Welcome to the 2nd CEV Seminar for NFs General Secretaries

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Seminar for General Secretaries- 1st part -

• Welcome to the 2nd CEV Seminar for NFs General
  Secretaries

2
Organization

• Aims of the Seminar
• Modules Time schedule

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2006 CEV Seminar

• 5 modules 4 objectives!
• Review the administrative procedures connected
  with the management of our mutual activities
  (administration, finances, press, marketing,
  competition)
• Present a system for managing the licenses as
  adopted by Swiss Volley
• Improve our reciprocal administrative
  performances by adopting a Quality Chart
• Present and explain the new ranking system fo
  rthe European Cups 2007/08

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Module 1

• 09.15 09.30
• Introduction
• 09.30 10.30
• Licenses management
• Presentation by Swiss Volley, Mr. Roger Schnegg
  and
• Mr. Hanspeter Hofstetter
• 10.30 11.00
• Coffee break

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Module 2

• 11.00 12.00
• Short review of the administrative processes
  linked to the Administration, Marketing
  Communication Departments
• Professionalization of Volleyball
  Administration
• Concrete actions for a global quality in
  administrative process

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Module 3

• Volleyball Administration play fair!
• -        A Quality Chart
• -        Principles CEV Recommendations
• 12.30 - 14.00 Lunch at the Restaurant Le Jardin

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Module 4

• 14.30 15.30
• Short review of the administrative processes
  linked to the Competitions Departments
• -        European Cups
• -        European Championships
• -        Beach Volleyball Competitions

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Module 5

• 15.30 16.30
• Presentation of the new Ranking System for the
  2007/08 European Cups
• -        Rules of the Ranking
• -        National Qualifications
• -        Competition Method men
• -        Competition Method women
• 16.00 - 17.00 Closing of the Seminar
• -        Evaluation

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MODULE 1

• Licenses management
• by Mr. Roger SCHNEGG, Director of SWISS VOLLEY
• Mr. Hanspeter HOFSTETTER of SWISS VOLLEY

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MODULE 2Volleyball Administration

• Our common need
•  Professionalization of a sports organization is
  a continuous process 

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Understanding the professionalization

• Definition
•   The technical management of dossiers and the
  actions delegated to permanent staff salaried
  staff, staff made available by the state or
  volunteers with time and specific competences 
• E. Boyle (2005)

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• Role of the General Secretary towards the CEV
• Fix and supervises the disposition of the
  organizational structures within his organization
  responsibilities
• Coordinating and planning the activities
  technical management
• Ensuring a thorough follow-up of the CEV
  directives
• Control the organizational criteria
• Maintain a close relationship with the CEV

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An efficient structure

• Mission roles
• Global organization
• Management process

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The Support

• Under the leadership of the National Federation
  and its General secretary, promotes and controls
  all CEV competitions and their
  administrative-related issue ensuring
• A constant support to the appointed organization
  and its affiliated clubs/associations
• A high-quality set-up of the organizations and
  their actors
• An efficient co-ordination of the information
  flow

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The NFs Secretary centralized organization

• Management of the information received from the
  CEV
• Update of their responsibles officials
• Control of the distribution identification of
  the actions to be done
• Support the work of the CEV European Cups
  Responsible, your Press Officer, the various
  clubs/teams involved in CEV competitions, etc
• Education of their staff
• Feedback to the CEV

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Management Process
WHEN?

• Planning
• Deadline
• Delegation
• Control

HOW MUCH?

• Budget reports
• Follow-up
• Invoices payment

WHAT TO DO?

• Registration
• Licenses
• Visa
• Travel
• Nominations
• Organisation of CEV events

GeneralSecretary
HOW TO DO IT?

• Regulations
• CEV Communications
• Terms Conditions

WHO IS IN CHARGE?

• Delegation
• Guide Line
• Education
• Feedback

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Professionalization in Sports

• 4 KEY INDICATORS
• Quality
• Performance
• Human ressources
• Good Governance

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QUALITY

• The way to ensure organization success
  Principles
• General Acceptance of regulations
• Enhancing of internal external process
• Recognition of the value of human ressources

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What is Quality in Volleyball?

