CHRISTIAN CHILDCARE PROGRAMME (CCP)
POLICY FOR RECRUITMENT OF CHILDREN FOR SPONSORSHIP AND TERMINATION
CCP originally started with one department which majorly focused on the recruitment and subsequent care and development of orphans, and later other vulnerable children. CCP therefore existed to do the work of the current Child Welfare Department (CWD), making it the mother department of the organization.
Among the services CWD gives to the children/clients, recruitment precedes the rest and forms the genesis of CCP's official relationship with these clients. This therefore makes it a crucial stage in the helping process and the intervention steps to improve the lives of the vulnerable children. CCP would therefore do well to have the best well researched Recruitment Process/System to ensure that the most needy and deserving children are recruited to benefit. Besides, this should be done with an aim of offering services in the most efficient and effective way.
It is in order to appreciate all the other recruitment processes (documented and discretionary) that have been used before - they have led our services to the level where they are; with the current resultant effects and impact thereof.
The new document developed hereunder is just an improvement/revision of that, which has existed before, and it comes in place due to the social dynamics plus the loopholes noticed in the past arrangements. It has therefore been important this time to involve all staff and the Executive Board, not forgetting the National Orphans and Other Vulnerable Children Policy guidelines.
There should be room for the revision of this document in future when necessary, but we hope and intend that what is contained herein will be a relevant standard for several years so as to provide a consistent guide for the CCP workers and other present and future stake holders. By this, it is hoped that a known and clearly understood system will be established and developed for not only recruitment but also Termination of sponsorship and the post-sponsorship linkage/relationship.
2.1.1 There shall be a Recruitment Committee of three members of staff chaired by CWD Co-ordinator who will be a permanent member and can be represented in the Committee meetings by a subordinate in the department.
2.1.2 The other two members shall be elected by the staff. Every after two years one of the two members shall be replaced but ensuring that it is the longer serving one to be affected.
2.1.3 The committee shall receive applications for sponsorship; study and screen them to ascertain their legibility.
2.1.4 The Committee shall visit the applicant at home and use any other available and fair means to verify and assess application information so as to qualify or disqualify the applicant.
2.1.5 The Committee on knowing of the availability of chances for sponsorship will after thorough scrutiny, select applicants, and double the number of chances but using the degree of need to determine priority of choice.
2.1.6 Whenever there is opportunity for recruitment, the Committee shall present selected names to the Programme Director (PD), who after study shall present to the Executive Board - (Exbo/representatives) to make the final selections. The names presented to the PD shall be at least twice the number compared to available opportunities and will bear relevant details about each applicant presented. This is to give the PD and later the Exbo room for assessment, comparison and choice.
2.1.7 The Exbo shall return the list to the PD with the selected names clearly marked and signed against plus remarks where necessary. Those not selected shall also be marked: 1, 2, 3 e.t.c. in priority of need in anticipation of future opportunities.
2.1.8 The PD shall pass on the list to CWD Co-ordinator who shall thereafter as soon as possible, send the selected names to the sponsors.
2.2.1 The CWD shall at a certain time open up to receive about 50 (not more than 60) applications, then close.
2.2.2 These shall be presented to the Recruitment Committee for sorting according to urgency, need and vulnerability, giving priority to the worse off cases i.e. 1, 2, 3…..
2.2.3 It is these cases that would be visited and inspected for assessment and verification.
Efforts by the committee shall be made to have the applicants visited, assessed, verified or disqualified early enough to ensure that anytime there is opportunity for sponsorship, at least 10 of the applicants, apart from the disqualified, stand a chance and are ready to be recruited, though of course depending on assessed priority.
2.2.4 When the waiting list has remained with about 5 applicants the CWD will again open up for more.
2.2.5 Opening up shall entail displaying the information on the CCP notice boards for the public and specifically telling staff.
2.2.6 Concerning the recruitment of the children to be sponsored by staff, they (staff) in one of their meetings will select/pick children/child according to their capacity to sponsor, then present to the Recruitment Committee for verification.
2.3.1 The findings of the Recruitment Committee will help the PD and Exbo decide the fate of the particular proposed child.
