Code of Conduct

1. INTRODUCTION

The purpose of this Code of Conduct is to serve as a guiding principle for all aspects of the European Youth Card Association (EYCA), ensuring a community where support, participation, and inspiration thrive.

Within this framework, every individual, body and entity of the association, including the Board, Youth Panel, EYCA member organisations, and Office staff, commits to upholding these principles. It establishes the foundation of EYCA's collective dedication to fostering a respectful and inclusive environment. Therefore, the Code applies to all EYCA-related parties and stakeholders, when acting on behalf of EYCA or attending an EYCA event or activity.

Through dedicated support, the European Youth Card provides numerous opportunities for young people, fostering cross-cultural connections and expanding horizons. Active involvement empowers young people to be engaged and informed citizens, influencing policies that affect their lives and society at large. The EYCA community joins together to recognise and celebrate the remarkable contributions of young Europeans.

By embracing this Code of Conduct, we unite in our commitment to shaping a brighter future where all voices are valued, talents celebrated, and aspirations nurtured. Guided by respect, we invite all to join us in this remarkable journey, sharing a common vision, mission, and goals outlined in the EYCA Statutes.

Failure to adhere to this Code will be considered a disregard for the European Youth Card Association's core principles and values. Such actions may result in evaluation by the Ethics Committee, the Board and, if necessary, the General Assembly, which could lead to temporary exclusion or expulsion from the association's activities, as decided by the competent governing bodies.

2. ABOUT THE CODE OF CONDUCT

EYCA shall periodically review and update its Code of Conduct. With each new update, it is to be voted by all parties of the General Assembly as well as the EYCA Office and Youth Panel, each with one vote per entity. It is crafted with the central notion that all our actions within the European Youth Card Association must stem from mutual respect and understanding. It aims to guarantee that every individual or organisation feels secure, welcomed, and valued throughout their engagement with EYCA.

2.1. Objectives of the EYCA Code of Conduct:

Provide Guidelines: This document aims to offer clear guidance on the expected conduct of everyone involved with EYCA, regardless of their position.
Raise Awareness: It seeks to increase awareness of inappropriate behaviours that should be avoided.
Clarify Responses: It aims to provide clear procedures for addressing situations where unwanted behaviours are observed or suspected.
Enhance positive relationships: It requires everyone involved in EYCA to treat each other with respect and understanding; always upholding the integrity of EYCA.

2.2. Behavioural Standards in the Code of Conduct:

Respect for inherent dignity: Individuals and organisations involved with EYCA are expected to uphold and respect the inherent dignity of all individuals from cardholders to stakeholders.
Non-discrimination: The Code of Conduct firmly prohibits any form of discrimination.
Full and effective participation and inclusion in EYCA: It emphasises the importance of ensuring that all individuals have the opportunity to fully participate and be included within EYCA activities.
Respect for difference: Those engaged with EYCA are expected to show respect for differences in background, identity, opinions, and perspectives.
Respect for the statutes: Each member organisation or individual associate related with EYCA should comply with the terms established by the EYCA Statutory documents to be part of the organisation and are strongly encouraged to report inappropriate behaviour from others.
Equality and equal treatment: The Code of Conduct underscores the principles of equality and equal treatment, ensuring fairness in all interactions and activities.

3. GENERAL PRINCIPLES AND CODE OF CONDUCT

3.1. Social Responsibility

All EYCA organisations are committed to advancing youth mobility, both independently and collectively, while also nurturing participation, active citizenship and healthy lifestyles among young people. This dedication aims to realise the Association's vision of a Europe where all young individuals are mobile and actively involved.

Individuals and organisations involved with EYCA pledge to:

Value cardholders, individuals and organisations in the utmost manner, foster their growth and acknowledge individual contributions to the organisation's success.
Contribute to advancing on youth mobility in the context of EYCA's activities.
Uphold respect and refrain from discrimination based on various factors including, but not limited to, physical or intellectual abilities, culture, ethnicity, marital status, gender or sexual orientation, political opinions, race, religion or beliefs.