• Dimensions to be considered
• 1. Product oriented (internal)
• Organization / competition must comply with the
  global expectations, CEV requirements, budget,
  etc.

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What is Quality in Volleyball?

• Dimensions to be considered
• 2. Process oriented (internal)
• Control and coordination of the whole process.
  Quality system from the beginning to the end.

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What is Quality in Volleyball?

• Dimensions to be considered
• 3. User oriented (external)
• User expectations audience, satisfactions,
  attractivity, media TV impact, institutional
  regognition, etc.

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What is Quality in Volleyball?

• Dimensions to be considered
• 4. Society oriented (external)
• Marketing political impact. Credibility of
  volleyball and social responsibilities.

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Integral Quality in Volleyball
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Manage the Performance

• How to measure the global performance dimension
  of a National Federation?
• Statutory Performance
• Objective ? Obtain the best sports results
• ? Increase the number licenses
• 2. Organizational Performance
• Objective ? Fix a qualitative mission, strategic
  plan environmental requirements

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Manage the Performance

• 3. Promotional Performance
• Objective ? Improve the media impact and public
  interaction
• 4. Internal Social Performance
• Objective ? Improve the social commitment and
  the involvement of actors
• 5. Social Performance
• Objective ? Contribute towards a better
  implication of volleyball and its program (school
  programs, political subventions, etc.)

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Manage the Human Ressources

• A good organization maximizes
• Efficiency
• Productivity
• Employee performance
• Fix
• Task description for the employees
• Adequate allocation of tasks in departments
• Delegation of competence and hierarchy
• Relationship between the different units

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Fundamental Bases

• Knowing, Learning Improving
• Doing
• Helping
• Training and supervision of employees personal
  management
• Human Capital development perspective
• enhance the welfare of the employees and their
  capabilities to ensure the success of the
  organization

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Manage a Good Governance

• Clear structure and clear guidelines
• Standards and procedures
• Transparency and ethics
• Institutional communication

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Manage the QUALITY Process

• Fix your mission!
• Fix your objectives!
• Fix your management process!
• and Celebrate!
• LEADERSHIP OF A NATIONAL FEDERATION

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Concrete actions for a global quality in
administrative process
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The CEV Global Organization
GENERAL ASSEMBLY
BOARD OF ADMINISTRATION
WORKING GROUPS
COMMISSIONS
EXECUTIVE COMMITTEE
CEV HEAD OFFICE
General Management CEV Executive Director
Administrative Department Administration
Co-ordinator Bookkeeper Administrative
Secretary Sports Events Secretary IT
Responsible Administrative Clerk
Marketing Press/Communications
Department Marketing Co-ordinator Press Officer
Competitions Department Competitions
Director European Cups Secretary Championships
Secretary Beach Volleyball Co-ordinator
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Centralized Organization
Events
Informatics

• B. Meyer
• Back office IECL EL
• Official IECL presentation
• Producing CEV docs
• Publicity Uniforms
• Medals Cups
• Tournament Approvals
• GA Events organizations

Marketing

• D. Barthels
• Management Network Computer applications
• Maintenance updating
• Technical assistance
• CEV website
• Security network access

• M. Meyers
• CEV Corporate Identity
• Sponsoring
• Terms Conditions
• Sponsors Suppliers
• Marketing Agencies
• TV Agencies
• Partners section on web site

Communications

• S. Bickendorf
• CEV official communication to the media, NFs and
  web site
• Forewords Speeches
• CEV website media section
• Official booklet
• News and news letters
• Press conferences
• Press regulations guidelines

Administration

• E. Patricola / I. Karmann / L. Vilchez
• Writing of the Minutes BOA, EXCOM, GA
• Translations
• Daily administrative mails
• Flight Travel reservations
• Hotel Meeting reservations
• Telephone Reception
• Competition Hall approvals
• Post Office / In Outgoing Mail
• Filing
• Production of CEV documents (Ref. manual,
  Bulletins, Handbooks, etc.)

