Auroville Village Action Group (AVAG)

Integral Rural Development for Individual and Communal Empowerment

2010 Operations Guide

I.

GETTING STARTED .......................................................................................................................... 3 1. ORIENTATION .......................................................................................................................................................3 2. AVAG OPERATIONS ............................................................................................................................................3 A. AVAG Operations Folder ................................................................................................................................ 3 B. Fundraising Kit................................................................................................................................................... 4 C. EcoLife .................................................................................................................................................................... 4 D. Potential Volunteers ........................................................................................................................................ 4 E. Volunteer Operations Guide ......................................................................................................................... 4 F. Social Enterprise ................................................................................................................................................ 4 G. Media....................................................................................................................................................................... 4 H. Monitoring and Evaluation .......................................................................................................................... 4 I. Personal Folders .................................................................................................................................................. 4 3. GMAIL ACCOUNT ..................................................................................................................................................4 a. viilageactiongroup@gmail.com ................................................................................................................. 5 AVAGS INTERNET PROFILE ........................................................................................................ 5 1. AVAG WEBISTE WWW.VILLAGEACTION.IN ....................................................................................................5 2. FACEBOOK WWW.FACEBOOK.COM/VILLAGEACTION .....................................................................................6 3. IDEALIST WWW.IDEALIST.ORG ..........................................................................................................................6 4. TWITTER HTTP://TWITTER.COM/VILLAGEACTION .....................................................................................6 5. NEWSLETTER WWW.VERTICALRESPONSE.COM..............................................................................................6 6. GOOGLE ANALYTICS WWW.GOOGLE.COM/ANALYTICS ..................................................................................7

II.

III. ANNUAL REPORT AND UPDATING INFORMATION ........................................................... 7 1. ANNUAL REPORT .................................................................................................................................................7 A. Posting Annual Report to Website........................................................................................................ 7 B. Photos ..................................................................................................................................................................... 8 2. PROGRAMME DETAILS ........................................................................................................................................8 3. ENTERING DATA INTO FUNDRAISING KIT AND WEBSITE ............................................................................8 A. Audited Budgets ................................................................................................................................................. 8 B. Charts...................................................................................................................................................................... 8 C. Donor History ..................................................................................................................................................... 8 4. BUDGET DATA ......................................................................................................................................................8 5. UPDATING REPORTS ...........................................................................................................................................8 6. CREDIBILITY ALLIANCE ......................................................................................................................................8 IV. RECRUITING NEW PROFESSIONAL VOLUNTEERS ............................................................. 8 1. THE POSITIONS ....................................................................................................................................................9 A. Fundraising and Outreach ....................................................................................................................... 9 B. EcoLife and Social Enterprise Development ........................................................................................ 9 C. Monitoring and Evaluation ......................................................................................................................... 9 D. Micro Finance .................................................................................................................................................... 9 2. RECRUITMENT PROCEDURES .............................................................................................................................9 A. Idealist or AVIS ................................................................................................................................................... 9 B. Email Correspondence ..................................................................................................................................10 C. Interview..............................................................................................................................................................10 D. Clearance with Anbu and Moris ...............................................................................................................10 E. Assist with invitation letters.......................................................................................................................10 F. Confirm Acceptance of Recruit and Send Prep Documents..........................................................10 G. Greet New Volunteer......................................................................................................................................10

I. Getting Started
Welcome to Auroville Village Action Group (AVAG)! Thank you for offering to spend your time and energy working with us, your contribution is extremely important for the long-term health of AVAG. The Volunteer Office helps to support AVAGs social programmes by carrying out fundraising and outreach activities, developing new initiatives, and supplementing existing activities with the knowledge of volunteers from around the world. Working with AVAG provides Professional Volunteers an opportunity to learn how a development NGO operates. Volunteers are expected to read the available materials to understand the basic overview of the organisation and find where they feel they can best offer their expertise. Help is always available but the staff are often busy; as such, we prize individuals who are observant and take their own initiative when working on projects. The following guide is intended to provide some structure for new (and existing) volunteers to make their experience working for AVAG as smooth as possible. Please read through it to orient yourself. We look forward to learning and working together!

