UCPM Peer Review for CZECHIA - CALL FOR PEERS

Commission européenne/Europese Commissie, 1049 Bruxelles/Brussel, BELGIQUE/BELGIË - Tel. +32 22991111

Office: L130 04/165 – Tel. direct line +32 229-81234

EUROPEAN COMMISSION DIRECTORATE-GENERAL FOR EUROPEAN CIVIL PROTECTION AND HUMANITARIAN AID

OPERATIONS (ECHO) Strategy and Policy

Prevention and Preparedness Capacity building

Brussels ECHO.B.3/JS

CORRESPONDENCE SLIP

ADDRESSEES: Directors-General for Civil Protection of the Member States and Participating

States to the Union Civil Protection Mechanism

Subject: Call for nomination of peers – UCPM Peer Review

Deadline for submitting nominations: Friday 21 November 2025

Country Date of field mission Type of peer review

Czechia

2 – 6 March 2026

Thematic peer review on the disaster

risk management (DRM) system

Dear colleagues,

Czechia, represented by the Directorate General of Fire Rescue Service (HZS ČR) under the

Ministry of Interior, has volunteered to undergo a peer review within the 2025-2027 cycle of

the UCPM Peer Review Programme. The key priorities of this review on disaster risk

management have been defined in consultation with the Czech authorities. DG ECHO,

together with the Czech authorities, will proceed to selecting a team of peers based on the

experience and skills needed for these key priorities.

DG ECHO hereby publishes a call for nominations of peers for the review, open to staff in

civil protection and disaster risk management (DRM) authorities/organisations in UCPM

Member and Participating States. National civil protection authorities are encouraged to share

the call with colleagues with the relevant background working for other authorities, ministries

and agencies involved in disaster risk management.

Selected peers voluntarily commit their time and expertise, and, in their review and

conclusions, should strive to conduct an objective and evidence-based assessment. They

should also share good DRM practices and recommend improvements to the DRM policy and

operations of the reviewed country. A peer review will also represent an opportunity for the

peers to use the gained experience for integrating into their respective national systems.

The selected peers will take part in an on-site mission to Czechia, tentatively planned for the

week of 2 to 6 March 2026 (with arrival the weekend before and departure the weekend

after). They will also be invited to attend a one-day preparatory meeting held in Brussels on

2

29 January 2026. Costs for attending the on-site mission and the Brussels preparatory

meeting will be covered (for travel, accommodation and subsistence). During the mission, the

peers will be accompanied and supported by DG ECHO representatives as well as

representatives of the technical consultant (CMCC) who assists the review process

throughout - this assistance includes support for drafting the peer review report. Post-mission

online meetings will also be held, with a view to finalise the report and discuss findings with

the reviewed country. Therefore, it is expected that peers commit to attending all relevant

meetings, as needed.

Focus areas of the review

The overall objective of this peer review is to identify areas for improvements and highlight

good practices within the disaster risk management and civil protection system of Czechia.

The review will address the following key focus areas:

− Disaster risk governance: all sub-topics.

− Risk assessment: legislative, institutional and procedural framework; risk

identification, analysis and evaluation.

− Disaster risk management planning: all sub-topics.

− Preparedness: legislative, institutional and procedural framework; early warning

systems; risk awareness and population preparedness.

Required expertise of peers

Given the priorities and expectations of this peer review, DG ECHO is looking for four peers

with the below mentioned experience and expertise.

Please note that full proficiency in English, written and spoken, is required. Knowledge of the

Czech language will be considered as an additional asset.

Peer 1: expert in disaster risk governance

Professional experience: progressively senior managerial experience (at least 10 years)

within a civil protection - national or sub-national - authority; proved experience in drafting

and implementing DRR/DRM policies, strategies and plans; experience in supporting

institutional reforms and/or change of the DRR/DRM legal and institutional framework, good

knowledge of the global frameworks addressing natural and human-induced risks (i.e. Sendai

Framework for DRR 2015-2030, Sustainable Development Agenda, Paris agreement on

climate change); good knowledge of the UCPM and the EU Preparedness Strategy; good

knowledge of sources, methods and tools for risk financing including insurance; experience

in designing financial strategies and mobilising funds for DRM and DRR; familiarity with

EU structural and investment funds.

Will be considered an additional asset: knowledge of the Czech DRM system; knowledge of

financial instruments for DRM; knowledge of civil-military cooperation topic; participation

in UCPM missions and exercises in Czechia.

Peer 2: expert in risk assessment

Professional experience required: excellent knowledge of single/multi-risk assessment and

mapping methods and tools; good knowledge of the EU/UCPM legal framework and

guidelines dealing with risk assessment and disaster loss data; participation in the

3

implementation of national or sub-national risk assessments; good knowledge of existing

datasets and platforms for risk assessment and disaster loss data collection (Sendai

Framework Monitor, DesInventar, European Commission Disaster Risk Management

Knowledge Centre - DRMKC Risk Data Hub); knowledge of data interoperability; good

knowledge of territorial planning processes and their interactions with risk assessment and

management processes.

Will be considered an additional asset: knowledge of the Czech DRM system and Czech risk

assessment/risk management planning processes; participation in UCPM missions and

exercises in Czechia.

Peer 3: expert in risk management planning

Professional experience required: excellent knowledge and experience in drafting and

implementing DRR/DRM plans; good knowledge of different prioritisation methods of

DRR/DRM measures; good understanding of EU relevant Directives (e.g. Floods and Water

Framework Directives, Seveso Directive, Directive on the resilience of critical entities);

experience in monitoring, evaluation and reporting process of plans; good knowledge of the

main interactions between DRR, climate change adaptation (CCA) and Sustainable

Development Goals (SDGs); good knowledge of sources, methods and tools for risk

financing; familiarity with EU structural and investment funds.

Will be considered an additional asset: knowledge of the Czech disaster risk management

system; knowledge of Czech risk assessment and risk management planning processes;

participation in UCPM missions and exercises in Czechia.

Peer 4: expert in disaster preparedness

Professional experience required: excellent knowledge of preparedness measures and

experience in identifying and implementing preparedness measures at national and/or sub-

national level; excellent knowledge and experience in the implementation of early warning

systems; experience in the field of population preparedness; experience in designing,

planning and implementing risk awareness campaigns, excellent knowledge of the UCPM

functioning.

Will be considered an additional asset: knowledge of the Czech disaster risk management

system; participation in UCPM missions in Czechia; participation in recent international

exercises in Czechia.

How to submit nominations for peers

You are invited to send nominations to the Peer Review mailbox (ECHO-CP-PEER-

[email protected]), latest by Friday 21 November 2025.

Candidates should provide a CV, if possible in the Europass format

(https://europass.cedefop.europa.eu/documents/curriculum-vitae), clearly demonstrating the

experience in civil protection and disaster risk management covering prevention and

preparedness, especially with regards to the areas of expertise listed above and the thematic

priorities of the review.

4

For potential candidates not working for a national civil protection authority, prior to

submitting your candidacy, kindly inform your respective civil protection authority and

include a proof of this with your application.

Female candidates are encouraged to apply, with a view to form a gender-balanced peer

team.

For information, in annex is a one-pager factsheet outlining the objectives of the Peer Review

Programme, as well as the Guidelines document. The Guidelines leaflet explains the review

process in detail, describing roles and responsibilities of key actors, including of the peers.

If you have any questions, please do not hesitate to contact my team responsible for the

UCPM Peer Review Programme.

We look forward to receiving your nominations.

