Youth Meeting
On this page you will find all the documents you need when you are hosting, staff or a leader in a Youth Meeting.
For information on how to be a Youth Meeting staff or leader, go to apply to be staff
General information
You will find this useful before, during and after a Youth Meeting- Youth Meeting Programme Guide
- Programme Basic Rules
- Child Safeguarding Policy and Procedures
- Crisis Communications Guide
- CISV’s Approach to Risk Management
- CISV International Mental Health Guide
Before a Youth Meeting
You will need to complete* or be familiar with these forms before:Forms
- Pre-Camp 1 Form*
- Pre-Camp 2 (No set format. Also see Pre-Camp Help Notes.*)
- Youth Meeting Theme Questionnaire*
- Child Protection posters and Code of Conduct
- Programme Cancellation and Penalty Fees
- Visa Sample Letters
During a Youth Meeting
If your site doesn’t have internet facilities, remember to download a copy of these documents before the programme starts. You will need to complete* or be familiar with these documents during:Forms
- Risk Management Checklist All Camp Programmes - Word
- Programme Directors Planning and Evaluation Form (PDPEF) Package (completed both during and after)
- Incident Report Form
- Sending Someone Home Procedure
- As of the 2016 programme year, all participants (including staff and leaders) in international programmes are covered by the CISV Travel Insurance. You can find all the information you need and related links at this page: CISV Travel Insurance
- When you are helping plan activities you might find these documents and resources useful:
After a Youth Meeting
You will need to help ensure these reports are submitted after a Youth Meeting:Reports
- Programme Directors Planning and Evaluation Form (PDPEF)
- Programme Directors Planning and Evaluation Form (PDPEF) Package (completed both during and after)
- You can find more information about the PDPEF (including the PDPEF FAQ) under Evaluation
General information
You will find this useful before, during and after a Youth Meeting- Youth Meeting Programme Guide
- Programme Basic Rules
- Behaviour Policy
- Behaviour Policy FAQ
- Child Protection Policy
- Crisis Communications Guide
- CISV’s Approach to Risk Management
- CISV International Mental Health Guide
Before a Youth Meeting
You will need to complete* or be familiar with these forms before:Forms
- Pre-Camp 1 Form*
- Pre-Camp 2 (No set format. Also see Pre-Camp Help Notes.*)
- Youth Meeting Theme Questionnaire*
- Health Form*
- Adult Legal Form*
- Visa Sample Letters
- Go to myCISV and claim participation in your Youth Meeting (myCISV help notes)*
During a Youth Meeting
If your site doesn’t have internet facilities, remember to download a copy of these documents before the programme starts. You will need to complete* or be familiar with these documents during:Forms
- Risk Management Checklist - All Camp Programmes - Word
- Programme Directors Planning and Evaluation Form (PDPEF) Package (completed both during and after)
- Incident Report Form
- Sending Someone Home Procedure
- As of the 2016 programme year, all participants (including staff and leaders) in international programmes are covered by the CISV Travel Insurance. You can find all the information you need and related links at this page: CISV Travel Insurance
- When you are helping plan activities you might find these documents and resources useful:
After a Youth Meeting
You will need to help ensure these reports are submitted after a Youth Meeting: Reports- Programme Directors Planning and Evaluation Form (PDPEF)
- Programme Directors Planning and Evaluation Form (PDPEF) Package (completed both during and after)
- You can find more information about the PDPEF (including the PDPEF FAQ) under Evaluation
General information
You will find this useful before, during and after a Youth Meeting
Other
Before a Youth Meeting
You will need to complete* or be familiar with these forms before:
Forms
- Travel Information Form*
- Health Form*
- Adult Legal Form*(for participants aged 18+ on the day of departure for the programme)
- Child Travelling Alone Legal Form*(for participants aged 17 and under on the day of departure for the programme)
- Child Travelling with Leader Legal Form*(for child participants age 15 and under traveling with an adult leader)
Other
- Individual_Participant_Information_Form* (for participants or JCs traveling alone)
- As a delegation leader, you or your NA will need to complete these forms before the Programme:
- Go to myCISV and claim participation in your Youth Meeting (myCISV help notes)*
During a Youth Meeting
If your site doesn’t have internet facilities, remember to download a copy of these documents before the programme starts. You will need to complete* or be familiar with these documents during:
Other
- As of the 2016 programme year, all participants (including staff and leaders) in international programmes are covered by the CISV Travel Insurance. You can find all the information you need and related links at this page: CISV Travel Insurance
- When you are helping plan activities you might find these documents and resources useful:
After a Youth Meeting
Why not use myCISV to keep in touch and share photos? Or we would love it if you share a Programme story, or could add to the myCISV Photo Library!
What this means:
Up to and including 2019, the following age rules will continue to apply:
Staff – must be the proper age on the first day of the programme.
Leaders – must be the proper age on the day of departure for the programme.
Participants - must be the age specified by the programme and the invitation. Participants must be the proper age in the general programme period, in the year in which the programme is hosted, specifically:
- some day between 1 June and 31 August for programmes hosted during that period; or
- some day between 1 November and 31 January for programmes hosted during that period; or
- some day between 1 March and 31 May for programmes hosted during that period.
From 2020 onwards, new age rules will apply:
Staff – must be the proper age on the first day of the programme.
Leaders – must be the proper age on the day of departure for the programme.
Participants - must turn the age specified by the programme and the invitation, during the year in which the programme is hosted.
Transition period:
To make sure that no participants will miss the opportunity to participate because of this rule change, there will be a transition period.
During 2020, there will be an overlap of the current (up to 2019) and new (2020 onwards) rules. If a participants turns the correct age for a programme season in 2019, they will qualify under the current rules. This means they may still be able to participate in some 2020 programmes. Participants that turn the correct age in 2020 will qualify under the new rules.
From 2021 onwards, only the new rules will be applied.
Resources:
- Diagram – Age Limits transition. A visual representation of the overlapping periods.
- Programme Age Checker. Just input a staff/leader/participants date of birth to find out if they are the correct age for a programme.
- Programme Basic Rules and the Programme Guide. These documents gives specific details of programme age requirements, and will be updated during 2019 to reflect the policy change.
- Motion 2 – 2018 – Age Limits. This explains why the decision to change the age requirement rules was made.