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CARICOM YOUTH AMBASSADOR PROGRAMME – OPERATIONS MANUAL 2008 – 2010

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CARICOM YOUTH AMBASSADOR PROGRAMME – HANDBOOK

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I pledge to at all times use my energies, talents and resources to give

service and exercise leadership in the cause of the young people of my

country and region, and in promoting the aims, objectives and goals of the

Caribbean Community; to exemplify and promote pride in regional diversity

ad responsible citizenship; to act with integrity, to share with others and to

care for them; and to promote Caribbean culture and values.

I also pledge to take full advantage of every opportunity afforded me to

enhance my knowledge and understanding of the challenges which

confront nationals of the Caribbean Community; and to use my energies,

talents and resources for the benefit of myself, my peers, my community,

nation, my region and my world.

I further pledge to work for the social and economic advancement of my

country and region and to advocate for the Caribbean to be recognised and

respected as a zone of peace, tranquillity and human dignity and

excellence within the global system.

CARICOM YOUTH AMBASSADOR PLEDGE


TABLE OF CONTENTS Page No. THE CARIBBEAN YOUTH AMBASSADOR PROGRAMME (CYAP)

1. THE ROAD TRAVELLED 1 Why the CYAP Which States are Eligible? Achievements of CYAP

2. THE CYAP CHARTER 5

Vision Mission Core Values Key Principles Goals and Targets

3. CYA QUALITIES AND STANDARDS 12

The 12 Qualities of the Ideal CYA Reporting Responsibilities Performance Standards

4. CYA SELECTION, SUPERVISION AND SUCCESSION 14

Selection Criteria Recruitment, Selection and Appointment Recall and Replacement Supervision and Monitoring

5. REGIONAL MANAGEMENT AND GOVERNANCE 17

Regional Level CYAP Level (Internal) Networking

6. CARICOM Youth Ambassador Programme Evaluation 20 7. Strengthening Youth Participation and Partnership

in the Caribbean Community 24 8. APPENDIX 1

2008 – 2010 CYA Regional Implementation Plan Annual Evaluation form for the National CYAP CYAP biographical data profile


DRAFT

CARICOM Youth Ambassador Programme (CYAP) OPERATIONS MANUAL (2008 - 2010)

A Critical Information and Behaviour Guide for all CARICOM Youth Ambassadors

THE ROAD TRAVELLED

What is the CYAP?

The Caribbean Community (CARICOM) Youth Ambassador Programme (CYAP) is the Community’s mechanism for deepening levels of youth participation and partnership in regional integration and in broad social and economic development processes.

CARICOM Youth Ambassadors (CYAs) are a regional network of young Caribbean nationals mandated by CARICOM Heads of Governments to advocate for and educate young people about regional priorities such as HIV and AIDS and the CARICOM Single Market and Economy. They perform a dual role, addressing youth issues at the national level within a regional strategic framework, as well as bringing national issues to the attention of the Region’s policy makers and planners. The CARICOM Secretariat, with support from development partners, equip CYAs with appropriate information knowledge, skills, attitudes and resources, and provide spaces and opportunities for them to participate in decision making and programme/policy development at the regional level.

The voice of the youth has been recognised as an important dynamic in the evolution of these regional strategies and youth involvement in the process of seeking solutions is increasingly considered vital because the decisions made now will have an effect on the decisions of the future leaders. Viewed as catalysts of the development potential of the region, youth participation has been increasingly reiterated as critical in the discourse on unity.

(Report of the West Indian Commission, Time for Action, 1995)

Youth participation is a strategy that empowers young people to define and articulate concerns of interest to them; and to design, negotiate and implement solutions to those concerns. It also reverses the incidence of youth marginalisation, alienation and exclusion; and enhances the relevance and responsiveness of development policies and programmes.

(Preliminary Situational Analysis of Caribbean Youth, CARICOM 2007)


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The Programme is coordinated by the CARICOM Secretariat; facilitated at the national level by Departments responsible for Youth Affairs; and implemented through multiple networking and collaborative relationships with stakeholders such as private-public sector agencies, development partners, National Youth Councils/organisations and retired CARICOM Youth Ambassadors. Which States are eligible for the CYAP? All CARICOM Member and Associate Member States as listed below are eligible to participate in the CYAP:

Members Associate Members

Antigua & Barbuda Anguilla The Bahamas Bermuda Barbados British Virgin Islands Belize Cayman Islands Dominica Turks & Caicos Islands Grenada Guyana Haiti Jamaica Montserrat St. Kitts & Nevis Saint Lucia St. Vincent & The Grenadines Suriname Trinidad & Tobago


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Historical Landmarks Achievements of CYAP 2005 – 2007: The selected initiatives below indicate the scope and impact of the CYAP to date:

Average 85 % participation of CARICOM Member and Associated States in the CYAP. Guyana and Bermuda have consistently abstained.

12 CYAs and youth affiliates attached to CARICOM Headquarters in Guyana and CSME unit in Barbados on a short term basis.

CYAs routinely presented status reports/position papers at policy and technical meetings convened by CARICOM organs and institutions, PANCAP, CAREC, OAS, UWI and other development partners;.

CYAs represented on national and regional Boards and committees.

The First Four Years

» 1993 - Regional Youth Ambassador Programme (RYAP) launched in Saint Lucia as part of the regional celebrations for the 20th Anniversary of the signing of the Treaty of Chaguaramas.

» Initial RYAs were one (1) primary and one (1) secondary school student from each Member States. Each team was supported by 28 Honorary Consuls who conducted background research on the region’s 14 Member States.

