Guide to Solidarity Projects

I don’t believe in charity. I believe in solidarity. Charity is so vertical. It goes from the top to the bottom. Solidarity is horizontal. It respects the other person. I have a lot to learn from other people.

Eduardo Galeano

What is Solidarity – Afterall?

Solidarity is about collective responsibility and a sense of belonging that breaks barriers. We act together and individually to tackle shared concerns. Solidarity is not just about helping others or doing charity, which is a top-down approach.

Solidarity is about sisterhood and brotherhood, caring and respect. Attention shifts from the individual goals to the goals of community, both within our local contexts and in the surrounding society.

The European Solidarity Corps solidarity project is a solidarity action created and implemented by young people themselves. The Peace Education Institute has created this guide to support and inspire our groups in creating, planning, and implementing solidarity projects.

We wish you meaningful and inspiring planning sessions!

First Solidarity Project Workshop in Europe House, Helsinki 2019

Guide Contents

What is a Solidarity Group? 
  • The group consists of at least five young people.
  • The age limit is 18–30 years old.
  • The project lasts for 2–12 months.
  • The amount to be applied for is up to 7 500€!

1. From Ideas to Action

  • What do you want to change in your local environment? What about in the broader society?
  • What is your utopia, your ideal future in this society?
  • How can you create positive change in something that’s important to you?

2. Project Examples

Prep Course for BIPOC Students

The Anti-Racist Forum, ARF, organized a new type of course with the support of the European Solidarity Corps in spring 2019. The prep course prepared applicants for studies at the University of Helsinki’s Faculty of Social Sciences. The course was targeted for individuals from ethnic minorities who dream of university studies.

The course was free for participants and offered a two-month educational program. A community of experienced mentors and peer learners supported participants even after entrance exams, when the group continued to see each other in continuous meetings.

Why?

Finland has a documented a high level of inequality in access to education between ethnic minorities and the majority population. This is due to the exclusive structures, limited and poorly targeted career and educational guidance services and the lack of information on opportunities. The ARFA course aimed to change this situation by opening new pathways to higher education.

Homework Club

The youth group of the Red Cross Oulu received financial support from the European Solidarity Corps for their solidarity project to establish a homework club in 2020. The homework club, held on Fridays during the daytime at the Kastelli general upper secondary school for adults in Oulu, was open to all students in need of homework assistance.

On the first day alone, 19 students attended the club. The most common languages among participants were Somali, Arabic, and Russian. The volunteer team, which included retired teachers, Red Cross volunteers and high school students, was able to provide assistance in 11 languages in addition to Finnish.

3. Project Planning Toolkit

Project

A project is a purposeful, one-time set of tasks that begins and ends within a defined period.

Process

A process, on the other hand, is a continuous, purposeful action. However, a process does not specify a time when all activities will be completed and the goal achieved.

Project Strategy

The actions by which the goal is achieved. Each project must have a concrete reason for its existence. Who does it, what do they do, when do they do it?

Project checklist 

  • The project has a person or multiple people in charge.
  • The project has a timeline – it starts and ends at a certain time.
  • It has a goal and a plan for achieving it.
  • It is linear; unique.
  • It begins a movement but doesn’t maintain the movement.

What a Project is Not?

  • The project is not an amoeba that spreads everywhere. The goal and mission of the project must be clearly defined.

4. Key Questions for Project Planning

  1. Why?
  2. When and where?
  3. To whom and why?
  4. Who, with whom?
  5. What, how – how will you succeed?

Sample questions from the application form:

  • Why do you want to implement this project?
  • Who do you want to reach with your project?
  • What do you want to achieve with this project?
  • What challenges do you want to address with your project?
  • How is your project relevant from the perspective of European values?
  • How does your project align with the general objectives of the European Solidarity Corps?
  • How does your project benefit the community or your target group?
  • How does undertaking the project affect the members of your group? What do you want to learn from doing the project?
  • How does the project promote the personal development of young people?

5. Project stages

Beginning of the Project and Clarification of the Idea

Project stages are project planning, implementation and evaluation.
 

