Management of Home Records

Open Hearts, Open Gates‌

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Comprehensive Care for Street Children: A Handbook for Planners and Practitioners Management of Home Records

Indradhanush Academy Rainbow Foundation India H. No. 1-1-711/C/1, Opposite Vishnu Residency, Gandhi Nagar, Hyderabad-80 Ph.: 040-65144656 Email: indradhanush.ces@gmail.com Website: www.rainbowhome.in / www.amanbiradari.org

Indradhanush Academy Rainbow Foundation India

la?k"kZ dh jkgksa esa la?k"kZ dh jkgksa esa] dksbZ rks gekjk gks---gj jkr dh ckgksa esa] lqcg dk ut+kjk gks

In this life full of strife In this life, full of strife, We long for a friend and guide...

In the darkness of night We long for a dawn, warm and bright

la?k"kZ dh jkgksa esa] dksbZ rks gekjk gks---geus rks t+ekus dh] jaft'k dks gh ih Mkyk pqHkrs gq, gj iy dks] gl [ksy ds th Mkyk

In this life full of strife, We long for a friend and guide…

We swallow hatred and the vile Stinging moments, with a smile

D;ksa iwN jgs gks rqe] D;k geus xok;k gS thou dh rks cl NksM+ks] gj [okc ijk;k gS

Why do you ask, what have we lost, Not just life, even our dreams went past...

la?k"kZ dh jkgksa esa] dksbZ rks gekjk gks----

In this life, full of strife We long for a friend and guide…

oks iy Hkh Fkk viuk] ;s iy Hkh gekjk gS la?k"kZ dh jkgksa esa] vc dksbZ gekjk gS---oks jkrsa feV gh xbZ] ,d lqcg vkbZ u;h py jgs veu dh jkgksa ij] gj [okc gekjk gS ,d vk'kk veu dh] gS vc bl fny esa dksbZ jkg u vc jksds] dqN dj ds fn[kkuk gS c<+k,axs ge dne dks] feVk;saxs gj xae dks pysaxs mu jkgksa ij] tgk¡ ls fn[krk fdukjk gS la?k"kZ dh jkgksa esa] gj dksbZ gekjk gS----

In this life, full of strife, We have someone as a guide and friend…

That past was ours, this present is ours In this life, full of strife, Now we have someone as a guide and friend…

Those nights have passed, there dawns a new sun Walking on the paths of peace, every dream is ours There is a ray of hope in this heart There is no stopping us; we have to achieve something now We will take a step forward, remove all the pain We will walk on paths in life, from where the shore is near In this life, full of strife, We have everyone as a guide and friend…

Written by one of the children from Sneh Ghars in Delhi

Open Hearts, Open Gates…”

“

Comprehensive Care for Street Children: Handbook for Planners and Practitioners Management of Home Records

Indradhanush Academy Rainbow Foundation India

We would like to thank…

In researching and writing these handbooks, we have drawn on some of the best examples in the work by pioneers like Sister Cyril in Kolkata, MV Foundation led by Shantha Sinha and the BOSCO Brothers. We have added learning based on the efforts of Centre for Equity Studies and Aman Biradari, of work with state governments of Andhra Pradesh and Delhi; to establish and manage Sneh Ghars in Hyderabad and Delhi. Without the support of the senior officials in the Department of School Education, Ministry of Human Resource Development (MHRD) especially Secretary, Anshu Vaish, Additional Secretary Anita Kaul, Directors Neelam Rao and Maninder Kaur, and the state governments of Andhra Pradesh and Delhi, this effort would not have been possible.

This effort was supported by grants from Partnership Foundation, Wipro and Sir Dorabji Tata Trust.

We are grateful to the following experts who authored various portions of the detailed manuals; for each, this was a labour of love. The writers are Ambika Kapoor, Harsh Mander, Preeti Mathew, Satya Pillai, Shashi Mendiratta and Sveta Dave Chakravarty.

We learnt a great deal from the children themselves, as well as the team members or Sneh Sathis who undertook the pilot to establish Sneh Ghars, in Loreto Rainbow Home, Kolkata, the Dilse team, Delhi and the Aman Vedika team, Hyderabad, for providing rich insights on residential care setups in functional schools.

We acknowledge Satya’s stewardship and for holding the reins of all the teams to ensure timely completion of this complex task. She was ably advised by Sister Cyril, Sveta Dave, K Anuradha, Ferdinand Van Koolwijk, Fr. George Kollashany, and Shashi Mendiratta; and assisted by her team members Shubhada Hiwale, Preeti Mathew and Ambika Kapoor. We would also like to thank Aarti Chandra for patiently going through the transcripts and editing them.

Finally, sincere and heartfelt thanks to Harsh Mander, for his inspiring leadership of the entire process of putting our learning’s together and ensuring that the child remained in focus at all times.