» 1994 – Regional Youth Ambassador Programme (RYAP) formally instituted under leadership of the CARICOM Secretariat Culture Desk with support from Ministers of Culture in Member and Associated states.

The Review and Refashioning Years

» 1997 – RYAP re-assigned to the re-activated CARICOM Youth Desk (CYD) and assessed to determine the status of implementation. The RYAP was found to be inactive in many States and challenged by, inter alia, the absence of an institutional framework, networking linkages with youth governance structures and internal communication and information sharing mechanisms.

As a result of the findings of the evaluation the following actions were taken:

» 1997 - CARICOM Secretariat suspended the CYAP to allow for review and refashioning. » 2000 – Youth participants in a regional workshop held in Grenada developed new guidelines for the RYAP; » 2000 – RYAP reactivated by 4th Council on Human and Social Development (COHSOD) under the new name of

CARICOM Youth Ambassador Programme (CYAP). » 2000 – CARICOM Secretariat, in consultation with stakeholders, elaborated and strengthened the CYAP administrative

and institutional framework. The Development and Maturity years

» 2002 – 1st CYAP Strategic Plan developed at a CYA workshop in Suriname; Valerie Lalji of Suriname appointed as the first Dean of the CYA Corps.

» 2005 – 2007 – CYAP Strategic Plan implemented with CSME, regional integration and HIV and AIDS as thematic priorities. Creative advocacy, information and communication, peer sensitization/education, community/school outreach and research initiatives implemented at national and regional levels in collaboration with private/public sector agencies and youth networks..

» December 2007 - lessons learnt and good practices in 2005 – 2007 assessed, 2008 – 2010 strategic plan drafted.


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The CYAP selected as implementing agency for the PANCAP/Global Fund Mini Grant (HIV and AIDS) programme. Within a 2 year period 14 Community-based Organisations (CBOs) in 7 countries were awarded grants for HIV and AIDS prevention, care and support and stigma and discrimination projects; the following youth friendly interactive community resource mapping modules developed and used to train more than 1,000 youth in 9 countries: HIV and AIDS sensitisation, Monitoring and Evaluation and project development/proposal writing; and a Regional Youth Support network formed comprising CYAs and past beneficiaries of the Mini Grant Programme and providing planning, training, monitoring and evaluation services.

Cooperation agreement signed between the CARICOM Secretariat and Telesur of Suriname with CARICOM Youth Ambassadors as the entry point (focus on information, communication and entertainment). A Youth website and regional cell phone are to be project to be launched in 2008.

3 retired CYAs appointed to the CARICOM Commission on Youth Development, one as co-Chair. The CYAP provides the Youth Commission with technical assistance and support.

Youth Focus institutionalised in CARIFESTA, developed, implemented and managed by CYAS and youth networks.

Enhanced Youth Contribution to Development:

Regional pool of human resources strengthened through unique capacity development opportunities.

Caribbean youth knowledge and awareness of CARICOM issues and priorities expanded.

Profile of young people elevated at country and regional levels.

Views and perspectives of young people from across the region channeled to planners and policy makers and integrated into national, regional and international policies and programmes.

THE CYAP CHARTER

The CYAP Charter provides the context for promoting the meaningful participation of youth in programming and decision making – i.e. respecting the right and being given the opportunity to express views, with due weight and consideration given to the contributions. This dynamic and multifaceted process contributes to the creation of an enabling environment by a) encouraging adults to provide useful and current information in honest, respectful ways, while working alongside young people as they actively contribute to shaping their own destiny; and b) emphasising the need for active participation and leadership of youth in identifying their own challenges and in acting to create a better society with the help of key stakeholders and partners. A clear vision and mission are central to unifying CYAs and fostering a common context within which to move the programme forward. The Vision Statement creates the framework for action


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in which CYAs set out to cause change – i.e. create a community that is better than the way things are now. The Mission Statement on the other hand defines the organisation's purpose and primary objectives. Its prime function is internal – to define the key measures of the organization’s success – and guides the leadership team and stakeholders. Vision

“A strong, united, committed and properly supported and resourced regional network of young people recognized as a legitimate, independent and youth friendly focal point for youth participation and partnership in the community’s decision making process and programme.”

Mission

“To communicate with young people on CARICOM issues and advocate for effective youth participation in the formulation and implementation of all policies and programmes that affect young people.”

Priority actions in fulfilment of the Vision and Mission:

Promote creative working and dialogue: i.e. participatory dialogue, listening and building trust that can lead to new relationships and innovative solutions.

Increase networking among youth – and among youth organisations.

Undertake effective advocacy: ensure that the rights of youth are respected and safeguarded.

Foster an environment that is supportive of youth participation and leadership.

Improve the management, implementation and evaluation of programmes to ensure they successfully meet all established targets.

Achieve regional and national commitment, support and ownership of the process through communication, teamwork and harmonised strategies.

Target vulnerable groups: with a focus that helps young people develop skills, build competencies and gain confidence.

Promote multi-sector collaboration: engage varied partners to contribute to a common plan for community action on programmes and services provided for or by youth.

Core Values Core Values define beliefs which your organisation's members hold in common and endeavor to put into practice. These values guide the Ambassadors in performing their work. Specifically, if asked what are the basic beliefs and values of the CYAP, all Ambassadors should be confident in asserting:

Caribbean unity and regional integration.


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Effective youth participation in the social and economic development processes at national and regional levels.

Improved quality of life of Caribbean youth.

Professionalism, integrity and honesty.

Advocacy for positive change and equal rights for Caribbean youth.