3.2. Preventing and tackling improper behaviour

In fostering an inclusive environment within EYCA, it's imperative to go beyond simply prohibiting discrimination. All volunteers and staff must uphold principles of respect and dignity in their interactions with one another. This necessitates a clear stance against various types of improper behaviour, including but not limited to bullying, harassment, intimidation, physical violence, abuse, nuisance and defamation.

Preventing improper behaviour begins with establishing clear guidelines and expectations for conduct. Through this Code of Conduct, individuals involved with EYCA, namely: member organisation representatives, youth panel members, Board or staff members, can gain a deeper understanding of what constitutes inappropriate behaviour and how to avoid it.

Moreover, proactive measures such as regular communication and feedback channels can help identify and address issues before they escalate. Encouraging open dialogue and creating a safe space for individuals to voice their concerns can empower volunteers to actively contribute to maintaining a positive and inclusive environment. By prioritising prevention and intervention strategies, EYCA can effectively tackle improper behaviour and uphold its commitment to providing a welcoming and respectful community for all participants.

3.3. Work environment, diversity and inclusion

As a pan-European umbrella organisation, EYCA does not possess the authority to dictate the operations of its member organisations at the national, regional or local level. However, in the context of representation of the Association and participation in events and activities organised by the European Youth Card Association, we are committed to fostering a safe environment where all individuals are treated equitably and respectfully. This also entails instances where individuals attend external events or activities in the representation of EYCA.

EYCA maintains a strict zero-tolerance stance against harassment, bullying, or mobbing in any guise. Harassment involves discriminatory actions that are unwelcome and disruptive to individuals, while bullying or mobbing encompasses persistent physical or psychological violence aimed at causing harm.

Individuals suffering such conduct are encouraged to promptly report incidents ( see section 4-6 ), providing detailed information and evidence. EYCA vehemently opposes such misconduct and will enforce the appropriate penalties accordingly in the scope of our work.

3.4. Personal Data Processing and Privacy

As a pan-European umbrella organisation, EYCA does not have the authority to directly control the operations of its member organisations at various levels, be it national, regional, or local. However, according to EYCA's statutory documents, it is explicitly stated that all member organisations must prioritise the privacy and protection of sensitive data, particularly that of cardholders.

In line with the principles of personal data processing and privacy, EYCA member organisations are obligated to follow stringent procedures to safeguard the confidentiality and security of personal data, whether it pertains to cardholders or any other individuals associated with the European Youth Card Association. This commitment is aimed at ensuring compliance with relevant data protection laws and regulations, while also respecting individuals' rights to privacy and data protection.

3.5. Asset and information protection

Within the framework of EYCA as a pan-European umbrella organisation, there may arise various instances where sensitive data or information is exchanged among individuals from different entities within the association or with member organisations.

This includes, but is not limited to:

Protection of assets, such as properties, equipment, and materials, against damage and misuse, with exclusive usage for EYCA-related purposes unless explicitly authorised.
Confidentiality of information regarding EYCA's activities, including project-related specifics, which is regarded as sensitive. Employees are obligated to manage such information in strict adherence to confidentiality and data protection regulations.
Preservation of EYCA's intellectual property, spanning ideas, products, methodologies, and strategies, from unauthorised use or disclosure. All individuals receiving such contents are entrusted with the responsibility to safeguard EYCA's intellectual property rights, extending beyond the tenure of their employment contract.

3.6. Use of privileged information

When in possession of privileged information, individuals and organisations must refrain from revealing it, except to colleagues who have a valid professional reason for receiving it. This is specifically relevant but not limited to members of the EYCA Board, Youth Panel and EYCA Staff members who may often have access to sensitive information.

Privileged information may refer, for example, to the imminent and unannounced introduction of a new member organisation, negotiations with discount providers or potential partners, the launch of a new product or service, changes in positions, changes in strategic direction, acquisitions, sales, or transfers of any EYCA asset.

