GlobeMed at Tufts
Nyaya Health
How do we fill out the MOU Filling out the MOU should be the result of at least two conversations between the partner and the chapter. The first conversation should cover: Who the Chapter Founder is A bit about the university, its culture, and its strengths Who the Partner is (history, core values, mission, important people, programs, financial infrastructure, etc.) A discussion about project ideas to give context and help guide which project to approach An explanation of the MOU After the 1st conversation, ensure the MOU is sent to the partner. The 2nd -
conversation should cover: Any follow up questions A decision on the final project and budget A conversation about the MOU
*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 GlobeMed at Tufts and Nyaya Health 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 this academic year from October 2011 to May 2012. 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 chapterpartner 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.
The five areas that the MOU addresses (Communication, Project, GROW, Evaluation, and Reflection) are explained below:
Communication 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.
GlobeMed at Tufts
Nyaya Health
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 trip 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 trips can be a fantastic tool for both chapters and partner organizations as they allow the two to form personal relationships between trip members, organization employees and community leaders. GROW trips 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 together on all year. The GROW trip can aid the chapter in better advocating for the partner and should allow the partner to see the dedication of the chapter. Evaluation 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.
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).
GlobeMed at Tufts
Nyaya Health
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.
Project Workplan for 2011-2012 This workplan describes the commitment to project work between GlobeMed at Tufts and Nyaya Health for 20112012. This workplan may but does not necessarily include the workplan for on-site visits to Nyaya by GlobeMed at Tufts, nor does it include any smaller or less intensive projects that may come up throughout the year (such as research ideas). I. Project Description
Community Health Expansion Number of VDCs Number of FCHVs Annual Base FCHV incentive Annual # trainings per VDC Annual # community education programs Cost per community program Monthly training costs Base FCHV incentives costs Other materials costs Total costs
July 2011 – April 2012 9 108 11,700 12 24 1,500 298,080 1,263,600 60,000 1,621,680 nrs
Nyaya Health would like to work in partnership with GlobeMed at Tufts University on the following two projects: 1. Community Health Worker Expansion within Nepal: Brief description: GlobeMed will provide $4000 in order to expand Nyaya Health’s Community Health Worker (CHW) program. CHWs play a critical role in Nyaya Health by providing disease surveillance, data reporting, patient referrals, patient education, and basic care. Costs: $2,333 covers expansion to 1 Village Development Committee. Totals for the current CHW program from Nyaya Health’s expansion planning document are included here in Nepali rupees for full reference:
GlobeMed at Tufts
Nyaya Health
2. A U.S. Operations Internship Program within Boston: Brief Description: Nyaya Health and GlobeMed will work together to identify 1-3 chapter members who can engage in Nyaya Health’s U.S. operations consistently on a weekly basis through a formal internship program that Nyaya Health establishes the training and objectives for. Costs: There are no costs to GlobeMed for this internship program.
Additionally, Nyaya Health would like to leverage the co-location of both organizations in Boston to benefit each other on multiple fronts including: Networking with institutions like Partners in Health, the Praxis Network organizations, and the Institute for Global Leadership Sharing invitations to presentations, benefit events, seminars and meetings that would provide benefit to both parties Utilizing opportunities to hear straight from Nyaya’s Nepali leadership that are located in Boston Working together to spur social media campaigns
II. Chapter Objectives for Project • • • • •
GlobeMed at Tufts agrees to raise $4,000 for the Community Health Worker (CHW) Expansion Project GlobeMed at Tufts will work to create an awareness on campus about Nyaya Health and the CHW Expansion Project through its fundraising campaigns and events Members of the E-board, especially the Communications member, will stay updated on Nyaya’s CHW project through their newsletters, blogs, and listserv updates (which the Communications E-board member will join as a Nyaya Volunteer) In addition, GlobeMed at Tufts will blog about the CHW project and include photos, stories, and other information about progress in a Newsletter sent to e-list members and donors In summer 2012 after the GROW internship, GlobeMed at Tufts will create an Annual Report, which will include information about progress in the CHW Expansion project
III. Partner Objectives for Project Nyaya Health will provide the following for on-site work in relation to the project this year:
A full pre-trip organizational orientation to GROW interns that may be coupled with Nyaya’s summer internship program Review expectations and CHW program materials in-person prior to the trip Arrange for multiple phone calls with the Country Director in advance of the GROW internship Detail travel logistics and costs in advance of the GROW internship Coordinate in-country travel logistics Provide food and housing while on-site in Achham and provide assistance in identifying affordable food and housing during transit in Kathmandu
It is difficult to predict what the partner will be doing on-site in relation to the project this year in October, when the trip is likely to occur in late May or early June. Thus, Nyaya Health would like to request that this MOU is formally revisited on February 1st to provide more detail than what is given below. Nonetheless, Nyaya pledges to:
Design multiple projects in advance of the GROW internship for consideration by interns in addition to the CHW project. Partner the GROW interns with our Director of Community Health who will design an orientation to the CHW program for the interns. This will include overview presentations, meetings with our CHWs on the hospital grounds and several site visits to CHW meetings in the community.
