ANNEX IIISupplementary provisions
ANNEX III 1. Self-assessment and references for hosting organisations 1. The self-assessment by hosting organisations shall cover all the standards and procedures, where an applicant hosting organisation must have a policy or practice in place, to fulfil the necessary requirements regarding candidate volunteers and EU Aid Volunteers. The organisation shall state, for each requirement of each standard and procedure, whether: (a) the minimum requirement is covered in its policy/practice and/or it commits itself to implementing it; (b) relevant staff are aware of this and put it into practice; and (c) there are any specific needs for further work/action to address gaps. 2. The self-assessment shall also include answers to the following questions in relation to safety and security and to volunteer management: (a) How does the hosting organisation ensure the safety and security of the international volunteers it hosts?; (b) How are the volunteers managed and supported during their stay?; and (c) In what areas (if any) of the standards and procedures is the hosting organisation presently strengthening its capacity? 3. The reference shall cover what is required from a hosting organisation during an EU Aid Volunteer's deployment and seek the experience of the referee in relation to the necessary requirements of each standard and procedure where they are in a position to provide information. In particular, it shall: (a) specify the experience of their organisation in relation to the minimum requirements of the relevant standards and procedures to be applied by the hosting organisation (compliant/non-compliant); (b) justify/explain each of their assessments; and (c) specify needs, if any, for further work/action to address gaps. 4. To promote simplification, the Commission shall identify the standards and procedures where the applicant hosting organisation needs to take no action if the latter is a humanitarian aid partner of the Commission which has signed a framework (partnership) agreement in force. 2. Evidence–based self-assessment for sending organisations 1. The evidence-based self-assessment by sending organisations shall cover all the standards and procedures, where the organisation must have a policy or practice in place, to fulfil the necessary requirements regarding candidate volunteers and EU Aid Volunteers. The sending organisation shall state, for each requirement of each standard and procedure, whether: (a) the minimum requirement is covered in its policy/practice and/or it commits itself to implementing it; (b) relevant staff are aware of this and put it into practice; (c) there are any specific needs for further work/action to address gaps; and (d) the requirement is addressed in certification/accreditation through another approved mechanism (e.g. national, European or international schemes). 2. To justify the statements in the self-assessment, the applicant sending organisation shall prove compliance and enclose sample evidence and means of verification that the policies and practices referred to in each of the requirements of the standards and the procedures are implemented, particularly in relation to volunteers. 3. To promote simplification, the Commission shall identify the standards and procedures where the applicant sending organisation needs to take no action if the latter is a humanitarian aid partner of the Commission which has signed a framework (partnership) agreement in force. 4. At any point of the certification process, the Commission may ask the applicant sending organisation to provide additional evidence, if necessary. 3. Procedure for suspension or termination of the certification 1. If the Commission intends to suspend or terminate the certification, it shall formally notify the sending or hosting organisation in advance, specifying the reasons and inviting it to submit observations within 45 calendar days of receipt of the notification. 2. If, after examination of observations submitted by the sending or hosting organisation, the Commission decides to stop the suspension or termination procedure, it shall formally notify it of the decision. 3. If no observations are submitted or if, despite the observations submitted, the Commission decides to pursue the suspension or termination procedure, it shall respectively: (a) suspend the certification by formally notifying the organisation of the suspension, specifying the reasons and the indicative date of completion of the necessary verifications; or (b) formally notify the organisation of the termination, specifying the reasons and the date on which the termination takes effect. 4. Suspension shall take effect on the day of the receipt by the sending or hosting organisation of the notification referred to in point 3(a) or on a later date where the notification so provides. 5. Unless the certification has been terminated in accordance with point 3(b), the Commission shall, as soon as it considers that the grounds for suspension no longer apply or the necessary verifications have been carried out, formally notify the sending or hosting organisation of the lifting of the suspension.