The first phase of the project involves the decision to start the project, identifying the need for it, and defining what it is about. Once the societal problem or area for development has been clarified, the next step is to define the project’s specific goals. The more precisely the goals are set at the beginning of the project, the easier it is to create an implementation plan to achieve them.

Also, define the preliminary workload and budget estimate at the initiation phase of the project. Plan what stages of work are involved in the project and determine how much time they are likely to take. Figure out how to make the best possible division of labor within the group. If possible, also determine what external support you will need.

To-do list for the beginning phase: 

  1. Define the project, its goals, and the desired outcome (see the “in order to” exercise). 
  2. Create a preliminary schedule and a budget.
  3. Estimate the workload.
  4. Make a preliminary division of labor.

Project Planning

The project’s second phase involves creating a detailed project plan, which includes plans for the critical aspects of the project.

Detailed scheduling and workload estimation are among the most important parts of the planning phase. Instead of trying to estimate the whole project’s duration and workload, divide it into parts first and estimate the time and resources required for each part separately.

To-do list for the planning phase: 

  1. Create a project plan.
  2. Refine budget and schedule estimates.
  3. Decide on your aims (see the aims section).
  4. Identify the strengths and weaknesses, opportunities and threats of your project (see the SWOT section).
  5. Ensure that everyone involved in the project understands the goals, stages, and implementation plan and is committed to participating.

Project Execution 

During the execution phase the plans are clear and it’s time to start working on the project tasks according to the plan. Get to work! If you need to deviate from the original plan during implementation, don’t worry. Changes in schedules or budget estimates during the project do not mean failure. Enjoy the process!

To-do list for the execution phase: 

  1. Implement the project according to the plan.
  2. Accept that the plan changes as the project progresses.
  3. Keep a record of the actual costs of the project and keep receipts for accounting purposes.
  4. Monitor the implementation of the chosen aims.

Project Closure

Congratulations! The project is now complete and hopefully, the outcome is as expected.

When the project objectives have been achieved, prepare a final report on the project for the European Solidarity Corps. The final report is prepared on the EU portal. The final report is also useful for future projects and makes it easy to review what was done in the project and what you learned from it. Provide feedback internally to your group members and external partners and thank them. Also, remember to ask for feedback, and particularly write down any ideas that arose during the project. Collaboration and the satisfaction of your own group are key indicators of the project’s success.

Finally, hold a joint celebration of success, where you thank yourself and each other for the successful solidarity project!

To-do list for the closure phase: 

  1. Complete the final report.
  2. Thank partners and your group members.
  3. Conduct a satisfaction survey for those involved in the project.
  4. Ask for ideas for the future and write them down.
  5. Enjoy the fruits of your labor.

6. SWOT Analysis

SWOT analysis is a useful tool used in strategy development and in identifying problems and risks. Create your own four-step model for your project, where you outline the project’s internal strengths and weaknesses, as well as external opportunities and threats.

Example of a SWOT analysis

Strenghts

Internal, existing things.

  • Skills and abilities.
  • Experience, knowledge and data.
  • Geographical location.
  • Technology- and communication tools.
  • Relationships and networks.

Opportunities

Opportunities in society that we can utilize, but that we cannot create ourselves.

  • Demand and general interest.
  • Technological and communicational development.
  • Global influences.
  • General interest towards the matter.
  • New financing channels.
  • New networks and communication channels.

Weaknesses

Deficiencies and areas for improvement within the group, which we can influence ourselves.

  • Lack of skills and experience.
  • Lack of time.
  • Financial uncertainty.
  • Commitment and motivation.

Threats

Changes occurring in society that may negatively affect us.

  • Social atmosphere or situation.
  • Exceptional circumstances caused by an epidemic.
  • Technological failures.
  • A new, competing project.

7. Why to Begin a Solidarity Project?

Questions to figure out if you should kick off a Solidarity Project

What is the problem or issue?

The opportunity or problem that motivates the initiation of the project. In solidarity projects, we consider which societal challenges affect both your personal life and also European youth as a broader group.