EYCA shall undertake the necessary actions to prevent and react to the improper use of privileged information by individuals or organisations. This includes pursuing legal action against the individuals and/or organisations that engage in such behaviour.

3.7. Communication within the Association, with Cardholders and Stakeholders

Cardholder satisfaction is fundamental to EYCA's strategic vision, underpinning the organisation's reputation and growth. When engaging with cardholders, individuals employed by EYCA or its member organisations are expected to uphold principles of honesty, integrity, and professionalism, refraining from any misleading or deceptive practices.

Employees of EYCA or its member organisations are entrusted with prioritising the best interests of cardholders, providing solutions tailored to their needs that align with EYCA's mission and sustainability objectives. EYCA maintains fair, transparent, and direct relationships with its partners and discount providers. Individuals representing EYCA or its member organisations in supplier dealings must adhere to principles of integrity and transparency, avoiding conflicts of interest.

While EYCA respects the autonomy of each member organisation, the selection of suppliers should adhere to the highest standards and align with EYCA Quality Standards. Members and their partners shall not offer or provide any benefits, discounts or services which are effectively or potentially harmful, dangerous or discriminative.

3.8. Non-discrimination and equal opportunities

The principles of non-discrimination and equal treatment are among our core values at EYCA. As a pan-European organisation, EYCA works for and represents all citizens in greater Europe.

We, therefore, recognise the importance of attracting, developing and retaining a body of members, volunteers and staff which reflects the diversity of European societies today. We are convinced that diversity is a strength in the Association and that harnessing this diversity will create a productive environment in which everyone feels valued, where their talents are fully utilised, and where organisational goals are met. We therefore welcome all suitably qualified individuals, irrespective of gender, disability, marital or parental status, racial, ethnic or social origin, colour, religion, belief, or sexual orientation, to be part of EYCA.

4. CONFLICT OF INTEREST POLICY

4.1. Definition of Conflict of Interest

When defining a conflict of interest, it is particularly pertinent to members of EYCA's statutory bodies and staff members, but it also applies to anyone representing EYCA through their activities. All actions undertaken by individuals falling under these categories must align with EYCA's interests.

A conflict of interest arises when an individual and/or organisation engages in activities or maintains personal relationships that could impede their capacity to act in the best interests of EYCA to take personal and/or professional advantage of their position or situation. In conclusion, every individual and/or organisation is expected to avoid a situation in which they have or could have a direct or indirect interest that conflicts, or possibly may conflict, with the interests of EYCA.

4.2. Disclosure Requirements

All individuals associated with EYCA, including but not limited to Board or Youth Panel members, Office staff, and representatives from EYCA member organisations, have a duty to promptly disclose any actual or potential conflicts of interest to the organisation. Disclosure should be made in writing and provided to the Board.

Members of the EYCA Board, EYCA Youth Panel, EYCA Office or other bodies must not be directly or indirectly involved in projects or organisations implementing competing projects.

The decision / assessment on whether a member is directly or indirectly involved in projects or organisations that implement competing projects is made by the EYCA Board or the General Assembly, depending on the relevant situation, based on the documentation provided by each member individually, upon request to the EYCA Executive.

4.3. Review Process

Upon receipt of a disclosure of a conflict of interest, the EYCA Executive (or another designated body, when appropriate) shall review the disclosed conflict. The review process may include gathering additional information, consulting with relevant parties, and assessing the potential impact of the conflict on the organisation. This process is to be submitted for consideration by the EYCA Board or General Assembly.

4.4. Mitigation Measures

If a conflict of interest is identified, EYCA may implement appropriate mitigation measures to address the conflict. Such measures may include recusal from decision-making processes, abstention from voting, or any other relevant measure agreed by the Board or General Assembly.

4.5. Decision-making Protocols

In situations where a conflict of interest exists, EYCA shall establish clear protocols for how decisions will be made. These protocols may involve seeking independent advice, ensuring transparency in decision-making processes, and documenting the rationale behind decisions.