3

Contents Chapter 1: Management of Records.............................................................................................5 Chapter 2: Registers in the Sneh Ghar...........................................................................................8

1. Entry and Exit Register........................................................................................... 9

2. Attendance Register................................................................................................ 9

3. Movement Register................................................................................................ 12

4. Home Visit Register............................................................................................... 13

5. Admission and Discharge Register.....................................................................13

6. Medical Records.................................................................................................... 14

7. Nutrition and Diet Records................................................................................... 18

8. Personal Belonging Register................................................................................ 19

9. Restoration Register.............................................................................................. 20

10. Minutes Register of the Childrenâ&#x20AC;&#x2122;s Committee...............................................20

11. Childrenâ&#x20AC;&#x2122;s Feedback Register...........................................................................21

12. Meeting Register................................................................................................. 22

13. Management Meeting Register........................................................................24

14. Stock and Issue Register.................................................................................... 25

15. Distribution Register (Toiletries, Stationery, Clothing and Footwear)........27

16. Budget Register................................................................................................... 28

17. Fixed Asset Register........................................................................................... 28

18. Cash Book............................................................................................................. 29

19. Log Book............................................................................................................... 30

20. Visitors Feedback Register................................................................................ 30

21. Inspection Register.............................................................................................. 31

22. Donation Register................................................................................................ 32

4

Chapter

1

Management of Records

A record is the documented account of an event. For government organizations (GOâ&#x20AC;&#x2122;s) and alternate support systems (NGOâ&#x20AC;&#x2122;s) working with street children, the responsibility does not end with providing basic needs, care and protection; one of the important tasks becomes to maintain records. Instead of thinking of recording and documentation as something that hampers real work, it should be considered as part of the work and should be given due importance, understanding its relevance as records serve a varied purpose.

Benefits of Record Keeping: i.

Understanding a Child

ii.

Helps in institutional memory

iii.

Transition from one person to another

iv.

General program improvement

v.

Designing need based program for children

vi.

Resource Allocation

vii. Decision Making viii. Administrative purposes ix.

Funders, Donors, Schemes and entitlements

x.

Transparency

xi.

Accountability

The Sneh Ghars are essentially educational institutions which run under the government initiative called the Sarva Shiksha Abhiyan (SSA). Under SSA these homes fall under the category of Residential Special Training Centres (RSTCs) and UDC Hostel for children under 18.

Also these homes have been licensed under the Juvenile Justice Act, 2000 which enlists a set of records that are mandatory to be maintained in a licensed home for children, so the requirements for both need to be fulfilled.

Records in the Sneh Ghar Record Keeping finds an important place in the Sneh Ghars as it helps to ensure child care continuity, service improvement and transparency in all the processes. There are two kinds

5

of records maintained in the Sneh Ghar, a) the Home Records that have been discussed in this manual; b) Child Records.

The Home Records provide information about the overall administration and management of the home; its resources; the services being provided to children and monitoring.

To get a full view, these should be combined with individual child records, which is a collection of detailed and personalised facts of each child and the formats for which appear in another document in the same series called the “Child Care Manual” The Record Keeping Manual has been prepared based on the experiences and current practices in the Delhi Homes. It spells out the various registers that are required to be maintained in a Sneh Ghar as per the JJ Act, 2000. Each register recommended by the Act has been compared to the corresponding ones existing in the Sneh Ghar. Changes, wherever necessary, have been suggested for incorporation.

Maintaining Records in the Home In this manual, a green colour table has been given at the beginning of each registers, that is a comparison of the JJ Requirement, the current practice in the Sneh Ghar (based on the homes in Delhi) and what is being recommended as best practice by Indradhanush Academy, a knowledge and resource unit on working with disadvantaged children.

A sample of the format the register should follow has been inserted, with one entry being made in each table, to better understand the process of filling registers.

All records in the home fall under two categories namely, child wise registers and the home records. The records that are child-centric have been highlighted with purple coloured tables, whereas registers for Sneh Sathis or other Sneh Ghar requirements have been shown in blue coloured tables.

Some registers are filled daily, others weekly, monthly and annually. As there are many records to be maintained in the Sneh Ghar, the work should be distributed amongst all the Sneh Sathis. Certain designated individuals may fill specialised records. However, the final responsibility to monitor and maintain the records lies with the Home In-charge. All records should be examined on a regular basis to maintain a standard in record keeping and to confirm that the records are up to date.

Good Practices in Record Keeping Based on the observation of good practices and common errors in filling records, some important dos and don’ts have been listed below: •• ••

6

Registers should be labeled properly.

The registers should be filled on a regular basis.

•• •• •• •• •• •• •• ••

•• •• •• •• •• ••

riting should be clear and legible.

W No columns should be left incomplete or empty. should be used to make entries; pencils should be avoided.

Pens Colourful

ink should not be avoided. Black/blue pens should be used for writing.

Avoid overwriting or using a whitener.

Ensure that the records should be signed and dated.

Pages

should not be torn from the registers. recording format in the registers should be consistent and not changed over the The months. A sample of the format can be inserted at the beginning of all registers for convenience in record keeping.

Registers with names of children should preferably have the same sequence with a new name being added to the end of the list.

The records should have the full name of each child. There can be more than one child with the same name and this may cause confusion.

Where relevant, once every year, a passport size photo of the child should be added to the records.

While starting new registers every year, the age should not be copied from the previous register; it should be calculated.

As registers are used regularly, they should be covered with plastic sheets. registers should be stored in a proper place and kept safe from the reach of The small children etc.

Maintaining records becomes easier and more precise when the registers are filled up carefully.

7

Chapter

2

Registers in the Sneh Ghar

Given in this chapter are the names of the registers that are to be maintained in the Sneh Ghars along with their description and a filled sample of the register sheet.

A list for the same has been provided below: 1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

13.

14.

15.

16.

17.

18.

19.

20.

21.

22.

Entry and Exit Register Attendance Register Movement Register Home Visit Register Admission and Discharge Register Medical Records Nutrition and Diet Records Personal Belonging Register Restoration Register Minutes Register of the Childrenâ&#x20AC;&#x2122;s Committee Childrenâ&#x20AC;&#x2122;s Feedback Register Meeting Register Management Meeting Register Stock and Issue Register Distribution Register (Toiletries, Stationery, Clothing and Footwear) Budget Register Fixed Asset Register Cash Book Log Book Visitors Feedback Register Inspection Register Donation Register

Key

Records for Children

Records for Sneh Sathis and Sneh Ghars 8

1.