Education, empowerment, development and well being of Caribbean youth. These core values apply even in the face of challenges and are reflected in a commitment to fundamental values of honesty, trust, fairness, respect, and responsibility. From these values flow principles of behaviour that enable each CYA to translate these ideals into action. Key Principles of CYAP

CARICOM recognition of the value of youth advocacy.

Building a network of youth leadership within CARICOM.

Consulting with major stakeholders . – in particular Departments of Youth Affairs and National Youth Councils/organisations, NGOs.

Emphasising representational role rather than status.

Promoting networking and collaboration with youth governance structures.

Advancing the dream of regional integration.

Championing the CARICOM cause (plans, institutions – CSME and CCJ).

Inspiring Caribbean youth to make positive lifestyle choices.

Underlying the core values are key principles for youth participation and involvement, including:

Non-discrimination. Gender equality. Social dialogue. Coordination. Education and training. Partnerships. Information and education. Integrity - committed to honesty and trustworthiness. Common Good: i.e. working together for the welfare of youth and the benefit of all.

Goals and Targets Goals and targets outline the way in which programmes and activities are planned, implemented and monitored in a sustained manner. In order to ensure the CYAP is successful and remains relevant, we must know where we want to be in the future. This begins with the difficult but important task of defining our goals and targets:


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Goals and Targets must be:

• Consistent and oriented to needs of the youth and communities represented.

• Informed by an understanding of local realities, norms and trends; specifically the impact of development issues (CSME, HIV and AIDS, Migration, Disasters) on youth, along with existing resources and possibilities for responding to priority issues.

• Promoted and supported by the political and administrative leadership in-country and a community of active stakeholders.

• Multi-sectoral and comprehensive – recognising that youth development and participation issues and the response, require a multi-pronged approach.

• Aligned and integrated with youth programs and services addressing youth at the regional and national levels as well as community initiatives.

• Mainstreamed into development programs and policy at the regional and national levels – emphasising proactive youth participation in planning, program design, and implementation.

• Committed to mobilising and coordinating resources – including technical and financial resources.

• Based on a developmental approach of learning by doing, using monitoring and evaluation systems to strengthen response frameworks over time.


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CYAP Goals and Targets 2008 – 2010 are outlined below:

1. Educate youth about regional issues and assist/encourage them to take advantage of and contribute to opportunities under the Caribbean Community’s programmes.

2. Integrate youth perspectives and encourage youth participation in the Caribbean Community’s broader social and economic development systems.

3. Advocate for the rights of young people and contribute to the development and implementation of effective national and regional policies and sustainable programmes.

4. Promote Caribbean identity and citizenship among young people.

5. Monitor and evaluate the implementation of the CYAP.

These goals and targets serve as a guideline for developing appropriate programme interventions and resource allocations, both at the regional and national level. Goals and targets should be reviewed from time to time to ensure they adequately and effectively respond to the needs and challenges of target populations. Importantly, while achieving the goals and targets of the CYAP, CYAs can help young people achieve their goals through matching the programmes implemented and the policies with their needs. Specifically, CYAs can help young people achieve their goals through:

Networking;

Advocating for financial assistance from Governments and CARICOM;

Conducting situational analyses and using findings to change policy;

Bringing regional awareness to youth issues;

Becoming involved in their communities;

Leading through personal behaviour change;

Planning and implementing projects. Networking The CYAP is an important and effective vehicle for representing youth interests nationally and regionally. However, in order to gain full legitimacy and credibility as genuinely representing the voice of youth, the CYAP must work closely and collaboratively with other national and regional youth networks such as National Youth Ambassadors, Commonwealth Youth Programme-Regional Youth Caucus, UNICEF Xchangers and the Caribbean Youth Environment Network .


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PLANNING AND REPORTING RESPONSIBILITES

Planning determines where an organization is going over the next year or more, how it's going to get there and how it'll know if it got there or not. The real benefit of the planning process is the process, not the plan document. There is no "perfect" plan. There's doing your best at strategic thinking and implementation, and learning from what you're doing to enhance what you're doing the next time around. Action plans on the other hand specify the actions needed to address each of the top organizational issues and to reach each of the associated goals, who will complete each action and according to what timeline. It is up to you how you combine the above ingredients in order to achieve the best results. Planning should be an exciting, creative process in which you can try out different approaches and strategies to determine which works best for the CYAP and the constituency you represent. Brainstorming is a very useful tool and you may also incorporate a SWOT analysis – Strengths, Weaknesses, Opportunities and Threats – to help in developing your plans.

THE PLANNING AND REPORTING PROCESS – NEEDED INGREDIENTS

» Set a timeframe for your project or activity.

» Set practical achievable goals.

» Ensure the agreed internal structure is functional and operationalised.

» Involve the entire team in your planning process.

» Delegate responsibility to members of your team – this is key to empowering them and making them more active team members.

» Inform stakeholders and partners about your plans.

» Create a list of key contacts including institutions to support your work – write, call, or visit. Be persistent in getting them onboard.

» Create promotional materials to support awareness-building for your programme.

» Plan how you keep stakeholders, partners and Ambassadors fully engaged.

» Be flexible – always make room for adjustments in your plans.


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STAGE ONE Goals and Targets

STAGE TWO Planning

STAGE THREE Implementation

STAGE FOUR

Project monitoring and Lesson learning

STAGE FOUR

Project Evaluation and Knowledge management

FIGURE 1: Stages of the Planning and Reporting Process

Following this process is key to ensuring that the required actions and targeted outputs are proceeding according to plan, so that timely action can be taken to correct deficiencies detected. It also allows for easy collection of data, achievements, events and other related activities that facilitate evaluation of the programme and activities, or taking of corrective action of adjustments as needed. Critically, the process measures change(s) in the behaviour, relationships, activities, and/or actions of an individual, group, or organization that the program was helpful in bringing about, the lessons learnt of the project and possible future direction.