4.6. Documentation and Reporting

EYCA shall maintain accurate and complete records of all disclosed conflicts of interest, the review process undertaken, and any actions taken to address conflicts. Such documentation shall be retained in accordance with applicable legal and regulatory requirements.

4.7. Regular Review and Updates

EYCA shall periodically review and update its Conflict of Interest Policy, as redacted in the section, to ensure it remains effective and aligned with best governance practices. Updates may be made in response to changes in organisational structure, legal requirements, or emerging risks related to conflicts of interest.

4.8. Adoption and Acknowledgment

All individuals affiliated with EYCA shall be required to acknowledge receipt of, understanding of, and agreement to comply with this Conflict of Interest Policy upon their appointment or engagement with the organisation. Failure to comply with the policy may result in sanctions as determined by EYCA.

5. FINANCIAL PROCEDURES

5.1. Purpose

The purpose of this section on financial procedures is to codify standards that are reasonably designed to detect wrongdoing and to promote:

Honest and ethical conduct, including the ethical handling of actual or apparent conflicts of interest between personal and professional relationships;
Avoidance of conflicts of interest, including disclosure to an appropriate person or persons identified in this Code of any material transaction or relationship that reasonably could be expected to give rise to such a conflict;
Full, fair, accurate, timely, and understandable disclosure in reports and documents that EYCA files with, or submits to institutions;
Compliance with applicable governmental laws, rules and regulations;
The prompt internal reporting to an appropriate person or persons identified in this Code of violations of the Code
Accountability for adherence to the Code.

5.2. Operating Principles

The ethics philosophy of EYCA is to comply with the highest standards of ethical behaviour and the letter and spirit of all applicable laws. EYCA employees shall comply with all laws governing its operations and shall conduct their work in accordance with the highest ethical standards.

When conducting meetings or representing EYCA in any capacity, employees, Board Members and Youth Panel members and any other related stakeholders are expected to maintain consistently high standards of ethical behaviour.

Additionally, EYCA is committed to full and accurate financial disclosure in compliance with applicable laws, rules, and regulations and to maintaining its books and records in accordance with applicable accounting policies, laws, rules, and regulations.

5.3. EYCA financial procedures

EYCA as an association and its representatives must meet the highest levels of honesty, integrity, objectivity, and independence and comply with all relevant laws, governmental regulations, Association policies, and professional standards.

Additionally, EYCA persons in leadership roles must also:

Foster a culture of high ethical standards and a commitment to compliance;
Maintain a work environment that encourages employees to raise concerns;
Promptly address employee compliance concerns.

Representatives are required to follow these standard practices:

Comply with EYCA policies and regulations;
Avoid actual or apparent conflicts of interest and report any material transaction or relationship that reasonably could be expected to give rise to such a conflict as required by this Code. A conflict of interest occurs when personal interests interfere in any way, or even appear to interfere with professional responsibilities or the interests of the Association as a whole;
Refrain from participating in any activity that would prejudice your ability to carry out EYCA duties ethically;
Maintain awareness of laws and regulations, and request appropriate legal advice as required;
Record and report financial information (e.g., actuals, plans, outlooks, flashes and financial analyses) accurately and honestly;
Accurate and honest reporting means that all information is to be communicated fairly and objectively. This includes disclosing fully all relevant information that could reasonably be expected to influence an intended user's understanding of the reports, comments and recommendations;
Reported financial data must not be influenced by: Operating unit or individual performance or compensation objectives.

6. PROCEDURES LINKED TO INAPPROPRIATE BEHAVIOUR

This document aims to empower individuals engaged with EYCA, including representatives from member organisations, employees, volunteers and any other related stakeholders, to report incidents that may affect them personally or professionally.

This Code of Conduct aims to provide a set of guidelines on how individuals and organisations involved with the European Youth Card Association should conduct themselves.