Entry and Exit Register Name

Format

Under JJ Act

Not mentioned

-

Current Practice

Entry and Exit Register

Refer Table 1

IA Recommendation

Continue current practice

Any entry in the Sneh Ghar including guests, visitors, volunteers, government officials should first enter their name, contact details and sign in the register before entering the Sneh Ghar.

A record of the ‘entry time’ and ‘exit time’ has to be maintained for security purposes as shown in Table 1.

Table 1: Entry and Exit Register S. No

Date

Name

Purpose of Visit

Time of Entry

Time of Exit

Signature

1.

3.04.12

Anjali Kumar

Volunteer – help with children’s holiday homework

10:30 am

5:00 pm

Anjali

2.

4.04.12

Mehjabeen Qureshi

Parent of child - to meet Home Coordinator

11:45 am

1:30 pm

esgtchu

2.

Attendance Registers

Under JJ Act

Name

Format

Attendance Register

No format specified

(Volunteer Attendance is not mentioned) Current Practice

a) Children’s Home Attendance Register

Refer Table 2(a)-2(d)

b) Children’s School Attendance Register / Children’s SSA Attendance Register c) Sneh Sathis Attendance Register d) Volunteer Attendance Register IA Recommendation

a)

Continue current practice

Children’s Attendance Register: Attendance should be taken twice a day, first during morning assembly and second before bedtime. A physical count can be done along with this to reconfirm the number. The names of the children should be entered in the same sequence each month as shown in Table 2(a).

9

Table 2(a): Children’s Sneh Ghar Attendance Register Month: June S. No

Name of the Child

Year: 2012 Dates 1st

Morn

2nd

3rd

4th

Eve

M

E

M

E

1.

Sunita Raju P

P

P

P

P

P

2.

Reema Kumari

A

P

P

P

P

b)

A

M

5th

E

M

6th

E

M

7th

E

M

…..

E

M

E

Children’s School Attendance Register: Attendance of the children should be taken before being sent to school. A physical count can to be done along with this to reconfirm the number as given in Table 2(b).

Table 2(b): Children’s School Attendance Register

Month: June S. No

Name of the Child

Year: 2012 Dates 1st

2nd

3rd

4th

5th

6th

7th

1.

Javed Ahmed

P

P

P

P

A

A

P

2.

Naveen Kumar

P

P

P

P

P

P

P

…..

c)

Sarva Shihsha Abhiyan (SSA) Attendance Register: This Register maintains the attendance of children in the age group of 6 –14 years, as mandated by the Sarva Shiksha Abhiyan. The above format is applicable for the SSA Register as well.

d)

Sneh Sathi Attendance Register: This is a record of the daily attendance of residential as well as non-residential Sneh Sathis. The Sneh Sathis are required to write the entry and exit time and counter sign. The number and nature of leaves taken by the Sneh Sathi in the month should also be noted. This will help in the calculation of annual leave for each employee. If the part time employees are less than two, their names can be entered into the same register, otherwise a separate register should be created. Table 2(c) provides two formats in which the attendance can be recorded.

10

Table 2(c): Staff Attendance Register Month: June Date

Year: 2012 Name: Rita Verma Part time or Full time: Full time

Name Part time or Full time:

Name Part time or Full time:

Designation: Home Manager

Designation

Designation

Time in

Time out

Time in

1st

9:50 am

6:00 pm

2nd

10:00 am

6:10 pm

3rd

L

4th

10:00 am

Time out

Time in

Time out

6:05 pm

OR Table 2(c): Staff Attendance Register Month: June S. No

Name

Year: 2012 Designation Part 1st time/ Full time Time In

Out

1.

Rita Verma

Home Manager

Full time

9:30 am

6:30 pm

2.

Meena Dixit

Home manager

Full time

9:40 am

6:40 pm

e)

2nd

3rd

4th

Time

Time

Time

In

Out

In

out

in

Out

Volunteer/Intern Attendance Register: This record has not been mentioned in the JJ Act, 2000 but is recommended for the Sneh Ghars. All volunteers and interns, both long term and short term should sign the register during entry and exit and write the purpose of their visit in the Sneh Ghar as reflected in Table 2(d).

Table 2(d): Volunteer Attendance Register

Month: April

Year: 2012

S. No

Name

Date

Intern/ Volunteer

Purpose

Time in

Time out

Signature

1.

Lisa

15.4.12

Intern

Teach English

9:30 am

5:00 pm

Lisa

2.

Philip

15.4.12

Volunteer

Teach music and play games with children

10:00 am

6:00 pm

Philip

11

3. Movement Register Name

Format

Under JJ Act

Staff Movement Register

No format specified

Current Practice

a) Staff Movement Register b) Child Movement Register

Refer Table 3(a) and 3(b)

IA Recommendation

Continue current practice

a)

Staff Movement Register: Any Sneh Sathi who goes out of the Sneh Ghar to the head office, schools, hospitals, government offices, the community, etc. should enter the time of exit, purpose of visit and re-entry into this register as shown in Table 3(a). This will help to keep a track of the movement of people, explain the absence of Sneh Sathis from the Sneh Ghar and ensure accountability.

Table 3(a): Staff Movement Register

S. No

Date

Name of the Sneh Sathi

Place and Purpose of Visit

Time of Exit

Time of Entry

Signature

1.