Yours sincerely,

Erwan MARTEIL

Head of Unit

Contact:

Judith Sorensen

Tel.: +32 229-81234

E-mail: [email protected]

Enclosure: Peer Review Programme Guidelines

Fact Sheet - UCPM Peer Review Programme 2025-2027

c.c.: Civil Protection Committee delegates; Disaster Prevention Expert Group

members

Electronically signed on 29/10/2025 22:00 (UTC+01) in accordance with Article 11 of Commission Decision (EU) 2021/2121

Commission européenne/Europese Commissie, 1049 Bruxelles/Brussel, BELGIQUE/BELGIË - Tel. +32 22991111

Office: L130 04/165 – Tel. direct line +32 229-81234

EUROPEAN COMMISSION DIRECTORATE-GENERAL FOR EUROPEAN CIVIL PROTECTION AND HUMANITARIAN AID

OPERATIONS (ECHO) Strategy and Policy

Prevention and Preparedness Capacity building

Brussels ECHO.B.3/JS

CORRESPONDENCE SLIP

ADDRESSEES: Directors-General for Civil Protection of the Member States and Participating

States to the Union Civil Protection Mechanism

Subject: Call for nomination of peers – UCPM Peer Review

Deadline for submitting nominations: Friday 21 November 2025

Country Date of field mission Type of peer review

Czechia

2 – 6 March 2026

Thematic peer review on the disaster

risk management (DRM) system

Dear colleagues,

Czechia, represented by the Directorate General of Fire Rescue Service (HZS ČR) under the

Ministry of Interior, has volunteered to undergo a peer review within the 2025-2027 cycle of

the UCPM Peer Review Programme. The key priorities of this review on disaster risk

management have been defined in consultation with the Czech authorities. DG ECHO,

together with the Czech authorities, will proceed to selecting a team of peers based on the

experience and skills needed for these key priorities.

DG ECHO hereby publishes a call for nominations of peers for the review, open to staff in

civil protection and disaster risk management (DRM) authorities/organisations in UCPM

Member and Participating States. National civil protection authorities are encouraged to share

the call with colleagues with the relevant background working for other authorities, ministries

and agencies involved in disaster risk management.

Selected peers voluntarily commit their time and expertise, and, in their review and

conclusions, should strive to conduct an objective and evidence-based assessment. They

should also share good DRM practices and recommend improvements to the DRM policy and

operations of the reviewed country. A peer review will also represent an opportunity for the

peers to use the gained experience for integrating into their respective national systems.

The selected peers will take part in an on-site mission to Czechia, tentatively planned for the

week of 2 to 6 March 2026 (with arrival the weekend before and departure the weekend

after). They will also be invited to attend a one-day preparatory meeting held in Brussels on

2

29 January 2026. Costs for attending the on-site mission and the Brussels preparatory

meeting will be covered (for travel, accommodation and subsistence). During the mission, the

peers will be accompanied and supported by DG ECHO representatives as well as

representatives of the technical consultant (CMCC) who assists the review process

throughout - this assistance includes support for drafting the peer review report. Post-mission

online meetings will also be held, with a view to finalise the report and discuss findings with

the reviewed country. Therefore, it is expected that peers commit to attending all relevant

meetings, as needed.

Focus areas of the review

The overall objective of this peer review is to identify areas for improvements and highlight

good practices within the disaster risk management and civil protection system of Czechia.

The review will address the following key focus areas:

− Disaster risk governance: all sub-topics.

− Risk assessment: legislative, institutional and procedural framework; risk

identification, analysis and evaluation.

− Disaster risk management planning: all sub-topics.

− Preparedness: legislative, institutional and procedural framework; early warning

systems; risk awareness and population preparedness.

Required expertise of peers

Given the priorities and expectations of this peer review, DG ECHO is looking for four peers

with the below mentioned experience and expertise.

Please note that full proficiency in English, written and spoken, is required. Knowledge of the

Czech language will be considered as an additional asset.

Peer 1: expert in disaster risk governance

Professional experience: progressively senior managerial experience (at least 10 years)

within a civil protection - national or sub-national - authority; proved experience in drafting

and implementing DRR/DRM policies, strategies and plans; experience in supporting

institutional reforms and/or change of the DRR/DRM legal and institutional framework, good

knowledge of the global frameworks addressing natural and human-induced risks (i.e. Sendai

Framework for DRR 2015-2030, Sustainable Development Agenda, Paris agreement on

climate change); good knowledge of the UCPM and the EU Preparedness Strategy; good

knowledge of sources, methods and tools for risk financing including insurance; experience

in designing financial strategies and mobilising funds for DRM and DRR; familiarity with

EU structural and investment funds.

Will be considered an additional asset: knowledge of the Czech DRM system; knowledge of

financial instruments for DRM; knowledge of civil-military cooperation topic; participation

in UCPM missions and exercises in Czechia.

Peer 2: expert in risk assessment

Professional experience required: excellent knowledge of single/multi-risk assessment and

mapping methods and tools; good knowledge of the EU/UCPM legal framework and

guidelines dealing with risk assessment and disaster loss data; participation in the

3

implementation of national or sub-national risk assessments; good knowledge of existing

datasets and platforms for risk assessment and disaster loss data collection (Sendai

Framework Monitor, DesInventar, European Commission Disaster Risk Management

Knowledge Centre - DRMKC Risk Data Hub); knowledge of data interoperability; good

knowledge of territorial planning processes and their interactions with risk assessment and

management processes.

Will be considered an additional asset: knowledge of the Czech DRM system and Czech risk

assessment/risk management planning processes; participation in UCPM missions and

exercises in Czechia.

Peer 3: expert in risk management planning

Professional experience required: excellent knowledge and experience in drafting and

implementing DRR/DRM plans; good knowledge of different prioritisation methods of

DRR/DRM measures; good understanding of EU relevant Directives (e.g. Floods and Water

Framework Directives, Seveso Directive, Directive on the resilience of critical entities);

experience in monitoring, evaluation and reporting process of plans; good knowledge of the

main interactions between DRR, climate change adaptation (CCA) and Sustainable

Development Goals (SDGs); good knowledge of sources, methods and tools for risk

financing; familiarity with EU structural and investment funds.

Will be considered an additional asset: knowledge of the Czech disaster risk management

system; knowledge of Czech risk assessment and risk management planning processes;

participation in UCPM missions and exercises in Czechia.

Peer 4: expert in disaster preparedness

Professional experience required: excellent knowledge of preparedness measures and

experience in identifying and implementing preparedness measures at national and/or sub-

national level; excellent knowledge and experience in the implementation of early warning

systems; experience in the field of population preparedness; experience in designing,

planning and implementing risk awareness campaigns, excellent knowledge of the UCPM

functioning.

Will be considered an additional asset: knowledge of the Czech disaster risk management

system; participation in UCPM missions in Czechia; participation in recent international

exercises in Czechia.

How to submit nominations for peers

You are invited to send nominations to the Peer Review mailbox (ECHO-CP-PEER-

[email protected]), latest by Friday 21 November 2025.

Candidates should provide a CV, if possible in the Europass format

(https://europass.cedefop.europa.eu/documents/curriculum-vitae), clearly demonstrating the

experience in civil protection and disaster risk management covering prevention and

preparedness, especially with regards to the areas of expertise listed above and the thematic

priorities of the review.

4

For potential candidates not working for a national civil protection authority, prior to

submitting your candidacy, kindly inform your respective civil protection authority and

include a proof of this with your application.

Female candidates are encouraged to apply, with a view to form a gender-balanced peer

team.

For information, in annex is a one-pager factsheet outlining the objectives of the Peer Review

Programme, as well as the Guidelines document. The Guidelines leaflet explains the review

process in detail, describing roles and responsibilities of key actors, including of the peers.

If you have any questions, please do not hesitate to contact my team responsible for the

UCPM Peer Review Programme.

We look forward to receiving your nominations.

Yours sincerely,

Erwan MARTEIL

Head of Unit

Contact:

Judith Sorensen

Tel.: +32 229-81234

E-mail: [email protected]

Enclosure: Peer Review Programme Guidelines

Fact Sheet - UCPM Peer Review Programme 2025-2027

c.c.: Civil Protection Committee delegates; Disaster Prevention Expert Group

members

Electronically signed on 29/10/2025 22:00 (UTC+01) in accordance with Article 11 of Commission Decision (EU) 2021/2121

UCPM PEER REVIEW OF DISASTER RISK MANAGEMENT

AND CIVIL PROTECTION SYSTEMS

A Peer Review of disaster risk management provides a country or a region with an opportunity to reflect on its

readiness to cope with natural and human induced hazard-related disasters and to identify ways of improving prevention, preparedness, response, and recovery.

The European Commission’s Directorate General for Civil Protection and Humanitarian Aid Operations (DG ECHO), under the framework of the Union Civil Protection Mechanism (UCPM), supports the Member States, the Participating States, eligible Third Countries and the European Neighbourhood Policy countries to review their disaster risk management (DRM) policies and practices by taking stock of strengths and weaknesses and putting forward recommendations to increase effectiveness.

The UCPM Peer Review Programme promotes an integrated approach to disaster risk management by taking a comprehensive look at prevention, preparedness, response, and recovery actions.

