Evaluation Criteria Explained

EACEA assessors score each Quality Label request against three blocks. While no numerical score is published, applications must reach an *acceptable* level in all blocks; failure in one leads to rejection.

1. Relevance

Assessor looks for:

* Motivation & fit with ESC humanitarian objectives and values.

* Proven commitment to humanity, neutrality, impartiality, independence and the ‘do-no-harm’ principle.

* Track record of solidarity-driven humanitarian activities.

💡 How to excel: Provide concrete case studies, reference recognised humanitarian standards (Sphere, CHS), and show how engaging young volunteers augments your impact.

2. Quality of Measures

Key dimensions:

1. Security, health & safety – risk assessment, evacuation protocols, PSEAH measures.

2. Volunteer cycle management – fair recruitment, comprehensive pre-departure training, on-arrival induction, mentoring, mid-term & final reviews.

3. Learning & inclusion – personalised learning plans, Youthpass/Europass use, support for participants with fewer opportunities.

4. Logistics & living conditions – accommodation, allowances, insurance, visas.

5. Avoidance of harm/job substitution – clear delineation from paid positions; contribution to community benefits.

6. Environmental sustainability & digital tools – green policies, blended approaches.

💡 How to excel: Provide KPIs (e.g., *“100 % of volunteers receive security briefing within first 48 h on site”*), templates of volunteer agreements, and screenshots of digital learning platforms.

3. Organisational Capacity

Assessors verify whether you can deliver what you promise:

* Human resources – experienced staff, clear roles, emergency coverage.

* Financial capacity – stable funding streams, audited accounts.

* Partnership management – MoUs, coordination meetings, shared data platforms.

* Quality management & M&E – internal audits, feedback loops, indicators.

* Continuity & sustainability – succession plans, knowledge management, scaling strategy.

* Dissemination – communication plan targeting local communities, peers, EU stakeholders.

💡 How to excel: Present an organigramme, CVs of key staff, budget lines dedicated to volunteer management, and a calendar of dissemination actions.

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Pass/Fail Thresholds

* Applications judged insufficient on any of the three criteria will not receive the Quality Label.

* If minor gaps are found, EACEA may grant a *conditional* Label requiring corrective actions within a set timeframe.

After Award

Compliance is monitored through reports, desk checks, and on-site visits. Persistent non-conformity can lead to suspension or withdrawal of the Label, jeopardising future project funding.

Application Strategy

1. Preparation Phase

* Map your role clearly – decide whether you need the *Support* role, the *Host* role, or both (simplified host procedure for branches outside the EU).

* Gap analysis – benchmark your current procedures against the ESC Quality Standards (selection fairness, ‘do-no-harm’, child safeguarding, security management, learning support, environmental sustainability). Close any gaps before you apply.

* Collect evidence – SOPs, risk assessments, volunteer agreements, training curricula, safeguarding & PSEAH policies, evacuation plans, activity reports, audits, ISO/CHS certificates, partnership MoUs.

* Secure management buy-in – the Label covers the whole organisation; top-level commitment must be demonstrated in the application and signed Declaration of Honour.

2. Writing the Application (Funding & Tenders Portal Form)

1. Organisation data (Part A) – ensure PIC details are updated and consistent with official registers.

2. Technical description (Part B)

* Motivation & relevance – link your mission to ESC objectives, SDGs, EU humanitarian principles, and the added value of youth engagement.

* Quality of measures – describe end-to-end volunteer management cycle using the headings provided (before, during, after). Provide concrete examples (e.g., _“We ran 3 deployments to Mozambique in 2022 with 0 security incidents”_).

* Organisational capacity – staff structure, governance, budget lines, past humanitarian operations, partner network, digital systems, contingency plans.

3. Annexes – upload the Declaration of Honour, organigramme, key policies, and (for support role) letters of intent from host partners.

3. Submission Tips

* Submit at least two weeks before the cut-off; the Portal can be congested on deadline day.

* Run the ‘Validate’ tool after each section to catch missing fields.

* Keep attachments under size limits and use PDF/A.

4. Post-submission

* Prepare for a clarification round within 2-4 weeks after the cut-off; respond within 48 hours.

* Site visit or virtual audit may be scheduled – have evidence accessible.

5. Common Pitfalls to Avoid

1. Generic answers copy-pasted from other programmes (lack of humanitarian focus).

2. Inadequate security framework for high-risk contexts.

3. No proof of volunteer learning & validation processes (Youthpass/Europass).

4. Overlooking environmental sustainability requirements.

6. Success Factors Checklist

✔ Clear humanitarian mandate and previous field experience.

✔ Robust safeguarding, security and ‘do-no-harm’ systems.

✔ Youth-centred learning and mentoring methodology.

✔ Transparent volunteer selection & diversity measures.

✔ Strong partnership coordination mechanisms.

✔ Evidence-based monitoring and dissemination plan.