2.4.1 Local sponsors will as well have their children for sponsorship go through the same criteria though they may be given to choose the sex of the child, geographical location of the child or particular age.
220.127.116.11 Care shall be taken by CCP to as much as possible to minimize and eliminate favouritism, nepotism, tribalism r discrimination.
3.1 Recruitment shall be open to all vulnerable and deserving children in Uganda, but within CCP catchment areas (for cost-effectiveness and accessibility).
3.2 There shall be no discrimination; no favouristism, no nepotism or any other biases whether racial, tribal, religious or otherwise in the recruitment exercise and both sexes will be accorded equal opportunities; but where one gender is noticed to dominate over the other, efforts shall be taken to balance genders.
3.3 Recruitment Age bracket will be between 6 years and 9 years.
3.3.1 The Recruitment Committee shall have the description to get those less than 6 years but not below 5 years; and stretch above 9 years but not exceed 10 years.
3.3.2 Other cases that do not fall in the above provisions shall only be allowed if it is the sponsor who chooses to sponsor such a particular child.
3.4 The number of children that can be recruited from a particular family shall be at the discretion of the Recruitment Committee, but of course guided by the degree of vulnerability so observed in that family.
3.5 CCP shall not practice the recruitment of biological children of CCP staff members for sponsorship. However in special circumstances as assessed by staff in one of their meetings, and okayed by the Executive Board, some such recruitment shall be done.
3.6 Children proven to be HIV positive shall not be discriminated against - they shall be considered as any other vulnerable seeking support.
3.7 Disabled children, who in our opinion, if we offered our kind of intervention, cannot have substantial positive effect on the said children, will be referred where possible to a specialized agency but not be recruited into CCP system.
4.0 TAKING ON A CHILD
4.1 On receiving feed back information from sponsors ascertaining that a particular child has been included on the sponsorship list, the following steps will be followed.
4.2 A letter from CWD to inform the guardian/parent and child will be immediately (within a week) be sent to them, copied to the PD and Finance Officer (FO). This marks the beginning of CCP official relationship with the child.
4.3 The CWD shall arrange, as soon as possible, at an appropriate time and place, a meeting with the guardian and the then sponsored child to give an orientation and documentation of expectations and obligations from each party all contained in a folder file.
4.4 The child shall start to receive the official support from CCP. In some cases, as shall be deemed fitting, some new children may start getting the support before the meeting in (ii) above. This may be due to urgency or otherwise.
4.5 The CWD and the FO will then work to budget for the Recruitment Package for the newly recruited child/children to appear in the following year's budget. The Recruitment Package will include an age graded Bible and also bearing academic standards in mind.
4.6 Each recruited child for sponsorship shall be given a folder file containing guidelines and conditions for sponsorship and the relationship so established.
4.6.1 Other CCP related correspondence and documents shall as well be kept in the file.
4.6.2 The sponsored child’s academic reports and such papers shall be kept in the file for safe custody and quick reference.
4.6.3 The parent/guardian will be responsible for the safe custody of the file.
4.6.4 The parent/guardian is under obligation to know and understand the contents in the guidelines and conditions enclosed.
5.1 The several circumstances that lead to termination, the official stop of the CCP link with the child will as follows:
5.1.1 When a child naturally completes school - according to CCP, with a qualification for self reliance, though may not yet be employed.
5.1.2 When the child is proven to be having another agency sponsoring him/her. In this case a meeting shall first be held between the CWD, the guardian and the child to determine the preferred agency. CCP shall withdraw from sponsoring if the other agency is preferred, and an official withdrawal from the other agency shall be processed and provided if CCP is preferred.
5.1.3 Where a sponsored child is proved to be cohabiting.
5.1.4 When a sponsored child chooses to get married before completion of school.
5.1.5 Where in the view of CWD and CCP in general the child has been proven unbearably indiscipline.
5.1.6 Where a child is convicted as a criminal by the Law Courts, and CCP believes that it was a result of the deliberate making of the child.
The child may be excused and given another chance if CCP, after considering the circumstances resolved that the child was just inevitably involved in the offence, or where there is hope if another chance is given.
5.1.7 Where a child disappears for two years without communicating. In this case the CWD has to constantly inform the sponsor, CCP Holland and the PD for them to follow all the necessary development of the case.
