FREQUENTLY ASKED QUESTIONS

General

Who can participate in a staff exchange?

ISEP is open to any organisation and their staff within the parks industry from any part of the world. The programme is open to both members and non-members of Parks Forum. However, a higher service fee applies to non-members.

Why should I participate in ISEP?
Benefits for participating individuals and organisations are many, and are outlined on this link. ISEP fosters best practice for participating organisations, and provides a unique opportunity and a means of broadening an individual’s experience and their organisation’s overall capability.

Why should I use the Parks Forum exchange programme rather than develop a partnership with another parks agency?
Because Parks Forum's Exchange Programme engages a wide range of park agencies from a range of countries. This increases the opportunity for your staff to learn from a range of practices from diverse agencies, situations, skill sets and cultures. For instance, you may have some staff that would benefit going to New Zealand to learn something different. By applying for a staff exchange through Parks Forum, agencies will also contribute to the development of the parks industry, have their interest in staff exchange actively promoted, and will receive the most relevant and up to date information regarding their applications, as well as facilitation and logistical support from Parks Forum.

Should agencies apply for ISEP if they are interested in the programme but do not have any staff in particular they want to send on a staff exchange, or a project or position they would like to host?
Yes. All interested agencies should register in the ISEP. They will be listed on the Parks Forum website which will give other organisations/individuals an opportunity to view the agency’s profile and their required/offered skill set. Parks Forum will then help you to test whether people in your organisation may be interested by helping you to call for expressions of interest from your staff.

How long does a staff exchange take?
Staff exchanges may vary from 3, 6, or 12+ months. Durations are flexible according to agencies’ agreements, and exact start and end dates will be agreed between the home and host agencies and the exchangee.

Where can I go on exchange?
You can potentially go to any parks agency that is registered with the programme who is interested and has a position for you.

What are the main obstacles to doing an exchange?
There are two significant issues that need to be addressed when planning an exchange. They are language (will you be able to communicate in the country you are going to?); and finances (as an exchangee, can you afford to live in the country you are going to?). We have seen creative solutions to the latter so talk to us if this is a potential problem.

Application Process

What application form do I need to fill out to apply for the Annual staff exchange?
For the Annual Exchange, all interested agencies need to register and complete FORM 1: Agency Registration.

Once registered for the Annual Exchange, if you or your agency's staff are interested in undertaking an exchange, following forms will need to be completed:

a) FORM 2: Exchangee Application - this form identifies the staff person interested in doing an exchange and the skills they can offer.

b) FORM 3: Positions and Projects Application - this form identifies the position or project that someone from another agency can fill (often, but not always, the role that the exchangee is vacating).

What application form do I need to fill out to apply for the On-demand staff exchange?
For the On-demand Exchange, exchangees and home agencies need to fill out FORM 2: Exchangee Application, and host agencies need to fill out FORM 3: Positions and Projects Application.

I sent an application for a staff exchange. How long do I need to wait to receive a matching organisation/project/exchangee?
The waiting time will vary depending on the availability of projects/positions and exchangees. Parks Forum will promote the applications for ISEP through various communication channels. However, Parks Forum does not guarantee that an application for ISEP will always result in an actual staff exchange. Parks Forum will ensure that you are notified about the progress of your application.

None of the exchangees/projects or positions available listed on the Parks Forum website match my requirements. What should I do to find an adequate match?
Parks Forum will endeavour to find an adequate match for each application, even if it is not listed on the website. However, applicants are not guaranteed a match with a preferred exchange option each time.

Fees and Charges

How much does it cost to apply for a staff exchange?
Registering your agency or applying to undertake an exchange is free of charge.

How much does a staff exchange cost?
The Parks Forum service fee for a successful staff placement is AUD$500 for Parks Forum, EUROPARC and ASL Foundation members, and AUD$1000 for agencies who are not current members of these three organisations. The fee is per exchangee, and is payable to Parks Forum by the home agency (the agency that the exchangee comes from).

An exchange is a significant training, motivation and development tool, so home agencies often like to contribute some form of development grant to assist their employees with travel costs. However, this is entirely at the home agency's discretion and is an arrangement between the employee and their employer. An exchange is an enriching career development opportunity and cannot be undertaken without some expense to the exchangee. The level of cost will differ depending on the location and the relative cost of living in the place where you are going. Most costs can be minimised particularly if the exchange is a direct swap of jobs, houses and cars.

If the agreed staff exchange does not take place is the service fee refunded?
The service fee is for a successful placement.

Roles and Responsibilities

What support does Parks Forum provide?
Parks Forum will provide promotional and logistical support for all agencies and applicants. Parks Forum provides the programme and contacts, and will do its best to facilitate successful exchanges.

If we send one of our staff members on an exchange, do we have to host an exchangee from another organisation (or vice versa)?
Ideally yes. When an agency proposes to send one of their staff on a staff exchange, it is anticipated, but not essential, that the same agency will be prepared to host an exchangee from another organisation for a similar duration and opportunity.

Do the exchanges have to take place between the same agencies?
No. For example, if agency ‘A’ is hosting an exchangee from agency ‘B’, an exchangee from agency ‘A’ does not have to be hosted by agency ‘B’, he/she may be hosted by agency C.

What does a host agency need to provide?
•    The position description and the work plan should be well defined prior to the exchange;
•    A senior agency lead person to provide ‘in country’ support for the exchangee;

•    If the staff person that has gone on exchange is provided with housing, then similar housing should be made available to an exchangee coming into the agency. Houses and cars can be swapped, or the host agency may assist an incoming exchangee to find accommodation if this is not normally provided;

•    A work vehicle for commuting and minimal private use; and
•    International travel and work advice including assistance with visa arrangements.

What does a home agency need to provide?
•    Agency contact person to work with Parks Forum. Parks Forum will assist this person to call for expressions of interest from your staff and we will bring these people together to finalise exchange oppportunities;

•    Once exchangees have been identified and the location they are going to is determined, final arrangements will be made between the home and host agency. Parks Forum has a range of information and contracts that can be used to support this;

•    Access to ongoing support and advice through project manager and support team for the exchangee;

•    Possibly a development grant to assist with return airfares for the designated location;

•    The normal staff salary, allowances and leave entitlements;
•    Extra support that may be needed of staff participating in the exchange.

What does an exchangee need to provide?
•    Documentation – international drivers liscence, health insurance, medical certificate, valid visa etc.;
•    A written report on learning and experiences once the exchange has been completed;
•    Two articles for the Parks Forum newsletter (during and at the end of the exchange);
•    Timely and appropriate communication of any issues;

•    An exchange is an enriching career development opportunity and cannot be undertaken without some expense to the exchangee. The level of cost will differ depending on the location and the relative cost of living in the place where you are going. Most costs can be minimised particularly if the exchange is a direct swap of jobs, houses and cars. 

For any additional information, please refer to the information outlined on the Parks Forum website, or the ISEP guidelines document.

Glossary

Annual Staff Exchange Programme
The main staff exchange process carried out once a year by Parks Forum and parks agencies, inviting all interested agencies to register and then apply. 

Home agency
Agency sending their staff member (exchangee) on an exchange.

Host agency
Agency hosting an exchangee. Ideally the home agency will also be hosting an exchange.

International Staff Exchange Programme (ISEP)
The overall name for both the annual and on-demand exchange programmes. This is a programme that facilitates the exchange of staff between parks agencies, and ultimately the exchange of ideas, skills and knowledge. 

On-demand Staff Exchange
The staff exchange process that can be activated anytime throughout the year by staff interested in undertaking an exchange, or agencies that have a position or project/available for an exchange.