Presenting the Ignite Shelters Support Team

The Bhumi Support Team and its people have collectively managed the Ignite – Shelters programme since inception, till date but times have changed.

2006-20162016
Only one major programme: Ignite – SheltersSeveral major verticals including Ignite – Shelters; Ignite – Communities; Ignite – Schools, Catalyse, REFRESH, Scholarships
Average age difference between volunteers & management team: Five yearsAverage age difference between volunteers & management team: Ten Years+
All team members were PCs of various projects initially, even volunteersNot any more

A case for change is the Ignite (Shelters) Support Team – ISST, a team that

  • is more connected with the volunteers on the ground
  • Can oversee day to day management the programme giving its undivided focus only on Ignite – Shelters
  • can take decisions for Ignite – Shelters more aligned to how contemporary volunteers think and do 

What will the Bhumi Support Team – BST do?

  • Function as the “Board” for the Ignite – Shelters team
  • Divide time better across the organisation
  • Support and hand hold the Ignite (Shelters) Support Team in the transition

Responsibilities of the Bhumi Support Team for Ignite – Shleters

The Bhumi Support team will focus keeping with the organization’s vision, mission, and strategic planning goals. Responsibilities include:

  • Approving members chosen for the Ignite (Shelters) Support Team
  • Providing strategic direction and long term priorities / goals for the programme
  • Approving major policies / decisions
  • Reviewing progress – Quarterly
  • Serving as external advocates – Representing the programme to funders etc. 

Responsibilities of the Ignite (Shelters) Support Team

The team will lead the programme in keeping with the BST’s direction. Responsibilities include:

  • Providing direction on annual priorities / goals for the programme
  • Making policies / decisions pertaining to the programme
  • Keeping the BST educated and informed
  • Bringing well-documented recommendations and information to the BST 

Presenting the Ignite -Shelter Support team  

From left: Vaishnavi Srinivasan (BST), Ganesh Kumar, [National HR, Bengaluru] (ISST), Meghna Raveendra [Lead Bhumi, Mumbai] (ISST), Dr Prahalathan KK (BST), Mohammed Arshath Parvez Murthuja [Computers & Science NST, Chennai] (ISST), Ayyanar Elumalai (BST), Sanjna Chebium [Computers NST, Chennai] (ISST), Satheesh Ravi [Maths & English NST, Chennai] (ISST), Neha Singhal [Kolkata CST] (ISST), Ganapathy H Krishnan (BST)

Ignite Documentation Ownership Breakdown

The table below gives a brief over-view of all documents we maintain and respective owners of the same.

DocumentWhyWhereComplexityPrimary Responsibility
Orientation/Pedagogy/Induction Attendance detailsTo get the no of volunteers orientated & ensure the quality of content deliverabilityZohoVery SimpleTrainer / Mentor
Volunteer MappingFor centre allocation & knowing the actual vol requirement after orientationsVery SimpleLB Coordinator
Student DatabaseTo identify who are we servingZohoSimpleCentre Level Coordinator
Asset TrackerTo understand the status of present assets & future requirements, planning on cost effective solutions (as applicable) and class planning based on asset requirements.Google Drive/SheetVery SimpleCentre Level Coordinator
Student Attendance dataIdentifying the frequency of kids & measuring impactZohoVery SimpleCentre Level Coordinator
Volunteer Attendance dataVolunteer Certificate/Awards & measuring impactZohoVery SimpleCentre Level Coordinator
Baseline Assessment TestTo understand the kid’s knowledge levelZohoSimpleVolunteer
Class/Lesson PlanningMonitoring PurposeGoogle Drive/SheetMediumCentre Level Coordinator
Content Tracking sheetSyllabus completion and impact analysisZohoSimpleVolunteer
Center visit feedback formMonitoring & documentation of issues/solutions to come up with a effective and better classroom cultureZohoSimpleLB Coordinator
Caught-Ya card trackingVolunteer appreciation, identifying new leadsGoogle Drive/SheetVery SimpleLB Coordinator
Centre Progress ReportTo know where we stand against our initial project plan; to communicate & build a strong relationship with the centre managementGoogle Drive/SheetHardCentre Level Coordinator
Mid year/Level Upgradation Test/ End of Topic Assessmentskids knowledge levelZohoSimpleVolunteer
End Year AssessmentKids knowledge levelZohoSimpleVolunteer
PR & CommunicationSpreading awareness about our work to attract more volunteers, donors and supportersWorkplace & other social platformsSimpleALL
Award NomiationVolunteer RecognitionZohoSimpleALL
Annual Feedback FormTo make the project/organisation betterZohoSimpleALL
Legend for time taken based on complexity
Very Simple- Less than 5 mins
Simple- 5 to 10 mins
Medium- 10 mins to 20 mins
Hard- 60 mins or more

 

Click here to view the complete documentation ownership breakdown.

