Cp Training Mannual (f)
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Preface: The concept of “Community Participation” is increasingly being recognized as an important approach/technique for the sustainability of the projects. This has been felt in the process of various developmental programs by the government and nongovernmental organization/projects through out the world. It is now being introduced and applied in the under developed societies / countries to achieve optimum results within the limited resources. The concept of community participation is being applied in the planning, designing, development and an implementation by various organizations working for Afghan refugees. It has been observed that in the present social and economic situations it can play a very vital and constructive role in any developmental program of the society. The idea of community participation and its applicability in the educational program for Afghan refugees (based at NWFP, Pakistan) was acutely felt in 1996, when GTZ-BEFARe took over the implementation responsibilities of education for Afghan refugees on behalf of UNHCR. It was realized at that time: “No education comes to the community unless the community wants it” • “No quality education is achieved until community participates in the educational process” • “No sustainable development comes to the community unless they participates in it” •
Thus, to achieve the desired objectives, the community participation section of the project stressed on human resources development and subsequently its capacity building to directly link the bridge. Once the capacities of the community are developed
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then they can solve the problems through their own resources particularly in the field of education. Hence, the formation of School Management Committee (SMC) was the first step towards achieve the ultimate goal and objectives including the enhancement of community participation concept in-spite of the fact faced with and by the target groups, having traditional, fixed characteristics. Keeping in mind the capacity development of the SMC’s members, this “Training Manual” has been prepared by Mr. Khan CP expert, as a training tool for the social mobilization practitioner on the basis of appropriate material/contents selection, critical need assessments in an effective structure manner through the inputs of the members of the SMCs, trainers and subject specialists of the project and all out efforts have been made to present this manual as a productive one.
Azad Khan Khattak Coordinator Community Participation & Development GTZ – BEFARe
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A.
Training Schedule:
Duration:
One-day training
Timing
Topics
09:00 --09:20
Session 1.
Inauguration and Introduction
09:20 --10:00
Session -2
Community Motivation
10:00 --10:10
Break
(Tea)
10:10 --10:40
Session -3
Community Organization
10:40 --11:20
Session -4
Community Mobilization
11:20 --11:50
Session -5
Role of School Management Committee in Camp
11:50 --12:00
Break
(Tea)
12:00 --12:40
Session -6
12:40 --13:10
Session -7
Record Keeping
13:10 --13:40
Session -8
School Problems and their Solution
13:40 --14:00
Session -9
Training Evaluation
Role and Responsibilities of School Management Committees in the School
Lunch at the end
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B. Introduction: BEFARe initiated the concept of community participation in education sector in 1996, aiming to promote education in the refugees’ communities. The concept of community participation was introduced for the first time in the education sector. It was neither developed nor practiced either by the UNHCR or any other organization ever before in the field of education. The main purpose of this concept was to mobilize the communities / parents for self reliance and sustainability in future and particularly in the area of school supervision, maintenance, awareness and reformation. The communities were expected to play an active role in the implementation of educational programs for their children through the formation of the (SMCs) School Management Committees. Formation of SMC was a first step towards resources mobilization, community ownership development and interventions in education sector for effectiveness. Thus, to achieve the desired objectives, further emphasis was laid down on capacity building and skill development of the School Management Committees / community through proper training and orientation on community participation to perform their responsibilities efficiently for sustainable development.
C. Purpose of the Manual: This training manual has been prepared in a way to enable the School Management Committees to effectively perform their responsibilities. It is also expected that, this manual will help and guide the trainers/ facilitators who plan and intend to conduct the training for School Management Committee as a whole and the specific members, such as the President, Vice President and General Secretary in particular. It is believes that the capacity/
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skills of the SMC’s will be developed and improved if the manual is followed and used properly with letter and spirit.
D. Out line of the Manual: This manual (training course) has been developed and planned in a manner to guide and facilitate the training of the School Management Committees. Therefore, anyone involved in the training will have to study all parts of this manual. The objectives of respective seminars, processes and techniques of conducting individual sessions and relevant material have been mentioned at the beginning of each session. Time allocation for each task has also been made. The following are the main outlines of the manual: All the necessary material / information has been provided on the specific topic of discussion for each session in order to help and assist the trainer / facilitators • The trainers / facilitators are required to prepare topics and relevant materials for the specific presentations / discussions before conducting such training • Training/ supportive documents are prepared according to needs of the target group. •
Training has to be conducted in the local language (Pashto), hence, all supportive document needs to be translated in to Pashto by the respective trainer
E. Duration: It will be a one-day training course starting from 9:00 am to 2:00 pm. usually with two short breaks and lunch served at the conclusion of the training keeping in view the traditional and cultural perspective.
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F. Trainer / facilitator: One trainer (Community Motivator) of the CP&D section will conduct the training. He will be assisted by the Field Assistant.
G. Participants: The participants of the training will be the nominated president, vice president, general secretary (HTs) and members of the School Management Committee. The size of the training course will be in between 10 – 15 participants.
1.Training Methodology: • • • • • • • • 2.
Introduction Project objectives Lecture Group work Presentation Question and answer Discussion Role play
Training materials:
The following materials are required while conducting this training: • • •
• • • •
•
One room, that can accommodate around 15 persons One blackboard or white board Chalk, pencils, markers Flip charts Training manual Supporting material for training Paper, pins Scotch tape 6/ 54
3. Guidelines for the Trainer/ Facilitators: • Trainer must prepare all the supporting information before the commencement of the training • Ensure the following before the training starts: o ideally U-shaped seating arrangements o black board or white board
o necessary note book or white papers, pen for the participants o refreshment arrangement (tea + lunch) •
•
• •
• • •
the training participants must be contacted at least two days before and informed about the date, timing and venue of the training involve the participants in exchanging/sharing their experiences as well as their point of views on the topic of discussion encourage the participants to come up with the expected answers noted the important points on the board for further discussion and clarification adjust the time if more time is required for achieving the objectives of the session keep the participants busy/active ensure that the participants are relaxed (short breaks can be given to avoid tense situations)
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Contents of the Training: 1.
Inauguration and Introduction
2.
Community Motivation
3.
Community Organization
4.
Community Mobilization
5.
Role of School Management Committee in the camp
6.
Role and Responsibilities of the School Management Committee in the School
7.
Record Keeping
8.
School Problems and their Solution
9.
Training Evaluation
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First Session:
Inauguration and Introduction of the Participants
Objectives: At the end of this session the participants will: be familiar with each others names, their residences and their position in the SMC • know about the importance of the training, its contents and objectives • know about norms of training •
Materials to be needed Objective of the training • Training contents • Norms of training •
Methodology: • Discussions • Question and answers • Poster demonstration Task 1: Start with introducing your self to the participants and invite the participants to introduce themselves by name, present profession and locality etc. (allow short time to each) Objectives and contents of the training: Task 2: Explain the objectives and contents of the course through supportive information on poster or on black board
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Training Norms: Task 3: Set the rules for conducting the training effectively with the consultation of the participants. If possible write down on the poster or on the black board. Make sure that all the participants agree to the rules. The following would be strictly maintained. Full time presence of the participants • Discipline at the time of refreshment • Regard to the feelings of others while they are explaining their own point of views •
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Second Session:
Community Participation
Objectives: At the end of this session the participants will be able to: • explain the definition of the motivation • know about the importance and need of motivation • know about the community participation importance /role in education sector • know about the sectors of public participation Material to be needed: • Definition of motivation • Why the people need to be motivated • Background of motivators • Ways and means to increase the participation of the community • Sectors of participation Methodology: • • • • •
Information through lectures Discussion Group work Presentation Question and answers
Task oriented motivation: Split the participants in two major groups and assign them different tasks to solve by explaining them the motivation process.
