|A Trainer's Resource Guide (Peace Corps, 1983, 199 p.)|
The countdown before trainees arrive is hectic and stress producing. Following is a checklist that will assist you in making sure that all administrative tasks have been taken care of.
PRE-TRAINING ADMINISTRATIVE CHECKLIST
Are the living arrangements for the trainees and staff settled, clearly understood by all parties involved, checked and ready for occupancy.
- Does the hotel clearly understand the arrangements? Is there a written contract agreement signed prior to start of training?
- Have all rooms been checked by staff?
- Are there enough rooms?
- Are there adequate baths, showers, toilet facilities.
- Is there safe storage space for trainees valuables?
- Are doors and windows screened?
- Is the water safe to drink? If not what plans are made for obtaining safe water?
- Are laundry arrangements made with hotel? Who pays? Peace Corps? Trainees?
- Are there adequate fire escapes, fire extinguishers, water buckets, etc.?
- Is there adequate room for sleeping and storage?
- Are the rooms secure? (locks on doors and windows)
- Is the lighting adequate? (hallways, rooms, outside building)
- Are doors and windows screened?
- Are there brooms and trashcans available
-Is there a ready supply of toilet paper?
-Are there adequate showers, baths, toilet facilities in working order?
-Is the water supply safe for drinking?
- Is there adequate security if all staff and trainees leave the site for a period of time.
- Are there laundry arrangements? Are all these arrangements clear to all parties involved?
- Does each family clearly understand what is expected of them?
- Have all agreements been arranged with appropriate village/community authorities and household heads?
- Does each family understand how and when and by whom they will be paid?
- Is the housing for trainees and staff located as to allow reasonable access to training facilities?
- Does families understand how long trainees will live in village/community?
- Have all the living sites been checked by staff before trainee arrival?
- Have all laundry arrangements been made Who is responsible? How will they be paid
- Is there a laison between Peace Corps and the community?
POSSIBLE REQUIREMENTS FOR HOUSING IN VILLAGE/COMMUNITY
- An enclosed bath/shower area.
- Toilet facilities
- Private room for trainee
- Safe water supply
- Screens (optional)
Are all cooking/dining arrangements settled and does everyone clearly understand the arrangements?
- Are the meal arrangements clearly understood and settled with hotel?
- Has a written agreement regarding payment been negotiated and signed prior to trainees arrival?
- Have rules and regulation and guidelines been clearly articulated to staff and trainees regarding how much food can be eaten and what type if any cooking can be performed in rooms?
- Is the food allowance adequate for meals?
- Are there restaurants, cafes, eating
- Do families know when the trainees are expected to eat?
- Is the water in the village/community safe for drinking? If not have the families been instructed on proper procedures for preparing water?
- Are families expected to buy food for trainees or is there a system for providing food? Do families understand how it works?
PREPARED BY PEACE CORPS
- Is there an adequate number of kitchen staff to prepare food?
- Is there a tentative weekly menu planned?
- Does each meal provide sufficient food from the four food groups?
- Is it clearly understood who orders and shops for food supplies and how often?
- Have food supplies been located locally?
- Is the food ordered, reserved or purchased? Do you know what form(s) of payment is acceptable?
- Is it known how many people will be fed? How many meals are to be prepared each day and how many days meals will have to be prepared?
- Are there arrangements for special diets? (i.e. vegetarian, low salt, etc.)
PEACE CORPS KITCHEN
- Have the cooks been hired? Is it an adequate number for the size of the group?
- Are all the cooks medically cleared? (Immunizations, TB test, etc.)
- Are the cooks experienced in food management and food preparation for large groups?
- Does the kitchen need to be in operation before the start of training?
- Are the cooks aware of their roles and responsibilities including hours and days of work?
- Has the payrolling schedule been explained to all the cooks?
- Are the cooks aware of scheduled breaks and snacks/refreshments needed?
- Are the cooking facilities adequate for the size of the group?
- Is there an inventory of all cooking utensils?
- Is the water safe for drinking and cooking? If not how will safe water be transported to site? By whom? How often?
- Are all essential cooking utensils ordered, reserved, purchased? What form(s) of payment are acceptable?
- Is there proper means for garbage and waste disposal?
- Does the facility have to be approved by local health or sanitation agency
- Is the dining area large enough for the group?