Please note you can give in your feedback/suggestions or if you want to add any additional document names in the Ignite Documentation Ownership Breakdown here

 

Ignite NSTs Forum – MOM [27/5/2018]

Location: Bhumi office

Time: 02:00 PM to 05:00 PM

Attendees: Gokul, Ranjith, Arun, Wahab, Doc, Ak, MAP, Ganesh, Shilpa, Shamily, Ayyanar, Satheesh , Jousha, Meghna, Sethu and Gana

Agenda 1: The meeting was started with positive huddle and celebration

Presenter – Satheesh Ravi

Action points:

  • LES – Edging forward with Lifelabs in all cities
  • Lakshya – Initiating assessment
  • LEM – LB task completion and centre identification. Progress in content planning. AVM planned across cities.
  • OPS – Status sheet to be filled in by representative cities viz. Mumbai, Chennai and Bengaluru for centre identification. Signed on Centre engagement form for Kolkata. Progressing on asset management.

Agenda 2: Review on previous MOM

Presenter: Satheesh Ravi

Action points:

  • Centre identification status was shared.
  • CST to share their update with regard to EYR Report within the next two weeks.
  • Class trend for Laskhya project needs to be shared

Agenda 3: Performance analysis and inferences of Campus Catalyst Drive:

Presenter: Divya S

Action points:

  • Response and interest of volunteers for other events like CariVol or NVW is not as appreciative as Daan Utsav. Celebrity endorsement is considered for that impact.
  • Impact to be reflected in numbers and narrated through stories for effectiveness.
  • City Leads will be coordinating with campus catalysts directly for catalyse events.
  • If campus catalyse assures commitment, it can be rooted for recruitment drive.
  • Suggesting the term ‘disability’ be replaced with ‘Physically challenged’ wherever applicable.

Agenda 4: Updates on ELDP and Lead Bhumi

Presenter: Arshath and Ganesh

Action points:

  • The LB finalization by NST is in progress and the LB team is to finalize within 24 hours of time.
  • The LB continuous process is done and the first draft will be shared by next week.
  • Beacon+ was successfully done in Delhi. Pune & Mumbai Beacon+ will be happening in the coming week. In the second week of July, Beacon+ will be completed for all cities.
  • LB team will be sharing the list of all applicants with their status to the NSTs for reference.
  • ELDP team will be sending the list of all applicants with their status to the NST for reference.
  • 40% of NST requirement has been fulfilled.
  • Previous year NSTs should encourage/motivate volunteers to apply for ELDP.

Agenda 5: Annual Feedback status

Presenter: Ganesh

Action points:

  • Analysation on volunteer retention data was shared.
  • Other project wise data will be shared soon.

Agenda 6: Ignite grouping and CST involvement

Presenter: Ayyanar

Action points:

  • A pre-read was shared and on curriculum perspective, we had categorized the project into 3 categories.
  • Primary-LEM and SPO
  • Science and Technology- LES,Kanini,Yantra
  • Others-Lakshya & NRO.
  • We need to start focusing on the impact at the beginning of the Academic itself and some aspects like class happened, volunteer requirements and attendances will be monitored from the beginning.

Agenda 7: Orientation Updates

Presenter: Ganesh

Action points:

  • The Tracker was shared with the concerned.
  • Trichy & Delhi orientation will be starting in the month of June.
  • Others cities orientations are going smoothly and details are updated in tracker.
  • Orientation requirements are being taken from National Volunteer Requirement sheet and we need to encourage our coordinators to fill in that

Agenda 8: Operation Updates

Presenter: Joshua

Action points:

Centre identification

  • Kolkata is closed- once centre engagement form is shared, we know the number of new centres we will be starting.
  • Bangalore we have shared the list and the CST have picked up 41 centres.
  • Trichy- List was shared to Trichy team and Bala is working on it.
  • Mumbai- all 22 centres identified was shared with the CST
  • NewDelhi- 35 centres have been identified is being
  • Pune- CST have identified around 40 centres which Sudeep has finalized
  • Timeline for finalization of centres has already elapsed.

Agenda 9: Circulum updates

Presenter: Arun Kumar

Action points:

Content Update

  • LEM- Volunteer/Student Manual is being prepared and will be shared soon.
  • Spark- Jungroo will be implemented in all centres.
  • SPO- Minor revisions on content is being done which will be shared soon.