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Group Work: Group One: Task-1: Responsibilities of the motivators and how to proceed with the help of supportive information. Ask the group to add new points other than supportive information on black board or flip chart. Group Two: Task-2: Assign any problem of the school and its solution through community motivation. Then ask the group to explain their strategy for solution of the problem through the motivation technique. Group Three: Task- 3: Assign any problem related to the school to the group and then ask the group to solve it through involvement of the community (SMC) and the group also explain their strategy. Evaluation of the session: Assess the understanding level of the participants through questions, like: • • • • •
What are the major responsibilities of the motivators? What is the advantage of positive motivation? Why are the people motivated? How to increase people’s participation? Where and how can the people participate?
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Third Session: Community Organization
Objectives: At the end of this session the participants will be able to explain: • the importance and need of community organization so as to play an effective role in community development • the community organization steps Material to be needed: Five steps for community organization. • Role and responsibilities of SMCs •
Methodology for this session: • • • •
Necessary information through lectures Discussion Question and answer Group work
Group work: Split the participants in two groups and assign the tasks. Invite the participants to explain community organization and its importance. Group One: Task-1: Explain the steps of community organization and ask the group to write on a piece of paper or black board one by one with the help of supportive information. Add any new points if not in the chart. Group Two:
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Task-2: Ask the second group as to how a School Management Committee can organize the camp community for accomplishment of different activities related to the school. Evaluation of the session: Assess the understanding of the participants through the following questions: What role can an organized community play in the community development? • What are the steps for community organization? •
Fourth Session:
Community Mobilization
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Objectives: At the end of this session the participants will be able to explain: • what is community mobilization • community mobilization steps • why is community mobilization important especially in refugee situation Material to be needed: • Importance of community mobilization. • Steps for community mobilization. Methodology: Necessary information through lecture • Group discussions and group work • Question and answers • Role and responsibility of the SMC in the community mobilization •
Group Work: Divide the participant in two groups and assign a separate task to each group. Group One: Task-1: How can SMCs mobilize the community resources? Ask the group to write on the chart or black board the various steps for community mobilization with help of supportive information. Group Two: Task-2: Ask the second group as to why community mobilization is important in the refugee situation.
Fifth Session:
Role and Responsibilities of the School
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Management Committee (SMC) in the School Objectives: At the end of the session the participants will be able to: •
explain the role and responsibilities of the school management committee in the school
Material to be needed: Responsibilities of the SMC members • Responsibilities of the president of the SMC • Responsibilities of general secretary of the SMC •
Methodology: Group work to define SMC responsibilities • Discussion • Question and answers •
Group Work: Group One: Task-1: Ask the participants to write on paper or black board the responsibilities of the SMC in the school Group Two: Task-2: Invite the participants to describe/write the tasks (responsibilities) of the president, vice president and general secretary each on a paper or black board Group Three:
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Task-3: Ask the participants to explain the selection criteria for the members of the management committee. Assist them at the time of describing and explaining Task-4: Divide the participants into two groups and assign them different school related issues to them to solve, like dropout, absenteeism and repairing of the school building if needed, water and electricity problem, rent and land lease issues Evaluation of the session: Assess the understanding of the participants through the following: What are the main activities of the SMCs? • What are the major tasks of the president of the SMC? • What are the major tasks of the general secretary of the SMC? • What are the characteristics of SMC? •
Sixth Session: Purpose of the School Management
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Committee in the Camp Objectives: At the end of the session, the participants will be able to: •
explain the purpose of establishment of the SMC in the school
Material to be needed: Supportive information • Responsibilities of the SMC • Purpose of the SMC •
Methodology: Individual work • Discussion • Question and answer • Presentation •
Group work: Task-1: Ask the participants to write the task of the SMC on the black board one by one with the help of the supportive information, add new points where applicable. Task-2: Divide the participants into two major groups and assign two different tasks related to education to them to solve, like awareness, importance of education, absenteeism and drop out. Assist them at the time of describing. Evaluation of the session: No-1:Assess the understanding of the participants through following questions: What are the major responsibilities of SMCs? • How and in which way can the SMCs mobilize the community resources? •
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Seventh Session:
Record Keeping
Objectives: At the end of this session the participants will be able to explain: • importance of record keeping • how to maintain the registers • proper documentation or record keeping of the SMCs performance Material to be needed: Provide supportive information charts to include: • Name and samples of registers • Type of record. • Importance of records keeping Methodology: Demonstration of format • Question and answer • Group work and presentation •
Group work: Explain and discuss the importance of record keeping: Task.1: Ask the participants what problems they will face while maintaining records? Also discuss its importance. How and what is to be recorded in the register? Task-2: Discuss one by one, about the necessary information to be kept in the register, like minutes of the meetings, income and expenditure record, work done through community participation etc.
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Evaluation session Assess the capacity of the participants by asking the following questions: What type of register is needed for the SMC record? • What is the positive effect of maintaining the records regularly? •
Eighth Session:
School Problem and their Solutions
Objectives: After attending this session the participants will be able to: identify the major problems of the school • identify the resources • find out the appropriate solution of the problems •
Material to be needed: • List of major problems • List of the resources Methodology: • • • •
Division of groups for discussion Question and answer Assigned task and its solution Presentation
Group Work:
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Task -1: Divide the participants into two groups and ask them to find out the major problems of their school. Write down all the problems identified by the groups. Task-2: Now assign separate task to the groups to identify the steps/resources through which problem could be solved with the initiatives of the School Management Committee. Supply necessary material to the groups. Ask each group to present their group work. After the presentation of the group work, ask the participants for their comments. Assist both the groups during presentation. Evaluation Session: Assess the capacity of the participants by asking the following questions: What are the major problems of the school? • What are the community resources can be utilized? • What techniques can be used to solve the problems? •
Ninth Session: Training Evaluation
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Objectives: After this session the participants will be able to: •
Evaluate the training course
Material to be needed: •
Evaluation form
Methodology: Individual work • Question and answers •
Task: Invite the participants to write down the positive and negative observation/ feelings about the training and their recommendation for further improvement. Express the hope that what ever has been learnt during the training, the participants will able to apply them in the field. At the end, the trainer should thanks everyone for their presence and cooperation and announce closing of the training.
