School Engagement

PURPOSE OF THE PROCESS

Schools are crucial interface between the Trust and its primary beneficiaries, the children. It is therefore of utmost importance for the Trust to identify the right schools that have students who stand to benefit the most from its many service offerings. The selection of schools is also important from a quality standpoint considering that Annapoorna Breakfast Programme requires an active engagement of the school staff and authorities in the implementation of the breakfast programme.

GOVERNMENT / GOVERNMENT-AIDED SCHOOL.

Schools are identified primarily through references given by Annapoorna volunteers, donors, other NGOs and in some cases through a direct request by the said school’s management.

The Donor Application System captures following details:

  • It is a Government / Government -aided school
  • Most students are dependent upon the Midday Meals Scheme for lunch.
  • A majority of the students belong to poor socio-economic backgrounds.
  • It is a special-needs school.
  • The school is located in rural India.

Once the school is identified, the school information is shared with the volunteer(s) in that school area by the Trustees/ Management team.

The volunteer will then visit the school. While visiting the school, the volunteer will present the School Enrolment Information kit. The kit comprises the following

  • Sri Sathya Sai Annapoorna Trust’s brochures
  • School Registration Form
  • Breakfast Requisition Template Format
  • Terms and Conditions for delivering the breakfast services
  • Other information that are needed

Following details will be captured during this exercise (Refer School Enrolment Kit)

Demographic Profile:

School Name, School Address, Contact person, Principal, Correspondent, Board Affiliation

Students’ Profile:

List of Student Names, Class, DOBs, Gender, Aadhaar Number (if available), Health Screening Information – Height, Weight, Blood Group

Expected Date of Commencement:

Letter from the School requesting the Breakfast programme:

The letter will also capture the number of student who may need the breakfast services (Refer: School requisition template)

Photographs/Videos:

Of the school infrastructure/premises

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TERMS AND CONDITIONS

  • Breakfast must be served by the school on all days agreed upon
  • Breakfast must be provided to all children in the list provided without any discrimination based on caste, creed, religion, gender, nationality and disability
  • In cases of school that provide kitchen for cooking the breakfast, cleanliness of the kitchen shall be ensured.
  • Management of cooks with the school is School's responsiblity
  • The schedule of breakfast provided by Annapoorna shall be adhered to. In case of changes approval must be sought from the volunteer in advance
  • Maintain school breakfast register
  • Groceries, food items should be maintained safely
  • Nominate a representative from the school to assist the breakfast programme
  • The school breakfast programme and the breakfast facility can be audited anytime by representative of Annapoorna
  • Periodical inspection checks are to be permitted and accepted

I hereby agree upon the terms and conditions stated above

  • Signature:
  • Name:
  • Designation:
  • Date:
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The information must be keyed into the application system (once it is developed). Until then the information will be maintained as hardcopy records and updated in an excel spreadsheet.

Note: The letter from the school requesting the breakfast programme (indicating the number of student) will be obtained every year at the beginning of the academic year.

SCHOOL ENROLLMENT, REVIEW AND APPROVAL

The details of the school provided by the volunteer(s) then goes through a review process by the Management team. The Management will decide to approve or reject the school based on the collected information. If a school is rejected, the appropriate reasons for rejection are marked in the report (later in the system). If the school is approved, then commencement date of breakfast services will be provided.

The following points will be considered before approving:

  • The monthly cost estimate for executing the breakfast programme.
  • The tenure of the breakfast programme that can be approved.
  • Cost of monitoring the breakfast programme.
  • Movement of packed food item/ groceries for the breakfast programme to schools that don’t have a kitchen.
  • Cleanliness of the kitchen in school where kitchen facilities would be used for the breakfast programme.

It is of utmost importance to inspect the kitchen facility. If not clean or unsuitable or if the school is not ready to demonstrate its intention to maintain a clean kitchen, the kitchen facilities of the school must not be used. In such cases, only packed foods will be provided for breakfast.

POST ENROLLMENT OF SCHOOL

Once the school in approved for the breakfast programme, following activities must commence:

  • Allocation of budget for the school.
  • Enrollment of the cook/vendor/ supplier (if applicable) into the payment systems.
  • Assignment of volunteer(s)/ Cluster Lead to monitor the school and programme implementation and running.
  • Assignment of the breakfast schedule to be followed by the school.
  • Supply of groceries/ breakfast food items to the school.

SCHOOL BREAKFAST REGISTER

Every day the school breakfast register (Refer School Breakfast register) must capture the food served, quantity, time, volunteer’s signature, school representative’s signature. This data is shared through the app every day before 10:00 AM.

Every month, this register must be signed off by the Cluster Lead.

RECORDS MAINTENANCE

The following records will be maintained:

  1. School Registration Form
  2. Student Details
  3. Cook Details
  4. Volunteer Details
  5. Grocery Supplied Records
  6. Terms and Conditions
  7. School Breakfast Register
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