AGREEMENT

 

Between

 

International Cities Of Refuge Network (ICORN)

Administration Centre

 

And

 

International Pen Writers In Prison Committee (WiPC)

 

 

 

This agreement outlines the conditions under which the WiPC researchers and staff at the International PEN headquarters based in London, United Kingdom will assist the ICORN Administration Centre in the evaluation process of ICORN Writer applications, as prescribed in the International Cities of Refuge Network (ICORN) Charter.

 

I. THE AGREEMENT

 

A. The Nature of the Agreement

 

The ICORN Administration Centre and WiPC hereby agree to enter into a cooperative affiliation in which:

 

1.      The ICORN Administration Centre will fund the costs of a part-time staff member in order to increase WiPC’s research capacity and facilitate an expedient evaluation process

 

2.      The ICORN Administration Centre will utilize the WiPC as the primary advisor in the evaluating procedure of ICORN applicant writers and will have the right to present this fact through ICORN marketing materials

 

3.      As recompense for the funding the ICORN Administration Centre will provide for WiPC, it is agreed that:

 

a.       Should an individual or organization approach and request WiPC to recommend a writer for placement, the WiPC will be obliged to inform them of ICORN’s activities and provide them with contact information for the ICORN Administration Centre

 

b.      Should an individual or organization approach and request WiPC to recommend a writer for placement, the ICORN Administration Centre will not experience delays/postponements/interruptions as a result of the WiPC’s research activities related to that individual or organization’s request

 

 

c.       Should a network or organization similar to ICORN approach the WiPC to establish a working agreement, the WiPC will inform the ICORN Administration Centre

 

d.      The WiPC will function as an ambassador for ICORN, distributing ICORN’s marketing materials when appropriate (for example: book fairs, fundraising and literary events)

 

B. Duration of Agreement

 

This agreement commences June 9^th, 2006 and continues through December 31, 2008.

 

C.     Communications and Contacts

 

ICORN and WiPC agree that consistent, reliable and confidential communication between the two organizations is essential to effective administration. Therefore, a system of continual informal updates and monthly and annual written reports will be established.

 

WiPC and the ICORN Administration Centre will each designate a contact person through whom all communications related to the project will be channelled. Deputies may be appointed in the absence of the designated contact person.

 

1.      Informal, Continual Information

 

a.       The ICORN Administration Centre will provide the WiPC with details of placements currently available, placements available within a 12 month time period, details of placements filled in the previous month, details of candidates awaiting placements, and any issues surrounding individual placements that may be pertinent to future applicants

 

b.      WiPC will evaluate and comment on applications made to the ICORN Administration Centre, provide updates on those awaiting evaluation, and inform the ICORN Administration Centre of issues pertinent to the placement of present and future applicants.

 

2. Written Reports and Reviews

 

a.       WiPC will be responsible for the delivery of monthly written reports to the ICORN    Administration Centre. These reports will consist of a documentation of the informal information WiPC has provided the ICORN Administration Centre during the previous month, as well as formal documentation of the research WiPC researchers and staff have conducted on behalf of ICORN applicant writers or relevant ICORN business.

 

b.      WiPC will be responsible for the delivery of annual written reports to the ICORN Administration Centre, beginning in December 2006. These reports will contain an overview of WiPC research activities during the previous year as well as a summary and critical evaluation of the administrative procedures.

 

c.       The ICORN Administration Centre will be responsible for the delivery of a written response (documented as an appendix) to the content of the WiPC annual report.

 

These documents will be utilized by the ICORN Administrative Centre’s Project Manager, and the WiPC Program Director, and a board member of Sølvberget KF (or their selected representatives) to make any necessary changes to the current agreement or to administrative and/or communication procedures.

 

II. APPLICATION PROCESS

 

Stage 1: Enquiry

 

A prospective applicant or person/organisation acting on their behalf approaches WiPC, ICORN, or a local/national PEN Centre.