Competition
Finances
J.-P. Rommes E. Schmidt, I. Fidanza, K. Nieminen

• S. Collignon
• Daily Book- keeping
• Follow-up financial situation
• Budget Reports
• Invoices Payments
• Accounting
• Staff holidays

• Daily Management of CEV Comp.
• Regulations
• Official results reports
• Licences
• Referees Officials
• Competition Manager
• Competition section on web site

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The CEV Bodies Calendar

• Calendar of all CEV meetings (BOA, EXCOM,
  Commissions, WG) on the CEV Website
• www.cev.lu under Calendar
• ? enter timeframe
• ? select CEV Organs under the Calendar tab
• ? select the appropriate Commission/WG under
  the Categories tab

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The CEV Competitions Calendar

• Calendar of all CEV competitions (Clubs, national
  teams, Beach
• Volleyball, FIVB Competitions, etc.) on the CEV
  Website
• www.cev.lu under Calendar
• ? enter timeframe
• ? select CEV competitions under the Calendar
  tab
• ? select the appropriate competition under the
  Categories tab

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Zonal AssociationsRelationship with CEV

• Inform CEV Coordinator (Meetings, General
  Assembly)
• Minutes of meeting and General Assemblies to be
  sent to CEV for information
• Written Activity Report for yearly CEV General
  Assembly 3 months before the Congress
• Competition calendar to be approved by the CEV
  BOA and to be published on the CEV website

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CEV Support

• Support of Zonal Associations through SAP (Sports
  Aid Program)
• Upon presentation of a detailed Activity Report
  to the CEV Executive Committee

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Tournaments ApprovalWhen?

• Competitions under the aegis of a NF, provided
  the participation of inter-national teams
  (clubs/national teams)
• If more then 3 national teams line up
• Mandatory for national teams competitions
  (senior, junior, youth)
• Optional for club competitions

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Tournament ApprovalsWhy?

• CEV has to direct, plan and control the numerous
  different competitions on its international
  territory
• To avoid clashes between the competitions
  officially recognized by CEV
• Harmonize the competition calendars

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Tournament ApprovalsHow?

• An ad hoc form duly to be sent to CEV by fax
  containing all important information (date,
  venue, participating teams etc.)
• under www.cev.lu
• ? select Downloads  ,  Administrative
  Documents 
• CEV will approve the tournament by returning the
  form (signed an sealed)
• Only for senior competitions, the organizing NF
  will be charged an administrative fee of EUR
  150,-

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VISAS REQUEST

• Obligations of the received countries
• It is the visiting teams responsibility to
  fulfil in due time the necessary formalities to
  obtain the visa to enter the territory of the
  National federation

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VISAS REQUEST

• IN DUE TIME!!!
• Not two weeks before!
• The necessary formalities
• Invitation letter to the visiting team
• Competition, venue, dates, etc
• Support the administrative process

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Medical coverageBJD Assistance

• All CEV Officials are covered by BJD Insurance
  during their CEV-related travels
• BJD provides you with assistance for problems
  such as baggage loss/damages, illnesses and
  accidents

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Medical coverageBJD Assistance

• All persons, athlets and officials, registered
  and taking part in the CEV Volleyball
  Competitions (0-2bis form)
• For each age category and/or type of competition

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Medical coverageBJD Assistance

• Solidarity of 1sr world countries in favour of
   developping countries 
• Simplification of the administrative steps for
  the obtention of a visa
• Simplification of procedures with hopitals and
  doctors in the case of illness or accident
• Unlimited access to information of  info Service
  Travel  for the preparation of trips

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Medical coverageBJD Assistance

• www.bjd-sos.com
• Members login
• Emergency Alarms
• Sos alarm, illness accident, bagagge

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Medical coverageBJD Assistance

• Assistance and Repatriation
• Medical expenses max. 100000.- Euros
• License fee 15.50.- Euros

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Publicity on UniformsCEV Authority

• Within the scope of European competitions
  involving national teams
• In accordance with the Manuel du Matériel
  Sportive de Volleyball, de lEquipment des
  equipes et de la publicité of the FIVB

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Publicity on UniformsApplication

• Shall be sent to CEV by registered mail or fax at
  least 10 days before the beginning of the
  competition
• Accompanied by a sample garment bearing the
  advertising subject, or by fax a descriptive
  colour photograph an life size samples
• For every category (senior, junior, youth)
  separate application

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Publicity on Uniforms Multiple Sponsors

• Possible to request several authorizations (from
  different sponsors)
• A team may have two different publicities per
  uniform
• Every single authorization is only valid for one
  set of uniforms
• Inversion of logo for libero permitted