Peer reviews also support a wider policy dialogue across Europe and beyond, improving policy coherence and facilitating the exchange of good practices on civil protection and DRM.

Participating countries form a network of practitioners sharing experiences and lessons learned. To date, 18 countries and one region have benefited from a peer review, most recently Romania,

Republic of Moldova, Greece, Italy and Land Brandenburg. Reports of all reviews can be found at: https://civil-protection- humanitarian-aid.ec.europa.eu/what/civil-protection/peer-review-

programme_en.

How is a peer review conducted?

► The Peer Review Programme operates on the basis of a strong, transparent partnership between DG ECHO and the civil protection authorities of the country/region under review. The peer review team includes a group of independent experts (the ‘peers’), the national or regional contact point, representatives of DG ECHO, and a facilitator team.

Defining the scope Selecting the peers

On site mission

Countries/regions expressing an interest in enrolling in the 2025-2027 Programme discuss objectives and expected outcomes of a peer review

with DG ECHO.

DG ECHO selects the peers that will conduct the review. The experts are often proposed by civil protection authorities of other UCPM countries.

The peer review team travels to the country/region under review to gain on-the- ground insights and identify strengths and

areas for improvement. Relevant stakeholders are invited to participate in meetings. The mission lasts approximately one week.

Based on the knowledge collected during the mission, the peer review team drafts the report, including strengths and recommendations. The civil protection

authorities have the opportunity to review the report during the drafting process.

The peer review team formally hands over the final report to the civil protection authority. From the review

kicks off to the final report, it usually takes 8 to 10 months to complete the process.

The facilitator supporting the review process prepares an initial desk report, summarising the DRM system, along with insights from a survey among relevant stakeholders, selected in collaboration with the country under review.

Preparing for the review

Draft review reportHandover of the final report

What are the benefits of a peer review?

Based on an independent review, a peer review assists civil protection authorities in improving their DRM capabilities, and

► raises awareness among stakeholders in the reviewed country,

► proposes concrete recommendations.

► identifies better approaches to policy and operations,

► facilitates mutual learning and exchange of good practice,

For further information on the Peer Review Programme: [email protected]

The 2025-2027 Peer Review Programme is implemented in cooperation with

Peer Review Programme Guidelines

Authors: Casartelli V., Marengo A., Mohammadi S., Salpina D., Brăilescu, C., Sørensen, J. Version/release date: Ver. 05; 10-04-2025 Dissemination level: Public

Disclaimer The content of this deliverable does not reflect the official opinion of the European Commission. Responsibility for the information and views expressed herein lies entirely with the author(s).

Suggested citation Casartelli V., Marengo A., Mohammadi S., Salpina D., Brăilescu, C., Sørensen, J. (2025). Peer Review Programme Guidelines. https://doi.org/10.25424/cmcc-wvhm-hj40

One What are the Peer Review Programme Guidelines? 5 Two Who are the key actors in the peer review process? 6

Three Why should I apply? 8 Four What are the main steps of the peer review? 10 Five What methods and tools are used in the UCPM peer review process? 12

Six What are my responsibilities? 13 Seven What support will I get from the Facilitator? 16

Eight What support will I get from the European Commission, DG ECHO? 17 Nine Who manages logistical arrangements and which costs are covered? 18

Index

- 5 -

Peer Review Programme - Guidelines -

What are the Peer Review Programme Guidelines?

O ne

These Guidelines clarify the purpose and organisation of the Union Civil Protection Mechanism (UCPM) Peer Review Programme for Disaster Risk Management (DRM) for the 2025-2027 cycle, funded by the European Commission - Directorate-General for Civil Protection and Humanitarian Aid Operations (DG ECHO). They outline key benefits, principles, roles of involved actors, and provide a step-by-step overview of the peer review process to support peer experts and the countries/regions under review in the implementation of the programme.

This document replaces the Union Civil Protection Mechanism - Peer Review Programme for Disaster Risk Management: Guidelines (Mysiak et al., 2021). It builds on insights from the 2020-2024 UCPM Peer Review Programme, including key findings from the Lessons learnt meeting held in Brussels in December 2024, feedback from a survey conducted in fall 2024 aimed at gathering sugges- tions to enhance the peer review process, and results from desk research. Further information on the UCPM peer review process and tools, beyond what is covered in the current guidelines, can be found on the programme’s page on the UCPM Knowledge Network portal.

- 6 -

Peer Review Programme - Guidelines -

Who are the key actors in the peer review process? The UCPM peer review of DRM systems involves five key actors, with specific roles and respon- sibilities throughout the overall review process. These are the host country/region, the Peers, the Facilitator, the European Commission, and stakeholders from the host country/region.Tw

o

The Peers

Actors of the peer review

The Facilitator

The Stakeholders

The Local Contact Point (LCP) of the

Host country or region

The European Commission, DG

ECHO

- 7 -

Peer Review Programme - Guidelines -

► The Local Contact Point (LCP) of the host country/region is assigned by the civil protection authority (or other organisation involved in DRM) that requested the peer review. The LCP identifies and engages the stakeholders, plans on-site mission agenda and has the role of host during the peer review mission. It also shares relevant material for the desk-research with the Facilitator. Before its publication, the LCP assists with comments and revisions of the peer review final report. Finally, supported by the Facilitator and in close cooperation with DG ECHO, the LCP is expected to organise a formal handover event, where the final report is handed over to relevant authorities.

► The stakeholders are representatives from entities in the host country/region playing a key role in the DRM system and key focus areas covered in the peer review. They are identified and engaged by the LCP considering the scope of the peer review. Stakeholders may belong to public and private entities, research and academia, civil society organisations, and the general public.

► The Peers are experts selected by DG ECHO, after an open call for experts shared with au- thorities and organisations involved in DRM in UCPM countries. The Peers are selected on the basis of having expertise matching the scope of the particular peer review. Experts from research and academia, international organisations and other key institutions might also be engaged. Peers participate in the on-site mission in the host country/region and, based on insights gathered during the meetings with stakeholders, identify strengths and recommendations for improving the country’s or region’s risk management system. The Peers actively contribute to the drafting of the peer review final report.

► The European Commission, DG ECHO, funds, coordinates and oversees the implementation of UCPM Peer Review Programme. It invites countries and regions to volunteer for a peer re- view and agrees with the LCP on the objectives, expected outcomes, and areas of analysis of the review. Additionally, it selects the Peers, chairs preparatory meetings and takes active part in the on-site mission, reviews the peer review report, and delivers the final report to the host country/region.

► The Facilitator manages and supports the peer review process by developing relevant work- ing and training tools. It conducts preliminary desk research and fact-finding exercises to assist the Peers and manage the peer review on-site mission and preparatory meetings, which also include logistical arrangements. Additionally, the Facilitator supports the Peers in drafting the findings from the review mission, writes the peer review report, and contributes to its further revisions. Finally, it assists DG ECHO in conducting the ex-post evaluation of the experiences gained and the impact of the peer review exercise.

- 8 -

Peer Review Programme - Guidelines -

Why should I apply? As a host country or region: A peer review provides you with a structured description and as- sessment of your DRM system, highlighting strengths and identifying areas for improvement. It results in practical recommendations to tackle challenges in your DRM policies and practices, providing good practice examples from other countries and regions. Beyond that, the process increases risk awareness and strengthens teamwork among national and local DRM stakehold- ers. It also enhances international collaboration by connecting you with civil protection and DRM experts from around Europe.

As a peer expert: Joining a peer review is a great way to expand your expertise while actively contributing to strengthening DRM systems in other countries or regions. You will gain firsthand insights into innovative solutions and strategies that have proven effective in different contexts - a knowledge that can be valuable for tackling similar challenges in your own country. Additionally, the experience can help you to expand your professional network and collaborate with a diverse range of DRM stakeholders, fostering strong teamwork and knowledge exchange.

Benefits of the peer reviews:

Th re

e

Peer reviews help to identify alternative approaches to policy and operations and explore actionable solutions to similar challenges successfully imple- mented elsewhere.

Catalyst for change

Peer reviews promote mutual learning and exchange of good practices. Trusted relationships can stimulate transferability of innovative practices.

Collaboration and mutual learning

Peer reviews provide a structured assessment of the DRM systems, highlight- ing strengths, identifying areas for improvement.

Comprehensive assessment

Peer reviews encourage awareness-raising through broad involvement of stake- holders in the process and wide dissemination of results.

