their strengths and perhaps overcome their weaknesses?
- What about the ICs?
- How are the children faring?
- Have we made everyone feel that there is open communication?
- Have we made sure that evaluation is ongoing?
B. Host Staff, Adult Delegates and JCs
Discussion in small groups to focus on:
- How have we been functioning as a group in the Village?
- What are our strengths as leaders?
- What areas must we work on in order to improve this Village?
- Have we encouraged or helped one another?
- How have we handled problems?
- What insight have we gained regarding one another-s culture?
- Small groups could gather informally and work together to give a balanced discussion.
4.65. Stage IV of the Evaluation Process
A. The Last Village Meeting:
- All Villagers participate in this meeting.
- Purpose: to reflect on their CISV experience and their understanding of CISV
- Guide Questions:
i) What is CISV to you?
ii) What have you gained from this CISV Village experience?
iii) How can you keep the friendships you have made here?
iv) How can you keep the CISV spirit once you return home?
v) How can you return home?
vi) How can you spread CISV to others?
B. In/Village Evaluation
- This is to be done by all adults and representative from the Local Village Committee
- Purposes:
i) To evaluate the stability and adaptability of the Village site;
ii) To evaluate practical;
iii) To evaluate liaison with the committee, Chapter and community.
- Format: This may be done in large or small discussion groups. Results are to be summarized one form. Care should be taken that discussion is balanced and not dominated by one or two people with very strong personalities.
Form: In/Village Evaluation Form (see 10.7).
Copies should be sent to: Local host chapter, National Associations, and International Village Committee.
4.6.6. Stage V of the Evaluation Process
This is to be done after the Village.
A. Child Delegates
- On their return home after the children have rested, the Adult Delegate gathers them for a meeting. The Village experience is discussed.
- Children complete the form individually.
- Forms are collected by the Adult Delegate.
- These forms are submitted to the local committee.
- Answers of the children will be part of the topics for discussion at the meeting called by the local chapter committee.
- Purposes:
i) to determine what the children feel they have gained from the Village experience;
ii) to make suggestions for future Villages and participants;
iii) to help the children realize that the Village is but the first step in their CISV involvement and to guide them to plan for further participation in CISV.
Form: Post Village Evaluation Form (For: Child Delegate). Please see 10.7.2.
B. Host Staff, Adult Delegates and JCs
- This takes place at local Chapter meetings at which Village experiences can be discussed with local committee members and other adults active in CISV.
- The Adult Delegates bring to this meeting the post/Village evaluation forms which have been previously completed by their child delegates.
- Purposes:
i) to evaluate if and how goals were achieved;
ii) to make suggestions for future Village work;
iii) to reflect on personal awareness, growth and understanding of CISV.
Format; Form is filled out individually and submitted at the meeting along with those of the children for discussion.
Form: Post Village Evaluation Form (for: Host Staff, Adult Delegates, JCs). Please see 10.7.3.
Very important note: Should any important points be raised at this meeting which are worth sharing with the rest of the CISV world, the local committee is required to submit a report to the International Village Committee. The report shall include both positive and negative points. The positive can be promoted, the negative corrected.
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