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Publicity on Uniforms Size of authorized
Publicity

• On front side of the shirt not bigger than 300
  cm² in one block
• On the sleeve (or shoulder/collar) not bigger
  than 50 cm²
• The manufacturers logo must appear on the jersey
  and shall not exceed a surface of 20 cm²

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Publicity on Uniforms Disposition of the Logo

• In case of one sponsor, the logo shall only
  appear once on the front side below or above the
  players number or on the sleeves
  (shoulder/collar)
• In case of two sponsors, the logo shall only
  appear once on the front side below or above the
  players number and on the sleeves
  (shoulder/collar)
• The number must always stay legible and visible

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Publicity on Uniforms- Examples
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Publicity on UniformsRestrictions

• No publicity will be permitted for the
  following categories
• Alcohol and tobacco
• Products deemed harmful to health and safety
• Publicity likely to be prejudicial to any ethic,
  religious or political group

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Publicity on Uniforms Fees and Handling Charges

• Category A
• Seniors 2746,- EUR/per sponsor
• Juniors 1373,- EUR/per sponsor
• Youths 69,- EUR/per sponsor
• Category B
• Seniors 1373,- EUR/per sponsor
• Juniors 686,- EUR/per sponsor
• Youths 69,- EUR/per sponsor
• Category C
• Seniors 686,- EUR/per sponsor
• Juniors 343,- EUR/per sponsor
• Youths 69,- EUR/per sponsor

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Medical procedures to be checked by NF

• Medical Certificate M-4 Form
• Antidoping controls
• Antidoping Prevention
• TUE

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M-4 Form

• Each Licensed player participating in the
  European Cups and European Championships must
  present to the CEV technical Delegate/Supervisors
  during the preliminary inquiry , one copy of
  health certificate, M-4 form
• Must be signed by a medical doctor
• Available on the CEV web site

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Antidoping Controls

• In case of a positive sample (A sample) within a
  control under the authority of the NF, the NFs
  have to immediately inform CEV at
• CEV Head Office
• 6, rue de la Fonderie
• L-1531 Luxembourg
• Tel  [phone]
• Fax  [phone]
• The following information must be forwarded
  within 48 hours
• Name of the player
• Date and place of the sampling
• Name of the forbidden drug that has been taken
• Whether a B sample is requested by the player or
  not
• Penalties applied by the NF
• The CEV Head Office has to inform the EMC, ELC
  and ECC Presidents.

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Antidoping prevention

• In order to prevent any future infringements to
  the medical regulations, we invite you to
  carefully study the documents in force
• FIVB Medical Regulations (7th version), as
  well as the list of prohibited substances
• World Anti-Doping Code, especially the
  International Standard for therapeutic use
  exemptions, edited by the WADA
• Athletes guide which has to be provided to
  your athletes, including their rights and
  obligations
• These documents are now available on the CEV
  Website www.cev.lu under the section Downloads
  / Main page - Medical Documents.

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Therapeutic Use of Exemption

• TUE application process, which allows athletes
  and their medical doctor to apply for Therapeutic
  Use exemptions, i.e permission to use, for
  therapeutic purposes, substances contained in the
  list of Prohibited Substances.
• The regulations concerning the use of these
  applications, as well as their analysis and
  approval by the FIVB Therapeutic Use Exemption
  Committee are contained in the documents
•    International Standard for Therapeutic Use
  Exemptions
•    Application Form TUE
• A TUE will only be considered following the
  receipt of a completed application form that must
  include all relevant documents (see appendix TUE
  form), as well as all necessary information
  correctly filled as listed in the application
  form.
• Decision of the TUEC will be conveyed in writing
  to the athletes by the FIVB MC.
• Any application must be sent confidentially no
  less than 21 days before participating in a
  European Competition to FIVB

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Our common basic Financial Management

• Obligations of the CEV towards the NF
• Obligations of the NF towards the CEV

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Our common basic Financial ManagementFinancial
obligations of the CEV towards NFs

• Payment of CEV Prize Money it is mandatory to
  pay via the National Federations account
  (necessity for feds to inform the clubs/teams
  concerned and to pay them immediately)
• Financial respect of the contracts signed between
  CEV Feds
• Payment of per diem to CEV representatives