Risk awareness

- 9 -

Peer Review Programme - Guidelines -

Transparency

Vo lu

nt aris

m and

co lle

gia lit

y Anonym ity

Evid ence

in form

ed

Trust and consensus

Q uality

assurance

Overall, the UCPM peer reviews are based on fundamental principles that ensure a fair, transpar- ent, and effective process. These principles encourage collaboration, trust, and accountability among all actors involved, while maintaining the integrity and reliability of the review. They help keep the review process structured and objective, which enhances its credibility and overall im- pact.

Peer reviews observe the following principles:

The process and out- puts of the peer review are based on a trian- gulation of information collected, increasing confidence in the feed- back.

Peers, the LCP, and stakeholders are en- gaged on a voluntary basis.

The host country/ region provides and explains the facts and evidence requested by the Peers and the Facilitator in a timely and exhaustive way.

The information, knowledge, and evidence collected throughout the review pro- cess are available to the involved parties, except for information provided under confidentiality agreements. The final reports of the peer reviews are going to be pub- licly available. Where the insights

gained are based on confidential or per- sonal information, the sources are not dis- closed and, whenever necessary, part of the outcomes of the review process can be an- onymised.

All findings, analyses and recommenda- tions are based on verifiable sources and knowledge available to the Peers.

Assessments and evalua- tions are performed without prejudice and in a way that fosters consensus among the Peers, and trust building between Peers and host country/region experts and stakeholders.

- 10 -

Peer Review Programme - Guidelines -

What are the main steps of the peer review? The peer review process is divided into five key phases: preparation, implementation, handover of the final report, evaluation, and follow-up (voluntary).Fo

ur

Follow-up

Preparation

Implementation

Handover

Evaluation

Defining the scope Selecting the peers Preparing for the review Stakeholders engagement

On-site mission Review report

Handover of the final report

- 11 -

Peer Review Programme - Guidelines -

Preparation

Defining the scope: Countries/regions volunteering for a peer review discuss the objectives and expected outcomes with DG ECHO.

Selecting the peers: DG ECHO selects the Peers that will participate in the review. The experts are often proposed by civil protection authorities of other UCPM countries (experts from the country/region under review cannot be selected).

Preparing for the review: The Facilitator organises online and in-person preparatory meetings and prepares an initial desk research report, summarising the DRM system under review and, if available, insights from a voluntary self-assessment survey completed by relevant stakeholders.

Stakeholders engagement: The LCP identifies relevant stakeholders and communicates on the peer review process, engaging them in identifying pertinent material for the desk-research, sharing the self-assessment survey, and inviting them to attend the peer review mission.

Implementation

On-site mission: The peer review team (Peers, DG ECHO, the Facilitator) travels to the country/ region under review to gain on-the-ground insights and identify strengths and areas for improve- ment. Relevant stakeholders are invited to participate in meetings by the LCP. The mission lasts approximately one week. The on-site mission can also include relevant field visits.

Review report: Based on the knowledge acquired during the mission, the peer review team drafts the report, which will include strengths and recommendations. The LCP has the opportu- nity to review and comment on the report during the drafting process.

To complete the process, from the peer review kick-off to the final report, it usually takes 8 to 10 months.

Handover

Handover of the final report: The peer review team formally hands over the final report to the national or regional authorities. This event is attended by one or two selected Peers who will pres- ent the final report results, usually accompanied by DG ECHO.

Evaluation

Immediately following the peer review, the LCP and Peers complete an online survey designed to collect feedback on good practices and areas for improvement in the peer review process. The results of this survey are then analysed by the Facilitator to further improve future peer reviews.

Follow-up

Not a mandatory step of the peer review process, but the LCP is encouraged to draft an action plan for implementing recommendations outlined in the final peer review report. DG ECHO can support this process by assisting in identifying potential funding opportunities.

- 12 -

Peer Review Programme - Guidelines -

What methods and tools are used in the UCPM peer review process? The UCPM Peer Review Programme employs a variety of fact-finding and verification meth- ods to ensure a comprehensive and evidence-informed assessment. These methods enable a thorough analysis of DRM practices by gathering qualitative and quantitative data from multiple sources. By combining different tools, the peer review process ensures accuracy, reliability, and a well-rounded understanding of the host country or region’s policies and operations.

Fi ve

Pe er

re vi

ew TO

O LS

Stakeholder meetings Held during the on-site mission with the participation of invited stakeholders and the peer review team. They include plenary briefings and specific discussions on the selected key focus areas of the peer review.

Desk research Based on documentation provided by the LCP and/or available from other trusted sources, such as the country reports mandated by the UCPM or other EU legislation and regulation.

Surveys Fact-finding surveys to collect factual information or evaluation and perception surveys to collect subjective views and judgements.

Field visits Take place during the on-site mission to gain deeper insights into the selected key focus areas of the peer review.

Peer Review Assessment Framework (PRAF) The analytical tool that supports the peer reviews in guiding the actors in the review process and ensures a standardized approach.

- 13 -

Peer Review Programme - Guidelines -

What are my responsibilities?

As an LCP

As the representative of the authorities of the host country or region, the LCP plays a cru- cial role in the peer review process, with key responsibilities throughout all steps. The LCP’s coordination and execution of its tasks significantly contribute to a smooth and effective implementation of the review, ensuring an environment where all actors can collaborate successfully.

The follow points outlines the responsibilities and taks of the LCP and can serve as a prac- tical to-do list. Preparation

► Define the objectives and expected outcomes of the peer review in collaboration with DG ECHO and with the support of the Facilitator.

► Define the thematic scope and key areas of analysis of the peer review based on the Peer Review Assessment Framework (PRAF).

► Attend online and in-person preparatory meetings. One or two meetings take place in Brussels at DG ECHO premises.

► Prepare and deliver a presentation on the DRM system of the country/region, to be presented during the online and in-person meetings.

► Provide the Facilitator with necessary information for preparing the peer review fact- sheet, a two-page summary of the peer review process in the host country/region and check its translation into the local language.

► Identify and involve relevant stakeholders early in the process, informing them about the scope and objectives of the peer review and determine the level of their engage- ment in the overall review exercise. Invite them to attend the peer review mission.

► Familiarise with the online repository, where all documentation and reports related to the peer review process are stored and shared.

► Submit documentation relevant to the thematic scope of the peer review, engaging stakeholders, when possible in the identification of useful material. This will support the Facilitator in drafting the desk research report.

► (Optional) Complete and share the self-assessment survey with stakeholders. Re- sponses will contribute to the desk research report drafted by the Facilitator and help Peers formulate key hypotheses.

► Review and provide feedback on the desk research report, adding comments or clari- fications if necessary.

► Prepare the on-site mission agenda in coordination with DG ECHO and the Facilitator.

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► Assist the Facilitator in arranging the logistics of the on-site mission. Identify suitable meeting venue(s) for daily meetings; possibly arrange local transportation for the peer review team (and any interpreters) to and from the meeting venue(s) and/or to and from scheduled field visits; possibly organise catering for coffee breaks and identify options for lunch breaks; notify the Facilitator regarding the need for interpretation services, specifying when they are required – the Facilitator will organise interpreta- tion when necessary (see also Section 9).

► Schedule stakeholder meetings and presentations and send invitations well in ad- vance.

Implementation

► Actively support the on-site mission by chairing meetings and sharing necessary in- formation to assist the peer review team in the assessment.

► After the on-site mission, review and provide feedback on the draft final report pre- pared by the Facilitator and Peers.

► Review the translated version of the executive summary (of the entire report, in case it is translated into the local language).

► In cooperation with DG ECHO and with the support of the Facilitator, organise a formal handover event to officially present the final report to relevant authorities.

Evaluation

► Complete an online survey to provide feedback on good practices and areas for im- provement in the peer review process.

► Participate in the Lessons learnt meeting of the 2025-2027 Peer Review Programme, to be held in Brussels at the end of the programme cycle.

Follow-up

► (Optional) Draft an action plan to implement the recommendations outlined in the fi- nal peer review report.

As a Peer Peers are a core component of the peer review process, responsible for identifying strengths and providing recommendations that can significantly enhance the DRM system of the country or region under review. Once selected, the Peers are expected to actively engage in the review process, which includes attending meetings, reading relevant docu- mentation, and supporting the drafting of the review report.

The following list outlines the essential tasks for Peers during the three steps for their in- volvement, also serving as a practical to-do list to facilitate their work.