6.1. Submitting a report

If any individual involved with EYCA experiences or witnesses any irresponsible behaviours including, but not limited to, what is written in this code of conduct, the procedure will be as follows:

Filing a report can be done via the dedicated online form. This form collects the relevant information in a structured format (and photographic proof if any exists), allowing for the necessary investigations and follow-up. It has the option of submitting anonymous reports; however, this option clearly hinders any possibility of following up for further information, and may limit the process and possible outcome.

Easy access to the reporting form and Code of Conduct should always be guaranteed via the EYCA website. In addition, the digital Code of Conduct & reporting form should be highlighted at EYCA events and meetings, and made accessible via QR links on posters.

All reports submitted via the form will remain confidential. A team of two to four employees from the EYCA Office will have access to the form and receive notifications of new submissions. This is to ensure that reports result in the necessary and timely follow-up and that transparency is guaranteed. This will also help avoid the leakage of sensitive information.

As a general recommendation, disclosures should be supported by a clear and detailed narrative of the action(s) that took place. In cases where an individual's integrity or security is at risk, it is key to contact local authorities.

6.2. Support & assistance

To support any individual facing a situation of harmful behaviour and offer assistance on the necessary process to be followed, the following measures are to be provided:

Safe people at events/meetings: At events, at least one trained individual will be on hand to ensure that any code of conduct concerns can be addressed. This person or persons will be named at the start of every event will usually be from the EYCA Office or the EYCA Board, as they are at most, if not all, official EYCA events. In addition, the Youth Panel may fulfil this role on a select number of occasions for the events that they organise, but they will not fulfil this role at large-scale EYCA events (such as the EYCA Conference). These individuals may only fulfil this role after having followed a dedicated training on the subject, organised by EYCA with the assistance of a professional.
Dedicated responsible people at the EYCA Office: Between two and four employees from the EYCA Office will be responsible for the overall administrative process of Code of Conduct concerns. They will also be available for questions about the Code of Conduct, the process for submitting a report and assisting with the implementation of decisions. It should be clearly highlighted who these people are and how to contact them. This measure is to ensure transparency and responsiveness with procedures relating to the Code of Conduct.

It is important to note that these people are only there to assist individuals. No report submitted through them can assessed according to the procedures outlined in this document. The only method to submit a report is via the online reporting form, so as to ensure that no relevant information is lost.

6.3. Overview of the full process of submitting a report

To ensure that the process is transparent and well understood, the following steps will be implemented when a report of wrongful behaviour is received.

Step 1 - Notice or experience wrongful behaviour: This may take place in any circumstances that relates to EYCA and people involved with EYCA, either during in-person or digital interactions.

Step 2 - Report the incident: This can be done through the online form on the EYCA website (anonymous or not). Assistance may be given by the safe people of the event and/or the responsible people of the EYCA Office. If necessary, immediate actions can be taken by the safe person of the event or the EYCA Office/Board for other immediate matters. Once a report is received via the form, a notification will be sent to mail@eyca.org, which is accessible by all EYCA office employees, to ensure a swift and transparent follow-up. The content is only visible to the dedicated Office employees tasked with following up on the administrative procedure.

Step 3 - Reception of the report: If the report is not anonymous, the responsible people of the EYCA Office notify the claimant that the report has been received. They should also verify with the claimant that no relevant information is missing. This does not mean interviewing the claimant (i.e. with further questions). Further safety measures can be taken immediately if necessary. Should any report (especially anonymous) contain insufficient information or be deemed as unrelated to EYCA or the Code of Conduct, the EYCA Office/Board may decide not to pursue the case further, to avoid overburdening the Code of Conduct process.

Step 4 - Notifying the Ethics Committee: The responsible people from the EYCA Office notifies the Ethics Committee of the situation. The Ethics committee, composed of 10 people, then splits itself evenly into two groups, while ensuring diversity in each group: the investigation & recommendation group and the jury group. Any people with a conflict of interest related to the parties and case shall remove themselves from the process.