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Our common basic Financial ManagementFinancial
obligations of the CEV towards NFs

• All dues payable free of any bank fees
• To collect FIVB annual fees
• Federations are the main CEV partners.
  Consequently, CEV has to inform them about its
  financial management, budgets, end of year
  balance, etc
• Detailed information via the respective financial
  situation

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Our common basic Financial ManagementFinancial
obligations of the NFs towards CEV

• National Federations responsible for payments
  towards CEV(not the clubs)
• Payments to CEV via bank transfer (no checks)
• Payment upon receipt of the CEV invoice unless
  special instructions in regulations Strict
  respect of the regulations
• Financial respect of the contracts signed between
  CEV Feds

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Our common basic Financial ManagementFinancial
obligations of the NFs towards CEV

• Payment deadline to be strictly respected or
  past-due interests are calculated and added
• All dues payable free of any bank fees
• Non-respect of CEV regulations entails SANCTIONS.

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BankInformation
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Financial Issues
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Financial Issues
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How we can deal with it in the future!

• Principles to be respected
• Use of IBAN numbers SWIFT/BIC codes
• Regularly check and update Federations bank
  data
• Communication necessary for each bank transfer to
  CEV (invoice N if possible, or clear comment
  about the purpose of the payment if it is a
  payment in advance before invoice is issued)
• Take into consideration any special remarks on
  invoices (ex. To avoid double payments,
  overpayment, etc.)

69
CEV Communication

• CEV Press Officer
• CEV communication to media, NFs and website
• CEV
• Competitions
• e-News
• Yearbook
• Link between CEV and media (bi-directional
  communication)
• Develop CEV public relations through media
• (branding)

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CEV Communication

• NATIONAL FEDERATIONS
• Assist national federations in dealing with media
  (intermediary)
• Support to organisers of European Championships
• and Final Four organisers of Indesit European
  Champions League in terms of press activities
• Regional correspondence
• Understand each others needs and objectives
  (branding)

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CEV Communication

• LIVE SCORE
• e-NEWS
• Subscription (www.cev.lu)
• Advertise in your country
• YEARBOOK
• Subscription
• (branding)

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Volleyball Administration PLAY FAIR!
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Vision

• In order to improve everyones administrative
  work, we think it is necessary to all adopt a new
  relations structure based on the following
• The definition of reciprocal principles
• The development of an efficient work culture
• The encouragement for administrative performances

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RECOMMENDATIONS

• We invite all the National Federations to
• Take into consideration the principles listed
  in our Administrative Quality Chart
• Provide the necessary support for the
  establishment of performant structures
• Distribute this chart in their local language
  to the local associations and organisations
• Encourage these local associations and
  organisations to take into consideration the
  listed principles for their own work

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Objectives of the Quality Chart

• Improve everyones administrative performance
  levels
• Unify our internal procedures and clarify the
  role and responsibilities of our partners
• Educate and train all people who hold
  administrative responsibilities
• Develop training courses to be given by the
  National Federations
• Make Volleyball more credible and reinforce its
  professional competences in the eyes of our
  political, economic and media partners

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VOLLEYBALL ADMINISTRATION PLAY FAIR! QUALITY
CHART

• Establish a governing administrative structure
  within each of our organizations
• Develop objectives for the administrative quality
  within each of our organizations
• Pay attention to define in detail the tasks and
  responsibilities of each of our employees
• Ensure that all employees have the means to reach
  the quality objectives that you have defined
• Efficiently communicate all official information
  to our employees

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VOLLEYBALL ADMINISTRATION PLAY FAIR! QUALITY
CHART
6. Distribute clear guidelines defining the
administrative procedures 7. Coordinate and
regularly review the work of our employees 8.
Accept the right to make mistakes and promote
the principle of appropriate sanctions 9. Ensure
an internal training and encourage the
acknowledgement of administrative ethics. 10.
Recognize the administrative engagement of your
employees and bring out the human potential.
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VOLLEYBALL ADMINISTRATIONPLAY FAIR!

• Respect the deadlines
• Respect the guidelines and regulations
• Respect the administrative ethics
• Respect the individuals
• Respect the sanctions