No financial transactions may occur before this Memorandum of Understanding is signed. This Memorandum of Understanding is effective as of October 1st 2011.
GlobeMed at Tufts
Nyaya Health
Chapter contact information: Name: GlobeMed at Tufts (Kanu Tewari), Phone: 617-388-1510, Skype Email:kanutewari@gmail.com, Address: W301 Metcalf Hall, Tufts University, MA 02155
ID:
kanu.tewari,
Partner contact info. Name: Mark Arnoldy, Phone: Personal, 417.861.8611, Skype ID: markarnoldy, Email: mark@nyayahealth.org, Address: 666 Dorchester Ave, South Boston, MA 02127 Financial information: Method of Sending Money: Wire transfer to [Y Bank Account] Bank Account is in transition at this time, and exact wire information cannot be provided. Funding can be provided in-person in Boston via check or cash, via online donation at www.nyayahealth.org/donate or via a wire transfer to Nyaya’s new Bank of America 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 Nyaya Health Signed:
Print Name: Mark Arnoldy Date: 9.30.2011
On behalf of GlobeMed at Tufts
Print Name: Kanupriya Tewari Date: 9.30.11
This Memorandum of Understanding has been received by the GlobeMed National Office: Signed: Print Name:
Date:
GlobeMed at Tufts
Nyaya Health
GlobeMed at Tufts agrees to...
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Communication
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Update the Nyaya via email or phone at least once every two weeks to update Nyaya on chapter’s progress. We will report on what events we have had, the progress of our campaign planning process, whether we have raised any money since the last time we spoke and any grants we have applied for. Try to communicate with staff in Nepal once a month via skype or mobile phone Discuss any changes in project plan. Are there any new factors we should consider based on what’s happening in our target communities? We will always be honest about where we are in relation to our fundraising goals After establishing an e-board, we will send Nyaya a document with short profiles and messages from GlobeMed members We will respond to Nyaya emails within two days Upload pictures as much as possible from events, meetings etc. And we will email Nyaya whenever pictures are uploaded. Raise $4,000 for the Community Health Worker expansion project. Nyaya will have access to our Google financial documents so that they always know how much fundraising we have done Approve all project plans before their implementation Take on additional work (e.g. research, website design) to support project as needed. Give all additional funds raised to the partner after discussing what they will be used for. Complete all necessary pre-trip preparation as designated by the partner and National Office. Select 3-5 students to go on trip Bring photos and materials to introduce Nyaya to our chapter members and show them all the campaigns we did during the year Bring GlobeMed materials to share with Nyaya
Discuss the success of the relationship over the course of the year. Organize several conversations with Nyaya to discuss data collected Discuss ability to raise funds and on campus excitement for project Send Nyaya our annual report Re-evaluate the chapter’s effectiveness in the
Nyaya agrees to... • • •
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Both GlobeMed at Tufts and Nyaya agree to...
Update the chapter via email directly from Nyaya Health Nepal at least twice a month on the partner’s work, and progress towards project goals. Update the chapter via email directly from the U.S. office at least twice a month. It is preferred that both updates occur through a communications liaison from GlobeMed at Tufts University. This person will be treated as a Nyaya volunteer and given the same access to information that any volunteer has by being given an @nyayahealth.org email and organizational orientation. This opportunity can be open to 1-4 students depending on the structure and needs of the GlobeMed chapter. The communications liaison(s) will be responsible for identifying the communication flows that the GlobeMed chapters wishes to be involved in and will identify if additional structures need to be created specifically for GlobeMed. Always be honest and transparent in all communications
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Use funds raised by the chapter to implement the Community Health Worker Expansion project. Share stories and other examples of impact of the project. If a substantial change in funding is needed in the case of an emergency, Nyaya will only use funds in other ways if given written permission by the GlobeMed chapter.
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Evaluate whether an on-site trip for a small group of students should take place during the summer. Up to, but no more than, 3 students would be feasible for Nyaya Health at this time based on local housing availability and human resource capacity. Nyaya Health would like to be formally involved in the interview and decision-making process for the applicants for the GROW internship.
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Implement the evaluation and report on effectiveness to the chapter
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Always be honest and generally considerate towards one another Talk over phone at least every two weeks and in person when possible each month. Have two Skype calls per year with GlobeMed’s Chapter Advisor present. Arrange joint presentations within the Boston community together when possible. Attempt to connect directly with the Nepal team as often as possible as opposed to only contact with the U.S.-based team. This may include the Country Director, Director of Community Health or other staff.
Organize several conversations to discuss project results and specific data collected Be flexible in the face of a constantly changing and unpredictable Nepal environment
Determine whether an on-site trip is possible sometime between June and August 2012 by February of 2012. Work together to create a formal document listing each of our goals and expectations for the GROW trip.
Develop an evaluation system to ensure each area of evaluation is discussed: Quantitative, Project Fit, and Sustainability. Use this data in formulating future projects Discuss how Nyaya’s plans for the future match with that of the chapter’s Reflect on the partnership (reviewing the MOU