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Supportive Information For School Management Committees’ Training
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Objectives of the Training After attending the training the participants will be able to: •
Know about basic concept of community participation
• realized the importance, need and involvement of community in their development program • enrich their knowledge, skills and experiences •
know the need and advantages of the community participation in future
•
explain the roles and responsibilities of the School Management Committee (SMC)
•
explain the responsibilities of president and general secretary of the SMC
•
to know about the role of the motivator and importance of motivation
•
explain the importance /need of community organization
•
know about the purpose of establishing SMCs in the camp
•
explain the importance and need of record keeping
•
know as how to maintain different records / registers
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•
identify the major problems of the school, internal resources of community and its appropriate solution
•
identify the project resources that could be utilized
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Contents of the Training
• Inauguration and introduction • Community Motivation • Community Organization • Community Mobilization • Role of SMC in the camp • Role and responsibilities of the SMC in the school • Record keeping • School problems and their solution • Training evaluation
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Training Norms During the training the following basic principals are to be adhered: •
Full time presence
•
Active participation throughout the training
•
Active participation in all the discussions
•
Ask question if any matter is not clear
•
Seek permission if you want to say something
•
Avoid irrelevant discussion
•
Try to be brief during discussion
•
Respect the opinion of other participants
•
Shall not go out of the training session without permission
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Community Motivator should • Create a desire within the community for the proposed activity • Share logical reasoning with the community •
Share their experience, knowledge, skills, vision, understand their needs and problems
• Participate in the activities and demonstrate the outcomes • Build up confidence and apply exemplary achievements as role models •
Continuously pursue and encourage their work / spirit
• Show flexibility in approval •
Do not disheartened in any circumstances
• Show respect to local culture, language, leadership and personalities • Accept responsibility for any mistake / failure • Carefully and acutely observe the behavioral change in the community and take advantage of it
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Background of the Motivator should: • be clear about the program he wants to under take • have previous knowledge about the background of the community • have ability to adopt and respect to the socio-cultural limitations • have influence among the community • have clear conception about the proposed developmental activities to be undertaken in the community and is able to define the steps to reach it • have self confidence and tolerance
What is Motivation? Motivation is what makes people do things. In another sense it is what makes them put real effort and energy into what they do. In short, “Getting people to do willingly and well those things which have to be done” • Exchange of ideas • Achieve sustainable out comes • Self initiated actions • Involvement of the community in their own development •
Reduce pressure / workload of the development workers
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• Increase out put / achievement of any developmental program • The energy, enthusiasm, and determination to succeed •
The willingness of individuals to accept responsibility
•
Motivation makes easy the process of development
•
Helping in quality improvement
• It is a technique where by community is encourage to participate
Why the people are motivated? • To improve their lives and the lives of their families • For economic development / benefit • To be an medium for positive change • To acquire new knowledge • For personal development • To satisfy personal needs • To become successful in work • To achieve personal objectives • To lead a comfortable life • For security and happiness •
For religious and spiritual benefit
•
To become public or opinion of the leaders
• To be a doer not a talker
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Ways to Increase People Participation There are many ways of people's participation. Some of them are: • arranging mothers' gathering • arranging courtyard meetings • arranging parents' meeting • home visits • organizing student's task force and rallies • organizing socio-cultural and religious functions and promote the importance of education through those events • organizing education weeks to enhance public awareness • involving all concern in any kind of planning for the school • promoting people participation with the help of the representatives • giving responsibilities to the local youth and thus taking initiatives to increase social support • involving local people to solve problems of the school • creating sense of ownership regarding the school among local people • keeping open all school related information for general people •
maintaining liaison with the NGOs to solicit cooperation from them
• involving the ex- and present students in activities of the school • arranging the result giving ceremony of the school • arranging prize distribution ceremony
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Sectors of Public Participation Public support is essential to operate a school properly and successfully. Therefore, community’s participation is essential to ensure the smooth initiation of all activities of the school. They can be: Gatherings and Social Functions • Gathering of the mothers
Attendance • Students enrollment increase
• Parents gathering
• Increase in attendance
• Courtyard meetings
• Prevent drop out
• House visits • Rallies • Social and cultural programs • Religious programs • National day Development of Infrastructure • Improve the external and internal environment of the school •
Improve the physical situation of the classroom and the furniture
Mobilization and Protection of Resources • Physical participation and input •
Local resources protection
• Repair and maintenance • Implementation of income generation activities
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Guidelines for Community Organizational Development The following are the five steps that are to be followed for organizational development: •
Information / Introduction
•
Dialogues with community
•
Formation of committees
•
Agreement / training
•
Joint planning
Information / introduction: • representative gathering of community members • provision of information on community participation & development • provision of information on the project • recording the responses of the community
Dialogues with community: • representative gathering of community elders and their opinion • feed back from the gathering • discussion of options and alternatives regarding CP • discussion (guidance) on formation of management of committees
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Formation of committee: • definition (formation of management committee) • confirmation of the membership • definition of the role and responsibilities of the member • definition of the role and responsibilities of the committee
Agreement / training: • meeting of the committee in the area • training of the committee to improve their organization skills • preparation of the record and agreement by committee • signing of the agreement and assignment to the committee
Joint planning: • preparation of the assignments by the committee • identification of the resources • preparation of a system for operation and management • follow up of the assignments
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Importance of Community Mobilization •
Community mobilization helps refugees to identify their real problems and take collective action to meet them
• Community mobilization helps to identify / exploit the local / internal resources •
Avoid the dangers of imposing external / inappropriate solutions as it respects people’s religious, cultural and traditional ways of solving problems
•
Community mobilization is important because it values refugees rights to self-determination and recognizes their resilience
• Community mobilization facilitates the setting up of a new social structure •
Community mobilization involves different age groups and is gender focused
• Community mobilization builds capacity and enhances self confidence • Community mobilization of the people, by the people and for the people •
Community mobilization ends dependency syndrome and leads to more sustainable community development programs
• It provides an opportunity to participate practically / actively in a certain activity
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•
It provides base for sharing of responsibilities
•
It creates sense of responsibility, belonging and ownership
•
It considers the community need
• Community mobilization is important because it involves peoples from planning to implementation and ensure ownership
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Steps for Community Mobilization • Camp / area visits • Meetings with elders and resource persons •
Camp / area information / profile / data collection
• Establishment of committees • Committee training • Need assessment / problems identification and fixing of priorities • Preparation of action plan, finding of solutions and decision making •
Identification of internal resources and its proper utilization
• Identification of external resources • Sharing of responsibilities • Memorandum of understanding • Implementation • Monitoring • Evaluation • Follow-up
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The Role and Responsibilities of the School Management Committee (SMC) in Schools The School Management Committee has a very important role in the promotion and sustainability of the educational activities in the area. It is therefore essential that the community by organizing itself should establish a committee, which helps the project administration in organization and supervision of the developmental process. Once the committee is established, the community realizes and accepts the responsibility of the specific development of the school/committee. The following main duties of this committee are listed below: • consider and respect social values of the community • collect data concerning the community • identify and find out the basic requirements of the school as well as community • identify influential people for the fulfillment of different task • identify and mobilize local resources and its proper utilization • orientate and motivate community for their voluntary participation • promote the significance of education in the community and adopt practical measures in solving the problems • increase student enrollment • control absenteeism of the students • help in reducing dropout of the students • help to enhance the quality of education
