Documents in the Children Benifits in Folder

8/14/2019 Documents in the Children Benifits in Folder

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Documents in the Childrens Folders, as required:

A. CHILD STATUS SLIPS (CSS)Standards/Protocols/Guide: Updated every time the childs status changes with the most

recent on top showing the childs actual status.

Common Problems Observed/Noted during the Visit:a. Sometimes, the latest CSS in the folder states that the child is available and yet thethere are correspondences that shows that the child already has a sponsor, or the childsaid during the FGD validation session that he/she has a sponsor already.

b. Some folders have no CSS and yet the child already has case and child numbers or letters which indicate that the child should have a CSS by then

Why the need: Aside from the fact that it is required, anyone can infer from the CSSalone what to expect from the folders such as, but not limited to the following:

a. If the child should have corresponded with the sponsor already, what type (e.g.welcome, bonding) etc.; if the first letter (welcome) was late or overdue;

b. If the child is available but is already beyond the maximum age for sponsorship andwill then have to be taken out of the list

c. If the child should already have a CPR (if more than a year already)d. If the child should have been visited already (HVR) and how often since beingenrolled

B. CORRESPONDENCE

Standards/Protocols/Guide:a. Should show the same handwriting;

b. If written in behalf of the child, must indicate this fact and the relation of the writer tothe child;c. If written in the local language and translated into English, must contain both theoriginal correspondence written by the child/caretaker and its translationd. May also include other forms of communication like art workse. Letter-writing should be integrated in regular project activitiesf. May also be initiated after a major event in school or the childs familyg. Not only after receiving DFC or request from sponsor or ChildFund

Common Problems Observed/Noted during the Visit:a. Different handwriting without indicating who wrote the letter in behalf of the child(name and relationship to the child)

b. Many translated letters do not have the original letters written by the childc. No dates in the copies of letters retained in the folder d. Most letters are written only in response to a request or a DFC received, child-initiated letters are very few and far between

As part of strengthening SR , I suggest that:a. You put a blank sheet of paper on top of all letters of the child. The CMs can thenwrite the date written, type of letter (welcome, bonding, child-initiated, etc.) and date sentto NO. Example below: Correspondence List (sample)

Name of the Child: ________________ Date Written Type of Correspondence Date Sent to NO

This could be done every time the child writes a letter.With this, the CM can monitor the frequency and time gaps in the childs

correspondence with the sponsor, i.e. when was the last correspondence and howoften the child writes since the date of sponsorship.

These would show which children should be encouraged to write more often totheir sponsors or who needs to write immediately b. Please indicate the date on the copy of the letter retained in the childs folder for reference during validation.c. Remember that we are trying to strengthen our sponsorship relations and avoidcancellation of sponsorships. Therefore, we should also keep track of the childscommunications and encourage children to write to their sponsors as often as they canwithout waiting for requests and not only after receiving the DFC.

C. BENEFITS TRACKING (BT)Standards/Protocols/Guide:a. Updated at least every month

b. Summary should be printed and pasted in the childrens folders at least once a year

Common Problems Observed/Noted during the Visit:


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a. Outdated Benefits Tracking, or none at all

Suggestions: I know that there is an NO-wide benefits tracking system. However, this isnot enough. Since the benefits tracking is submitted to NO only after the end of every FY (if Im not mistaken), this makes it difficult for the projects to ensure that all enrolled childrenhave actually benefitted from the project. To address this, I suggest that:

For those who rely on the electronic benefits tracking system only, you may put a simple benefits tracking summary in the folders. Example below:

Benefits List (sample)

Name of the Child: ___________________ Case & Child Number: ______ Date

Received Benefit Received Recipient of BenefitRelationship to

Child

Updated every after activity attended or assistance given to the child.Handwritten or printed, whichever is more practical and convenient for the

project

This will enable the CMS to easily see which children needs closer monitoring or have to be encouraged to join project activities

This would expedite the monitoring and validation process by the AMsThis would also facilitate faster updating of the benefits tracking system and

ensure data availability, especially given the vulnerability of your computers andlaptops to malicious software and the unreliability electricity and internet in manyareas.

The CMs are expected to check the childrens folders as often as required. Each project isexpected to involve all children in activities, and for children to benefit from the project.There is no excuse for an enrolled child (or more) not to benefit from the project.

To avoid this, the CMs may also keep a master list of children in their areas of responsibility

as a checklist to easily see if there are children who have not benefitted from the project.

Benefits Master List (sample)Area: ___________________ CM Responsible: ______________

Case#

Child #

Name of the

Child

EducationalSupply

SNP CDSession onCommonIllnesses

LeadershipTraining

FacilitatorsMeeting

CDSessiononChildrens Rights

Etc. Etc. Etc. Etc. Etc. Etc. Etc.

Updated every after activity attended or assistance given to the child.Handwritten or printed, whichever is more practical and convenient for the

projectThis will show at a quick glance the list of children who are inactive, which

would then make it imperative for the CM to visit the child and encourage more participation (as discussed below under HVR).