18.4.12

Sunita Kumari

Field Visit to meet the family of Raziya Khatoon, a child staying in the Sneh Ghar

11:30 pm

4:00 pm

Sunita

b)

Child Movement Register: Any child who goes out of the Sneh Ghar for any work, classes or tuition should enter the time of exit, purpose of visit and time of re-entry into this register as shown in Table 3(b). The Sneh Sathis accompanying the children should counter sign the entry.

Table 3(b): Child Movement Register

S. No Date

Name of the Child

Place and Purpose of Visit

Time of Exit

Time of Entry Signature of the Sneh Sathi assisting the child

1.

Rosaline Sangha

Math tuition, Govind Puri

3:30 pm

5:30 pm

12

18.4.12

Sunita

4. Home Visit Register Name

Format

Under JJ Act

Home Visit Register

No specified format

Current Practice

Home Visit Register

Refer Table 4

IA Recommendation

Continue current practice

This record contains information about the duration of the childâ&#x20AC;&#x2122;s visit to his/her family, the date of return, etc. Parents/guardian who come to take the child must give it in writing that the child will return to the Sneh Ghar on the agreed date. The Home Coordinator/Home Manager should fill this register as shown in Table 4.

Table 4: Home Visit Register S. No Date

1.

5.

Name of the Child

Date of Leave

2.3.12 Pradeep 3.3.12 Kumar

Promised Date of Return

Actual At exit Date accompanied by of Return

Name and Address of Parent/ guardian who is taking the child home

9.3.12

10.3.12

Sunil Kumar Pramod Jhuggi no. 13 Bawana

Mother

Sneh Sign. of Sathi who Home approved Coordinator the leave

Pramod

Admission and Discharge Register Name

Format

Under JJ Act

Admission and Discharge Register

No format specified

Current Practice

Central Admission Register

Refer Table 5

IA Recommendation

Continue current practice

This register has details of every child who enters the Sneh Ghar along with his/her photograph. It is to be filled by whoever receives the child in the Sneh Ghar as soon as the child comes to the home. When the child leaves, the date and reasons for exit and restoration need to be entered into the corresponding column.

13

Table 5: Admission and Discharge Register S. no

Date of Admission

Name of the Child

1.

20.4.11 Raju Yadav

Age/ Date of Birth

Parent’s Name

14 years Father: as on Ramesh 20.4.11 Yadav Mother: Sunita Devi

6.

AddressParents Local and Contact Permanent Number

JJ Colony, Bawana

Father982345682

Darbhanga Zila, Bihar

Contacted by

Reasons for admission

Place of Restoration

Date and Reason of Exit

Field Worker’s Name

Family is poor; father is physically handicap and cannot financially take care of the child.

JJ Colony, Bawana

Restored on 25.1.12, as the parent’s economic condition was stable and they could take care of the child.

Photograph

Medical Records Name

Format

Under JJ Act

Medical Record

No format specified

Current Practice

a) Growth Monitoring Register

Refer Tables 6(a)-6(f)

b) Immunisation and De-worming Register c) Sick Child Register d) Hospital Visit Register e) Drug Stock and Issue Register f) Medicine Distribution Register IA Recommendation

a)

14

Continue current practice

Growth Monitoring Register (includes height/weight): Although every child will have a chart in his/her individual file, a separate register also needs to be maintained that records the consolidated growth indicator data for all the children. The monthly format shown in Table 6(a) can be used to record this. The height and weight are measured and the BMI (Body Mass Index) is calculated once in three months. It is used for assessing the body weight in relationship to what is normal or desirable as per his/her height.

Table 6(a): Growth Monitoring Register Month: January Name of the Child

Nagma Khatoon

Date of Birth

23.1.01

Year: 2012 Sex

Age in years to the month

Female 11 years

Height of the Child

BMI

BMI for age (Normal/ wasted/ severely wasted)

Action to be taken (if mal-nourished)

(in cm)

Weight of the Child (in Kgs)

145

35

16.65

Underweight

Supplement the diet with protein, carbohydrates and multivitamin tablets

Formula for calculating BMI Underweight: BMI <18.5 Normal: BMI between 18.5-25 Overweight: BMI between 25-30 Obese: BMI > 30

b)

BMI = Weight in kilograms (Height in meters)2

Immunisation and De-worming Register: This register (see Table 6(b)) should be compiled on a yearly basis; one page is allocated to each child with details of their immunisation and de-worming. Targets for every month should be noted from the health plan of every child, if possible at the beginning of the year. Names of new children can be added from the month that they join. Intervention chart given below provides details of the vaccines to be given and after what interval.

Interventions

Intervals

De-worming

During admission and every 3 months

Iron (with Folic Acid)

At admission for 3 months

Immunisation

MMR (First dose at 1st year and second dose after 6 years) Typhoid (3 yearly) Tetanus (0, 1, 6 months at admission) Hepatitis B (0, 1, 2 months at admission)

15

Table 6 (b): Immunisation and De-worming Register Year: 2012 Name of the Child

Date of Birth/ Age

Sex

Raju Kumar

11.5.2007/ 5 years

M

Administered on Typhoid

Polio

(Date)

c)

MMR

(Date)

12.3.12.

Hepatitis B

(Date)

-

13.6.12

Any other

(Date)

De-worming

(Date)

13.4.12 14.5.12

-

(Date) -

Sick Child Register: This register records the names of the children who need medical attention, along with the prescribed medicines and dosage, the doctor’s remarks and referrals if any as shown in Table 6(c). This information is important for handing over of responsibility from the day staff to the night staff in order to dispense medicines.

