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TABLE OF CONTENTS Worksheets Key Players.................................................................................3 Basic Vocabulary............................................................ .......... 4 Monitoring and Evaluation.....................................................5 MOU & Workplan.....................................................................11
Requirements and Responsibilities Media Requirements................................................................17 Chapter Program Requirements........................................... 18 On-Site Timeline............................................................ ..........19 Representing GlobeMed.........................................................20 Health & Safety and Waiver Form* Emergency Contact Information*
*Attach these forms yourself at the end of this guide
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WORKSHEETS Key Players WEEK 2
What other programs, projects, and initiatives do they have (outside of the one(s) your chapter is supporting)?
BASICS
How, when, and why was the organization founded?
What would the community be like if the organization did not exist? (health, development, etc.)
Do they often host other international volunteers? If so, who and from where?
Who are the leaders of your partner organization?
KEY PLAYERS
Who is responsible for managing and evaluating project(s) supported by your chapter?
Who do you turn to when you run into a problem during the internship?
Who will help you create a security emergency plan and provide you with a ‘safe taxi’ phone number?
Which members of the community (outside the organization) are important to your work?
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WORKSHEETS
(CONT’D)
Basic Vocabulary WEEK 3
BASICS Yes / No / OK I understand / I do not understand I like/I do not like
ETIQUETTE Excuse me Please Thank you You’re welcome I’m sorry
GREETINGS Hello, how are you? I am well Goodbye!
WORKING TOGETHER What is this? May I help? I know / I do not know Here / there
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WORKSHEETS
(CONT’D)
Monitoring and Evaluation
Logic Model Examples WEEK 7
! A “logic model” is a tool that will help you carry out Monitoring and Evaluation by thinking through the steps that will enable you to achieve your program’s objectives . It should be a simple blueprint for how the program is supposed to operate. A good logic model also identifies the population you aim to reach. ! A typical logic model has four specific measurement-related components: inputs, outputs, outcomes, and impacts. The most important thing is that you understand how the components relate to one another and how the results of each can be measured.1 See the examples below for more context. Example 1
Problem Statement High rates of malnutrition in children between the ages of 0 and 5, and little maternal knowledge of healthy parenting practices.
Goal Reduce rates of malnutrition in children under 5 and increase knowledge of best maternal health practices
Inputs
Outputs
Outcomes
Impact
Money to fund educational materials and incentives, time to train group facilitators, and facilities for education sessions
Educated mothers who have access to milk and healthy food for their children
Improved maternal health knowledge, stronger ties in the community, and children who are less prone to malnutrition
Decreased maternal and child morbidity and a healthier, stronger generation of children in the community
Keep in mind: Statements at the outcomes and impact levels are generally used for program evaluation. To identify and measure the outcomes that result from the synergy of outputs, you will often need to integrate qualitative and quantitative data. 5 1: Partners in Health’s Program Management Guide, Unit 12: Using Monitoring and Evaluation for Action
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WORKSHEETS
(CONT’D)
Monitoring and Evaluation
WEEK 7
Example 2
Logic Model Examples
Problem Statement The partner organization has very little marketing skills and therefore cannot connect with other non-profit organizations, volunteers or funders.
Goal Enhance the partner organization’s ability to connect with a wider range of people in order to convey their message, gain support and increase the organization’s capacity
Inputs
Outputs
Outcomes
Impact
Time to do an environmental scan of all marketing resources, time to help org create social media pages and a marketing strategy
Greater online visibility for the organization, greater potential for more external funding and volunteer interest
A partner organization with greater capacity which is therefore able to have a more positive impact on its community
A better-equipped partner organization and a healthier, more productive partner community
Keep in mind: When developing your own logic model, determine its purpose in your program, including who will use it and why . A logic model will help you think through a series of “if-then” relationships that express the program’s explicit assumptions about why a certain change will occur. When building a logic model, it is often easier to begin by constructing the model in reverse, starting with your desired impact, that is, what you expect to achieve.