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Preparation

► Attend online and in-person preparatory meetings (one meeting will be held in Brus- sels at DG ECHO premises).

► Familiarise with the online repository, including key documents such as the Peer Re- view Assessment Framework (PRAF) and Guidelines.

► Analyse the PRAF’s structure and its thematic areas in detail. This is essential for un- derstanding the core documents of the peer review process (e.g., the desk research and the final report) and ensuring a smooth unfolding of the peer review process.

► Carefully read the desk research report and (if available) the results from the self-as- sessment survey completed by the LCP and stakeholders.

► Use these materials to develop initial hypotheses and questions for stakeholders.

► Contribute to stakeholder mapping by suggesting additional relevant stakeholders for the on-site mission.

► Prepare for the on-site mission.

Implementation

► Actively participate in the on-site mission, gathering insights on the host country’s/ region’s strengths and areas for improvement.

► During the mission, start drafting the report, identifying strengths and areas of im- provement.

► Before the end of the mission, present preliminary insights and recommendations to the LCP.

► After the on-site mission, participate in on-line meetings, continue refining the draft report and support the Facilitator in any necessary revisions. Include relevant good practices from your own country that may benefit the host country/region.

► Participate in a dedicated online meeting to present the strengths and recommenda- tions of the host country/region to the LCP.

► One or two Peers return to the host country/region for the official handover event to formally present the final report (usually accompanied by DG ECHO representatives).

Evaluation

► Complete an online survey to provide feedback on good practices and areas for im- provement in the peer review process.

► Participate in the Lessons learnt meeting of the 2025-2027 Peer Review Programme, to be held in Brussels at the end of the programme cycle.

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What support will I get from the Facilitator?

As an LCP

The Facilitator will support you from the outset, providing all necessary information on the peer review process and helping to tailor the peer review to the specific needs of your country/region. It will organise regular online preparatory meetings before and after the on-site mission, providing continuous support throughout the process. In this regard, it will keep you informed of next steps and tasks, and manage logistical and administrative mat- ters, including transportation and accommodation for in-person meetings in Brussels (see also Section 9). All key information on the peer review process and relevant documentation will be made available by the Facilitator in an online repository.

During the preparatory phase, the Facilitator will assist in planning the on-site mission by proposing a sample agenda and maintaining continuous communication to help coordinate logistical arrangements. It will also provide guidance on stakeholder engagement and offer practical recommendations for an effective mission, drawing on previous experience. Ad- ditionally, the Facilitator will arrange interpretation services (if required), as well as catering for coffee breaks and lunches, should the latter not be arranged by the LCP.

During the on-site mission, the Facilitator will be available to support you for any logistical arrangement. Following the on-site mission, the Facilitator will support you in organising the hand-over event in your country/region.

As a Peer

The Facilitator will guide you throughout the peer review process. It will organise online pre- paratory meetings before and after the on-site mission, keep you informed of next steps and tasks, and manage logistical and administrative matters, including transportation and accommodation for the in-person meeting in Brussels and in the host country/region (see Section 9).

During the preparation phase, the Facilitator will compile a desk research report summaris- ing key information on the country/region’s DRM system, based on documentation provid- ed by the LCP. This report will be shared with you well in advance of the on-site mission and will serve as a crucial resource for your preparation. The desk research report, along with key documentation from the LCP and other relevant materials collected by the Facilitator, will be accessible through an online repository.

Throughout the on-site mission, the Facilitator will provide daily support, helping to prepare for the following day, facilitating internal meetings among the peer review team for debrief- ing and discussion, and structuring the initial drafting of the peer review report. Both dur- ing and after the mission, it will assist in identifying strengths and areas for improvement for the final report. The Facilitator is responsible for drafting the report.

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What support will I get from the European Commission, DG ECHO?

As an LCP

DG ECHO, alongside the Facilitator, will support you from the outset to ensure the seam- less planning and execution of the peer review. After you have been notified of your coun- try/region’s selection, DG ECHO will organise a kick-off meeting to provide further infor- mation on the Peer Review Programme and explain what is expected from you as the host country/region. It will then assist in defining objectives, setting expectations, and tailoring the review to your country/region’s needs by identifying key focus areas for analysis. Based on this, DG ECHO will lead the selection process of the peer experts. During this phase, DG ECHO will also host one or two in-person meetings at its headquarters in Brussels, and will chair all other preparatory meetings.

During the on-site mission, DG ECHO will be available to support you, alongside the Facil- itator.

After the mission, DG ECHO will assist, together with the Facilitator, in organising the handover event, where it will be present alongside one or two Peers.

Finally, DG ECHO can support the voluntary follow-up process by providing relevant con- tact details and assisting in identifying funding opportunities to facilitate implementa- tion.

As a Peer

DG ECHO, together with the Facilitator, will support you throughout the overall implemen- tation of the peer review process.

Ei gh

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Peer Review Programme - Guidelines -

Who manages logistical arrangements and which costs are covered?

For the LCP

For the in-person preparatory meetings in Brussels, the Facilitator will cover transport, ac- commodation, and other relevant travel expenses incurred during the trip.

► Tickets and accommodation: In this case, air tickets (economy class) and/or train tick- ets (first class) and accommodation are pre-booked and paid by the Facilitator. The LCP will be asked to promptly provide necessary information to the Facilitator for mak- ing the bookings.

► Daily allowance and other reimbursements: the LCP will receive a daily allowance, based on EU official mission scales. Funds might be deducted if a meal is already paid and offered to the participants.

► Transfer of the allowance and other reimbursements: The Facilitator will pay the allow- ance/other reimbursements to the bank account indicated by the LCP. Specifically, it will transfer the per diem allowance via instant bank transfer (applicable only to Single Euro Payments Area - SEPA), taking weekends into account to avoid delays, after the completion of specific forms. The Facilitator will provide further instructions and sup- port for submitting reimbursement requests.

For the on-site mission, the Facilitator will cover interpretation services (if needed), as well as catering for coffee breaks and lunches, should the latter not be arranged by the LCP.

N in

e

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Peer Review Programme - Guidelines -

For Peers

For the in-person preparatory meetings in Brussels and the on-site mission, the Facilitator will cover accommodation, transport, and other relevant travel expenses. The Facilitator will also handle logistics and cover the travel expenses for the Peer(s) attending the report handover event.

► Tickets and accommodation: Air tickets (economy class) and/or train tickets (first class) and accommodation will be pre-booked and paid by the Facilitator. Peers will be asked to promptly provide necessary information to the Facilitator for making the bookings.

► Daily allowance and other reimbursements: Peers will receive a daily allowance as out- lined in the invitation letters sent by the Facilitator, based on EU official mission scales. Funds might be deducted if a meal is already paid and offered to the participants.

► Transfer of the allowance and other reimbursements: The Facilitator will pay the allow- ance/other reimbursements to the bank account indicated by Peers. Specifically, it will transfer the per diem allowance via instant bank transfer (applicable only to Single Euro Payments Area - SEPA), taking weekends into account to avoid delays, after the completion of specific forms. The Facilitator will provide further instructions and sup- port for submitting reimbursement requests.

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Peer Review Programme - Guidelines -

Peer Review Programme Guidelines

Saatja: <[email protected]>

Saadetud: 30.10.2025 11:06

Koopia: <[email protected]>

Teema: UCPM Peer Review for CZECHIA - CALL FOR PEERS Deadline 21 November

Manused: image001.gif; image002.png; Correspondence Slip_Peer Review CZECHIA_call for

nomination of peers.pdf; Peer reviews 2025-2027_factsheet.pdf; UCPM Peer Reviews

Guidelines May 2025.pdf

TÄHELEPANU! Tegemist on väljastpoolt asutust saabunud kirjaga. Tundmatu saatja korral palume linke ja faile mitte avada!