5.1.8 When the child fails to meet the obligations of the sponsorship relationship such as the routine letter writing to the sponsor, failure to come to CCP gatherings, etc. as contained in the document given at initial meeting.
5.1.9 When a child abandons school for whichever reason, and refuses to heed CCP constant and persistent urge to continue at school.
5.1.10 When the guardian/parent intentionally blocks support from reaching the child, or asks CCP to stop giving such support.
In this case, before decision is made to terminate sponsorship, CCP, especially through CWD will do the best to ensure that the child is not left to suffer, so the sponsor shall always be kept informed of the developments, and above all the Probation Office will be contacted for their opinion.
5.1.11 When the child dies.
6.0 SPECIAL CASES
6.1 When the guardian/parent becomes affluent enough to support his/her child, thus no longer needing CCP contribution. This may be deliberate and requested by the beneficiary side or as observed and assessed by CCP through CWD. In each case care shall be taken to ensure that all is done to the best interest of the child; and when necessary, Probation Office will be contacted for their opinion.
6.2 In case of a female sponsored child getting pregnant and hence making it impossible for her to progress with studies, she will be given another ONE chance to return to school after delivery.
6.2.1 CCP-VTI will be the natural choice for such a child but CWD reserves the discretion to send her to any other appropriate institution.
6.2.2 The second time pregnancy before completion of school will lead to termination.
6.2.3 Children of 18 years and above but pupils in primary school shall join VTI for any appropriate course unless the CWD has a proven better alternative for such a child.
6.2.4 All the children opting for Vocational training shall join VTI unless such children’s preferred course is not offered at VTI.
6.3 Repetition of classes will be okayed after discussion by the CWD, the particular teachers of the particular child and the child him/herself.
Un permitted/unauthorized repeat of class i.e. without following the process laid in this article may attract termination.
6.4 Where it is discovered that the information that was given in the first place in order to merit/secure sponsorship was grossly false, say where, one deceived that he/she was an orphan or was a refugee etc. when it was not true; on discovery of the truth, the child may be terminated. The CWD has to ensure that all is done in the best interest of the child.
6.4.1 The CWD shall thoroughly review the whole situation, and if, in their view deserves the sponsorship; the child shall reapply, giving the correct information which shall thereafter be effected in the child’s records to replace the false ones.
6.5 When a sponsored child who was at recruitment known to be either a refugee, an internally displaced person, an abandoned child, homeless child, will face termination if they return to their places of origin which are either inaccessible or their conditions there improve to the extent of not needing our support. Abandoned, unaccompanied and homeless children who later discover their parents/guardians and homes, and as assessed by CCP, are affluent enough to do
without our contribution, shall too be terminated. Care shall be taken to ensure that all is done in the best interest of the child.
6.5.1 A sponsor child who gets lost for whichever reason, for a period of six months and cannot be traced at all using all the available global means shall be terminated from sponsorship.
18.104.22.168 If such a child reappears and wishes to continue with the sponsorship, she/he shall reapply and as deemed by the Recruitment Committee, go through the process of recruitment once again
7.0 POST TERMINATION LINK
7.1 At recruitment and at termination children shall be made to understand that they will remain permanently linked to CCP for life, and this shall be repeated to them throughout the course of their sponsorship. This relationship at this stage may take an informal nature though formal aspects will always come in when handling particular issues or projects, or Alumni matters with CCP, including tracing Alumnus whose whereabouts we do not know yet.
7.2 At the time of the "natural" termination i.e. after completion of school the child will be registered as a CCP Alumni and given the Alumni Constitution, Guidelines, Current Status and leadership line up of the time.
7.3 An officer in CWD charged with this particular responsibility will work with and use the Alumni as a tool to follow-up former sponsored children and trace them to their latest place of work and residence.
7.4 Every child at termination will be given a file to contain the above documented information but also to contain at least ten (10) copies of Tracer Forms, which are to be used to up-date the office about the latest circumstances about the Alumnus especially in the areas of employment and residence.
7.5 Other means of communication will be used to maintain steady and consistent correspondence
7.6 As for now (2007) all children on sponsorship programme and those yet to be recruited should be given the above information by the end of the year.