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• develop and maintain school learning and physical environment • maintain discipline and regularity in the school • keep and check record of income and expenditure of the school • prepare the community and mobilize their resource for selfreliance and its sustainability • assist in organizing co-curricular activities for student’s mental and physical recreation and arrange rewards for their further encouragement and recognition • help needy and handicap children in the school through their local resource • assist the project management in the implementation of different activities • regularly participate in the monthly meetings of the committee
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Responsibilities of the President of the School Management Committee The president is the key person of the committee. He/she has to be more devoted and punctual in his/her responsibility. The following are the main duties to be performed by the president:
•
Preside over the SMC
•
Conduct regular meetings
•
Visit the school regularly
•
Check the school cleanliness of the school
•
Follow up on the decisions taken in the last meeting
•
Check the school learning and physical environment
• Check the record of funds raised for the school development • Check teachers / students attendance • Follow up of the ongoing activities •
Assist the project in the implementation
• Keep close liaison with project and community
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Responsibilities of General Secretary of the School Management Committee In the Afghan refugees education program the head teacher of the school is suppose to be a general secretary of the School Management Committee. The following are the roles and responsibilities of the general secretary of the SMC. • Set agenda for the meeting •
Call a meeting and inform the members of the SMC at least 3 days before meeting
• Record the minutes of the meeting •
Maintain the income and expenditure record
• Inform the house as well as the implementing project regarding development made during the month •
Identify the school problem and call SMC meetings
• Take initiatives to implement the decision of the meeting •
Be answerable to the committee as well as concerned project
• Take prior approval from the committee in cases of any development in the school
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Characteristics and Criteria of School Management Committee Characteristics: The characteristics of the SMC shall be: • all members of the committee must be selected by the elders and representatives of the community in an open and transparent forum • SMC member must belong to the same community for which the SMC is formed • head teacher of the concern school will be the general secretary of the SMC • each committee will comprise of 6 to 15 members • president of the SMC will be nominated by a joint decision of other representatives • parents of the students will be considered for SMC membership • priority for membership will be given to educated persons • office of the concern school will also be the office of the SMC •
record will be kept in the office of the school under the supervision of the general secretary
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• school funds will be kept in the bank or under the collective responsibility of the nominated committee members of at least three persons Criteria: The SMC should be: • non political • purely on voluntary basis • take decisions with consensus • acceptable to the community • belonging from same community
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The Purpose of School Management Committee The Afghan refugee community is under stressful condition and is faced with social and economic problems. Therefore the SMC can play a vital role in promoting education through: • education awareness • community motivation for education • community organization to promote education • create a sense of responsibility among the community • promote the ownership and sustainability
Once the committee is established it can help in the project implementation and community development. Following are the few areas where it can help: • Basic information of the community • Identification of basic needs of the community • Identification and mobilization of local resources and its proper utilization • Motivate the people to help themselves •
Creating awareness for community development
• Organizing meetings of the community for solving different problems • Support and assist poor and disabled community members
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• Coordinate different events to create uniformity and sense of responsibilities •
Help the project administration in the community development
• Assist
the
project
administration
to
further
uplift
the
development interventions • Be responsible for the basic education of their children
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Importance of Record Keeping Each and every school committees has to keep records of the meetings, income and expenditure, assets / resources, etc. The advantages of maintaining record are: •
all type of relevant information, collected fund and inventory maintained show transparency.
• donors / community are assured of their contribution (both physical & financial) • avoids misunderstanding among the contributors and donors • avoids doubts about waste or misuse of funds and assets • ensures transparency Sample of register • Minutes of the meeting registers / portion •
Account / income and expenditure records registers /portions
• Assets (work done through community fund or portion thereof)
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Necessity of Regular Meeting The key to the success of School Management Committee is holding regular meetings. Every committee should conduct a meeting once in a month. Extra ordinary meetings could also be called in case of emergency. Holding that regular meeting has a lot of advantages, they are: • accountability of the teachers increase towards the committee • committee members become aware of the problems of the schools • more scope is created for committee members to participate in solving the school problems • interest and responsiveness increases in implementing the decision taken in a meeting • opportunities are created to regularly monitor the progress of the decisions • cordial relationship is built up between the teachers and the committee members
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Minutes of Meeting Register / Portion Minutes of each and every meeting should be recorded because it makes possible to verify the progress of implementation as well as the decisions of the committee. Sample: Minutes of the Meeting of the School Management Committee are as below: Name / School Code: --------------- Meeting No: -------Venue: ------------Date: ---/----/------Time: ---------- Monthly / Emergency Meeting: ------------Topic of discussion: ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------Questions
Rise:
-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------Decisions: --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
At the end signatures / thumb impressions of the participants 1----------------- 2-----------------3-----------------4--------------------48/ 54
5----------------- 6-----------------7-----------------8--------------------9----------------- 10----------------11----------------12--------------------
Account Sample
(cashbook)
Name of the School: ------------------- Page No: ---------Date/month/year: -----/----/--------
Credit Date
Amount Received from
Previous Balance
Debit / Expenditure Received Amount
Total Amount
Date
Particulars of Payment
Amount Spent
Balance
Countersign by: Authorized Person
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Sample of Receipt Book Book No: --------
Serial No if any: -------
Date: ----/-----/-------
Receipt against funds /materials for the development of the school Code No:----------
Name of the Donor:-------------------Address: ------------------------------------------------------------
---------------------------------------------------------------------------------------------------------------Description of the Donation:
---------------------------------------------------------------------------------------------------------------------------------------------------------Rupees in words:--------------------------------------------------Rupees in figures:---------------Collectors’ Signature: -------------------------
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The Major Concerns for the School / Education There are different concerns existing in the Afghan refugee primary schools. These as follows: • lack of education awareness and its importance • least priority for education • cultural / religious influence towards education • irregular attendance of the students • irregular attendance of the teachers • all school age children do not take admission in the school • low rate of girls admission and enrolment • dropping out before the completion of primary level of education • absence of proper repair and maintenance of school buildings • lack of sufficient classrooms in the schools • lack of community co-operation in inspection, development and maintenance of school buildings and infrastructure
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Participatory Problem solving and Techniques There are many problems in Afghan refugee primary schools. The main tasks of the committee are to solve these problems to enhance the scope of education. It has been seen that any type of problem can be solved or overcome with the combined efforts of all the committee members, school teachers and community members. There are some necessary steps to follow, such as:
Techniques: Identify the problem
Evaluation
Identify the effect of the problem
Implement the plan
Identify the resources to solve the
Distribute responsibilities
Identify the best solution
Preparation plan
Identify the mean & ways for collection of information &
Identify the information & resources needed to solve the
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Training Evaluation Form 1-
2-
To what extent the course objectives were achieved?
a)
To a great extent
b)
To some extent
c)
Not at all
Please mention the topics that were interesting for you and why?
3-
Please mention the least interesting topic you covered in the training and why it’s least interesting
4-
Are you satisfied with the training methodology?
Yes
No
If no, please give reasons:
5-
What suggestion do you have to? a) Further improve contents of the training:
b) Further improve the training methodology:
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c) Further improve the training facilities:
d) Further improve food & refreshment during the training:
6-
How would you rate the performance of the trainer/facilitator?