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WORKSHEETS
(CONT’D)
Monitoring and Evaluation
Logic Model Templates WEEK 7
Template 1
Problem Statement
Goal
Inputs
Outputs
Outcomes
Impact
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WORKSHEETS
(CONT’D)
Monitoring and Evaluation
Logic Model Templates WEEK 7
Template 2
Problem Statement
Goal
Inputs
Outputs
Outcomes
Impact
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WORKSHEETS
(CONT’D)
Monitoring and Evaluation
FRAMEWORK FOR MONITORING AND EVALUATION: EXAMPLE WEEK 8
2012 GROW Field Guide!
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WORKSHEETS
(CONT’D)
Monitoring and Evaluation
WEEK 8
Qualitative
FRAMEWORK FOR MONITORING AND EVALUATION: TEMPLATE
Quantitative
Question Collecting Data: What and How Partner Capacity for M&E
Roles 10 2012 GROW Field Guide!
WORKSHEETS
(CONT’D)
MOU & Workplan WEEK 8
The MOU should be revisited and updated throughout the year as need be and any updates should be sent to the National Office. Key Dates: ❖ MOU Due to the National Office AT THE LATEST BY October 1st ❖ Updated MOUs due throughout the year ❖ Final MOU, updated to reflect any changes in the project plan, project budget, and money sent, is due to the National Office by July 15th. All money sent to partner must be accounted for in this final MOU.
Memorandum of Understanding ! The Memorandum of Understanding and Workplan between [chapter name] and [partner name] are documents meant to guide a GlobeMed chapter and partner in creating or strengthening their relationship. These documents express their mutual commitment to each other for a [month and year of beginning and end of academic year]. While these are not legally binding contracts, the MOU and Workplan present the expectations of the partnership clearly and honestly. They require and codify the process of dynamic conversation and cooperation at the heart of the chapter-partner relationship. In developing and implementing these documents, chapters and partners establish a vibrant relationship in which they work together, communicate frequently, and help each other meet both project and broader organizational goals. ! The Memorandum of Understanding and Workplan are living documents. The chapter and the partner should continue to refer to and develop them throughout the year to ensure that they are still relevant. The Memorandum of Understanding and Workplan should also be reflected upon and evaluated by both parties at the end of the year so that the following year’s MOU and Workplan can be even more accurate and useful. The template below should be adjusted to fit each partnership so that it can best facilitate its unique development. While the information contained in this document will structure the logistics for effective communication and project work, the relationship that its discussion and implementation fosters is the real core of what makes GlobeMed partnerships successful.
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WORKSHEETS
(CONT’D)
MOU & Workplan The five areas that the MOU addresses (Communication, Project, GROW, Evaluation, and Reflection) are explained below:
The GlobeMed Chapter and the partner organization are expected to communicate regularly about their work. This is done primarily through emails, phone or Skype calls. In addition, a Chapter Advisor from the National Office participates on at least two calls during the year to allow a space for reflection and feedback about the partnership. ! Why this is important: Regular communication is important because it allows for both the partner and the chapter to have an open dialogue, communicate progress on projects or fundraising, and allows for any new ideas to be shared between the two. Communication is essential for fostering any relationship and will allow the two to be in the loop on significant events in either party.
Project The project(s) selected by the GlobeMed Chapter and the partner organization should be beneficial to the organization and the community but sustainable without a prolonged commitment from the GlobeMed chapter. The specifics of this project will be detailed in the Workplan but this project does not exclude smaller projects that might come up throughout the year such as research that could be beneficial for the partner, advocacy for the partner, or anything else that could be beneficial to the partner or the chapter. These ad hoc projects do not need to be detailed in the Workplan and can be added throughout the year as the partner and the chapter see fit. ! Why this is important: The project is key to the relationship between the chapter and the partner. It benefits the partner by furthering the organization’s mission and makes a tangible impact in the community. It benefits the chapter in allowing it to have a concrete goal and to be more intricately involved in the organization, as well as clearly articulate what funds raised will go towards their partner organization.