Step 5 - Investigation process: All relevant documents are shared with the investigation group. This group explores the report and aims to understand the situation. Both parties are invited to outline their perspectives on the situation, either in writing or through verbal exchange. Notes and reports are to be kept to ensure transparency. Witnesses or additional evidence may be consulted. Should the report be submitted anonymously, the group still aims to collect the relevant information and conduct this step accordingly. A report is compiled by the team, including a recommendation on the sanction and measures to be taken.

Step 6 - Decision: The jury group receives the report from the investigation and recommendation group. This report, which includes all information and recommendations in terms of sanctions and follow-up measures, is discussed. This group makes the final decision on what actions should be taken. They then notify the EYCA Board.

Step 7 - Follow-up: The decision and full report is sent to the Board, which is responsible for the follow-up. The Board informs the claimant and defendant. If any sanctions or other measures should take place, it is the Board that will notify the relevant Parties. Under no circumstances is any confidential information published or shared more widely, other than the measures that are to be implemented if necessary.

6.4. Sanctions for inappropriate behaviour

Imposing a sanction is not something that should be done lightly, considering the consequences it could have for an individual or an organisation. That is why the following principles should be respected when deciding on imposing a sanction:

Fair hearing and opportunity to present evidence;
Proportionality of the sanction;
Equality, meaning that similar cases should be treated similarly;
Transparency in reasoning of imposed sanction.

Although, violation of the Code of Conduct may result in disciplinary action, up to and including removal from positions of authority within EYCA or entitlement of membership. The organisation shall apply consequences consistently and fairly in response to breaches of the Code.

6.4.1. Types of sanctions

The circumstances in which Code of Conduct violations take place are rarely the same. Although each violation is taken seriously, they vary in severity.

The sanctions that are applied to a violation are therefore not predetermined. They are rather established on a case-by-case basis. By establishing the sanction in such a way, justice is achieved on an individual basis.

Nevertheless, the sanction(s) should be relevant to the degree of severity of the violation. While it is up to the Ethics Committee to determine which sanction should be implemented, the following structure can be used as a guidance for determining which sanction is called for:

For low-level violations, such as inappropriate jokes, rudeness, dismissiveness, the outcome could be a warning, mediation between the parties or a behavioural agreement to ensure that this behaviour doesn't happen again.
For mid-level violations, such as persistent unwanted behaviour, disrespecting boundaries, the response could be the temporary removal of the participants from events/meetings, the suspension of the person from their role or the removal of access from EYCA's tools and services. Again, this action should only be temporary, the goal is to ensure that this behaviour doesn't happen again.
For severe violations, such as harassment, assault and repeated abuse of power, the action should be either the permanent removal from events/meetings, a formal complaint to local authorities, or the termination of the role within EYCA. Should the concern be in relation to a Board member, any removal for their position would require ratification by the General Assembly.

6.4.2. Untrue Allegations

If an individual makes an allegation in good faith, which is not confirmed by a subsequent investigation, EYCA will not act against that individual. If an individual makes malicious or upsetting allegation(s) with intent to harm, then legal action may be taken against them.

6.4.3. Appeals

After the decision and possible sanction has been communicated to the Parties by the EYCA Board, any party has the possible to submit an appeal. The EYCA Board is responsible for evaluating the appeal and examining the original report prepared by the Ethics Committee and any new information provided by the Parties. The Board is also responsible for making a decision on the appeal by either upholding the original decision or adopting a new position.

7. PERSONNEL INVOLVED IN THE CODE OF CONDUCT PROCESS

7.1. Overview of the roles & bodies

Several bodies and individuals shall have clear roles with regard to code of conduct procedures. This is an overview of the different responsibilities of each:

EYCA Office: A notification of a new submission shall be automatically sent to mail@eyca.org. This email address is accessible by all EYCA Office employees and only them. While not all employees will have access to the content of the submissions notifying all employees of a new submission ensures transparency and swift follow-up.

