Office of International Research, Education, and Development, Virginia Tech Policy and Operating Procedures (POP) Manual Theo Dillaha, Program Director SANREM CRSP The SANREM CRSP is made possible by the United States Agency for International Development and the generous support of the American people through Cooperative Agreement No. EPP-A

Office of International Research, Education, and Development, Virginia Tech Outline What is the POP Manual? How is it developed and approved? POP Manual components Discussion

Office of International Research, Education, and Development, Virginia Tech

What is the POP Manual? Each CRSP shall prepare and maintain a “Policies and Operations Manual” which: –identifies the CRSP structure –describes the functions of its component groups, and –provides detailed guidance on the implementation of its programs (including systems for monitoring travel, regular reporting to USAID, and dissemination of research results). CRSP Guidelines

Office of International Research, Education, and Development, Virginia Tech POP Manual Development & Approval Developed by ME with assistance from TC Approved by the Board of Directors (primary responsibility) SANREM Phase III & IV POP Manuals –Original: 2005 –Amendments: 2006, 2008 –Pending Phase IV amendments

Office of International Research, Education, and Development, Virginia Tech POP Manual Components

Office of International Research, Education, and Development, Virginia Tech POP Manual Purpose and authority of policy and operating procedures Summary of key policies Organizational structure Operating procedures Calendar Travel policies Equipment purchase Publications Graduate student policies Host country partner visas and Insurance Reporting requirements SANREM Knowledgebase Trip reports Semiannual reports Annual research reports Annual work plans and budget instructions Environmental compliance (PERSUAP) Budget guidelines SANREM CRSP directory Glossary and acronyms Discussed in more detail later

Office of International Research, Education, and Development, Virginia Tech Purpose and Authority Purpose: ensure that the CRSP operates in a consistent and efficient manner to promote SA & NRM research, training and technology transfer. Authority: SANREM CRSP Leader- with-Associate Cooperative Agreement

Office of International Research, Education, and Development, Virginia Tech Organizational Structure Management & Advisory Groups Management Entity Board of Directors Technical Committee Site Coordinators External Evaluation Panel Landscape Systems Coordinators Research Activity Committees

Office of International Research, Education, and Development, Virginia Tech Operating Procedures Procedures for organization changes Change in projects Change in Co-PIs Change in institutions Multi-institutional involvement Approval of international travel Equipment authorization Publications

Office of International Research, Education, and Development, Virginia Tech Publications Acknowledgement "This …….. was made possible by the United States Agency for International Development and the generous support of the American People for the Sustainable Agriculture and Natural Resources Management Collaborative Research Support Program under terms of Cooperative Agreement No. EPP-A to the Office of International Research, Education, and Development at Virginia Tech.“ Plus your acknowledgements.

Office of International Research, Education, and Development, Virginia Tech Operating Procedures Reports and reporting requirements: SANREM Knowledgebase reporting Semi-annual and annual reports Annual work plans and budgets Trip reports Environmental compliance (PERSUAP) Budget guidelines

Office of International Research, Education, and Development, Virginia Tech Where is the POP Manual? Team Room

Office of International Research, Education, and Development, Virginia Tech What is next? Need your input on proposed policy and operating procedures Distribute proposed POP manual to Board Board of Directors teleconference to approve POP Manual We all live by the policies and operating procedures specified in the POP Manual.

SANREM CRSP Shaping a sustainable future Creating, organizing, and disseminating knowledge that improves livelihoods through sustainable agriculture and natural resource management Office of International Research, Education, and Development, Virginia Tech