Dear Directors General, Dear CPC delegates and DPEG members, Czechia, represented by Directorate General of Fire Rescue Service (HZS ČR), has volunteered for a UCPM Peer Review on their disaster risk management system. We invite you to propose suitable colleagues as peers: DG ECHO is looking for 4 peers for this review, for participation in the peer review mission and related meetings. Refer to the attached call note for the details which include the topics of the review and the required expertise of peers. In annexe you will find a one-pager factsheet as well as the Guidelines with practical information on the process and what will be expected of the peers. Please observe the dates for travel and availability of the selected peers: 29 January 2026 for a preparatory meeting in Brussels and the review mission to Czechia is tentatively planned for 2-6 March 2026 (with travel, 1-7 March). Please send candidates to [email protected] - latest by Friday 21 November 2025. If there are any questions please do not hesitate to contact us. Best regards, Judith Sørensen / Peer Review Team

European Commission

DG ECHO - European Civil Protection and Humanitarian Aid Operations

Unit B.3 - Prevention and Preparedness Capacity Building

Office L-102 03/13

B-1049 Brussels/Belgium

Phone +32 (0)2 29 81234

E-mail [email protected]

Peer Review site UCPM Peer Review Programme | UCP Knowledge Network

The Union Civil Protection Knowledge Network connects civil protection and disaster risk management communities,

sharing knowledge and growing collective strength in prevention of, preparedness for and response to disasters.

UCPM PEER REVIEW OF DISASTER RISK MANAGEMENT

AND CIVIL PROTECTION SYSTEMS

A Peer Review of disaster risk management provides a country or a region with an opportunity to reflect on its

readiness to cope with natural and human induced hazard-related disasters and to identify ways of improving prevention, preparedness, response, and recovery.

The European Commission’s Directorate General for Civil Protection and Humanitarian Aid Operations (DG ECHO), under the framework of the Union Civil Protection Mechanism (UCPM), supports the Member States, the Participating States, eligible Third Countries and the European Neighbourhood Policy countries to review their disaster risk management (DRM) policies and practices by taking stock of strengths and weaknesses and putting forward recommendations to increase effectiveness.

The UCPM Peer Review Programme promotes an integrated approach to disaster risk management by taking a comprehensive look at prevention, preparedness, response, and recovery actions.

Peer reviews also support a wider policy dialogue across Europe and beyond, improving policy coherence and facilitating the exchange of good practices on civil protection and DRM.

Participating countries form a network of practitioners sharing experiences and lessons learned. To date, 18 countries and one region have benefited from a peer review, most recently Romania,

Republic of Moldova, Greece, Italy and Land Brandenburg. Reports of all reviews can be found at: https://civil-protection- humanitarian-aid.ec.europa.eu/what/civil-protection/peer-review-

programme_en.

How is a peer review conducted?

► The Peer Review Programme operates on the basis of a strong, transparent partnership between DG ECHO and the civil protection authorities of the country/region under review. The peer review team includes a group of independent experts (the ‘peers’), the national or regional contact point, representatives of DG ECHO, and a facilitator team.

Defining the scope Selecting the peers

On site mission

Countries/regions expressing an interest in enrolling in the 2025-2027 Programme discuss objectives and expected outcomes of a peer review

with DG ECHO.

DG ECHO selects the peers that will conduct the review. The experts are often proposed by civil protection authorities of other UCPM countries.

The peer review team travels to the country/region under review to gain on-the- ground insights and identify strengths and

areas for improvement. Relevant stakeholders are invited to participate in meetings. The mission lasts approximately one week.

Based on the knowledge collected during the mission, the peer review team drafts the report, including strengths and recommendations. The civil protection

authorities have the opportunity to review the report during the drafting process.

The peer review team formally hands over the final report to the civil protection authority. From the review

kicks off to the final report, it usually takes 8 to 10 months to complete the process.

The facilitator supporting the review process prepares an initial desk report, summarising the DRM system, along with insights from a survey among relevant stakeholders, selected in collaboration with the country under review.

Preparing for the review

Draft review reportHandover of the final report

What are the benefits of a peer review?

Based on an independent review, a peer review assists civil protection authorities in improving their DRM capabilities, and

► raises awareness among stakeholders in the reviewed country,

► proposes concrete recommendations.

► identifies better approaches to policy and operations,

► facilitates mutual learning and exchange of good practice,

For further information on the Peer Review Programme: [email protected]

The 2025-2027 Peer Review Programme is implemented in cooperation with

Peer Review Programme Guidelines

Authors: Casartelli V., Marengo A., Mohammadi S., Salpina D., Brăilescu, C., Sørensen, J. Version/release date: Ver. 05; 10-04-2025 Dissemination level: Public

Disclaimer The content of this deliverable does not reflect the official opinion of the European Commission. Responsibility for the information and views expressed herein lies entirely with the author(s).

Suggested citation Casartelli V., Marengo A., Mohammadi S., Salpina D., Brăilescu, C., Sørensen, J. (2025). Peer Review Programme Guidelines. https://doi.org/10.25424/cmcc-wvhm-hj40

One What are the Peer Review Programme Guidelines? 5 Two Who are the key actors in the peer review process? 6

Three Why should I apply? 8 Four What are the main steps of the peer review? 10 Five What methods and tools are used in the UCPM peer review process? 12

Six What are my responsibilities? 13 Seven What support will I get from the Facilitator? 16

Eight What support will I get from the European Commission, DG ECHO? 17 Nine Who manages logistical arrangements and which costs are covered? 18

Index

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What are the Peer Review Programme Guidelines?

O ne

These Guidelines clarify the purpose and organisation of the Union Civil Protection Mechanism (UCPM) Peer Review Programme for Disaster Risk Management (DRM) for the 2025-2027 cycle, funded by the European Commission - Directorate-General for Civil Protection and Humanitarian Aid Operations (DG ECHO). They outline key benefits, principles, roles of involved actors, and provide a step-by-step overview of the peer review process to support peer experts and the countries/regions under review in the implementation of the programme.

This document replaces the Union Civil Protection Mechanism - Peer Review Programme for Disaster Risk Management: Guidelines (Mysiak et al., 2021). It builds on insights from the 2020-2024 UCPM Peer Review Programme, including key findings from the Lessons learnt meeting held in Brussels in December 2024, feedback from a survey conducted in fall 2024 aimed at gathering sugges- tions to enhance the peer review process, and results from desk research. Further information on the UCPM peer review process and tools, beyond what is covered in the current guidelines, can be found on the programme’s page on the UCPM Knowledge Network portal.

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Who are the key actors in the peer review process? The UCPM peer review of DRM systems involves five key actors, with specific roles and respon- sibilities throughout the overall review process. These are the host country/region, the Peers, the Facilitator, the European Commission, and stakeholders from the host country/region.Tw

o

The Peers

Actors of the peer review

The Facilitator

The Stakeholders

The Local Contact Point (LCP) of the

Host country or region

The European Commission, DG

ECHO

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► The Local Contact Point (LCP) of the host country/region is assigned by the civil protection authority (or other organisation involved in DRM) that requested the peer review. The LCP identifies and engages the stakeholders, plans on-site mission agenda and has the role of host during the peer review mission. It also shares relevant material for the desk-research with the Facilitator. Before its publication, the LCP assists with comments and revisions of the peer review final report. Finally, supported by the Facilitator and in close cooperation with DG ECHO, the LCP is expected to organise a formal handover event, where the final report is handed over to relevant authorities.

► The stakeholders are representatives from entities in the host country/region playing a key role in the DRM system and key focus areas covered in the peer review. They are identified and engaged by the LCP considering the scope of the peer review. Stakeholders may belong to public and private entities, research and academia, civil society organisations, and the general public.

► The Peers are experts selected by DG ECHO, after an open call for experts shared with au- thorities and organisations involved in DRM in UCPM countries. The Peers are selected on the basis of having expertise matching the scope of the particular peer review. Experts from research and academia, international organisations and other key institutions might also be engaged. Peers participate in the on-site mission in the host country/region and, based on insights gathered during the meetings with stakeholders, identify strengths and recommendations for improving the country’s or region’s risk management system. The Peers actively contribute to the drafting of the peer review final report.

► The European Commission, DG ECHO, funds, coordinates and oversees the implementation of UCPM Peer Review Programme. It invites countries and regions to volunteer for a peer re- view and agrees with the LCP on the objectives, expected outcomes, and areas of analysis of the review. Additionally, it selects the Peers, chairs preparatory meetings and takes active part in the on-site mission, reviews the peer review report, and delivers the final report to the host country/region.

► The Facilitator manages and supports the peer review process by developing relevant work- ing and training tools. It conducts preliminary desk research and fact-finding exercises to assist the Peers and manage the peer review on-site mission and preparatory meetings, which also include logistical arrangements. Additionally, the Facilitator supports the Peers in drafting the findings from the review mission, writes the peer review report, and contributes to its further revisions. Finally, it assists DG ECHO in conducting the ex-post evaluation of the experiences gained and the impact of the peer review exercise.