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CYAs are required to furnish reports on their activities as follows: Monthly- to Departments of Youth Affairs (DYAs) and main partners such as National

Support Groups or National Youth Councils (NYCs) by the 7th day of the following month

Quarterly- to CARICOM Youth Desk, copied to the Dean, by the 15th day of the following

month Annually- to DYAs, NYCs, Zone Chairpersons, CYAP Bureau, CARICOM Youth Desk and

Donors/Sponsors/Employers/Educational Institutions Reports should indicate activities, target group, objectives, implementation assessment, lessons learnt and recommendations; and be supported by photographs, newspaper clippings or other forms of evidence where possible Annual Evaluation Form at Annex 1 is to be collectively completed by the Department of Youth Supervisor, CYAs and representatives of partner youth organisations such as the NYC and/or CYA support team; and should be returned to the CARICOM Secretariat by the 10th day of December.


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CYA QUALITIES AND STANDARDS

The 12 Qualities of the Ideal CYA Young persons chosen to be CARICOM Youth Ambassadors must demonstrate the following qualities: i. Is articulate and able

to effectively represent their country and relate to the youth networks and broader masses at home;

ii. Possesses

appropriate knowledge, skills and attitudes on youth development issues and/or places a high value on learning and ongoing development;

iii. Has a clear

understanding and appreciation of the socio-economic structure of the Caribbean region, the political systems governing Caribbean people and the role of CARICOM in promoting regional integration;

iv. Possesses or is committed to acquiring a wide range of leadership skills including

consensus building, facilitation of meetings, planning and project cycle development, monitoring and evaluation, report/proposal writing, action research, media interface and advocacy;

v. Has no competing commitments including family responsibilities and further (overseas)

education plans for the next 2 – 3 years. vi. Is proactive in marketing the CYAP and establishing/strengthening networking linkages

with Retired CYAs, Departments of Youth Affairs, NYCs, Ministries of CARICOM Affairs, Community Youth Organisations/NGOs, and other stakeholders;

vii. Regularly shares ideas, skills and experiences with CYAs, NYCs, other youth

organisations/NGOs at all levels and seeks to integrate CARICOM goals and priorities into their respective work plans;

viii. Is able to mobilize resources to support the implementation of the local work plan;

Key characteristics of a CYA:

• Personal honesty. • Fosters a climate of mutual trust, • and is supportive of all to reach their • highest potential. • Articulate. • Knowledgeable - skills and attitudes. • Committed to acquiring a wide range

of leadership skills. • Proactive in marketing the CYAP. • Mobilise resources. • Is a change agent. • Is accountable.


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ix. Can organise and contribute to advocacy and outreach programmes targeting young people in schools and communities;

x. Is capable of contributing articles on youth to national and regional media; xi. Is committed to the timely preparation and submission of reports providing the required

information and activities to Department of Youth Affairs, CYAP Bureau, CARICOM Youth Desk and other agencies as required (Donors etc.);

xii. Has the support of family, employer or management of educational institution in

providing support and time off to engage in CYA activities and meetings. Performance Standards In order to be considered effective, CYAs are required to meet certain performance standards. These include:

1. Formulating a local programme of activities; 2. Establishing a networking relationship with the Department of Youth Affairs, NYC,

Youth Organisations and other stakeholders; 3. Engaging in effective programmes with the assistance of a Supervision and

Monitoring Committee comprising the Department of Youth Affairs, the NYC, Retired CYAs and other implementing partners;

4. Displaying a diligent and professional approach to responsibilities;

5. Gaining a positive evaluation from DYA, NYC, other implementing partners and the

public

6. Consistent engagement in dialogue with youth and other stakeholders, as well as dissemination of information and sharing of ideas through formal and informal channels.

CYA PROFILE …

Between the ages of 16 - 35.

Advocacy experience.

Capable of being non-judgemental.

Possessing strong interpersonal, communication and facilitation skills.

Honest.

Confident.

willing to commit the time required to the success of the programme.

Able to quickly internalise material and impart knowledge to others.

Networking links with community and national organisations.


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CYA SELECTION, SUPERVISION and SUCCESSION

Selection Criteria Each member state or Associate member of CARICOM is eligible to nominate one (1) male and one (1) female whose ages are consistent with the national definition of youth, and will remain so for the next three (3) years, to serve as CYAs for a maximum term of three (3) years. CYAs should be:

(i) Nationals of the Caribbean Community; (ii) Residents in the country that they are representing;

(iii) Experienced youth leaders drawn from the membership of National Youth Councils

(NYCs) and/or other representative youth organisations;

(iv) Committed to remaining in country and serving as CYA for next 2-3 years;

(v) Supported by family, employer and educational institutions in undertaking duties of CYA;

(vi) Endorsed by the NYC wherever one exits/or other youth representative organisation.

Recruitment, Selection and Appointment The Ministry responsible for Youth Affairs in consultation with the NYC/representative youth organisation and existing/retired CYAs should advertise the vacancy among eligible persons and shortlist applicants.

A special CYA Recruitment Committee comprising two representatives each from the Department of Youth Affairs and the National Youth Council, and one representative from existing/retired CYAs shall be set up to oversee this important process.

The CYA Recruitment Committee shall test for and select the most suitable candidates, following which the Ministry responsible for Youth Affairs shall forward completed bio-data forms and photographs to the CARICOM Secretariat and arrange for the effective handing over of the CYA portfolio.