If the child falls sick more than once in a month then, the name should be re-entered each time. This register will also help in tracking the nature of illness and the number of children unwell in the Sneh Ghar.

Table 6(c): Sick Child Register Tick the days medicines were given

Date

Name of the Child

Doctor’s Drugs to be Diagnosis dispensed (at what time) Morning-Afternoon-Night

5.05.12 Seema Malaria Ramesh

Medicine 1

Day 1

Day 2

√

√

√

√

√

√

(3 days, 1-0-1) Medicine 2 (2 days, 1-1-1) Medicine 3 (2 days, 1-0-1)

16

Day ... Date of Any Date of Remarks 3 end of Referrals next medication made visit of doctor √

4.05.12

-

8.05.12

d)

Hospital Visit Register: All children who are referred to a medical institution and need treatment and care should have their names listed in the Hospital Register along with the details of the hospital, doctor consulted and the date for next visit (see Table 6(d).

Table 6(d): Hospital Visit Register

Month: April

Year: 2012

S. Name No of the Child

Nature of Who took Date of Complaint the child to Hospital the doctor Visit

Name of the Hospital

1.

Fever at night and cough

Safdarjung Dr. Deepak Tuberculosis DOTS Dutt, Department of Pulmonology

e)

Saroj Kumari

Firoz

20.4.12

Name of Diagnosis the Doctor and Department

Test Recommended

Date for next visit (if required) 25.4.12

Drug Stock and Issue Register: The Sneh Ghar receives the stock of medicines, on a monthly or quarterly basis. Each drug should have 1 or 2 sheets dedicated to it. The medicines should be checked and listed in a register as shown in Table 2(e).

Table 6(e): Drug Stock and Issue Register

Month: October

Year: 2012 Paracetamole (500 mg)

S.No

Quantity

Date of Purchase

Purchased from

Date of Expiry

Received by

Signature

Distribution

Quantity Left

Dinesh

2 strips on 18.11.12 3 strips on 2.12.12

48 strips

Sneh sathi 1.

f)

1 box (50 strips of 12 tablets each)

12.11.12

Sainik Medico

October 2014

Dinesh

45 strips

Medicine Distribution Register: A register needs to be maintained with names of children and details of the medicine administered as shown in Table 6(f). It contains details of medicines dispensed by the Sneh Sathis from the first aid kit.

Table 6(f): Medicine Distribution Register

Month: March

Year: 2012

S. No Name of the Child

Nature of Complaint

Date

Quantity

Drug Administered

Drug Administered by

1.

Body ache

5.03.12

1tablet

Crocin

Shyama (Home Manager)

Seema Rani

17

7.

Nutrition and Diet Register Name

Format

Under JJ Act

Nutrition and Diet Files

No format specified

Current Practice

(a) (b)

Refer Tables 7(a), 7(b)

IA Recommendation

Continue current practice

a)

Meals Register Menu Charts

Meals Register: This has a daily entry of food items prepared and distributed per meal or snack and helps to ensure that the agreed menu is being followed to as per the schedule. At the end of each day the manager or the home coordinator and one child should countersign the entries in the register as shown in Table 7(a).

Table 7(a): Meals Register

Month: April Date

Year: 2012

Breakfast Tiffin for Fruits School Children

Mid -day Meal

Lunch

Snacks

Dinner

5.4.12 Poha, Milk

Bread Banana and Jam

-

Aloo Tea, Rusk gobhi, Rice, Dal

6.4.12 Parantha

Parantha

-

Poori, Lemonade, Paneer, Chana Biscuit Roti

b)

-

Jackfruit, Roti

Donation Signature of Sneh Sathi -

Lunch

Child’s Signature

Fatima

veu

Fatima

veu

Menu Chart: The finalised menu chart should be displayed in the Sneh Ghars for Sneh Sathis to know what to prepare and for the children to know what to expect (see Table 7(b)). It also allows visitors to see what is being served to the children and the day’s menu can be tallied with the one on display. The menu should be revised as per season or on a quarterly basis.

Table 7(b): Sample Menu Chart

Item

Monday

Breakfast Bread and Milk

Lunch box

18

Tuesday

Wednesday

Aloo tehri and Tea

Poha and Tea Roti, Egg bhujiya Bread Butand Tea ter/jam/kale chane and Tea Biscuit Bread-Butter Pulao

Plan paran- Aloo tehri tha with achar

Thursday

Friday

Saturday

Sunday

Plane parantha and Tea

Poori chole and Tea

Bread -Jam

_

Mid-day meal Lunch

Eve snacks Dinner

Special/ once a month

8.

_

Fruit

_

Fruit

_

Fruit

_

Dal chawal, Rajma sabzi chawal

Dal chawal, papad

Chole chawal

Dal chawal, salad with achar

Kadhi chawal

Veg Biryani with raita (for 3 weeks) and Chicken Biryani (for one week)

Lemonade Bhelpuri and Namkeen Roti and Parantha, Sabzi/saag aloo tomato sabzi

Milk Roohafza

Biscuit and Tea

Bhelpuri

Rusk and tea

Milk Roohafza

Roti nutrela +aloo

Roti, paneer (for Roti and Egg 2 weeks) and Curry Roti, chana dal tadka (for 2 weeks)

ChaRoti, loki, daal wal, daal, aloo, bharta

Momos, Chowmein, Ice-cream, Mango shake, Cake

Personal Belonging Register Name

Format

Under JJ Act

Personal Belongings Register

-

Current Practice

Not mentioned

IA Recommendation

Refer Table 8

This is a record of any personal belongings that a child brings with him/her at the time of entry. It should be signed by one Sneh Sathi and the child her/himself. The belongings should be returned to the child when s/he leaves and the register counter signed as shown in Table 8.

