STEP BY STEP GUIDE

4 STEPS

From Needs Assessment to Deployment

STEP 1: DESIGN

1.Assess the Needs

2.Find your partners

and collaborate

STEP 1: DESIGN

1.1 Needs Assessment• Identify locations that will most benefit from increased

health staff (indicators: absence of staff, high turnover, living conditions, workload)

• Analyse which cadres are required per site (review staffing levels of cadres at health centers, consult local/district health authorities)

STEP 1: DESIGN

1.2 Partners and Collaboration

Local Authorities • Meet local authorities (MoH, local government and leaders) to share

and verify findings of needs assessment

• Agree on strategy for the programme

Key to get community leaders buy-in:

Make them own the programme!

STEP 1: DESIGN

1.2 Partners and Collaboration

Ministry of Health

• Approach MoH on national level to outline intent

• Draft Memorandum of Understanding

Memorandum of Understanding with the MoH- Key Elements

• Background and reason

• Purpose/objective

• Districts/areas for implementation and recruitment

• Number of students to be sponsored

• Details of selection process

• Specification of sponsor’s responsibility for students

• Specification of MoH’s responsibility for students (agreement to bond them for x years in stated districts/areas)

• Monitoring and evaluation arrangements of the programme (with division of responsibility between SO, MoH and TI)

STEP 1: DESIGN

1.2 Partners and Collaboration

Training Institution (TI)

• Identify suitable TI and meet responsible to discuss programme and their capacity and interest to join as proactive partners

If possible, chose TI in rural/similar setting to where students will be working

STEP 1: DESIGN1.2 Partners and Collaboration Sponsoring Organization (SO) – YOURSELF!• Dedicate a staff member that will act as key

contact for partners and scholars and is responsible for overall management of the programme (note: this may be a full time job for parts of the year)

• Allocate elements of the programme to specific departments (Finance, Admin, etc.)

STEP 1: DESIGN

1.2 Partners and Collaboration

All Parties

• Gather the lead contacts for all partners once the MoU has been finalized to ensure clear understanding of each parties’ role and responsibility, to manage expectations and to outline an annual road map for the programme

STEP 2: RECRUIT

1. Advertise

2. Select

3. Track

STEP 2: RECRUIT

2.1 ADVERTISE• Draft advert, specifying eligibility criteria and application

details • Use community channels and local leaders to

disseminate advert• Involve staff at targeted health facilities in application

process (ask applications to be made to the health centers directly)

STEP 2: RECRUIT

2.2 SELECT, VERIFY, NOTIFY• Collect all applications and share them with the TI

• The TI is in charge of selecting qualified candidates, based on entry requirements and interviews

• Agree with TI to share list of selected candidates BEFORE notifying them, so you may verify their origin (if scholarship requirement) with the local chiefs of targeted villages

• Once verification is done, TI notifies the successful applicants

STEP 2: RECRUIT

2.3 TRACK• Start a data spreadsheet and a master budget sheet

where you keep all information regarding your scholars constantly updated: it will help you keep the overview but will also become your major tool for M&E

• Create a paper file for each student to keep originals/copies of key documents

STEP 3: FOLLOW

1.Bonding Ceremony

2.Other Expenses

3.Meetings & Documentation

4.Graduation & Deployment

STEP 3: FOLLOW

2.1 BONDING• Organize ceremony in which scholars will sign their bond with the

MoH and the agreement with your organization

• Representatives of all scholarship partners should be present

• Make sure bond/agreement are explained well at the ceremony; give students opportunity to reconsider

STEP 3: FOLLOW

2.2 Other ExpensesThe following fees/items might be required – its up to you to decide how much you are willing to support beside the tuition• Accommodation • Monthly stipend • Starter kit of basic medical equipment• Diverse fees (vaccinations, exam, Medical Council

registration and graduation fees, etc)

STEP 3: FOLLOW

2.3. Meetings and Documentation• Organize quarterly meetings with your scholars to

follow up on progress, questions etc.• Invite district health officials to meetings 1-2x a year

to strengthen their ownership, forge bond between scholars/future employers and for motivational talks

• Use meetings to document the programme (questionnaires, pictures)

STEP 3: FOLLOW

2.4 Graduation and Deployment• Meet with District MoH officials prior to graduation

to ensure deployment is on track, i.e. scholars can start working in the targeted areas as soon as they have graduated/finished their practical training (if required)

• Attend the graduation ceremony

It is an important day!

STEP 4: EVALUATE

• Monitor your programme on a regular basis and apply lessons learned to next academic year/round of scholars

• Evaluate the success/impact of your programme

• Share experience and evaluation in local and international forums

ALL THE BEST!