Persons holding other regional representational positions such as CYP-RYC Representative, or UNFPA Youth Ambassador etc at the time of recruitment, are not eligible for selection as CYAs.

CYA appointments should be staggered to enable a senior CYA to mentor the junior one and to establish a succession planning mechanism.


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All CYA selections should be submitted to the CARICOM Secretariat by December 15th of the year preceding the year that the appointment is to take effect.

The CARICOM Secretariat shall review biographical data forms to ensure that nominated CYAs meet the stipulated criteria, and if so to recommend appointment to the Chairman of the Conference of Heads of Government. Nominees not meeting the stipulated criteria shall be discussed with and returned to the respective Ministries of Youth for review.

Each CYA shall receive an Instrument of Appointment for every year that he/she is (re)appointed (except in the case of a replacement CYA) signed by the Chairman of the Conference of Heads of Government, and a picture identification card.

Recall and Replacement The tenure of CARICOM Youth Ambassador can only be terminated if he/she is being recalled for good cause or is being replaced due to an inability to continue functioning in the position. A recall or replacement request must be made in writing by the CARICOM Secretariat (after discussion with the CYA Bureau); or the respective Department of Youth Affairs after discussion with the National CYA Recruitment Committee and the CYA himself/herself, Cases warranting consideration for recall and replacement include:

Inability of CYA to fulfil duties and responsibilities;

Providing false or misleading information for recruitment;

Unbecoming/unacceptable behaviour/performance by CYA at the regional level which brings the CYAP and/or CARICOM into disrepute;

Unbecoming/unacceptable behaviour/performance at the National level which breaches the trust of DYA/NYC or other national representative youth organisation.

Where the CYA Recruitment Committee approves the recall or replacement of a CYA, it shall take all necessary steps to ensure the nomination of a replacement within twenty one (21) days. A replacement CYA can only be appointed to serve the balance of the term of the recalled CYA, but may be eligible for re-appointment provided that such re-appointment would not result in his/her total service exceeding three (3) years. Supervision and Monitoring At the country level, the supervision and monitoring of CYAs will be the responsibility of Departments of Youth Affairs . The role of Departments of Youth Affairs in the supervision and monitoring process is critical and includes:

Appoint a specific staff member to mentor CYAs;


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Co-ordinate the national CYA recruitment, selection, replacement and recall process; the, handing over of the CYA portfolio and the orientation of new CYAs;

Sensitize families, employers and/or academic institutions on CYA roles and responsibilities and the need for supportive and flexible arrangements;

Establish an institutional base for the operations of CYAs, including access to telephone, computer, internet, fax machine and photocopier;

Provide financial, technical and other resources for the development, implementation, monitoring and evaluation of the national CYAP work plan;

Implement a mechanism such as a CYA stipend or project based funding to offset the cost of internal travel, internet café, other communications cost, representation and monitoring;

Co-ordinate an accountable and responsive system for receipt and disbursement of donor funds mobilized;

Co-ordinate the timely collection of CYA reports and their onward submission to the CARICOM Secretariat;

Facilitate the access of CYAs to public and private sector agencies and to opportunities for personal development.

Making CYAs Good Youth Advocates The following can contribute to making CYAs good youth advocates:

Financial and technical resources;

Youth friendly teaching resources;

Time;

Feasible programmes;

Public relations campaign to raise CYAP profile;

Media resources to develop a youth friendly brand of CARICOM;

Technical assistance and support from Directors of Youth Affairs.


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INTERNAL MANAGEMENT AND GOVERNANCE

The management and governance structure of CYAP is critical to ensure its sustainability, effectiveness and success. Of the three main levels of management, the national level has already been explained under the section of the handbook dealing with “Supervision and Monitoring.” The other two levels – Regional and CYAP Internal will be dealt with here. Regional Level The CARICOM Secretariat provides the CYAP with technical assistance and support as well as regional oversight of the activities and operations of the CYAP to ensure that it fulfils its mandate; and actively identifies, creates and organises activities/events that are designed to develop the capacity of CYAs to perform their roles. CARICOM support includes:

Advocacy, administrative development, capacity development and resource/funding mobilisation;

Mentoring and advice to CYAs;

Access to regional and international organisations;

Information and communication facilities;

Creation of synergies among ongoing/planned CYA projects and those implemented by CARICOM and development partners;

Monitoring and evaluation of the CYAP Regional strategic Framework;

Coordination and facilitation of CYA participation in regional decision making and programme/policy development;

Access to the Regional political Directorate and development partners;

Coordination and logistical support for regional CYA projects.


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CYAP Level (Internal) The day to day management of the CYA Corps is vested in the Bureau. The role of the Bureau is to co-ordinate and manage the operational functions of the CYAP and includes:

Representation of the Corps at technical and policy making meetings convened by CARICOM organs and institutions and partner agencies; and preparation of research/ position papers and status reports

Planning and decision making through online meetings and conference calls;

Providing guidance, support, information and communication;

Engaging in internal monitoring and evaluation;

Developing and co-ordinating the implementation of Committee work plans and regional/sub-regional projects;

Compilation of national reports and preparation of the regional quarterly and annual reports.

The Structure of the CYAP Bureau The CYAP Bureau is the administrative arm of the CYAP and comprises the following eight (5) officers:

(i) Dean; (ii) Alternate Dean; (iii) Vice Dean – Administration; (iv) Vice Dean Public Relations and Communications; (v) Vice Dean - Projects.