 

Stage 2:  Application Form

 

Regardless of the amount of information provided during the initial contact meeting/communiqué, and regardless of the person/organization recommending the applicant to ICORN all applicants must fill in the ICORN Application Form devised for this purpose and provided to the writers through the ICORN and WiPC offices. All forms will be completed by the applicant and returned to the WiPC. The ICORN Application Form is a confidential document (see the ICORN Charter, appendix ?).

 

Stage 3:  Evaluation

 

Guided by the placement criteria specified in the ICORN Charter, the appropriate WiPC staff will evaluate the information provided in the ICORN Application Form, in the context of evidence and information available through WiPC resources. The WiPC may contact the applicant, as well as referees, for further information or clarification if needed. They will also contact persons with specialised knowledge of the individual, the regional issues etc.

 

Stage 4: Communication of Evaluation      

 

It is understood that the WiPC staff will work as expediently as is wise in each case, and that as soon as the WiPC staff researcher is satisfied that sufficient information has been gathered for informed evaluation, he/she will provide the ICORN Administration Centre with written documentation of the basis on which WiPC has formed its opinion as to whether the applicant fulfils ICORN placement criteria.

 

The WiPC contact person will forward the evaluation and the corresponding ICORN Application Form to the ICORN Administration Centre in Stavanger. All completed ICORN Application Forms will be sent to the ICORN Administration Centre regardless of the WiPC’s evaluation results. 

 

The final decision to recommend or not recommend placement of the applicant writer with a member-city will be the decision of the ICORN Administration Centre.

 

Stage 5: The ICORN Decision

 

1.      In the event of acceptance of an applicant

 

If the ICORN Administration Centre agrees that an applicant is suitable for placement, the Administration Centre will immediately contact the applicant by letter to inform them of their acceptance—even if a placement has yet to be secured. The letter will indicate the expected waiting period as well as details pertaining to the conditions of acceptance, etc.

 

Interim period preceding placement

 

The ICORN Administration Centre is responsible for a consistent communication between the applicant and the Administration Centre during the period pending acceptance until the placement and relocation agenda are determined.

 

2.      In the event of rejection of an applicant

           

If the ICORN Administration Centre determines that an applicant is not eligible for acceptance, it is the ICORN Administration Centre’s responsibility to inform the applicant. When possible, the ICORN Administration Centre will inform the applicant of alternative possibilities for support.

 

III. RESPONSIBILITIES

 

The procedures outlined above delineate the responsibilities of the WiPC and the ICORN Administration Centre.

 

In summary, WiPC is responsible for the completion of stages 2 through 4; The ICORN Administration Centre is responsible for the completion of stages 5 through 7. Consistent, effective communication is the responsibility of both parties.

 

 

 

 

 

 

IV. FINANCIAL AGREEMENT

 

ICORN will pay an honorarium to the WiPC in lieu of its services to the project. The sum for 2005 and 2006 is in accordance with Option 3 of the initial offer made by International PEN in May 2005.

 

The ICORN Administration Centre will evaluate the three options each year and based on annual reports decide whether the present agreement should be altered.

 

Payments to WiPC will be made on January 15^th (conditioned by receipt of the annual report), and on July 15^th of each year.

 

The WiPC will utilise these funds to obtain resources that will provide research support for the ICORN project as per the agreement.

 

V. CONFIDENTIALITY

 

The ICORN Administration Centre and WiPC agree that the details of any individual applicant are a matter of discretion and that neither party will breach the applicant’s confidence. The ICORN Application Form is a confidential document that will be handled according to the Confidentiality Statute of the ICORN Charter.

 

VI. MEDIATION

 

Should a conflict arise between the ICORN Administration Centre and the WiPC, the situation will be addressed within the existing legal system of the city in which the Administration Centre is located.

 

VII. TERMINATION OF AGREEMENT

 

The present agreement can be terminated by either party. A declaration of termination must be announced by registered-delivery letter, with acknowledgement of receipt. A minimum of six month’s notice is required for termination.

 

 

Signatures:

 

 

 

Caroline Whitaker                                                                           Anne Liv Tønnessen

Executive Director                                                                          Executive Director               

International PEN                                                                            Sølvberget KF

Stavanger Cultural Centre                                    

 

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