Agenda 10: Pedagogy training update

Presenter: Arun Kumar

Action points:

  • Pedagogy mentors for all cities have been identified and process of identifying trainers is in progress.
  • Arun to start a mail chain on which all projects need to attend pedagogy.

Agenda 11: MELP

Presenter: Joshua

Action points:

A pre-read on the MELP was shared to everyone

  • Mutual learning & exchange program, the objectives of which are as given below.
  • PR & Communications: Promote iGnite across all stakeholders and iGnite centers for universal success of iGnite project.
  • Project Management: Bring collaboration to discuss and execute project essentials such as reports, feedback, areas of improvement, success strategies to facilitate effective implementation and closure of the iGnite project.
  • Advocacy: Facilitate thematic deliberations on ‘child well-being’ to inform, improve and inspire all stakeholders to facilitate future iGnite impact.
  • Capacity Building: Facilitate subject matter expertise-based learning opportunities to capacities of all stakeholders across iGnite project.

Agenda 12: Level of ownership

Presenter: Arshath

Action points:

  • A pre-read on the level of ownership was shared. Everyone was requested to go through the same and share views.

Ignite NSTs Forum – MOM [29/4/2018]

MOM-NST Meeting-29th April 2018

Venue: Bhumi office

Time: 02:00 PM – 05.00 PM

Attendees: Gokul, Ranjith, Gana, Murali, Arun, Wahab, Doc, Akshay, Arshath ,Ganesh and Shilpa

Agenda 1

It was opened by Arun with positive gathering and moments of celebration

Lakshya:

  • It was a progressive week
  •  Social project was started in two community centers with a strength of 30 children.
  •  Response from the children was appreciable.

Kanini:

  • The second AVM was held and discussion was held on improvement of content and impact
  • Scratch workshop was started in Bangalore and Chennai

LEM:

  • Content improvising was initiated by Arun and Satheesh

Content evolution document discussion will be held.

Agenda 2

Arun did a follow-up on the previous MOM

  1.  Lakshya Project Expansion plan by Akshay/Sriram [30-04-2018]
  2.  Centre Identification status- Report updated by Joshua  [30-04-2018]
  3.  Ignite Centre database was shared by Joshua [30-04-2018]
  4.  Status of EYR reports for Bangalore/Chennai was shared by Joshua; Chennai data to be shared by Wahab; Chennai CST had attended a meeting with Wahab and the report will handed over next week
  5.  Fulcrum outcome report by Akshay to be reviewed by BST next week and published [06-05-2018]
  6.  AK to share the outcome to the NST by tonight
  7.  The outcomes to be discussed in project content meeting.

Agenda 3

ELDP & LB Updates by Arshath/Ganesh

Lead Bhumi:

  • LB team will require the support of NST to encourage the LB applicants of their respective projects to complete the PSR tasks
  •  Most of the applicants have requested but very few have completed the task
  • LB application is open throughout. The process will remain for anyone who applies. Instead of group task, one more PSR activity will be given

Beacon+ dates:

  1.  Kolkatta-12 and 13 may
  2. Pune – 26 and 27 may
  3. Bangalore-12 and 13 may
  4. Chennai – 19 and 20th may
  5. NST will encourage the applicants to complete the task and plan for Beacon+
  6. LB support team will connect with CST and gather feedback
  7. Review should be done for all completed applicant by LB support team
  8.  If an applicant is waitlisted/rejected, a grooming process can be planned.
  9. Announcing the results to applicants after LB review process [LB team]
  10.  Satheesh to give a demonstration of LB review process in NST group
  11. Project wise status will be shared by Ganesh about PSR

ELDP Updates

  •  ELDP team will make sure the NST will attend next meeting
  •  Final list of ELDP was shared with their scopes and responsibilities
  •  NST and CST responsibilities have been shared. RST will be a part of NST
  •  Feedback of ELDP was shared as well
  •  Grooming plans were also shared
  • Quarterly recognition will be done
  • Certificate will be provided for successfully fulfilling the ELDP programme as per expectations
  • Project vision started during beacon will be shared with the applicants
  • Project which doesn’t have NST or POC can be selected after conducting an interview
  • Process date will be decided by ELDP