Solidarity projects are implemented locally in Finland 

The reason for the project’s existence can be broad and global, and it may not be solved solely through one’s own solidarity project. However, a solidarity project can serve as a step in the right direction.

Examples: Climate change, racism, mental health issues among youth, integration of immigrant youth.

What needs to be done?

What do we do to address the issue at hand? There are many ways to address the concern. Choose the method that suits you and your resources best.

Projects can also be undertaken in the future. One solidarity project will not solve all the world’s problems at once.

8. Goals, Aims and Objectives

Project objective: "So that"

Define the goal of your project to answer the question: “Why are you doing this project?”

Start your response with the word “so that”: “We are doing this project so that…”

…so that young asylum seekers in Oulu receive help with their homework in their own native language.

…so that the skills and perspectives of young people are better represented in the Finnish climate debate.

…so that people would not adopt cats for the summer if they are not willing to take care of them when autumn comes.

If we carry out the planned activities in our schedule, the project will achieve its objective. If it achieves its objective, it addresses (at least partially) the issue at hand.

Goals

  • A project can have only one goal.
  • A project can have multiple sub-goals.
  • Goals must be specific and significant.
  • Goals must be achievable and time bound.

Aims

  • Aims can be clearly indicated and described using verbs that describe change and quantity.
  • Aims yield results and help concretize the outcome. Aims expressed with verbs also facilitate reporting on the outcomes: Spread – Decrease – Narrow – Lift – Increase – Remove – Reduce – Halve – Supply

Objectives

  • Objectives can, in turn, be described with verbs that indicate action: Build – Write – Inform – Clean – Organize
  • Project Planning – Who, What, When, How?

9. From Aims to Results

If the situation is going to change or has changed since you started the project (change objectives):

  • School bullying has halved in schools participating in the project.
  • Hobby opportunities have increased.
  • School grades of asylum seeker youths have improved, and school satisfaction has increased.
  • The number of summer cats has decreased.
  • Homo- and transphobic language usage has decreased in youth centers.
  • The vegan food options in schools have diversified.
  • Communication at concert venues is more accessible and considers groups with special needs more.

10. Commitment and Resources

What does participation in the project require?

  • Are all necessary individuals ready to invest their time and expertise in this project? If yes, why? If not, how could they be motivated to participate?
  • What resources (spaces, equipment, money, networks) do you have available?
  • What is the best channel for you to communicate about the project internally?
  • What are you willing to contribute to the project? What do you hope to gain from the project?
  • Are the chosen methods (objectives) suitable for this particular project? If not, how could they be adjusted?
  • How do you ensure your own and other group members’ well-being during the project?
  • How do you reward your group when you achieve sub-goals and your main goal?

What needs to be done to achieve the objectives? (examples)

  • Organize 10 workshops.
  • Clean up the park that is perceived as scary.
  • Build a performance stage.
  • Inform about the new club at school.
  • Write three articles for the local newspaper.
  • Gather information about wishes from all residents.
  • Launch a new website.
  • Organise a disco.
  • Apply for the necessary permits from the landowner.
  • Take over the streets.

11. Evaluation

Who is the evaluation for?

Evaluation must be done well, but it must not be an intrinsic value nor should it be taken too seriously. Evaluation is primarily for the project’s creators. It serves as assistance and educates for planning future projects and processes. Evaluation is never solely for the funder!

When planning and executing solidarity projects, it is important to remember that the project cannot depend on one person. Division of responsibilities is essential for success.

Uncertainties are part of every project. You learn from mistakes and failures, and it’s okay to learn – learning is one of the key goals of solidarity projects. When doing something new that no one else has done before, success on the first try is not always possible. If everything goes exactly as planned, it may be that the project could have been even bolder by trying out something new.

There is no perfect project, but there are many ways to make projects excellent!