Table 8: Personal Belongings Register S. Name No of the Child

Date of Details of Belonging Childâ&#x20AC;&#x2122;s entry to the Sneh Ghar

1.

5.11-2011 Bag-1 5.11.2011 Doll-1 Money-Rs 50

Saloni Kumari

Date of Signature Submission of Sneh Sathi

Umesh

Signature / thumb impression of Child

Date of returning the belonging

Signature of Sneh Sathi

Signature /thumb impression of Child

lyksuh

12.10.12

Umesh

lyksuh

19

9.

Restoration Register Name

Format

Under JJ Act

Restoration Register

Not mentioned

Current Practice

Restoration Register

Refer Table 9

IA Recommendation

Continue current practice

This register should be filled when the child is sent back to his/her family and physically leaves the Sneh Ghar. Date of restoration and the details of the address to where the child is being sent have to be entered as elucidated in Table 9. Later, the exit details must be entered into the Central Admission Register.

Table 9: Restoration Register S. Name No of the Child

1.

AdmisDuration of sion Date stay in the into Sneh Sneh Ghar Ghar

Faiz-ul- 4.11.2011 haq

8 months

Reason for Restoration

Address at Date of which Restoration restored

The mother Jhuggi no 9 10. 07.2012 has found a JJ Colony, Bawana steady job as an ayah in a school and is in a position to take responsibility for Faiz

Restored Sign. of to the Home Coordinator

Sign of the Parent/ Guardian

The Fatima parents (mother – Shabnam Begum)

'kcue

10. Minutes Register of the Children’s Committee Name

Format

Under JJ Act

Minutes Register of the Children’s Committee No format specified and Children’s Feedback

Current Practice

Children’s Committee Register

IA Recommendation

Continue current practice

20

Refer Table 10

Children’s Committee Register: There is an average of six children’s committees in the Sneh Ghar; these include - education, health, food, discipline, sports and maintenance. Each committee has one head and overseen by one Sneh Sathi. Committees meet once a week and discuss their issues. One person should be assigned the role of taking minutes for every meeting as elucidated in Table 10.

Table 10: Minutes of Children’s Committee Meeting Date: 2nd April, 2012 Name of the Participants: Sneha, Preeti, Sheela, Rani…

Agenda of the meeting: 1. Evening Snacks Issues discussed (by children): 1. Children are tired of the same snack (biscuit) being served with evening tea. They want a variety in the snacks menu.

Decisions taken: 1. As the mothers are not preparing snacks in time, it was being served late. Now the snacks will be at 4.30 pm every day.

Action Point: 1. Committee member Rani will be present while the snacks are being served.

Signature of children (at least 2): Sneha, 'khyk Signature of the Sneh Sathi (assigned for the committee): Faiz

11. Children’s Feedback Register Name

Format

Under JJ Act

Children’s Feedback

No format specified

Current Practice

Balsabha Register

Refer Table 11

IA Recommendation

Continue current practice

Balsabha Register: Balsabha provides a platform to the children to come together, have discussions and express themselves. Emphasis should be given to ensure that the children participate and discuss issues in a democratic way. Minutes of the meeting should be duly recorded as described in Table 11. It would be better if the children themselves record the proceedings instead of the Sneh Sathis. The complaint/suggestion box may be opened at these meetings as well and the resolutions of the same should be recorded in the same register. The minutes should be signed by the Sneh Sathis present and two child representatives.

21

Table 11: Minutes of Balsabha Meeting Date: 5th April, 2012 Name of the Participants: Raju, Vikas, Abhishek…

Agenda of the meeting: 1. School Uniforms for the new session Issues discussed: 1. Five children raised the issue of not having uniforms for the new academic session in a new school.

Others complained of outgrowing their old ones or uniforms being torn.

The Sneh Sathis suggested that the clothes should be stitched and the old ones be mended as it would cost less and promised that the dresses would be well fitted.

Decisions taken: 1. It was decided that the dresses will be stitched a week before the schools reopen.

Action Point: 1. Pramod and Savita along with Aman and Raju as volunteers will be assigned to ensure that the tailor takes measurement of all the children and stitches the dresses in time.

Signature of children (at least 2): jktw , Abhishekh,,vfHkyk'k, foosd, Aman, अमृत Signature of the Sneh Sathi: Pramod, Sunita

12. Meeting Register Name

Format

Under JJ Act

Meetings Register

No format specified

Current Practice

a) Parents Meeting Register b) Sneh Sathis (Daily, Weekly and Monthly meeting Registers)

Refer Table 12(a) and 12(b)

IA Recommendation

Continue current practice

a)

22

Parents Meetings Register: This register (see Table 12(a)) must have details of the parents who have attended the meetings. It should discuss the agenda of the meeting, decision taken and the plan of action. One of the Sneh Sathis should be assigned the role of taking minutes.

Table 12(a): Minutes of the Parents Meeting Date: 14th May, 2012 Name of the Participants: Raju, Vikas, Abhishek..

Agenda of the meeting: 1. Phone calls Issues discussed: 1. Sneh Sathis shared that the parents would call at any given time. The Sneh Sathi may or may not be available in the Sneh Ghar to make the child speak to his/her parents. Some of the parents said that they did not have any fixed timings for calling and could only call whenever they have enough money to make a phone call.

Decisions taken: 1. Finally, it was agreed by all, that the parents will be given a fixed schedule to call twice in a week.