A- Use of training methodologies
Very good
B- Knowledge about the contents
Very good
Good
Satisfactory
C- Command over language
Very good
Good
Satisfactory
D- Attitude towards trainee
Very good
Good
Satisfactory
E- Ability to communicate
Very good
Good
Satisfactory
7-
Good
Satisfactory
How would you rate the over all training norms?
Very good
Good
Satisfactory
Poor
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Thus, to achieve the desired objectives, the community participation section of the project stressed on human resources development and subsequently its capacity building to directly link the bridge. Once the capacities of the community are developed
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then they can solve the problems through their own resources particularly in the field of education. Hence, the formation of School Management Committee (SMC) was the first step towards achieve the ultimate goal and objectives including the enhancement of community participation concept in-spite of the fact faced with and by the target groups, having traditional, fixed characteristics. Keeping in mind the capacity development of the SMC’s members, this “Training Manual” has been prepared by Mr. Khan CP expert, as a training tool for the social mobilization practitioner on the basis of appropriate material/contents selection, critical need assessments in an effective structure manner through the inputs of the members of the SMCs, trainers and subject specialists of the project and all out efforts have been made to present this manual as a productive one.
Azad Khan Khattak Coordinator Community Participation & Development GTZ – BEFARe
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A.
Training Schedule:
Duration:
One-day training
Timing
Topics
09:00 --09:20
Session 1.
Inauguration and Introduction
09:20 --10:00
Session -2
Community Motivation
10:00 --10:10
Break
(Tea)
10:10 --10:40
Session -3
Community Organization
10:40 --11:20
Session -4
Community Mobilization
11:20 --11:50
Session -5
Role of School Management Committee in Camp
11:50 --12:00
Break
(Tea)
12:00 --12:40
Session -6
12:40 --13:10
Session -7
Record Keeping
13:10 --13:40
Session -8
School Problems and their Solution
13:40 --14:00
Session -9
Training Evaluation
Role and Responsibilities of School Management Committees in the School
Lunch at the end
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B. Introduction: BEFARe initiated the concept of community participation in education sector in 1996, aiming to promote education in the refugees’ communities. The concept of community participation was introduced for the first time in the education sector. It was neither developed nor practiced either by the UNHCR or any other organization ever before in the field of education. The main purpose of this concept was to mobilize the communities / parents for self reliance and sustainability in future and particularly in the area of school supervision, maintenance, awareness and reformation. The communities were expected to play an active role in the implementation of educational programs for their children through the formation of the (SMCs) School Management Committees. Formation of SMC was a first step towards resources mobilization, community ownership development and interventions in education sector for effectiveness. Thus, to achieve the desired objectives, further emphasis was laid down on capacity building and skill development of the School Management Committees / community through proper training and orientation on community participation to perform their responsibilities efficiently for sustainable development.
C. Purpose of the Manual: This training manual has been prepared in a way to enable the School Management Committees to effectively perform their responsibilities. It is also expected that, this manual will help and guide the trainers/ facilitators who plan and intend to conduct the training for School Management Committee as a whole and the specific members, such as the President, Vice President and General Secretary in particular. It is believes that the capacity/
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skills of the SMC’s will be developed and improved if the manual is followed and used properly with letter and spirit.
D. Out line of the Manual: This manual (training course) has been developed and planned in a manner to guide and facilitate the training of the School Management Committees. Therefore, anyone involved in the training will have to study all parts of this manual. The objectives of respective seminars, processes and techniques of conducting individual sessions and relevant material have been mentioned at the beginning of each session. Time allocation for each task has also been made. The following are the main outlines of the manual: All the necessary material / information has been provided on the specific topic of discussion for each session in order to help and assist the trainer / facilitators • The trainers / facilitators are required to prepare topics and relevant materials for the specific presentations / discussions before conducting such training • Training/ supportive documents are prepared according to needs of the target group. •
Training has to be conducted in the local language (Pashto), hence, all supportive document needs to be translated in to Pashto by the respective trainer
E. Duration: It will be a one-day training course starting from 9:00 am to 2:00 pm. usually with two short breaks and lunch served at the conclusion of the training keeping in view the traditional and cultural perspective.
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F. Trainer / facilitator: One trainer (Community Motivator) of the CP&D section will conduct the training. He will be assisted by the Field Assistant.
G. Participants: The participants of the training will be the nominated president, vice president, general secretary (HTs) and members of the School Management Committee. The size of the training course will be in between 10 – 15 participants.
1.Training Methodology: • • • • • • • • 2.
Introduction Project objectives Lecture Group work Presentation Question and answer Discussion Role play
Training materials:
The following materials are required while conducting this training: • • •
• • • •
•
One room, that can accommodate around 15 persons One blackboard or white board Chalk, pencils, markers Flip charts Training manual Supporting material for training Paper, pins Scotch tape 6/ 54
3. Guidelines for the Trainer/ Facilitators: • Trainer must prepare all the supporting information before the commencement of the training • Ensure the following before the training starts: o ideally U-shaped seating arrangements o black board or white board
o necessary note book or white papers, pen for the participants o refreshment arrangement (tea + lunch) •
•
• •
• • •
the training participants must be contacted at least two days before and informed about the date, timing and venue of the training involve the participants in exchanging/sharing their experiences as well as their point of views on the topic of discussion encourage the participants to come up with the expected answers noted the important points on the board for further discussion and clarification adjust the time if more time is required for achieving the objectives of the session keep the participants busy/active ensure that the participants are relaxed (short breaks can be given to avoid tense situations)
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Contents of the Training: 1.
Inauguration and Introduction
2.
Community Motivation
3.
Community Organization
4.
Community Mobilization
5.
Role of School Management Committee in the camp
6.
Role and Responsibilities of the School Management Committee in the School
7.
Record Keeping
8.
School Problems and their Solution
9.
Training Evaluation
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First Session:
Inauguration and Introduction of the Participants
Objectives: At the end of this session the participants will: be familiar with each others names, their residences and their position in the SMC • know about the importance of the training, its contents and objectives • know about norms of training •
Materials to be needed Objective of the training • Training contents • Norms of training •
Methodology: • Discussions • Question and answers • Poster demonstration Task 1: Start with introducing your self to the participants and invite the participants to introduce themselves by name, present profession and locality etc. (allow short time to each) Objectives and contents of the training: Task 2: Explain the objectives and contents of the course through supportive information on poster or on black board
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Training Norms: Task 3: Set the rules for conducting the training effectively with the consultation of the participants. If possible write down on the poster or on the black board. Make sure that all the participants agree to the rules. The following would be strictly maintained. Full time presence of the participants • Discipline at the time of refreshment • Regard to the feelings of others while they are explaining their own point of views •
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Second Session:
Community Participation
Objectives: At the end of this session the participants will be able to: • explain the definition of the motivation • know about the importance and need of motivation • know about the community participation importance /role in education sector • know about the sectors of public participation Material to be needed: • Definition of motivation • Why the people need to be motivated • Background of motivators • Ways and means to increase the participation of the community • Sectors of participation Methodology: • • • • •
Information through lectures Discussion Group work Presentation Question and answers
Task oriented motivation: Split the participants in two major groups and assign them different tasks to solve by explaining them the motivation process.
