Exchange visit guidelines for 2007

We have a document outlining guidelines for exchange visits in 2007. Jackson Millengo has agreed to translate this document into Kiswahili and we will publish the translation when it is available.

Download exchange_visit_guidelines_2007.doc

Exchange Visit Guidelines

AfricanCommunities.org

Dar   es Salaam

Network

2007 Grant Program

 

This document explains why exchange visits are important to the network, what makes exchange visits successful, and how to go about doing them and to claim your costs back.

 

Why Exchange Visits Matter

In

Dar es Salaam

, there are dozens or perhaps even hundreds of groups that are helping orphans and vulnerable children affected by HIV. But there is little coordination between them, and as a result lessons that are learned in one group are not always passed on to other groups. Our network aims to help strengthen your groups, and an important way to do this is to help you learn from each other. It is good to meet every month in a conference room, but the best way to learn from other groups is to visit them and see with your own eyes what they do.

 

Payment for Exchange Visits

We appreciate that when you make an exchange visit, members of your group are giving their time. So in 2007, we will pay for the travel costs that you actually spent (bus or dalla-dalla in both directions for the number of people who went), plus TZS14,000 if two or more people go. If three people go, for example, you receive TZS14,000 plus transport costs of all three people. If only one goes, you receive transport costs plus TZS7,000. You are welcome to spend this money on food or anything else. 

 

What Makes Exchange Visits Successful

We learned from 2006 that some things make visits successful:

¶ Enough people from both sides to take part in the conversation.

¶ Enough time to discuss the work you do and to see with your own eyes.

¶ Effort to share the information with the rest of your group when you return home.

¶ A friendly atmosphere in the meeting.

¶ A focus on trying to learn, not just chatting.

¶ Share the visiting. Do not always have the same people act as visitors.

 

How to Arrange An Exchange Visit

The easiest way to arrange a visit is at the monthly network meeting. Talk to people other groups and agree a date and time there. If you cannot do this, then phone the other group and ask them to suggest two or three days/times when it is convenient for them if you come. The group receiving you should have at least two people at talk to you, and should be able to show you their records and if possible you should go at a time when you can observe their activities taking place. After the group has offered you a choice of times, you should talk to your colleagues and call back to accept one of the times.

 

Confirm the Visit and Contact Hosts If You Are Late

¶ The visitors should send a text message the night before to confirm what time they will arrive, and the hosts should reply to confirm that the visit is OK.

¶ It is considerate and polite to be on time and not keep others waiting. If you are delayed, then text or phone immediately to warn the other side that you will be late. Do not wait until the time when the meeting is supposed to start.

 

How to Make the Most of an Exchange Visit

¶ Don’t forget to bring the exchange visit report form.

¶ Bring pens and paper with you.

¶ At the start everyone should introduce themselves. This is important because you have probably seen each other at the network meetings, but maybe forgot some names. Explain your job – eg chairman, treasurer, coordinator, volunteer, secretary.

¶ Write down names on the exchange visit report form, and mobile phone numbers. This will be useful if you want to contact each other after.

¶ It is nice if hosts offer refreshments.

¶ Try to learn about what the other group is doing. See whether your group could adopt any lessons from them.

¶ Try to tell the other group good ideas from your group that you think might be helpful to them.

¶ Make notes during the discussion on the exchange visit report form.

¶ Before you go, ask the hosts to sign the exchange visit report form.

¶ When you go back to your group, hold a meeting and tell them what you learned from the exchange. Discuss what changes you could make in your group.

 

To Get Paid for Your Exchange Visit

¶ Visit new groups, not those that you have already visited in 2006. If you want to visit a group that came to visit you, then please email Tim beforehand (tim@africancommunities.org) and say why you think you will learn more from them than from a group you have not met before.

¶ Don’t have the same person take part in all visits. It is best to share visiting among all the key people in your group. This way the learning will be spread around your group.

¶ Spend at least two hours with the group that you are visiting.

¶ Complete the exchange visit form during the visit, have it signed by the hosts, and bring to the monthly meeting.