This will help the Sneh Sathis to plan their schedule and the parents will also have a fixed time to call.

Action Points: 1. The Sneh Sathis agreed that they will make the parents speak to their children on the assigned dates.

Signature of Parents (any 2): uxek , gfye

Signature of the Sneh Sathi: Pramod, Sunita, uktek, dkosjh

b)

Sneh Sathi Meetings Registers:

Sneh Sathis could meet monthly, weekly and daily, and the minutes of all three meetings should be recorded separately. It should discuss the relevant issues, decisions taken and the action plan. One person from the team should be designated to write down the minutes of the meeting, where all of this is recorded. See Table 12(b).

23

Table 12(b): Minutes of the Monthly Sneh Sathi Meeting Date: 15th March, 2012 Name of the Participants: Shaheen, Kiran, Uma, Karan, Rameshâ&#x20AC;Ś Agenda of the meeting: 1. Education Issues discussed: 1. The time schedule is not being followed for classes.

Decisions taken: 1. The teachers will discuss and prepare a time-table keeping in mind all the other activities in the home.

Action Points: 1. The Home Coordinator will ensure that the time-table is prepared and is being followed.

Signature of the Sneh Sathis who attended the meeting: Shaheen, Kiran

13. Management Meeting Name

Format

Under JJ Act

Meeting Register

No format specified

Current Practice

Review Planning and Learning

Refer Table 13

IA Recommendation

Continue current practice

RPL Minute Documentation: The Review Planning and Learning (RPL) should be scheduled every month by the management team. The agenda of the meeting should be circulated in advance. The minutes of the meeting should be recorded and a copy of the RPL minutes in Table 8 should be kept in the Sneh Ghar.

24

Table 13: Minutes of the RPL (Monthly) Date: 6th April, 2012 Name of the participants: Neeta, Sunaina, Raviâ&#x20AC;Ś Agenda of the meeting: 1. School Admission Issues discussed: 1. In one of the Sneh Ghars, ten children have to be admitted to new schools. The reason for this is three out of them have completed the Bridge Course. The rest have not been able to cope with their current schools due to long travelling hours.

Decision taken: 1. The Education Coordinator has shortlisted some of the schools close by. Documents like school leaving certificate have to be collected from the last school attended. The Home Coordinator and the Education Coordinator will visit the schools to do so.

Action Points: 1. The Education Coordinator along with the Home Coordinator will visit the schools and ensure that all the requirements are fulfilled.

Signature of the participants: Sunaina

14. Stock and Issue Register Name

Format

Under JJ Act

Stock and Issue Register

No format specified

Current Practice

a) Food Stock Register b) Toiletries Stock Register c) Stationery Stock Register

Refer Table 14

IA Recommendation

Continue current practice

25

The register is maintained on a monthly basis; in which new items bought or received through donation are entered along with the balance from the previous month. After issuing each dayâ&#x20AC;&#x2122;s requirement, make an entry of the balance. The Stock and Issue Register needs to be maintained for: i)

Food (Dry ration)

ii)

Toiletries

iii)

Stationery

Each item should be provided a definite space in the register. Depending on whether the item is used often, e.g. rice, atta, oil, etc. or infrequently, e.g. jaggery, it should be allocated several pages or fewer pages respectively. Entries should be made as and when the items are issued on the same day itself. The name of the items should remain consistent throughout the registers, e.g. atta should not be called flour in some places. At any given time, the balance should tally with the actual stock available.

Table 14: Dry Ration Stock and Issue Register Index S. No

Particulars

Page number

1.

Rice

5

2.

Flour

20

3.

Tea Leaves

45 Page 5

Rice S. No

Date

Quantity Purchased (Kg)

1.

5.10.12

-

2.

6.10.12

300

3.

6.10.12

Received from (office/market)

Issue (Kg)

Balance (Kg)

30

100

Office

400 40

360

Page 20 Flour S. No

Date

Quantity Purchased (Kg)

Received from (office/ market)

1.

5.10.12

-

2.

6.10.12

400

Office

3.

6.10.12

100

Donation

Note: Similar format can be used for the Stationery and Toiletries Register

26

Issue (Kg)

Balance (Kg)

20

90 490

30

560

15. Distribution Register (Toiletries, Stationery, Clothing and Footwear) Name

Format

Under JJ Act

Distribution Register

No format specified

Current Practice

Individual Child-wise Record of Material Refer Table 15 issued

IA Recommendation

Continue current practice

While distributing any material to a child, it should be entered in the register with signatures of both the child and the Sneh Sathi issuing it. This will help in keeping transparency.

The same format should be used to issue items to the Sneh Sathis as well. Items being issued on a weekly basis like shampoo and pencils can be entered as 1+1+1+1(one per week).

Refer to Table 15 for a detailed guideline.

Table 15: Individual Child-Wise Record of Materials Issued Name of the Child: Jayati Das

Year: 2012

June

July

August

November

December

January 2013

February

March

1+1

1+1

1+1

1+1+1

1+1 1+1 1

1+1+1

1

1+1

1+1

1+1

Brush ….

1+1

1+1

1+1

1+1

1

1

1+1

1

1+1+1

1+1

1

1+1

1

1

1

October

May

Toiletries Shampoo

September

April 2012

Age of the Child: 12 yrs (as on 14.5.12)

Stationery Pens Eraser ….

Clothing U n d e r g a r - 1 ments Socks

…

27

16. Budgetary Records Name

Format

Under JJ Act

Budget Statement

No format

Current Practice

a) b)

IA Recommendation

Continue current practice

Monthly Budget Requisition MIS

Monthly requisition and expenditure details of the Sneh Ghar have to be recorded systematically. This will be useful to maintain transparency and monitor expenses. It also helps in preparing annual budgets and sharing requirements with prospective donors.