12. The European Solidarity Corps Grant Application

Instructions for the European Solidarity Corps grant application system:
  1. All European Solidarity Corps projects’ funding is applied for via an online form.
  2. There are approximately three application rounds per year.
  3. Familiarize yourselves with the guidelines prepared by the Peace Education Institute (RKI) which provide a step-by-step overview of the application system. Also, review the deadlines for the 2024 solidarity project applications and complete the application form.
  4. Group members must join the European Solidarity Corps as members.
  5. Complete the application form. Follow the instructions for filling out the application form.

The Peace Education Institute (RKI) and the Finnish National Agency for Education are happy to provide tips for the application process!

13. FAQ – Frequently Asked Questions

The application form is in English, in which language should we fill it in?

The form can be filled in using Finnish, Swedish or English. The language used in the form does not have to be formal; it can reflect the young people’s own plans. The most important thing is that the evaluator, who has never heard of you or your idea, understands what you want to do and why it is important for you to implement your project.

Eighty percent of the funding support is paid at the beginning of the project. When will the remaining 20 percent of the support arrive in the account?

The final payment is made 60 days after the approval of the final report.

Which account will the support be paid to?

The support will be paid into either the organization’s or an individual’s account. If the applicant group does not have a registered association and a joint account, the group selects one person from among them, and the support is paid into that person’s account. Note! If there are individuals in the group, for example, receiving student aid or other support, it is possible that the support granted for the solidarity projects needs to be reported to the Social Insurance Institution of Finland (Kela) or other similar authority.

Can one person participate in multiple solidarity projects?

There are no restrictions on how many solidarity projects one person can do. Generally, it may be good that one person does not participate in multiple projects simultaneously.

Who is the coach?

The coach is a facilitator, mentor, and cheerleader. However, they do not do anything on behalf of the youth, such as financial management, but assist in it, allowing the youth to learn project management themselves. The coach is like an added value for the young people implementing the project, providing assistance in the areas where the youth need guidance while carrying out the project. It is not necessary to have a coach in the project.

Support for the costs of an external coach must be applied while submitting the application. In Finland, the support for an external coach is 214 euros/day (max. 12 days).

There can be several coaches in one project, but they can support the group for a maximum of 12 days.

A fee is paid to individuals participating in the project. Is there anything I need to know?

If a fee is paid for the project, the payment of relevant ancillary costs should also be ensured.

For example, you can use the Palkkaus.fi service, which takes care of reporting the paid fee to the income register. The coach prepares the work schedule required by the program rules for the guidance work done for the project.

Tip: In this guide, ARF used a free accounting program called “Kitupiikki” in their solidarity project, where, for example, receipts for invoices are stored in the program. Paper receipts are kept by the treasurer in the project folder, but electronic copies of the receipts are taken in case the receipts fade. Other official project documents are archived in the project folder.

How do I add project team members to the application form?

Once you have entered your OID code in the Applicant organization-section, it will retrieve basic information about your organization in the form. After that, you can add group members to the form using their PRN numbers. Each group member must join the European Solidarity Corps.

In the joining email, there is a Participant Reference Number (PRN), which is entered into the form. The system automatically retrieves the group member’s information as part of the form.

Keep it simple!

Keep things as easy as possible for everyone!

Stay true to your ideas and choose a reasonable number of tasks and activities so that exhaustion doesn’t catch you off guard.

Allow mistakes and imperfections for yourself and others. The world may not become perfect with just one project, so it’s worth celebrating even the smallest progress. Even though projects requiring societal or cultural change often deal with serious and important matters, it’s equally important to maintain a positive attitude and energy. When the work is rewarding, one can sustain solidarity and peace efforts persistently.

Congratulations and best of luck to all solidarity project enthusiasts! Hopefully, you’ll create excellent project applications and later, great projects to put out to the world!

The Peace Education Institute (RKI) warmly welcomes all kinds of observations about the application process and project implementation. All ideas and examples related to the project developed during the project are invaluable to us. So, if there’s anything you’d like to share with us, we’re excited to hear it!

We’re happy to share your solidarity project publications on Instagram and other social media channels, so feel free to tag us @rauhankasvatus. We’re also happy to answer any questions you may have along the way.

Best wishes for success in your projects from the Peace Education Institute (RKI)!