GROW ! The GROW internship is ideally a 3 week+ onsite visit in which 3-5 students work with the partner organization on an onsite project that the two have developed prior to the students’ arrival. ! Why this is important: GROW internships can be a fantastic tool for both chapters and partner organizations as they allow the two to form personal relationships between team members, organization employees and community leaders. GROW internships remove the need for technological communication, allow the chapter to meet community members who otherwise would not be present in organized calls and allow for a firsthand account of the project that the two have been working on together all year. The GROW internship can aid the chapter in better advocating for the partner and should allow the 12 partner to see the dedication of the chapter. 2012 GROW Field Guide!
WEEK 8
Communication
WORKSHEETS
(CONT’D)
MOU & Workplan Evaluation
Reflection ! The chapter and the partner will schedule an end of the year conversation to discuss how the year has gone and what can be improved for the next year, if the partnership is to continue into the following year. This should be an honest conversation between the chapter and the partner to lead to real improvements that can be beneficial for both. This conversation will take the evaluation into account but also will focus on how the relationship has functioned outside of the specific project(s). Why this is important: Reflection allows for improvements for the chapter, for the partner, and for the national office in future years. As we are continually trying to strengthen our programs, reflection provides much needed feedback on how we are actually doing.
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WEEK 8
! The chapter and the partner will develop a mechanism for evaluating the degree to which the partnership and the project were successful over the course of the year. Ideally, this will cover three specific areas: quantitative, project fit, and sustainability. Quantitative success essentially covers how well the project served its purpose. This could be measured in people served, structures built, gardens planted, people served or whatever other raw data is necessary. You should also explore how well the project addressed its ultimate goal. For example, if the project was to plant a garden to improve the diets of the community, you should measure both how many gardens were built and also how the diets of the community changed. Project fit simply measures how well the project fit with the partner’s mission, community, and staff. Sustainability measures the degree to which the program can be run by local staff after it is created in partnership with the GlobeMed chapter. These criteria can be evaluated however is best for the chapter and the partner. ! Why this is important: Evaluation allows the partner and the chapter to have tangible data on the impact of the project and the partnership. It serves as a guideline for future collaborations and helps to strengthen the project and the relationship.
WORKSHEETS MOU & Workplan
(CONT’D)
Project Workplan for 2012-2013
I. Project Description Description of the project, specific components of the project, and specific related costs that GlobeMed at [Chapter] will be supporting this year Intended Project Impact [describe the intended impact of project on the ground] Measurement of Project Impact [describe how one will know that the project has been successful]
II. Chapter Objectives for Project [Bullet your chapter’s commitment (such as raising an amount of money) for the Project this year]
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WEEK 8
This workplan describes the commitment to project work between GlobeMed at [Chapter] and [Partner name] for [dates of academic year]. This workplan may but does not necessarily include the workplan for on-site visits to [Partner name] by GlobeMed at [Chapter], nor does it include any smaller or less intensive projects that may come up throughout the year (such as research ideas).
WORKSHEETS
(CONT’D)
MOU & Workplan
Project Workplan for 2012-2013
WEEK 8
III. Partner Objectives for Project [Bullet what the partner will be doing on-site in relation to the project this year—either before funds are received or after or both]
No financial transactions may occur before this Memorandum of Understanding is signed. This Memorandum of Understanding is effective as of [DATE submitted to National Office]. Chapter contact information: Name: ! , Phone:! , Skype ID: ! !
, Email:!
, Address:
Partner contact info. Name: ! , Phone:!
, Email:!
, Address:
, Skype ID: ! !
Financial information: Method of Sending Money: Wire transfer to [Y Bank Account] Before every wire transfer takes place, the chapter and partner should have a discussion project plans and update the project outline if necessary.
On behalf of [GlobeMed at Signed:! ! ! !
!
!
Print Name:! ! Date:! ! !
! !
! !
! !
! !
]On behalf of [Partner ! Signed: ! !
]
Print Name: Date:
This Memorandum of Understanding has been received by the GlobeMed National Office: Signed:! ! ! ! Print Name:! ! ! ! ! Date: 15 2012 GROW Field Guide!
WORKSHEETS
(CONT’D)
MOU & Workplan
GlobeMed at [chapter name] agrees to...