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Why should I apply? As a host country or region: A peer review provides you with a structured description and as- sessment of your DRM system, highlighting strengths and identifying areas for improvement. It results in practical recommendations to tackle challenges in your DRM policies and practices, providing good practice examples from other countries and regions. Beyond that, the process increases risk awareness and strengthens teamwork among national and local DRM stakehold- ers. It also enhances international collaboration by connecting you with civil protection and DRM experts from around Europe.

As a peer expert: Joining a peer review is a great way to expand your expertise while actively contributing to strengthening DRM systems in other countries or regions. You will gain firsthand insights into innovative solutions and strategies that have proven effective in different contexts - a knowledge that can be valuable for tackling similar challenges in your own country. Additionally, the experience can help you to expand your professional network and collaborate with a diverse range of DRM stakeholders, fostering strong teamwork and knowledge exchange.

Benefits of the peer reviews:

Th re

e

Peer reviews help to identify alternative approaches to policy and operations and explore actionable solutions to similar challenges successfully imple- mented elsewhere.

Catalyst for change

Peer reviews promote mutual learning and exchange of good practices. Trusted relationships can stimulate transferability of innovative practices.

Collaboration and mutual learning

Peer reviews provide a structured assessment of the DRM systems, highlight- ing strengths, identifying areas for improvement.

Comprehensive assessment

Peer reviews encourage awareness-raising through broad involvement of stake- holders in the process and wide dissemination of results.

Risk awareness

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Transparency

Vo lu

nt aris

m and

co lle

gia lit

y Anonym ity

Evid ence

in form

ed

Trust and consensus

Q uality

assurance

Overall, the UCPM peer reviews are based on fundamental principles that ensure a fair, transpar- ent, and effective process. These principles encourage collaboration, trust, and accountability among all actors involved, while maintaining the integrity and reliability of the review. They help keep the review process structured and objective, which enhances its credibility and overall im- pact.

Peer reviews observe the following principles:

The process and out- puts of the peer review are based on a trian- gulation of information collected, increasing confidence in the feed- back.

Peers, the LCP, and stakeholders are en- gaged on a voluntary basis.

The host country/ region provides and explains the facts and evidence requested by the Peers and the Facilitator in a timely and exhaustive way.

The information, knowledge, and evidence collected throughout the review pro- cess are available to the involved parties, except for information provided under confidentiality agreements. The final reports of the peer reviews are going to be pub- licly available. Where the insights

gained are based on confidential or per- sonal information, the sources are not dis- closed and, whenever necessary, part of the outcomes of the review process can be an- onymised.

All findings, analyses and recommenda- tions are based on verifiable sources and knowledge available to the Peers.

Assessments and evalua- tions are performed without prejudice and in a way that fosters consensus among the Peers, and trust building between Peers and host country/region experts and stakeholders.

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What are the main steps of the peer review? The peer review process is divided into five key phases: preparation, implementation, handover of the final report, evaluation, and follow-up (voluntary).Fo

ur

Follow-up

Preparation

Implementation

Handover

Evaluation

Defining the scope Selecting the peers Preparing for the review Stakeholders engagement

On-site mission Review report

Handover of the final report

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Preparation

Defining the scope: Countries/regions volunteering for a peer review discuss the objectives and expected outcomes with DG ECHO.

Selecting the peers: DG ECHO selects the Peers that will participate in the review. The experts are often proposed by civil protection authorities of other UCPM countries (experts from the country/region under review cannot be selected).

Preparing for the review: The Facilitator organises online and in-person preparatory meetings and prepares an initial desk research report, summarising the DRM system under review and, if available, insights from a voluntary self-assessment survey completed by relevant stakeholders.

Stakeholders engagement: The LCP identifies relevant stakeholders and communicates on the peer review process, engaging them in identifying pertinent material for the desk-research, sharing the self-assessment survey, and inviting them to attend the peer review mission.

Implementation

On-site mission: The peer review team (Peers, DG ECHO, the Facilitator) travels to the country/ region under review to gain on-the-ground insights and identify strengths and areas for improve- ment. Relevant stakeholders are invited to participate in meetings by the LCP. The mission lasts approximately one week. The on-site mission can also include relevant field visits.

Review report: Based on the knowledge acquired during the mission, the peer review team drafts the report, which will include strengths and recommendations. The LCP has the opportu- nity to review and comment on the report during the drafting process.

To complete the process, from the peer review kick-off to the final report, it usually takes 8 to 10 months.

Handover

Handover of the final report: The peer review team formally hands over the final report to the national or regional authorities. This event is attended by one or two selected Peers who will pres- ent the final report results, usually accompanied by DG ECHO.

Evaluation

Immediately following the peer review, the LCP and Peers complete an online survey designed to collect feedback on good practices and areas for improvement in the peer review process. The results of this survey are then analysed by the Facilitator to further improve future peer reviews.

Follow-up

Not a mandatory step of the peer review process, but the LCP is encouraged to draft an action plan for implementing recommendations outlined in the final peer review report. DG ECHO can support this process by assisting in identifying potential funding opportunities.

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What methods and tools are used in the UCPM peer review process? The UCPM Peer Review Programme employs a variety of fact-finding and verification meth- ods to ensure a comprehensive and evidence-informed assessment. These methods enable a thorough analysis of DRM practices by gathering qualitative and quantitative data from multiple sources. By combining different tools, the peer review process ensures accuracy, reliability, and a well-rounded understanding of the host country or region’s policies and operations.

Fi ve

Pe er

re vi

ew TO

O LS

Stakeholder meetings Held during the on-site mission with the participation of invited stakeholders and the peer review team. They include plenary briefings and specific discussions on the selected key focus areas of the peer review.

Desk research Based on documentation provided by the LCP and/or available from other trusted sources, such as the country reports mandated by the UCPM or other EU legislation and regulation.

Surveys Fact-finding surveys to collect factual information or evaluation and perception surveys to collect subjective views and judgements.

Field visits Take place during the on-site mission to gain deeper insights into the selected key focus areas of the peer review.

Peer Review Assessment Framework (PRAF) The analytical tool that supports the peer reviews in guiding the actors in the review process and ensures a standardized approach.

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What are my responsibilities?

As an LCP

As the representative of the authorities of the host country or region, the LCP plays a cru- cial role in the peer review process, with key responsibilities throughout all steps. The LCP’s coordination and execution of its tasks significantly contribute to a smooth and effective implementation of the review, ensuring an environment where all actors can collaborate successfully.

The follow points outlines the responsibilities and taks of the LCP and can serve as a prac- tical to-do list. Preparation

► Define the objectives and expected outcomes of the peer review in collaboration with DG ECHO and with the support of the Facilitator.

► Define the thematic scope and key areas of analysis of the peer review based on the Peer Review Assessment Framework (PRAF).

► Attend online and in-person preparatory meetings. One or two meetings take place in Brussels at DG ECHO premises.

► Prepare and deliver a presentation on the DRM system of the country/region, to be presented during the online and in-person meetings.

► Provide the Facilitator with necessary information for preparing the peer review fact- sheet, a two-page summary of the peer review process in the host country/region and check its translation into the local language.

► Identify and involve relevant stakeholders early in the process, informing them about the scope and objectives of the peer review and determine the level of their engage- ment in the overall review exercise. Invite them to attend the peer review mission.

► Familiarise with the online repository, where all documentation and reports related to the peer review process are stored and shared.

► Submit documentation relevant to the thematic scope of the peer review, engaging stakeholders, when possible in the identification of useful material. This will support the Facilitator in drafting the desk research report.

► (Optional) Complete and share the self-assessment survey with stakeholders. Re- sponses will contribute to the desk research report drafted by the Facilitator and help Peers formulate key hypotheses.

► Review and provide feedback on the desk research report, adding comments or clari- fications if necessary.

► Prepare the on-site mission agenda in coordination with DG ECHO and the Facilitator.

S ix

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Peer Review Programme - Guidelines -

► Assist the Facilitator in arranging the logistics of the on-site mission. Identify suitable meeting venue(s) for daily meetings; possibly arrange local transportation for the peer review team (and any interpreters) to and from the meeting venue(s) and/or to and from scheduled field visits; possibly organise catering for coffee breaks and identify options for lunch breaks; notify the Facilitator regarding the need for interpretation services, specifying when they are required – the Facilitator will organise interpreta- tion when necessary (see also Section 9).

