1. Step by step guide

2. 4 STEPS From Needs Assessment to Deployment

3. STEP 1: DESIGN
Assess the Needs
Find your partners
and collaborate

4. STEP 1: DESIGN 1.1 Needs Assessment
Identify locations that will most benefit from increased health staff (indicators: absence of staff, high turnover, living conditions, workload)
Analyse which cadres are required per site (review staffing levels of cadres at health centers, consult local/district health authorities)

5. Key to get community leaders buy-in: Make them own the programme!
STEP 1: DESIGN
1.2 Partners and Collaboration
Local Authorities
Meet local authorities (MoH, local government and leaders) to share and verify findings of needs assessment
Agree on strategy for the programme
Key to get community leaders buy-in:
Make them own the programme!

6. STEP 1: DESIGN
1.2 Partners and Collaboration
Ministry of Health
Approach MoH on national level to outline intent
Draft Memorandum of Understanding

7. Memorandum of Understanding with the MoH- Key Elements
Background and reason
Purpose/objective
Districts/areas for implementation and recruitment
Number of students to be sponsored
Details of selection process
Specification of sponsor’s responsibility for students
Specification of MoH’s responsibility for students (agreement to bond them for x years in stated districts/areas)
Monitoring and evaluation arrangements of the programme (with division of responsibility between SO, MoH and TI)

8. STEP 1: DESIGN
1.2 Partners and Collaboration
Training Institution (TI)
Identify suitable TI and meet responsible to discuss programme and their capacity and interest to join as proactive partners
 If possible, chose TI in rural/similar setting to where students will be working

9. STEP 1: DESIGN
1.2 Partners and Collaboration
Sponsoring Organization (SO) – YOURSELF!
Dedicate a staff member that will act as key contact for partners and scholars and is responsible for overall management of the programme (note: this may be a full time job for parts of the year)
Allocate elements of the programme to specific departments (Finance, Admin, etc.)

10. STEP 1: DESIGN
1.2 Partners and Collaboration
All Parties
Gather the lead contacts for all partners once the MoU has been finalized to ensure clear understanding of each parties’ role and responsibility, to manage expectations and to outline an annual road map for the programme

11. STEP 2: RECRUIT
Advertise
Select
Track

12. STEP 2: RECRUIT
2.1 ADVERTISE
Draft advert, specifying eligibility criteria and application details
Use community channels and local leaders to disseminate advert
Involve staff at targeted health facilities in application process (ask applications to be made to the health centers directly)

13. STEP 2: RECRUIT 2.2 SELECT, VERIFY, NOTIFY
Collect all applications and share them with the TI
The TI is in charge of selecting qualified candidates, based on entry requirements and interviews
Agree with TI to share list of selected candidates BEFORE notifying them, so you may verify their origin (if scholarship requirement) with the local chiefs of targeted villages
Once verification is done, TI notifies the successful applicants

14. STEP 2: RECRUIT
2.3 TRACK
Start a data spreadsheet and a master budget sheet where you keep all information regarding your scholars constantly updated: it will help you keep the overview but will also become your major tool for M&E
Create a paper file for each student to keep originals/copies of key documents

15. STEP 3: FOLLOW Bonding Ceremony Other Expenses
Meetings & Documentation
Graduation & Deployment

16. STEP 3: FOLLOW
2.1 BONDING
Organize ceremony in which scholars will sign their bond with the MoH and the agreement with your organization
Representatives of all scholarship partners should be present
Make sure bond/agreement are explained well at the ceremony; give students opportunity to reconsider

17. STEP 3: FOLLOW 2.2 Other Expenses
The following fees/items might be required – its up to you to decide how much you are willing to support beside the tuition
Accommodation
Monthly stipend
Starter kit of basic medical equipment
Diverse fees (vaccinations, exam, Medical Council registration and graduation fees, etc)

18. 2.3. Meetings and Documentation
STEP 3: FOLLOW
2.3. Meetings and Documentation
Organize quarterly meetings with your scholars to follow up on progress, questions etc.
Invite district health officials to meetings 1-2x a year to strengthen their ownership, forge bond between scholars/future employers and for motivational talks
Use meetings to document the programme (questionnaires, pictures)

19. 2.4 Graduation and Deployment
STEP 3: FOLLOW
2.4 Graduation and Deployment
Meet with District MoH officials prior to graduation to ensure deployment is on track, i.e. scholars can start working in the targeted areas as soon as they have graduated/finished their practical training (if required)
Attend the graduation ceremony
It is an important day!

20. STEP 4: EVALUATE
Monitor your programme on a regular basis and apply lessons learned to next academic year/round of scholars
Evaluate the success/impact of your programme
Share experience and evaluation in local and international forums

21. All the best!