One of the ways for PMs to check the effectiveness/scope of the project activitiesand the efficiency of CMs in meeting the standards of ChildFund Philippines in

project implementation (especially on childrens active participation and distributionof benefits).

Complements the benefits tracking (list in the individual childs folder andattendance sheets) for quick validation of childrens participation and benefits


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D. HOME VISIT REPORTS (HVR)Standards/Protocols/Guide:

a. Should be completed every visit, with date and signature of mother or child b. Home visit should be conducted at least once a year

Common Problems Observed/Noted during the Visit:a. Outdated reports or none at all

b. Reports with no dates

Suggestions: The CM is expected to know each and every child and be on top on thechilds status and situation. There is no excuse for the CM not to know the situation andstatus of children. Surprises like children having left the area, died, etc without the CMsknowledge is unacceptable. Do not wait for the child to appear or join activities, especiallywhen the child has been absent for quite some time. If the child has some personal or family

problems, there is always a tendency for the child to avoid other children or project staff.

CMs should not rely completely on hearsay, especially when there is a possibility that the

case is sensitive (e.g. the child got pregnant or being abused). We need to be realistic andremember that family, friends and neighbours also tend to keep their mouth shut to avoid possible implications for themselves, the child and other people involved (being labelled assquealer/traitor, child being terminated/ reprimanded, lawsuit against some people, etc.). CMs should visit the child and see for themselves the childs situation at the first hint of a

problem surrounding the child. I know that the minimum is once a year. But this doesntmean that the CM may only visit the child once a year. The child should be visited as often as

possible by the CM. More so:a. If the child has not participated in project activities for a certain period of time,

b. If the child has not written to the sponsor for at least three monthsc. And/or if the CM thinks/feels that there is something wrong or hears anythingregarding the childs wellbeing (physical changes, medical/health problems, emotionalissues, family, school, work concerns, etc.)

E. FAMILY CARDS (FC)

Standards/Protocols/Guide: Updated at least once a year, with complete date andsignatures

Common Problems Observed/Noted during the Visit:a. no date

b. no signaturesc. wrong answers to relation to HH and relation to CCF (ChildFund) Child thereseems to be some misunderstanding or confusion with the codes.

WHAT TO DO: Please ensure the completeness and correctness of data from date,

names, codes and signatures.

F. CHILDS PROGRESS REPORTS (CPR)Updated annuallyCopy in the folder should also be dated (at least the period covered)

G. PHOTOSMost recent, at least once a year Please indicate the date the photo was taken (at least month and year) - if pasted on the

folder, beside the photo; if stapled, at the back Should have at least the original CIF photo and photocopies of the annual CPR with photo

H. CHILD PROTECTION POLICY STATEMENT (CPPS)

Must be in line with the Child Protection Policy of ChildFund PhilippinesCMs must explain the policy and ensure that parents, guardians and children understand itDated and signed by a parent and child, if applicable, as proof that they understand the

policy and will abide by it

I. BIRTH CERTIFICATE (BC)Standards/Protocols/Guide: Required and must reflect the same name on the family card

and folder

Common Problem Observed/Noted during the Visit: Majority of children, especially inthe ARMM have no birth certificates

Suggestions: Being registered is one of our human rights. It is a legal prerequisite for us

to exercise our agency and access benefits from the government. Thus, I suggest that the PAsshould facilitate the free registration of all enrolled children in the project.


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Organizing the Documents inside the Childrens Folders:

Listed above are the documents that should be IN the childrens folders and some standards and protocols.Below are my suggestions on the organizing of documents inside the childrens folder for easy reference,tracking and monitoring by both the project staff and NO staff.

All Documents: I know that the documents inside the folders should be arranged according todates, with the most recent on top.

However, I suggest that you arrange the documents first according to the abovetypes/categories (communication, family card, status slip, etc.) and then by date for easier reference for your own and AMs monitoring.

You can put separators (colored sheets with labels) between categories/type. This way,its easier for you to find the necessary documents, decreasing the time of having to gothrough all the files in the folder only to look a single document.

The documents inside the folder may be arranged in the following order (from top) toenable faster monitoring:

a. LEFT Side:CSSBenefits TrackingHome Visit Reports and Case Study ReportsFamily Cards and PhotosChilds Progress ReportsCPPS

b. RIGHT SideCorrespondence and receipts for DFCs mentioned in the lettersBirth Certificates, Barangay Clearance and other Legal Documents

Dates: I have noticed that many documents such as family cards, home visit reports and case

study reports have no dates. This is unacceptable. How are we supposed to keep track of thechildrens benefits, situation, activities, etc if the documents do not have dates?

All documents should contain complete dates last visited, benefits received, activitiesattended, etc. This is the normal protocol of proper documentation and monitoring for easier monitoring of the childrens status, benefits and participation.

For childrens letters , For CPRs - please indicate the FY covered

Folders of terminated and graduated children must be removed from thefiles of active cases.