- Are there enough eating utensils? (i.e. spoons, cups, forks, etc.).
- Is there adequate space for food storage?
- Is the area secure, sanitary and free of insects and rodents?
- Has authority and responsibility been clearly articulated and delegated to those who are accountable for food supplies and equipment?
- Has a written contract agreement been negotiated and signed
prior to start of and clean?
- Is the training site assessable to P.C. Office.
- Is there adequate meeting roam space available?
- Are there enough chairs?
- Are toilet facilities available, operating
- Are there recreation facilities available at site or space where facilities can be created? (i.e. volleyball, soccer, etc.)
- Is there someone responsible for keeping the rooms locked and cleaned?
- If using more than one training site, it the distance and time between each site reasonable?
- Is the office located close enough to the housing and training center?
- Is the office large enough?
- Is there an area for storing office and training supplies?
- Are file cabinets available?
- Is there a safe or file with lock for storing valuables, cash, trainee files etc.
- Are there enough tables, desks, and chairs in the office?
- Can the office be secured? Who is responsible for the keys?
- Is there a system for incoming and out? going mail?
- Is there a bulletin board centrally located to post announcements
- Is there an inventory of office equipment and supplies?
- Are all supplies and materials needed for training program at the training site?
- Are facilities available for purchase of postal supplies
- Are training session plans complete for each individual session?
- Do all training session designs clearly address the overall goals and objectives of the training program?
- Is each component of training clearly integrated with other components of the program?
- Are various components (i.e. language, cross-cultural, development issues) coordinated to ensure appropriate sequencing and relevance?
- Does the Host Agency clearly understand how it has agreed to support the training program? Has someone been identified to carry out this support?
- Are arrangements made for language exams mid-way and at the end of training?
- Is there a training plan with goals and objectives which meets approval of PCD/PTO and other revelant Peace Corps staff?
- Does your training plan include an assessment/qualification process with a clear statement of criteria for trainee acceptance and suitability for volunteer service?
- Is there a method for regular feedback to trainees from staff and from trainees to staff?
- Are all roles and responsibilities cleary understood by all staff? (i.e. hours, days, etc.)
- Are all staff contracts reviewed and signed?
- Does everyone understand the payrolling system and schedule?
- Are there time and attendance cards?
- Is there a system for staff performance evaluation?
- Is there a staff training design which reflects the training approaches of the country and Peace Corps?
- Are all staff clear on the required reporting forms/system?
- Are all staff cleared for insurance,
- Are all staff aware of their accountability for supplies and materials issued?
- Have Peace Corps policies been explained to staff? (i.e. drug use, dating trainees, excessive drinking, personal property lose, etc.)
- Do all staff understand there role in the trainee assessment process?
- Do you have a copy of the budget?
- Is there a system for property management?
- Is there an accounting system?
- Do you understand the use of the impress fund?
- Is there a system for paying trainees and staff?
- Does all staff and trainees understand the
- Is there appropriate means of communication between Peace Corps and the training site?
- Can the Peace Corps Director and/or Medical Officer be contacted quickly in case of an emergency?
- Is there a system developed for in-coming and out-going mail?
- Is there a bulletin hoard for announcements?
- Is there an emergency evacuation plan?
- Is there a list for staff and trainees of who to contact in case of an emergency?
- Is all transportation arranged to transport staff and supplies to training site?
- Is there transportation arranged and reconfirmed to move trainees from airport to training site?
- Is there a driver hired for training?
- Have all times when transport will be needed throughout training been identified and reserved?
- Are there vehicles available and in working condition for training?
- Is there a vehicle scheduling policy for vehicle use? Has it been explained to staff?
- Are all vehicles in proper working condition? (spare tires, tools, proper locks, etc.)
- Is there someone responsible for vehicle(s) after hours? Do they understand their responsibilities and accountability?
- Is there an understanding of woo will pay for maintance and up keep of the vehicle? (i.e. gas, oil, etc.)
- Do you know who is covered by insurance?
- Are the rules and regulations regarding use of Peace Corps vehicles clearly understood by trainees and staff?
- Are arrangements made to transport trainees to their sites at the end of training? Who makes these arrangements?
Peace Corps training uses many training terms and concepts. It is important that all trainers understand how Peace Corps use these terms and what they mean. To accomplish this we have outlined the following definitions of the major training terms used by Peace Corps.