Agenda 4

Annual Feedback Status was presented by Ganesh

  • Total feedback received was 359
  • All cities are progressing well, except Chennai
  • Ganesh will be sharing the chennai specific data with CST, with concerned people in loop
  • A discussion to be held with CST and project lead
  • Name, email and mobile number to be removed as required fields
  • Tracking of clicks and forms filled based on file
  •  Another bitly link will be created for Chennai
  •  Follow up of the feedback on completion before the start of academic year
  •  City wise/project specific feedback can be shared and follow up plan will be done post Beacon+
  •  Project wise feedback will be shared by 05/05/2018
  • Consolidated feedback report will be shared once 500 feedbacks are received, probably by mid of May

Agenda 5

Volunteer Retention to be presented by Sai KP

  • Agenda Point carry forwarded to next NST meeting

Agenda 6

Promotion status and plan for the upcoming year by Sai KP

  • Agenda Point carry forwarded to next NST meeting

Agenda 7

LEM & SPO Class Trend by Gokul/Arshath

  • NST’s/IA’s to be shared the class trends for their respective projects by next NST meet

Agenda 8

Annual project planning / meeting schedule by Murali

  • Start having meeting regarding project planning by mid of May
  • Visioning has already been initiated.
  • Final project plan presentation will be shared by last week of May

Agenda 9

Pedagogy training update presented by Arun

  •  Identifying the trainers by end of May
  • Trainer identification form will be shared by today
  •  Ganesh to come up with an action plan for orientation by Tuesday
  • Trainer mentor should be aligned with CST.
  • Discussion will be held on the structure and planing will be done

Agenda 10

Project Induction and ongoing content support strategy by Murali

  • NST to come up with project induction strategy and content for review to Murali
  • Murali to draft a template of induction checklist to circulated to NST
  • Review meet will consist of one from curriculum team , one from BST , and one volunteer by end of May
  • Presentation will be shared by second weekend of May.

Agenda 11

TFI workshop takeaways by Arun

  • Takeaways attached herewith

B to Z Contest

Bhumi gives you a perfect opportunity to become the ‘Centre Coordinator of the month‘.

This is a contest between centre coordinators’ teams of all Ignite projects in the city.

  • All of us understand the importance of tracking (to understand further please speak to a Lead Bhumi coordinator in your city), measuring and communicating what we do.
  • Bhumi is shifting to Zoho (B to Z) to track all of it and as a first step we will begin with class attendance of children and volunteers.
  • “B to Z” is to find out the best team of volunteers at centre level in each city and across the country who care the most for the impact of their work and are tracking the same effectively.
  • This contest is to reward the centre level coordinator for weekly attendance entries in Zoho and also the yearly BAT & EYA assessment entries.

RULES

  • Have to submit all the Student database immediately after the class initiation
  • Have to submit both Volunteer and Student attendance on starting on the class using Zoho creator mobile app
  • Have to complete BAT data entry in Zoho within 4 classes from class initiation (if applicable).

CERTIFICATE

  • Certificate of Social Responsibility will only be given to Ignite volunteers who has more than 75% attendance record in Zoho creator.
  • So, it is the main responsibility of the Centre coordinator to make sure their team mates attendance are marked and never gets missed out or else they will not get the certificate.

100% AWARD

Every year during Bhumi Day, 100% attendance award will be given to volunteers based on the attendance record in Zoho creator.

RECOGNITION

Your team will recognised as the Centre Coordinator of the month and photos will be shared in Workplace every month.

MANDATORY PROCEDURE (Regular Classroom Procedure)

  • The Center Coordinator must go to class 10 minutes early compulsorily
  • Assemble all the volunteer and students
  • Note down the Volunteers and Students present & absent
  • Open Zoho creator mobile app
  • Select the date and mark the names in the list
  • In the comment section mention the syllabus for current class and submit

ZOHO TUTORIALS – Click here to watch

B to Z – The nation wants to know

What is the difference between a good centre team and a great centre level team?

Which one is yours? The nation wants to know!

This is a contest between centre teams of all Ignite projects across India.

All of us understand the importance of tracking, (to understand further please speak to a Lead Bhumi coordinator in your city) measuring and communicating what we do. Bhumi is shifting to Zoho (B to Z) to track all of it, and as a first step we will begin with class attendance of children and volunteers.

“B to Z ” is to find out the best team of volunteers at a centre level in each city and across the country who care the most for the impact of their work and are tracking the same effectively. The event rewards centre level teams for several one-time and weekly milestones.

Training relevant to centre coordinators
Training for LB / NST
 
Join the Bhumi National FB Group to find the winners announcements for B to Z contest!

 

Best teams will receive national recognition in Bhumi social media channels. Exciting Bhumi goodies to be won every week and surprise prizes also to be announced.