Terms of ECGF Exchange Pilot

Terms and conditions of the European Coast Guard Functions Training Network´s Exchange Programme Pilot

The ECGF Exchange Programme pilot is one of ECGFA NET II project’s activities, targeted Coast Guard Officers, operational level personnel and experts (including trainers, teachers and researchers) who are representatives of the member organisations of the ECGF Training Network. The ECGF Exchange Programme Pilot is organised by the ECGFA NET II project and funded by EU/EMFF, with the help of national exchange coordinators appointed in Member State or Member Institution.


The objectives of the ECGF Training Network Exchange Programme are the following:

- To promote networking in the CGF field, and in particular in the field of CGF training and education;

- To promote the exchange of knowledge, skills, experiences and best practices in the CGF field;

- To harmonize the knowledge and know-how of European CGF-actors;

- To assist in filling certain training gaps, i.e. for scarce/unusual skills, cutting edge know-how;

- To contribute to the development and use of CGF SQF;

- To increase knowledge and understanding on the challenges faced in other EU Countries;

- To contribute to the creation of a European CGF culture;

- To promote the sharing of resources and mutual assistance.


The ECGF Exchange Programme Pilot includes the following eight steps:  

1. Call for Hosts: All ECGF Training Network members are invited to commit to host one or more Exchangees. Elected hosts must nominate a National Coordinator / Institution Exchange Coordinator.

2. Call for Nominations of Exchangees: A call for nominations for Exchangees will be sent out by the project to National Coordinators / Institution Exchange Coordinators, who will distribute the information to ECGF Training Network members.  Potential Exchangees must submit the application to the National Exchange Coordinator / Institution Exchange Coordinator.

3. Matching and Selection Process: Matching of hosting countries / counterparts with applications of Exchangees. In pilot phase the applications will be processed in order of arrival. As a general rule Exchange places shall be distributed in the order in which applications were received. It should be noted that hosts may announce specific requirements for exchangees, which can exclude some applicants.

4. Preparation: Checking whether the matching has been adequate and both the Host and the Exchangee meet the professional standard and learning needs, agreeing on the dates and other details for the exchange period, preparation of a hosting plan. The Exchangee should make the Cascading plan in order to share information which was gained during the exchange period.

5. The exchange period: During the pilot phase the exchange period is limited to five working days.

6. Cascading: After the exchange period the Exchangee is to share with other colleagues the knowledge that was gained during the exchange.

7. Feedback: Feedback is given by the Host and the Exchangee to give a clear picture of whether the objectives of the exchange have been achieved.

8. Certification: After the completion of the Exchange Programme, the Exchangees who fulfilled all their obligations will be awarded with a joint certificate by the respective hosting national agency as well the ECGF Training Network.

After the completion of the Exchange Programme sending institution claims reimbursement of travel costs as incurred in accordance with separate rules.

The sending institutions

The Exchangee must be from member agency of ECGF Training Network or ECGFA NET II Project Contributors (ECGFF Member).

Requirements for Exchangee Candidates

Requirements for candidates are:

- Good level of English which enables interaction amongst colleagues. Should the exchange be in another language than English, the Host and the Exchangee should be able to provide all required documentation in English;

- Minimum of three years of work experience and expertise in the defined specialised category;

- have a need and readiness for individual learning;

- have the ability and willingness to cascade newly gained knowledge.

The role of the ECGF Training Network

ECGF Training Network (during the Pilot programme ECGFA NET II project) arranges the Call for Hosts and The Call for Exchangees.

ECGF Training Network does not provideany support for travel arrangements. Therefore, the Exchangees are responsible for arranging their own travel to the destination. Neither does the ECGF Training Network arrange accommodation. Should the Host arrange accommodation or cover some other costs, it will be indicated in the Call for Hosts. 

The role of the ECGF Training Portal Coordinator

ECGF Training Portal will be used as a platform and the main technical tool to assist with the coordination. ECGFA NET II project will act as ECGF Exchange Coordinator in Pilot Programme. Tasks include: coordination of the call for Hosts and Exchangees, coordination of the matching and selection process, coordination of the preparation process and feedback process for each Exchangee and Host, management of the certification process and budget management.

The role of the National Exchange Coordinator

The National Exchange Coordinator is responsible for facilitating and coordinating the sending and hosting of exchangees, and contacts between the Exchangee and the Host, as well as between the ECGF Training Network Exchange Coordinator. National Exchange Coordinator coordinates the selection of participants in their country and sends list of nominees to project who undertakes a “matching process” to find counterparts for each nominee.

If instead of a National Coordinator there should be Institution Exchange Coordinators, they will have the same responsibilities as the National Coordinator, but only concerning their institution.

The role of the Host

The host is responsible for all training offered to the Exchangees.

Reimbursement of Costs

The Finnish Border Guard as Beneficiary of the ECGFA NET II Project reimburses from project budget the travel costs to participants of the ECFG Exchange Programme Pilot. Project reimburses a total amount max 2000 EUR per person for travel and accommodation costs, and daily allowances, maximum for one week.  All reimbursements are paid to the bank account of the sending institution. Thus it is the sending institution which must address Project Coordinator requesting the reimbursement of costs for its employees.


Every Exchangee participating in Exchange Programme programs is required to have a valid accident and health insurance.


The main language is English, however, for an exchange it is possible to use other languages. This is subject to agreement between the exchange partners. All documentation and feedback must be completed in English.

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