Communication
Update the partner via [email] at least [once] a month on the chapter’s work, and progress on project fundraising goals
Both GlobeMed at [chapter name] and [partner name] agree to...
[partner] agrees to...
Update the chapter via Talk over [phone] at least [email] at least [once] a [two times] a month. month on the partner’s work, Have two [Skype] calls per and progress towards year with GlobeMed’s project goals Chapter Advisor present
Project
Raise [X amount] for the Use funds raised by the [name of the project] project. chapter to implement [name Take on additional work (e.g. of the project] project. research, website design) to Share stories and other support project as needed. examples of impact of the Give all additional funds project raised to the partner
GROW
Complete all necessary preDetermine whether an onEvaluate whether an on-site trip preparation as site trip is possible trip for a small group of designated by the partner sometime between [dates of students should take place and National Office. possible trip] by November in [year]. of [year]
Evaluation
Discuss the success of the relationship over the course of the year. Organize several Implement the evaluation conversations with the and report on effectiveness partner to discuss data to the chapter collected Discuss ability to raise funds and on campus excitement for project
Reflection
Re-evaluate the chapter’s effectiveness in the summer and fall of [year], and highlight areas of improvement. Discuss project effectiveness and use of funds at the end of the year
Develop an evaluation system to insure each area of evaluation is discussed: Quantitative, Project Fit, and Sustainability. Use this data in formulating future projects
Reflect on the partnership (reviewing the MOU and Workplan) in spring of [year], and determine whether the partnership should continue 16 2012 GROW Field Guide!
WEEK 8
This is a suggested template for the documentation of responsibilities the MOU. However feel free to use whatever format works best for the partner and the chapter. Be certain that all of the below information is included in whatever format you choose. Please include additional information as relevant.
REQUIREMENTS + RESPONSIBILITIES Media Requirements TYPE
PARTNER ORGANIZATION
PARTNER COMMUNITY Testimonials given by beneficiaries of projects supported by GlobeMed through your partner org
“A Day in the Life”
“A Day in the Life” of one or a few staff member(s), depicting their daily work routine (i.e. field visits, etc.)
“A Day in the Life” of one of your partner org’s beneficiaries within the community
Conversation Collaboration
Photos and video of conversation between GROW interns and staff members of your partner organization
Photos and video of conversation between GROW interns and community members
Photos/video showing the layout of your partner org’s building and/or compound
Photos/video of individuals, land, materials, etc. that are relevant to proposed projects being supported in the next academic year by your chapter
Surroundings Materials Layout
WEEK 9
Photos of staff members from your partner organization (individual and group shots)
Individual Stories
WHAT TO BRING AND SHARE WITH YOUR PARTNER Photos and bios of e-board and staff Photos and/or videos of chapter meetings and events Photos and/or videos of network-wide events
TYPE OF MEDIA
MEDIA GUIDELINES WHILE ON-THE-GROUND
BLOG
❖ Minimum requirement: 2 blog posts per week while on-the-ground ❖ Use your chapter’s existing blog/website to share and record your experiences. ❖ All interns’ blog posts must be kept on one main site, which friends, families, and donors can easily visit to learn more about your partner, project, chapter, and time on GROW ❖ Constantly update your blog! ❖ It’s alright to also keep a personal blog for your own purposes. Just remember to upload all relevant entries to the main blog site.
PHOTO
Recommended posting of 3 pictures per week while on-the-ground.
VIDEO
Recommended posting of 1 video per week while on-the-ground. 17 2012 GROW Field Guide!
REQUIREMENTS + RESPONSIBILITIES
(CONT’D)
Chapter Program Requirements
2. GLOBALHEALTHU: Communicate with Co-globalhealthU Coordinators. Responsible for assessing how big global health issues compare in your partner community vs. other communities around the world, and communicating these messages back to the chapter. 3. COMMUNITY BUILDING: Communicate with Director of Community Building. Identify the best of the following cultural factors, and assess how to bring them back to the chapter in a fun and engaging way consistently throughout the year. 4. COMMUNICATIONS: Communicate with Director of Communications. Responsible for supervising media collection and updating during GROW and strengthening communication systems for your partner organization.