DEAN – Functions:

Chair Regional Meetings of the CYAP and for this purpose, approve the Agenda in consultation with other members of the Management Team and the officer-in-charge of the Youth Desk in CARICOM;

Represent CYAs at Meetings of CARICOM organs and institutions and partner agencies;

Keep abreast of CARICOM programmes, priorities and policies through research and continuous consultations with CYAs and the CARICOM Secretariat in general and in particular the Youth Desk, and

Prepare the annual report. Vice Dean Administration

Convene regular internet / teleconference meetings of the Management Team to discuss matters relating to the Corps.

Oversee the consolidation of CYA Quarterly reports into one regional report.


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Circulate the regional report to the Corp and the CARICOM Secretariat. Vice Dean Project

Appoint members and co-ordinate the work of all Project implementation Committee. Vice Dean PR and Communications

Advise the Bureau on media and public relation for the CYAP.

Prepare in consultation with the dean the media releases on the CYAP and coordinate efforts with the CARICOM Communication Department.

Coordinate and arrange media interviews, features and the promotion of the CYAP in the Government and Private media throughout the region.

Project Implement Committees are project based in a priority area. Each committee elects a chairperson who reports to the Vice Dean Projects.

EVALUATION OF THE CARICOM YOUTH AMBASSADOR PROGRAMME

Evaluations of the CYAP are multi-layered and require various levels of input. The role of the CYA in providing timely and relevant information is key in supporting the continuous evaluation and improvement of the programme. At the macro level the 3 year CYAP regional strategic framework is evaluated by CARICOM at mid term and the end of the programme cycle. At the peer level evaluations of the programme are done by the Bureau and by CYAs themselves, and an annual report is prepared by the Dean. Additionally, the national CYAP is evaluated annually by Departments of Youth Affairs with input from National Youth Council and other key stakeholders. The reporting form at Annex 2 is designed to capture this information and all findings are incorporated in the annual report. For the CYAs it is important to document through timely reports what was done, what was achieved and the effectiveness, and impact of activities in the light of specified objectives. Known as monitoring and evaluation this process seeks to establish the extent to which inputs, targeted outputs and outcomes are proceeding according to plan, so that timely action can be taken to correct any deficiencies or problems identified. CYAs are encouraged to adopt Specific, Measurable, Attainable, Relevant, Time bound objectives and indicators to ensure that all programming and projects produces the desired outcome(s) and can be evaluated. Please review the reporting form carefully and always submit on time!


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Strengthening Youth Participation and Partnership in the Caribbean Community. The way forward…

There are varied strategies to reach your goals. Stay focussed on your vision and be sure to set realistic goals, develop realistic plans and monitor and report on all your activities. . The CYAP commits to the following strategic directions:

i. Development of a viable support base for the CYAP at the National and Regional Levels

This involves the creation of a politically supportive environment, ongoing participation of stakeholders in decision-making, programme development and implementation, the effective mobilisation of resources, utilization of existing structures, and the integration of CYAP goals and objectives into national and regional priorities and programmes.

ii. Exceptional Service to Youth and Caribbean Governments

The CYAP will provide exceptional advocacy and leadership on behalf of Caribbean Youth designed to socially and economically empower youth and contribute to a reduced incidence of HIV and AIDS.

iii. Quality Assurance and Accountability

The CYAP will assess and measure results of its interventions with participation of young people, as a means of determining its effectiveness and making adjustments in its strategic actions. The CYAP prides itself in offering a high quality of advocacy and participation for regional youth.

iv. Effective Communication

Effective communication among stakeholders will be the cornerstone of all activities undertaken by CYAs. The CYAP will establish mechanisms to effect timely communications with youth, youth groups, agencies, organisations and Ministries involved in youth work.

v. Ongoing Development of Youth Ambassadors

A culture of learning and ongoing development of CYAs will be achieved by concerted efforts to increase their knowledge-base and technical capabilities as they strive to respond to the ever-changing needs of clients and environment.

As you set out on your journey as a CYA, remember that CYAs are the link between the policy makers and policy implementers and MUST:

o Know the vision and mission.


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o Use agreed guidelines and protocols.

o Be committed to the CYAP.

o Ensure that the voice of youth is heard, particularly in the areas of policies, laws and plans that affect their lives.

o Lobby at the national level for youth rights and issues – consistently.

o Develop national projects through strategic alliances and idea/information sharing networks with NYC organizations working with youth across the country to be able to effectively represent youth issues.

o Know how to access technical, financial and other resources.


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APPENDIX 1 A major contribution of the CYAs was their dedication to the process of creating a new strategic framework for the 2008 to 2010 period. The proposed framework which is outlined below, has been designed with the challenges of the previous period in mind, but with due consideration of the changes that have occurred within the youth sector in the region, the emergence of new issues that impact upon youth, the original mandate of the CYAP, the interest of the CYAs and consideration for what can realistically be achieved during this period. These goals and programmatic themes are guided by the mission, vision and strategic goals of the CYAP.

2008 – 2010 CYA Regional Implementation Plan Goal 1: Educate Youth about regional issues and assist/encourage them to take advantage of an contribute to

opportunities under the Caribbean Community’s Programme

Strategic Objective

1.1 By the end of their first year CYAs should have an enhanced understanding of regional issues and the skills to advocate for and contribute to the Community’s sustainable development goals.

1.2 A culture of learning, leadership and ongoing development promoted among CYAs.

Indicators

Number of CYAs and support networks sensitised to CYAP thematic priorities by the end of 2008.

By the end of 2008, regional HIV/AIDS and CSME advocacy modules developed.

By the end of 2008, CYAP support networks in 90% of all CYAP countries.

At least three newsletters published annually

Number of CYA capacity building initiatives mounted annually.