► Schedule stakeholder meetings and presentations and send invitations well in ad- vance.

Implementation

► Actively support the on-site mission by chairing meetings and sharing necessary in- formation to assist the peer review team in the assessment.

► After the on-site mission, review and provide feedback on the draft final report pre- pared by the Facilitator and Peers.

► Review the translated version of the executive summary (of the entire report, in case it is translated into the local language).

► In cooperation with DG ECHO and with the support of the Facilitator, organise a formal handover event to officially present the final report to relevant authorities.

Evaluation

► Complete an online survey to provide feedback on good practices and areas for im- provement in the peer review process.

► Participate in the Lessons learnt meeting of the 2025-2027 Peer Review Programme, to be held in Brussels at the end of the programme cycle.

Follow-up

► (Optional) Draft an action plan to implement the recommendations outlined in the fi- nal peer review report.

As a Peer Peers are a core component of the peer review process, responsible for identifying strengths and providing recommendations that can significantly enhance the DRM system of the country or region under review. Once selected, the Peers are expected to actively engage in the review process, which includes attending meetings, reading relevant docu- mentation, and supporting the drafting of the review report.

The following list outlines the essential tasks for Peers during the three steps for their in- volvement, also serving as a practical to-do list to facilitate their work.

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Preparation

► Attend online and in-person preparatory meetings (one meeting will be held in Brus- sels at DG ECHO premises).

► Familiarise with the online repository, including key documents such as the Peer Re- view Assessment Framework (PRAF) and Guidelines.

► Analyse the PRAF’s structure and its thematic areas in detail. This is essential for un- derstanding the core documents of the peer review process (e.g., the desk research and the final report) and ensuring a smooth unfolding of the peer review process.

► Carefully read the desk research report and (if available) the results from the self-as- sessment survey completed by the LCP and stakeholders.

► Use these materials to develop initial hypotheses and questions for stakeholders.

► Contribute to stakeholder mapping by suggesting additional relevant stakeholders for the on-site mission.

► Prepare for the on-site mission.

Implementation

► Actively participate in the on-site mission, gathering insights on the host country’s/ region’s strengths and areas for improvement.

► During the mission, start drafting the report, identifying strengths and areas of im- provement.

► Before the end of the mission, present preliminary insights and recommendations to the LCP.

► After the on-site mission, participate in on-line meetings, continue refining the draft report and support the Facilitator in any necessary revisions. Include relevant good practices from your own country that may benefit the host country/region.

► Participate in a dedicated online meeting to present the strengths and recommenda- tions of the host country/region to the LCP.

► One or two Peers return to the host country/region for the official handover event to formally present the final report (usually accompanied by DG ECHO representatives).

Evaluation

► Complete an online survey to provide feedback on good practices and areas for im- provement in the peer review process.

► Participate in the Lessons learnt meeting of the 2025-2027 Peer Review Programme, to be held in Brussels at the end of the programme cycle.

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What support will I get from the Facilitator?

As an LCP

The Facilitator will support you from the outset, providing all necessary information on the peer review process and helping to tailor the peer review to the specific needs of your country/region. It will organise regular online preparatory meetings before and after the on-site mission, providing continuous support throughout the process. In this regard, it will keep you informed of next steps and tasks, and manage logistical and administrative mat- ters, including transportation and accommodation for in-person meetings in Brussels (see also Section 9). All key information on the peer review process and relevant documentation will be made available by the Facilitator in an online repository.

During the preparatory phase, the Facilitator will assist in planning the on-site mission by proposing a sample agenda and maintaining continuous communication to help coordinate logistical arrangements. It will also provide guidance on stakeholder engagement and offer practical recommendations for an effective mission, drawing on previous experience. Ad- ditionally, the Facilitator will arrange interpretation services (if required), as well as catering for coffee breaks and lunches, should the latter not be arranged by the LCP.

During the on-site mission, the Facilitator will be available to support you for any logistical arrangement. Following the on-site mission, the Facilitator will support you in organising the hand-over event in your country/region.

As a Peer

The Facilitator will guide you throughout the peer review process. It will organise online pre- paratory meetings before and after the on-site mission, keep you informed of next steps and tasks, and manage logistical and administrative matters, including transportation and accommodation for the in-person meeting in Brussels and in the host country/region (see Section 9).

During the preparation phase, the Facilitator will compile a desk research report summaris- ing key information on the country/region’s DRM system, based on documentation provid- ed by the LCP. This report will be shared with you well in advance of the on-site mission and will serve as a crucial resource for your preparation. The desk research report, along with key documentation from the LCP and other relevant materials collected by the Facilitator, will be accessible through an online repository.

Throughout the on-site mission, the Facilitator will provide daily support, helping to prepare for the following day, facilitating internal meetings among the peer review team for debrief- ing and discussion, and structuring the initial drafting of the peer review report. Both dur- ing and after the mission, it will assist in identifying strengths and areas for improvement for the final report. The Facilitator is responsible for drafting the report.

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What support will I get from the European Commission, DG ECHO?

As an LCP

DG ECHO, alongside the Facilitator, will support you from the outset to ensure the seam- less planning and execution of the peer review. After you have been notified of your coun- try/region’s selection, DG ECHO will organise a kick-off meeting to provide further infor- mation on the Peer Review Programme and explain what is expected from you as the host country/region. It will then assist in defining objectives, setting expectations, and tailoring the review to your country/region’s needs by identifying key focus areas for analysis. Based on this, DG ECHO will lead the selection process of the peer experts. During this phase, DG ECHO will also host one or two in-person meetings at its headquarters in Brussels, and will chair all other preparatory meetings.

During the on-site mission, DG ECHO will be available to support you, alongside the Facil- itator.

After the mission, DG ECHO will assist, together with the Facilitator, in organising the handover event, where it will be present alongside one or two Peers.

Finally, DG ECHO can support the voluntary follow-up process by providing relevant con- tact details and assisting in identifying funding opportunities to facilitate implementa- tion.

As a Peer

DG ECHO, together with the Facilitator, will support you throughout the overall implemen- tation of the peer review process.

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Who manages logistical arrangements and which costs are covered?

For the LCP

For the in-person preparatory meetings in Brussels, the Facilitator will cover transport, ac- commodation, and other relevant travel expenses incurred during the trip.

► Tickets and accommodation: In this case, air tickets (economy class) and/or train tick- ets (first class) and accommodation are pre-booked and paid by the Facilitator. The LCP will be asked to promptly provide necessary information to the Facilitator for mak- ing the bookings.

► Daily allowance and other reimbursements: the LCP will receive a daily allowance, based on EU official mission scales. Funds might be deducted if a meal is already paid and offered to the participants.

► Transfer of the allowance and other reimbursements: The Facilitator will pay the allow- ance/other reimbursements to the bank account indicated by the LCP. Specifically, it will transfer the per diem allowance via instant bank transfer (applicable only to Single Euro Payments Area - SEPA), taking weekends into account to avoid delays, after the completion of specific forms. The Facilitator will provide further instructions and sup- port for submitting reimbursement requests.

For the on-site mission, the Facilitator will cover interpretation services (if needed), as well as catering for coffee breaks and lunches, should the latter not be arranged by the LCP.

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For Peers

For the in-person preparatory meetings in Brussels and the on-site mission, the Facilitator will cover accommodation, transport, and other relevant travel expenses. The Facilitator will also handle logistics and cover the travel expenses for the Peer(s) attending the report handover event.

► Tickets and accommodation: Air tickets (economy class) and/or train tickets (first class) and accommodation will be pre-booked and paid by the Facilitator. Peers will be asked to promptly provide necessary information to the Facilitator for making the bookings.

► Daily allowance and other reimbursements: Peers will receive a daily allowance as out- lined in the invitation letters sent by the Facilitator, based on EU official mission scales. Funds might be deducted if a meal is already paid and offered to the participants.

► Transfer of the allowance and other reimbursements: The Facilitator will pay the allow- ance/other reimbursements to the bank account indicated by Peers. Specifically, it will transfer the per diem allowance via instant bank transfer (applicable only to Single Euro Payments Area - SEPA), taking weekends into account to avoid delays, after the completion of specific forms. The Facilitator will provide further instructions and sup- port for submitting reimbursement requests.

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Peer Review Programme Guidelines