5. FINANCES: Responsible for keeping track of project’s budget on-site
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WEEK 10
1. CAMPAIGNS: Communicate with Co-Campaign Coordinators. Responsible for identifying and collecting partner community member/beneficiary stories and testimonials, as well as details about projects supported by the chapter -- videos, interviews, blog posts, etc.
REQUIREMENTS + RESPONSIBILITIES
(CONT’D)
On-Site Timeline
PHASE I
❖ Introduce your partner organization to GlobeMed using the Intro Powerpoint ❖ Discuss and find answers to the Key Players Worksheet with your partner org ❖ Attempt an activity such as A Day in the Life with somebody from your partner community. See GROW Training Manual Week 9 for more context.
PHASE II
❖ Set up your GROW Blog and begin writing on it--at least twice per week.
❖ Reflect: Is everybody focused on the chapter program they’re responsible for reporting on this fall? If not, revisit GROW Training Manual Week 10. ❖ Reflect: How is the team getting along? If necessary, do some team building activities to reenergize yourselves, such as the Listening Skills Drawings Activity. ❖ Begin discussing monitoring & evaluation protocols with your partner org. Revisit the Framework for Program Evaluation from GROW Training Manual Week 6.
PHASE III
❖ Discuss your Logic Models with your partner organization. Are they accurate? ❖ Conduct the tasks discussed in GROW Training Manual Week 8 and discuss your Framework for Monitoring and Evaluation with your partner organization. ❖ Make sure you’ve collected all essential media: high quality photos & videos of partner organization and community, interviews, etc. Refer to GROW Training Manual Week 9. ❖ Make sure each team member has all the necessary information to bring back to his/ her chapter program on campus. Refer to GROW Training Manual Week 10. ❖ Complete your Memorandum of Understanding with your partner organization and discuss longterm vision and strategy.
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REQUIREMENTS + RESPONSIBILITIES
(CONT’D)
Representing GlobeMed As a member of the GROW Team, you have the unique opportunity to represent your chapter and the GlobeMed network in your partner community. Before you leave, and while you are on the ground, remember that you are representing an entire network of global health leaders and be sure to maintain your personal values, as well as GlobeMed’s values. Below are a few guidelines and tips for doing so:
GlobeMed VALUES Act with humility Understand oneself and one’s limitations, have the ability to acknowledge gaps in one’s knowledge, and be open to new ideas, contradictory information, and advice.
Act with openness Actively recognize new ideas and approaches and allow them to affect how you interact with others.
Act with respect Approach every interaction on GROW with attentiveness, curiosity, and a desire to learn.
Act with patience Enter every interaction with a sense of calm and purpose. Appreciate the fact that the timing and exact strategy of situations may be different than what you expected, but the collaborative work that results will undoubtedly be better than anything you could have done on your own.
Project Considerations When thinking about your project in a sociocultural context, consider: ❖ Religion ❖ Historical approach to healthcare ❖ Culture ❖ Government & Politics ❖ Economics
Social Media Considerations1 ❖ Always represent yourself professionally. ❖ Protect your online profile and identity by scrutinizing all materials you post, especially if it affects others. ❖ Assume that everything you post is permanent. ❖ If you’re going to post pictures of members of your partner community, portray them in a positive light. ❖ Just like your mother always said, if you don’t have anything nice to post, don’t post
While “off the clock” in your partner community, consider the following: ❖ What does it mean to drink or purchase alcohol in your partner country? Local laws should be followed at all times. ❖ What are the implications of having sexual relations or intimate relationships with members of your partner community? Always remember that your personal decisions should not impact the partnership in any way. ❖ What are your partner organization’s expectations for knowing your whereabouts if you travel overnight or outside the local area? Remember that they are also responsible for your safety. ❖ What are the implications of purchasing items for community members with your personal money?
❖ How can you learn as much as possible about the local culture, including local tourist attractions and museums, language classes, cooking classes, cultural events, and more?
anything at all. 2012 GROW Field Guide!
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