By the end of 2009, 30 internships completed.

By August 2008 CYAP training module developed and implemented.

At least one CYA advocacy/outreach initiative in 70% of countries annually.


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Activities

National/regional CSME and HIV/AIDS advocacy training workshops.

CYAP integrated took kit.

Media exploitation, e.g. TV and Radio slots, PSAs, Posters.

Skills training.

Short term internships.

CYAP protocol to include incentives, proper title.

Operations manual.

Orientation package.

Interactive youth website.

Profiles posted on e-group. Expected Outputs

CYAs equipped with the knowledge, skills, attitudes and tools to fulfil their mandate

Stakeholders at the national and regional level mobilised and educated about their role in realising a truly integrated Caribbean

Community Promote and support mechanisms for CYAP

Goal 2: Integrate Youth Perspectives and encourage youth participation in the Caribbean Community’s Broader Social

and Economic Development Systems Strategic Objectives

2.1 A platform created to harness the views of young people and increase the legitimacy and accountability of youth representation

2.2 Sustainable social and economic youth empowerment projects for disadvantaged youth developed and implemented

Indicators

Increased availability of data on youth values, knowledge, attitudes and behaviour

PANCAP Mini Grant program implemented

Number of NYCs/youth organisations/NGOs integrating CARICOM goals into their work plan


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Activities

Support for the Access views of youth in schools and communities through, e.g. surveys focus group discussions, field/site visits and

debating/art/essay competitions Document and disseminate data through electronic and print media

Project development, implementation and management

Expected Outputs

Baseline data of youth perspectives on sustainable development and personal issues established to inform planning, advocacy and

evaluation processes


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Goal 3: Advocate for the rights of Young People and contribute to the development and implementation of effective national and regional policies and sustainable programme.

Strategic Objective

3.1 Advocate for and encourage the development and implementation of effective National Youth Policies in all CARICOM Member and

Associate Member States

Indicators

Number of CYAs and youth networks trained

Number of undertaken by CYAs annually

Number of Member States with National Youth Policies and pursuing proper implementation

Number of CYAs participating in decision-making

Activities

TELESUR/CYAP CARICOM (cell phone) project – CSME

PANCAP/CYAP Mini Grant project

PANCAP/CYAP

CYA participation in technical and policy-making meetings

Collaboration and consultation on youth issues among national and regional youth networks

Expected Outputs

Creation of a platform to harness the views of young people on personal and regional issues; and to educate youth about their sexual,

reproductive and other rights and the implications for their daily lives


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Goal 4: Promote Caribbean identify and citizenship among Young People

Strategic Objective

4.1 Deeper awareness and appreciation of various Caribbean cultures created within the individual Caribbean person

Indicators

By the end of 2007, 45% increase in cross cultural appreciation and understanding as measured by KPA surveys

Activities

CARICOM Day – “Re-engineering Caribbean Lives; CARICOM Opportunities unlimited”

CARIFESTA Youth Focus

Expected Outputs

Enhanced sense of Caribbean identity and unity

Goal 5: Monitor and evaluate the implementation of the CYAP

Strategic Objective

a. The effectiveness and impact of the CYAP assessed and measured

Indicators

Number of CYA Corps, Bureau and committees/zone meetings convened

Feedback on he implementation of the CYA supervision and monitoring policy

Number of meetings convened

Number of annual evaluations conducted

80% of countries participating by 2007-12-28 Number of models completed by the end of 2007


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Activities

Convene meetings of CYA administrative structure

Continually monitor, supervise and mentor CYAs

Convene annual meetings of the Regional Committee of Directors of Youth Affairs

Conduct end of year evaluations

Document and disseminate best practices and lessons

Expected Outputs

Continuous evaluation of results of the national and regional work plan and adjustment of the strategic framework


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APPENDIX 2

Performance of the 2008 National CARICOM YOUTH AMBASSADOR PROGRAMME

Instructions: The data submitted on this form will inform the efforts of Member States and the CARICOM Secretariat to strengthen the CARICOM Youth Ambassador Programme (CYAP). This form is to be completed collectively by the Department of Youth Affairs in consultation with CARICOM Youth Ambassadors (CYAs) and members of the national CYAP support team; and returned to Dr. Heather Johnson either by email at [email protected] or by fax to (011-592-222-0171) by December 1st 2008. Country………………..…………………………………………………………………………………………………………………………..

CYA 1. …………………………………………………… CYA 2 ……………………………………………………. Administrative Responsibility (if any, e.g. Bureau/Committee member) ……………………………………… 1. Was a local CYA Work Plan developed for 2008? Yes ..… No ..… (If yes, please answer (a) and (b) below)

(a) Which organisations contributed to the development/review of the Work plan? ……………………………………………………………………………………………………………………………………………………………………………………………………………………

(b) Were targeted activities completed? Yes….. No…..

(c) If the answer to (b) was no, explain: …………………………………………….........................................................................................................................................................................................................

2. Please highlight the major activities associated with the CYAP in your country:

(a) CYAs participated in national/regional/int’l initiatives aiming to increase knowledge

of regional issues and/or advocacy or peer-education skills

Description of Activity Partner/sponsoring Agency

Beneficiaries, key Outcomes

Comments

mailto:[email protected]


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(b) CYAs organised national/regional/int’l advocacy or peer education initiatives.

Description of Activity Partner/sponsoring Agency

key outcomes

Comments

3. Other CYA led leadership development/outreach initiatives:

Description of Activity Sponsoring Agency

Benefits derived Comments

4. Place a check mark (x) to indicate the operational support actually received from the Department Responsible for Youth Affairs, NYC or other agencies.