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Group Work: Group One: Task-1: Responsibilities of the motivators and how to proceed with the help of supportive information. Ask the group to add new points other than supportive information on black board or flip chart. Group Two: Task-2: Assign any problem of the school and its solution through community motivation. Then ask the group to explain their strategy for solution of the problem through the motivation technique. Group Three: Task- 3: Assign any problem related to the school to the group and then ask the group to solve it through involvement of the community (SMC) and the group also explain their strategy. Evaluation of the session: Assess the understanding level of the participants through questions, like: • • • • •
What are the major responsibilities of the motivators? What is the advantage of positive motivation? Why are the people motivated? How to increase people’s participation? Where and how can the people participate?
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Third Session: Community Organization
Objectives: At the end of this session the participants will be able to explain: • the importance and need of community organization so as to play an effective role in community development • the community organization steps Material to be needed: Five steps for community organization. • Role and responsibilities of SMCs •
Methodology for this session: • • • •
Necessary information through lectures Discussion Question and answer Group work
Group work: Split the participants in two groups and assign the tasks. Invite the participants to explain community organization and its importance. Group One: Task-1: Explain the steps of community organization and ask the group to write on a piece of paper or black board one by one with the help of supportive information. Add any new points if not in the chart. Group Two:
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Task-2: Ask the second group as to how a School Management Committee can organize the camp community for accomplishment of different activities related to the school. Evaluation of the session: Assess the understanding of the participants through the following questions: What role can an organized community play in the community development? • What are the steps for community organization? •
Fourth Session:
Community Mobilization
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Objectives: At the end of this session the participants will be able to explain: • what is community mobilization • community mobilization steps • why is community mobilization important especially in refugee situation Material to be needed: • Importance of community mobilization. • Steps for community mobilization. Methodology: Necessary information through lecture • Group discussions and group work • Question and answers • Role and responsibility of the SMC in the community mobilization •
Group Work: Divide the participant in two groups and assign a separate task to each group. Group One: Task-1: How can SMCs mobilize the community resources? Ask the group to write on the chart or black board the various steps for community mobilization with help of supportive information. Group Two: Task-2: Ask the second group as to why community mobilization is important in the refugee situation.
Fifth Session:
Role and Responsibilities of the School
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Management Committee (SMC) in the School Objectives: At the end of the session the participants will be able to: •
explain the role and responsibilities of the school management committee in the school
Material to be needed: Responsibilities of the SMC members • Responsibilities of the president of the SMC • Responsibilities of general secretary of the SMC •
Methodology: Group work to define SMC responsibilities • Discussion • Question and answers •
Group Work: Group One: Task-1: Ask the participants to write on paper or black board the responsibilities of the SMC in the school Group Two: Task-2: Invite the participants to describe/write the tasks (responsibilities) of the president, vice president and general secretary each on a paper or black board Group Three:
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Task-3: Ask the participants to explain the selection criteria for the members of the management committee. Assist them at the time of describing and explaining Task-4: Divide the participants into two groups and assign them different school related issues to them to solve, like dropout, absenteeism and repairing of the school building if needed, water and electricity problem, rent and land lease issues Evaluation of the session: Assess the understanding of the participants through the following: What are the main activities of the SMCs? • What are the major tasks of the president of the SMC? • What are the major tasks of the general secretary of the SMC? • What are the characteristics of SMC? •
Sixth Session: Purpose of the School Management
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Committee in the Camp Objectives: At the end of the session, the participants will be able to: •
explain the purpose of establishment of the SMC in the school
Material to be needed: Supportive information • Responsibilities of the SMC • Purpose of the SMC •
Methodology: Individual work • Discussion • Question and answer • Presentation •
Group work: Task-1: Ask the participants to write the task of the SMC on the black board one by one with the help of the supportive information, add new points where applicable. Task-2: Divide the participants into two major groups and assign two different tasks related to education to them to solve, like awareness, importance of education, absenteeism and drop out. Assist them at the time of describing. Evaluation of the session: No-1:Assess the understanding of the participants through following questions: What are the major responsibilities of SMCs? • How and in which way can the SMCs mobilize the community resources? •
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Seventh Session:
Record Keeping
Objectives: At the end of this session the participants will be able to explain: • importance of record keeping • how to maintain the registers • proper documentation or record keeping of the SMCs performance Material to be needed: Provide supportive information charts to include: • Name and samples of registers • Type of record. • Importance of records keeping Methodology: Demonstration of format • Question and answer • Group work and presentation •
Group work: Explain and discuss the importance of record keeping: Task.1: Ask the participants what problems they will face while maintaining records? Also discuss its importance. How and what is to be recorded in the register? Task-2: Discuss one by one, about the necessary information to be kept in the register, like minutes of the meetings, income and expenditure record, work done through community participation etc.
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Evaluation session Assess the capacity of the participants by asking the following questions: What type of register is needed for the SMC record? • What is the positive effect of maintaining the records regularly? •
Eighth Session:
School Problem and their Solutions
Objectives: After attending this session the participants will be able to: identify the major problems of the school • identify the resources • find out the appropriate solution of the problems •
Material to be needed: • List of major problems • List of the resources Methodology: • • • •
Division of groups for discussion Question and answer Assigned task and its solution Presentation
Group Work:
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Task -1: Divide the participants into two groups and ask them to find out the major problems of their school. Write down all the problems identified by the groups. Task-2: Now assign separate task to the groups to identify the steps/resources through which problem could be solved with the initiatives of the School Management Committee. Supply necessary material to the groups. Ask each group to present their group work. After the presentation of the group work, ask the participants for their comments. Assist both the groups during presentation. Evaluation Session: Assess the capacity of the participants by asking the following questions: What are the major problems of the school? • What are the community resources can be utilized? • What techniques can be used to solve the problems? •
Ninth Session: Training Evaluation
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Objectives: After this session the participants will be able to: •
Evaluate the training course
Material to be needed: •
Evaluation form
Methodology: Individual work • Question and answers •
Task: Invite the participants to write down the positive and negative observation/ feelings about the training and their recommendation for further improvement. Express the hope that what ever has been learnt during the training, the participants will able to apply them in the field. At the end, the trainer should thanks everyone for their presence and cooperation and announce closing of the training.