The budget statement includes: a) Monthly Budget Requisition b) Actual Expenditure (Management Information System, MIS) c) Per child cost calculation (from MIS) For Budget Requisition, MIS and per child cost calculation refer to the manual on Monitoring and Evaluation.

17. Fixed Assets Register Name

Format

Under JJ Act

Not mentioned

-

Current Practice

Fixed Assets Register

Refer Table 17

IA Recommendation

Continue current practice

This register is in addition to the Juvenile Justice Act, 2000 requirements and should have a record of all the fixed assets like furniture, vehicles, computers and other equipment, which are entered along with their codes as described in Table 17. An example of a code can be â&#x20AC;&#x153;1H-KI-FAN-01-21-09â&#x20AC;? that can be interpreted as 1H: Home 1; KI: kitchen; FAN: name of equipment; date of purchase. The warranty/guarantee cards should be placed in a folder at the end of the register.

Table 17: Fixed Asset Registers S. No

Items

Date of Quantity Coding Receiving Received

1.

Fans

21.2.09

28

1

1H-K1FAN-0121.2.09

Received from (office, home, donation) Office

Warranty

Receiver

Two years, Firoz i.e. 21.2.11 Khan

Signature

Date of Repair

F.Khan

14.5.10

18. Cash Book Name

Format

Under JJ Act

Cash Book

No format specified

Current Practice

Cash Book

Refer Table 18

IA Recommendation

Continue current practice

This register should have entries of all the expenses made by the Sneh Ghar on a daily basis as shown in Table 18. The balance amount of the previous month should be carried forward and added to the amount received for the current month. The entries should be tallied every day with the cash in hand. There must be regular checks conducted to ensure that an update of all cash transactions is being done.

Table 18: Cash Book

Sports

Clothes

School expenses

Gas charges

Newspaper

Training

Legal

Miscellaneous

Books and periodicals

Medical

Conveyance

Photocopy

Entertainment

Stationery

Repair and Maintenance

Toiletries

Utensils

Food

Date

Price (in Rs)

Total Expenditure

Quantity

18th March

Name of items

Opening Balance

Bathing soap Photocopy Milk

10 20 pg 5kg 80

CD

1

100 20

25 80

100

25 20

Closing Balance

29

19. Log book Name

Format

Under JJ Act

Log Book

Not mentioned

Current Practice

Not being followed

IA Recommendation

Refer Table 19

A log book, as shown in Table 19, should be maintained highlighting the activities undertaken in the Sneh Ghar during the day. Maintaining a log book helps in preparing monthly and quarterly reports.

Table 19: Log Book Month: January Date: 15 January, 2012 Activities undertaken 1.

Visit by the Project Head

2.

Parent Meeting

3.

Birthday celebration

Date: 16 January, 2012 Activities undertaken 1.

Childrenâ&#x20AC;&#x2122;s Final exam in Sarvodaya School for Classes V-VIII.

2.

Hospital Visit

3.

Staff Meeting

20. Visitors Feedback Register Name

Format

Under JJ Act

Visitors Record

No format specified

Current Practice

Visitors Record

Refer Table 20

IA Recommendation

Continue current practice

30

This is a record of the feedback provided by donors and government officials visiting the Sneh Ghar. This register should be referred to during meetings and review sessions to understand and implement feedback for improvement (see Table 20).

Table 20: Visitors Feedback Register Date

Full Name

Address

Telephone

Comments

Signature

1.

Sunita Jha

22, DDA Flats, Lado Sarai, New Delhi- 56

0984356872

The children are very S. Jha happy and well looked after. It will be really good if the building is painted and made to look more child friendly.

21. Inspection Register Name

Format

Under JJ Act

Inspection Register

No format specified

Current Practice

Inspection Register

Refer Table 21

IA Recommendation

Continue current practice

Feedback given by government officials (SSA department, WCD officials, CWC members, etc.) who visit for inspection and monitoring purposes is recorded in this register. The feedback should be used to take steps for improvement (see Table 21).

Table 21: Inspection Registers Date

Name of the Inspecting officer

Designation

Comments

Inspecting officerâ&#x20AC;&#x2122;s signature

1.

Vinod Kumar

(CRCC) Cluster Resource Centre Coordinator, SSA

The home and the children looked clean.

Vinod Kumar Two children went back home with parents and have not returned on the due date. It is advised they should look into the matter.

31

22. Donation Register Name

Format

Under JJ Act

Donation Register

-

Current Practice

Donation Register

Refer Table 22

IA Recommendation

Continue current practice

This record helps to track all donations by well-wishers and supporters and is useful to garner further support. The details of all donors should be checked and updated on a regular basis. It can also be used to send ‘Thank You letters, invites, greeting cards and reports. Table 22 describes a sample entry in this register.

Table 22: Donation Register Month: January

Year: 2012

S. Date No

Name of Donor

Address of Donor

1.

Amrita Hassan

65 –A, 0984587621 Vasant Vihar New Delhi – 32

32

23.1.12

Phone No.

Item

Amount/ Quantity

Rice and Rice -50 Atta Kg Atta – 50 Kg

Sign of Donor

Signature Hand of Receiver over to

Amrita Firoz

Yasmine

Open Hearts, Open Gatesâ&#x20AC;Ś

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Comprehensive Care for Street Children: A Handbook for Planners and Practitioners Management of Home Records

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