Dedicated employees of the EYCA Office: Between two and four employees of the EYCA Office are responsible for coordinating the entire process linked to Code of Conduct concerns. This is to ensure that no information is lost in transit, and that all relevant stakeholders are brought into the process when needed. Should any of these employees be implicated in a conflict of interest, they will not be involved in this administrative process. Once a report is filled through the form, these employees have access to the content but cannot alter any of it. These employees cannot be part of the Ethics Committee.

Ethics Committee: This committee is composed of 10 people, selected amongst EYCA members, the EYCA Board, the EYCA Youth Panel, the EYCA Office and anyone who was previously involved in EYCA on the European level. Applications for this committee are to be done via an open call with the final selection made by the EYCA Board, taking into account overall diversity in terms of profile, gender, age, country of residence and current/former role within EYCA. The selected people will need to follow an online training ( see section 7.2. ). Should any member of this Committee decide to withdraw their involvement, a new selection will be called by the Board. The reason for having broad diversity in this group is twofold: 1. If a case appears in which one of the people has a conflict of interest, they will not take part in the process for that specific case; however, it is still necessary to have a sufficient number of other people involved in the case (at least 6 people). 2. Collecting relevant information and making a final decision can only benefit from having different perspectives in the process.

Investigation & recommendation group: This group is composed of half the members of the Ethics Committee.

Jury group: This group is composed of the other half the members of the Ethics Committee.

EYCA Board: The EYCA Board is responsible for selection and nomination of the Ethics Committee. It is also responsible for the implementation of decisions, with the support of the EYCA office. The EYCA Board, along with the EYCA office, may also decide not to follow-up on a filled report (especially anonymous one), should it contain insufficient information or be deemed to be unrelated to EYCA or the code of Conduct.

7.2. Training

Stakeholders involved in the protection and implementation of the Code of Conduct are to follow specific training, equipping them with the necessary knowledge and practices.

These training sessions will focus on the following topics and be delivered by relevant professionals.

Safe person training: A training session will be organised for all members of the EYCA Board, Office and Youth Panel (at the start of their respective mandates or contracts) on how to deal with Code of Conduct concerns. This training is highly recommended, but not mandatory. However, only trained individuals can fulfil the role of a safe person. This training will be held on a regular basis to coincide with new mandates (Board, Youth Panel) and new employees (EYCA office). A professional entity will be contracted for this.
Ethics Committee: A training will be organised for the 10 members of the Ethics Committee to brief them on the relevant steps to be taken, information to gather and circumstances to take into account. It will also cover how to make objective decisions and what sanctions are relevant. A professional entity will be contracted for this.

8. VISIBILITY OF THE CODE OF CONDUCT

A large part of the code of conduct's purpose is to prevent unwanted behaviour in the first place and ensure that all participants in EYCA's activities are aware of the standards. This means making sure the rules and good practice guidelines are known by all. As a result, EYCA should ensure that the following visibility measures are implemented:

EYCA website: the code of conduct and reporting form should be made accessible through the EYCA website. Ensuring that it is open to everyone is important, given that many participants of EYCA events are not necessarily from member organisations and do not have access to the internal file-sharing system.
One-page summary: Given the length of the current code of conduct, a one-pager summary is relevant for participants of events/meetings. This should be done in a visual way and uploaded to the EYCA website, hung up at events/meetings and included in welcome packs. A QR Code would appear on this explainer for people to access the full code of conduct and reporting methods at events, especially at social events.
Quick overview at events: the organisers should not only mention that there's a code of conduct but also where to find it and how to use it. At every event, emphasis should be put on how to and to whom to report concerns.

9. CONCLUSIONS

This Code of Conduct is not meant to replace or conflict with any of the existing Statutory Documents of the European Youth Card Association but to provide a more concrete set of rules for the day-to-day operations of the Association and its members. Its purpose is to ensure that all individuals within the organisation carry out EYCA's mission, vision, and values to the highest standards.