Type of Support

Yes No Unsure Source of Support/Comments

Access to telephone, fax and e-mail, desk, photocopier and office space

Material and Information

Stipend

mentorship/guidance

Supervision, Monitoring and continuous evaluation

Technical and financial support

Other

5. CYAs, rate your experience of participation in the CYAP.

Agree Strongly Agree

Unsure Disagree Strongly disagree

Comments/ Recommendations

I/We received adequate guidance, support and information from CARICOM Secretariat

I/We participated actively in CYA committees


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I/We received adequate guidance, support and information from the Dean of the CYA Corps

The Bureau administered the CYAP effectively

I/We always provided information requested by the Bureau/ supervisors

I/We received adequate guidance, support and information from the NYC/representative agency

6. Please respond to and elaborate on the following statements:

Yes No Unsure Source of Support/Comments

I/We shared ideas regularly with colleagues on line

The CYA programme has contributed to our/my personal development

I/We regularly submitted Quarterly reports to the Department of Youth Affairs

I/We contributed articles to the Newsletter

My/Our leadership capacity has been enhanced as a result of the CYA

My/our commitment to the goals of Regional Integration has increased

7. List four organizations with which CYAs collaborated over the past year and comment on the

extent of the Collaboration: ……………………………………………………………………………………………………………………………………………..

………………………………………………………………………………………………………………………………………..…………………………………………………………………………………………………………………………………………….…….

8. Please rate the effectiveness of the CYAP.

Agree Strongly Agree

Unsure Disagree Strongly disagree

Comments

The CYAP has heightened young people’s awareness of CARICOM issues and/or priorities

The CYAP has enabled other youth NGOs to access resources

CYAs have demonstrated exceptional leadership

The Department has been involved in the design and implementation of CYA

initiatives.

The CYAP has raised the profile of young people at the country level

The goals of the CYAP have


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been integrated into the Work programme of the NYC/representative agency

9. What do you see as the programme’s greatest strengths?

…………………………………………………………………………………………………………………………………..………………………………………………………………………………………………………………………………………………………..

10. What do you see as the programme’s greatest challenges?

…………………………………………………………………………………………………………………………………..………………………………………………………………………………………………………………………………………………………..

11. What recommendations do you have for improvement of programme content and delivery? …………………………………………………………………………………………………………..……………………………………………

………………………………………………………………………………………………………………………………….. 12. Comments from the Department of Youth Affairs

……………………………………………………………………………………………………………………………….……………

………………………………………………………………………………………………….…………………………………………

13. Comments from the National Youth Council ………………………………………………………………………………………………………………………………………….... ……………………………………………………………………………………………………………………………………………..

Signed: CYA……………………………………………………………………. Date …………………………………..……..

CYA …………………………………………………………..……….. Date………………………………………….. Director, Youth Affairs ………………………………………. Date ……………………………………..…..


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APPENDIX 3

CARICOM YOUTH AMBASSADOR BIOGRAPHICAL PROFILE

JANUARY 2009 – DECEMBER 2009

(Kindly attach two passport size photographs)

DATE: ……………………………………………………………………..

NAME: …………………………………………………...M F

DATE OF BIRTH:………………………………………………………………

HOME ADDRESS:……………………………………………………………… …………………………………………………………………………………….

COUNTRY:……………………..………CITIZENSHIP:…………..…….……

TEL. NO.:…………………………………….

E-MAIL:……………………………………… MARITAL STATUS: M S D

NUMBER OF CHILDREN:……………………………………………………

NEXT OF KIN:……………………………….

POSITION IN FAMILY:…………………….

STUDENT: Yes No

Institution:………………………………………………...

EMPLOYED: Yes No

Employer:…………………………………………………


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MEMBERSHIP IN YOUTH ORGANISATION/NGO…………………..…… …….……………………………………………………………………………….

……………………………………………………………………………………..


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EDUCATIONAL HISTORY

i. Primary School From:………….. To:…………… ii. Secondary School From:………….. To:…………… iii. College/University From:………….. To:…………..

EDUCATIONAL QUALIFICATIONS

Subject/Course/Programme Examining Body

Grade/Level

OCCUPATIONAL HISTORY/WORK EXPERIENCE

Workplace Job Title

From To

SSSPPPEEECCCIIIAAALLL SSSKKKIIILLLLLLSSS///AAABBBIIILLLIIITTTIIIEEESSS AAANNNDDD///OOORRR AAACCCCCCEEESSSSSS TTTOOO RRREEESSSOOOUUURRRCCCEEESSS FFFOOORRR EEEXXXAAAMMMPPPLLLEEE::: RRRAAADDDIIIOOO///TTTVVV

SSSTTTAAATTTIIIOOONNN

……………………………………………………………………

……………………………………………………………………

…………………………………………………………………………………………...... …………………………………………………………………………………………….

Yahoo! Messenger.lnk LIFE GOALS AND

AMBITIONS:……………………………………………………… …….……………………………………………………………………………………….

…………………………………………………………………………………………….

…………………………………………………………………………………………….


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COMMUNITY INVOLVEMENT

……………………………………………………………………………………………..

……………………………………………………………………………………………. …………………………………………………………………………………………….

…………………………………………………………………………………………….

……………………………………………………………………………………………. BENEFITS WHICH I EXPECT TO GAIN FROM MY EXPERIENCE AS A REGIONAL YOUTH AMBASSADOR …………………………………………………………………………………………….. ……………………………………………………………………………………………. ……………………………………………………………………………………………..

…………………………………………………………………………………………….

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