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Supportive Information For School Management Committees’ Training
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Objectives of the Training After attending the training the participants will be able to: •
Know about basic concept of community participation
• realized the importance, need and involvement of community in their development program • enrich their knowledge, skills and experiences •
know the need and advantages of the community participation in future
•
explain the roles and responsibilities of the School Management Committee (SMC)
•
explain the responsibilities of president and general secretary of the SMC
•
to know about the role of the motivator and importance of motivation
•
explain the importance /need of community organization
•
know about the purpose of establishing SMCs in the camp
•
explain the importance and need of record keeping
•
know as how to maintain different records / registers
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•
identify the major problems of the school, internal resources of community and its appropriate solution
•
identify the project resources that could be utilized
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Contents of the Training
• Inauguration and introduction • Community Motivation • Community Organization • Community Mobilization • Role of SMC in the camp • Role and responsibilities of the SMC in the school • Record keeping • School problems and their solution • Training evaluation
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Training Norms During the training the following basic principals are to be adhered: •
Full time presence
•
Active participation throughout the training
•
Active participation in all the discussions
•
Ask question if any matter is not clear
•
Seek permission if you want to say something
•
Avoid irrelevant discussion
•
Try to be brief during discussion
•
Respect the opinion of other participants
•
Shall not go out of the training session without permission
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Community Motivator should • Create a desire within the community for the proposed activity • Share logical reasoning with the community •
Share their experience, knowledge, skills, vision, understand their needs and problems
• Participate in the activities and demonstrate the outcomes • Build up confidence and apply exemplary achievements as role models •
Continuously pursue and encourage their work / spirit
• Show flexibility in approval •
Do not disheartened in any circumstances
• Show respect to local culture, language, leadership and personalities • Accept responsibility for any mistake / failure • Carefully and acutely observe the behavioral change in the community and take advantage of it
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Background of the Motivator should: • be clear about the program he wants to under take • have previous knowledge about the background of the community • have ability to adopt and respect to the socio-cultural limitations • have influence among the community • have clear conception about the proposed developmental activities to be undertaken in the community and is able to define the steps to reach it • have self confidence and tolerance
What is Motivation? Motivation is what makes people do things. In another sense it is what makes them put real effort and energy into what they do. In short, “Getting people to do willingly and well those things which have to be done” • Exchange of ideas • Achieve sustainable out comes • Self initiated actions • Involvement of the community in their own development •
Reduce pressure / workload of the development workers
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• Increase out put / achievement of any developmental program • The energy, enthusiasm, and determination to succeed •
The willingness of individuals to accept responsibility
•
Motivation makes easy the process of development
•
Helping in quality improvement
• It is a technique where by community is encourage to participate
Why the people are motivated? • To improve their lives and the lives of their families • For economic development / benefit • To be an medium for positive change • To acquire new knowledge • For personal development • To satisfy personal needs • To become successful in work • To achieve personal objectives • To lead a comfortable life • For security and happiness •
For religious and spiritual benefit
•
To become public or opinion of the leaders
• To be a doer not a talker
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Ways to Increase People Participation There are many ways of people's participation. Some of them are: • arranging mothers' gathering • arranging courtyard meetings • arranging parents' meeting • home visits • organizing student's task force and rallies • organizing socio-cultural and religious functions and promote the importance of education through those events • organizing education weeks to enhance public awareness • involving all concern in any kind of planning for the school • promoting people participation with the help of the representatives • giving responsibilities to the local youth and thus taking initiatives to increase social support • involving local people to solve problems of the school • creating sense of ownership regarding the school among local people • keeping open all school related information for general people •
maintaining liaison with the NGOs to solicit cooperation from them
• involving the ex- and present students in activities of the school • arranging the result giving ceremony of the school • arranging prize distribution ceremony
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Sectors of Public Participation Public support is essential to operate a school properly and successfully. Therefore, community’s participation is essential to ensure the smooth initiation of all activities of the school. They can be: Gatherings and Social Functions • Gathering of the mothers
Attendance • Students enrollment increase
• Parents gathering
• Increase in attendance
• Courtyard meetings
• Prevent drop out
• House visits • Rallies • Social and cultural programs • Religious programs • National day Development of Infrastructure • Improve the external and internal environment of the school •
Improve the physical situation of the classroom and the furniture
Mobilization and Protection of Resources • Physical participation and input •
Local resources protection
• Repair and maintenance • Implementation of income generation activities
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Guidelines for Community Organizational Development The following are the five steps that are to be followed for organizational development: •
Information / Introduction
•
Dialogues with community
•
Formation of committees
•
Agreement / training
•
Joint planning
Information / introduction: • representative gathering of community members • provision of information on community participation & development • provision of information on the project • recording the responses of the community
Dialogues with community: • representative gathering of community elders and their opinion • feed back from the gathering • discussion of options and alternatives regarding CP • discussion (guidance) on formation of management of committees
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Formation of committee: • definition (formation of management committee) • confirmation of the membership • definition of the role and responsibilities of the member • definition of the role and responsibilities of the committee
Agreement / training: • meeting of the committee in the area • training of the committee to improve their organization skills • preparation of the record and agreement by committee • signing of the agreement and assignment to the committee
Joint planning: • preparation of the assignments by the committee • identification of the resources • preparation of a system for operation and management • follow up of the assignments
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Importance of Community Mobilization •
Community mobilization helps refugees to identify their real problems and take collective action to meet them
• Community mobilization helps to identify / exploit the local / internal resources •
Avoid the dangers of imposing external / inappropriate solutions as it respects people’s religious, cultural and traditional ways of solving problems
•
Community mobilization is important because it values refugees rights to self-determination and recognizes their resilience
• Community mobilization facilitates the setting up of a new social structure •
Community mobilization involves different age groups and is gender focused
• Community mobilization builds capacity and enhances self confidence • Community mobilization of the people, by the people and for the people •
Community mobilization ends dependency syndrome and leads to more sustainable community development programs
• It provides an opportunity to participate practically / actively in a certain activity
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•
It provides base for sharing of responsibilities
•
It creates sense of responsibility, belonging and ownership
•
It considers the community need
• Community mobilization is important because it involves peoples from planning to implementation and ensure ownership
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Steps for Community Mobilization • Camp / area visits • Meetings with elders and resource persons •
Camp / area information / profile / data collection
• Establishment of committees • Committee training • Need assessment / problems identification and fixing of priorities • Preparation of action plan, finding of solutions and decision making •
Identification of internal resources and its proper utilization
• Identification of external resources • Sharing of responsibilities • Memorandum of understanding • Implementation • Monitoring • Evaluation • Follow-up
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The Role and Responsibilities of the School Management Committee (SMC) in Schools The School Management Committee has a very important role in the promotion and sustainability of the educational activities in the area. It is therefore essential that the community by organizing itself should establish a committee, which helps the project administration in organization and supervision of the developmental process. Once the committee is established, the community realizes and accepts the responsibility of the specific development of the school/committee. The following main duties of this committee are listed below: • consider and respect social values of the community • collect data concerning the community • identify and find out the basic requirements of the school as well as community • identify influential people for the fulfillment of different task • identify and mobilize local resources and its proper utilization • orientate and motivate community for their voluntary participation • promote the significance of education in the community and adopt practical measures in solving the problems • increase student enrollment • control absenteeism of the students • help in reducing dropout of the students • help to enhance the quality of education
