This checklist ensures that all Cloud Five Youth Exchanges (YEs) and Training Courses (TCs) uphold the highest standards of safety, protection, and wellbeing for all participants and team members. It draws inspiration from Erasmus+ Quality Standards and from good practices in youth work risk management. The checklist is designed to be used by group leaders, youth workers, and organisers before, during, and after international mobility activities.
🟦 A. Preparation for the Exchange / Training Course
1. Partner Verification and Agreements
☐ Verify the legitimacy and reliability of all partner organisations.
☐ Ensure shared values, compatible working styles, and a mutual understanding of safeguarding standards.
☐ Develop and sign a Partnership Agreement covering:
o Aims, objectives, and expected outcomes
o Division of roles and responsibilities
o Commitment to participants’ safety and welfare
o Emergency and communication protocols
☐ Exchange Child and Vulnerable Adult Protection Policies and agree to apply the highest standard of the participating countries.
2. Accommodation and Venue Safety
☐ Conduct a risk assessment of accommodation and activity sites (ideally during an advance planning visit).
☐ Confirm compliance with local health and safety regulations.
☐ Ensure:
o Safe, clean, and gender-appropriate sleeping arrangements
o Separate rooms for under-18s by gender
o Secure storage for personal belongings and medication
☐ Have a written contract with accommodation providers covering responsibilities for safety, hygiene, and emergencies.
☐ Record accessibility information for participants with disabilities or specific needs.
3. Recruitment, Consent, and Insurance
☐ Implement an open and transparent participant selection process.
☐ Obtain written parental/guardian consent for minors.
☐ Gather participant information forms, including:
o Emergency contact
o Health and allergy information
o Special dietary or accessibility needs
o Relevant personal information (confidentially stored)
☐ Verify adequate travel, health, and accident insurance for all participants and staff.
☐ Provide each participant with an information pack including:
o Contact details (home & host organisations, emergency numbers)
o “Help Me” card
o Programme overview
o Code of conduct and ground rules
o Health and safety guidelines
4. Leadership and Roles
☐ Appoint a Lead Group Leader responsible for overall safety and decisions.
☐ Ensure gender and age balance among group leaders.
☐ Verify that all leaders:
o Have completed background checks (if applicable)
o Understand their duty of care responsibilities
o Are trained in first aid or have access to a first-aider at all times
o Have clear role descriptions and daily schedules
☐ Brief leaders on emergency procedures, safeguarding, and inclusivity.
☐ Promote an atmosphere of trust, respect, and open communication with participants.
5. Programme Design and Risk Planning
☐ Conduct risk assessments for all activities (including outdoor and intercultural ones).
☐ Identify potential hazards, evaluate risks, and plan control measures.
☐ Ensure all activities are led by qualified facilitators where required (e.g., for water or adventure sports).
☐ Maintain structured free time, with boundaries and supervision plans.
☐ Build daily reflection and debriefing sessions into the schedule.
☐ Prepare contingency plans for weather, illness, or logistical disruptions.
6. Emergency Preparedness
☐ Establish a 24/7 emergency contact chain (home and host country).
☐ Prepare a crisis response plan, including:
o Evacuation procedures
o Medical emergency procedures
o Incident reporting protocol
o Communication plan (internal and external)
☐ Keep a medical kit and record of who is responsible for it.
☐ Prepare an emergency fund for unforeseen expenses.
7. Tools and Documentation
☐ Risk Assessment Templates
☐ Participant Information & Consent Forms
☐ Group Agreement / Code of Conduct
☐ Emergency Contact List
☐ Partnership Agreement Template
☐ Insurance and Policy Certificates
☐ Accommodation and Transport Contracts
🟩 B. During the Exchange / Training Course
1. Essential Documents to Carry
☐ Copy of signed partnership and participant agreements
☐ Insurance certificates and emergency contacts
☐ Participant details and consent forms
☐ Programme schedule and contact list
☐ Accommodation and transport details
☐ Group contract / ground rules
☐ Copies of Child Protection and Health & Safety policies
☐ Tickets, travel documents, and ID copies (securely stored)
2. Orientation and Arrival Procedures
☐ Conduct a welcome and orientation session including:
o Introduction to staff and participants
o Review of programme and logistics
o Presentation of safety, emergency, and communication procedures
o Discussion of cultural differences and behaviour expectations
o Sharing of “Help Me” cards and contact numbers
o Re-affirmation of group rules and participant responsibilities
☐ Establish a central information point or notice board for updates, contacts, and announcements.
3. Support and Supervision
☐ Designate a Welfare Officer or Support Person available throughout the exchange.
☐ Maintain a buddy system among participants for mutual support.
☐ Ensure daily check-ins between group leaders and participants.
☐ Leaders meet daily to review safety, logistics, and wellbeing.
☐ Keep a record of incidents, even minor ones, for evaluation purposes.
☐ Ensure leaders know participants’ whereabouts at all times (including during free time).
☐ Provide mental health support through listening, empathy, and referral when needed.
4. Child and Vulnerable Participant Protection
☐ Treat all concerns seriously and act immediately if abuse or neglect is suspected.
☐ Follow the child protection policy of the stricter jurisdiction (home or host).
☐ If needed:
o Remove the child from danger
o Contact the designated safeguarding person
o Notify partner organisation and authorities as required
o Record facts objectively and confidentially
☐ Ensure emotional and professional support for staff handling sensitive cases.
5. Inclusion and Participant Involvement
☐ Encourage active involvement of all participants in decision-making.
☐ Hold daily or mid-week feedback sessions to monitor comfort, accommodation, and meals.
☐ Support participants with fewer opportunities with additional mentoring or assistance.
☐ Use creative and intercultural methods (art, journaling, photography) to reflect on experiences.
🟨 C. Evaluation and Monitoring
1. Continuous Monitoring
☐ Establish a monitoring plan agreed upon by sending and hosting organisations.
☐ Conduct daily evaluations with participants and leaders.
☐ Keep track of incidents, changes, and feedback throughout the programme.
☐ Ensure all leaders contribute to daily briefings to identify emerging issues early.
2. Participant Feedback and Reflection
☐ Encourage participants to maintain personal journals or creative reflections.
☐ Provide an anonymous feedback box for comments and concerns.
☐ Use participatory evaluation tools (e.g., “learning river,” group circles, mood graphs).
☐ Evaluate both logistics and learning outcomes — safety, inclusion, communication, and teamwork.
3. Final Evaluation and Reporting
☐ Conduct a final evaluation meeting with all partners, leaders, and participants.
☐ Review:
o What worked well
o What could be improved
o How risks were managed
o Follow-up actions for safety improvement
☐ Document all findings in a final safety and wellbeing report.
☐ Ensure confidential archiving of all personal and incident data.
☐ Use the evaluation results to update:
o Risk management plans
o Leadership training
o Future project design and inclusion measures
4. Post-Project Follow-Up
☐ Share lessons learned with partners and future leaders.
☐ Check in with participants’ wellbeing post-project, especially those who faced challenges.
☐ Update organisational risk and protection policies accordingly.
✅ End of Checklist
This checklist is part of Cloud Five’s Safeguarding and Wellbeing Policy Framework, ensuring that all Erasmus+ projects are implemented with the highest standards of safety, inclusion, transparency, and care.