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• develop and maintain school learning and physical environment • maintain discipline and regularity in the school • keep and check record of income and expenditure of the school • prepare the community and mobilize their resource for selfreliance and its sustainability • assist in organizing co-curricular activities for student’s mental and physical recreation and arrange rewards for their further encouragement and recognition • help needy and handicap children in the school through their local resource • assist the project management in the implementation of different activities • regularly participate in the monthly meetings of the committee
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Responsibilities of the President of the School Management Committee The president is the key person of the committee. He/she has to be more devoted and punctual in his/her responsibility. The following are the main duties to be performed by the president:
•
Preside over the SMC
•
Conduct regular meetings
•
Visit the school regularly
•
Check the school cleanliness of the school
•
Follow up on the decisions taken in the last meeting
•
Check the school learning and physical environment
• Check the record of funds raised for the school development • Check teachers / students attendance • Follow up of the ongoing activities •
Assist the project in the implementation
• Keep close liaison with project and community
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Responsibilities of General Secretary of the School Management Committee In the Afghan refugees education program the head teacher of the school is suppose to be a general secretary of the School Management Committee. The following are the roles and responsibilities of the general secretary of the SMC. • Set agenda for the meeting •
Call a meeting and inform the members of the SMC at least 3 days before meeting
• Record the minutes of the meeting •
Maintain the income and expenditure record
• Inform the house as well as the implementing project regarding development made during the month •
Identify the school problem and call SMC meetings
• Take initiatives to implement the decision of the meeting •
Be answerable to the committee as well as concerned project
• Take prior approval from the committee in cases of any development in the school
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Characteristics and Criteria of School Management Committee Characteristics: The characteristics of the SMC shall be: • all members of the committee must be selected by the elders and representatives of the community in an open and transparent forum • SMC member must belong to the same community for which the SMC is formed • head teacher of the concern school will be the general secretary of the SMC • each committee will comprise of 6 to 15 members • president of the SMC will be nominated by a joint decision of other representatives • parents of the students will be considered for SMC membership • priority for membership will be given to educated persons • office of the concern school will also be the office of the SMC •
record will be kept in the office of the school under the supervision of the general secretary
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• school funds will be kept in the bank or under the collective responsibility of the nominated committee members of at least three persons Criteria: The SMC should be: • non political • purely on voluntary basis • take decisions with consensus • acceptable to the community • belonging from same community
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The Purpose of School Management Committee The Afghan refugee community is under stressful condition and is faced with social and economic problems. Therefore the SMC can play a vital role in promoting education through: • education awareness • community motivation for education • community organization to promote education • create a sense of responsibility among the community • promote the ownership and sustainability
Once the committee is established it can help in the project implementation and community development. Following are the few areas where it can help: • Basic information of the community • Identification of basic needs of the community • Identification and mobilization of local resources and its proper utilization • Motivate the people to help themselves •
Creating awareness for community development
• Organizing meetings of the community for solving different problems • Support and assist poor and disabled community members
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• Coordinate different events to create uniformity and sense of responsibilities •
Help the project administration in the community development
• Assist
the
project
administration
to
further
uplift
the
development interventions • Be responsible for the basic education of their children
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Importance of Record Keeping Each and every school committees has to keep records of the meetings, income and expenditure, assets / resources, etc. The advantages of maintaining record are: •
all type of relevant information, collected fund and inventory maintained show transparency.
• donors / community are assured of their contribution (both physical & financial) • avoids misunderstanding among the contributors and donors • avoids doubts about waste or misuse of funds and assets • ensures transparency Sample of register • Minutes of the meeting registers / portion •
Account / income and expenditure records registers /portions
• Assets (work done through community fund or portion thereof)
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Necessity of Regular Meeting The key to the success of School Management Committee is holding regular meetings. Every committee should conduct a meeting once in a month. Extra ordinary meetings could also be called in case of emergency. Holding that regular meeting has a lot of advantages, they are: • accountability of the teachers increase towards the committee • committee members become aware of the problems of the schools • more scope is created for committee members to participate in solving the school problems • interest and responsiveness increases in implementing the decision taken in a meeting • opportunities are created to regularly monitor the progress of the decisions • cordial relationship is built up between the teachers and the committee members
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Minutes of Meeting Register / Portion Minutes of each and every meeting should be recorded because it makes possible to verify the progress of implementation as well as the decisions of the committee. Sample: Minutes of the Meeting of the School Management Committee are as below: Name / School Code: --------------- Meeting No: -------Venue: ------------Date: ---/----/------Time: ---------- Monthly / Emergency Meeting: ------------Topic of discussion: ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------Questions
Rise:
-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------Decisions: --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
At the end signatures / thumb impressions of the participants 1----------------- 2-----------------3-----------------4--------------------48/ 54
5----------------- 6-----------------7-----------------8--------------------9----------------- 10----------------11----------------12--------------------
Account Sample
(cashbook)
Name of the School: ------------------- Page No: ---------Date/month/year: -----/----/--------
Credit Date
Amount Received from
Previous Balance
Debit / Expenditure Received Amount
Total Amount
Date
Particulars of Payment
Amount Spent
Balance
Countersign by: Authorized Person
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Sample of Receipt Book Book No: --------
Serial No if any: -------
Date: ----/-----/-------
Receipt against funds /materials for the development of the school Code No:----------
Name of the Donor:-------------------Address: ------------------------------------------------------------
---------------------------------------------------------------------------------------------------------------Description of the Donation:
---------------------------------------------------------------------------------------------------------------------------------------------------------Rupees in words:--------------------------------------------------Rupees in figures:---------------Collectors’ Signature: -------------------------
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The Major Concerns for the School / Education There are different concerns existing in the Afghan refugee primary schools. These as follows: • lack of education awareness and its importance • least priority for education • cultural / religious influence towards education • irregular attendance of the students • irregular attendance of the teachers • all school age children do not take admission in the school • low rate of girls admission and enrolment • dropping out before the completion of primary level of education • absence of proper repair and maintenance of school buildings • lack of sufficient classrooms in the schools • lack of community co-operation in inspection, development and maintenance of school buildings and infrastructure
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Participatory Problem solving and Techniques There are many problems in Afghan refugee primary schools. The main tasks of the committee are to solve these problems to enhance the scope of education. It has been seen that any type of problem can be solved or overcome with the combined efforts of all the committee members, school teachers and community members. There are some necessary steps to follow, such as:
Techniques: Identify the problem
Evaluation
Identify the effect of the problem
Implement the plan
Identify the resources to solve the
Distribute responsibilities
Identify the best solution
Preparation plan
Identify the mean & ways for collection of information &
Identify the information & resources needed to solve the
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Training Evaluation Form 1-
2-
To what extent the course objectives were achieved?
a)
To a great extent
b)
To some extent
c)
Not at all
Please mention the topics that were interesting for you and why?
3-
Please mention the least interesting topic you covered in the training and why it’s least interesting
4-
Are you satisfied with the training methodology?
Yes
No
If no, please give reasons:
5-
What suggestion do you have to? a) Further improve contents of the training:
b) Further improve the training methodology:
53/ 54
c) Further improve the training facilities:
d) Further improve food & refreshment during the training:
6-
How would you rate the performance of the trainer/facilitator?
A- Use of training methodologies
Very good
B- Knowledge about the contents
Very good
Good
Satisfactory
C- Command over language
Very good
Good
Satisfactory
D- Attitude towards trainee
Very good
Good
Satisfactory
E- Ability to communicate
Very good
Good
Satisfactory
7-
Good
Satisfactory
How would you rate the over all training norms?
Very good
Good
Satisfactory
Poor
54/ 54
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