1. Orientation
Welcome! To familiarise yourself with AVAGs programmes, have you: Seen the Women Power Programme (WPP) video? Read the Donor Outreach Report? (Fundraising Kit section 9.3) Read the past Annual Report? (Fundraising Kit section 9.2) Read the Micro Finance Profile? (Fundraising Kit section 9.4) Visited www.villageaction.in? Visited http://bit.ly/aARcei to learn whos who amongst the staff? Browsed Fundraising Kit and other AVAG Operations folders? Developed field visit schedule with Anbu and Moris? Following these steps will give you the information you need to be oriented to the organisation. All the needed resources information to help you with your work responsibilities can be found below.

2. AVAG Operations
A. AVAG Operations Folder Can be found by accessing the office intranet (which doesnt always work so well!). Open accounts1/AVAG Operations.

B. Fundraising Kit Created as a reference to make fundraising and outreach easier, The Fundraising Kit is essentially an organised library of information regarding AVAG. The Kit is assembled into a series of numbered folders that make finding information easier. This resource continues to evolve but if you would like to update it please follow the same guidelines that were used to in the Kits creation. THIS IS ONE OF THE MOST USEFUL TOOLS YOU CAN HAVE. You can find in it a lot of information. Being aware of all the folders in it is important for any work. C. EcoLife For volunteers working on EcoLife this folder provides all the existing information to-date. All documents have been compiled by previous volunteers providing you with an outline of tasks you could consider undertaking. D. Potential Volunteers Contains all the resources used in the recruitment of future volunteers. Important documents include: a standard letter to use when replying to inquiries (saves time); an excel spreadsheet listing all applicants, their qualifications and status, and who last contacted them; an excel document showing when volunteers have committed to coming to AVAG for each calendar year; job descriptions that can be posted to Idealist or other online sources. E. Volunteer Operations Guide Where this resource can be found. Provides all the information regarding how things happen at the AVAG office. F. Social Enterprise Contains information and documents related to AVAGs social enterprise development initiatives. Since EcoLife is more mature it has its own folder and information about that venture cannot be found here. G. Media Contains media files such as pictures and videos. General media files should be kept here. Files that relate directly to other areas (such as fundraising and EcoLife) are kept in separate folders at the discretion of the volunteer working on that project. H. Monitoring and Evaluation All working documents can be stored in this area. Any finished reports can be added to the appropriate section in the Fundraising Kit to assist fundraisers in writing better proposals. I. Personal Folders If you do not have your own computer or would like to save files on the network, you can create your own folder here.

3. Gmail Account
b. villageactiongroup@gmail.com This is the official email address for the volunteer office. All subscriptions and online postings are routed through this email. To make sure it is maintained properly we ask all volunteers to monitor the inbox and respond to any inquiries.

II. AVAGs Internet Profile

Auroville Village Action Group (AVAG) has made a concerted effort to increase the organisations online presence. The maintenance of this effort is entirely dependent on volunteers participationso if you have some downtime, consider contributing to adding content online. The purpose of this online initiative is threefold: To increase awareness of AVAG and network with individuals and/or organisations around the world; To encourage small individual donations in order to expand the organisations donor base; To find volunteers, interns, and professionals who can contribute their time and expertise in assistance to the organisation. All passwords will be provided here. AVAG has a presence in the following online locations: 1. 2. 3. 4. 5. 6. AVAG Website Facebook Idealist.org Twitter Newsletter Google Analytics

1. AVAG Website www.villageaction.in

The website uses Wordpress.com as a content manager. Simple edits to the website can be made using the visual editor. For more complex changes knowledge of HTML is necessary (note: switching between editing in Visual and HTML mode can mess up the website, do not do it). For questions regarding editing in HTML and matters concerned with design and layout, contact the website designer, Philipp Steinweber, at philipp@kontxt.net. For questions regarding changing of content please consult Anbu or Moris or contact Galen Murray by email at galenavag@gmail.com. Wordpress backend User: editor Password: avag2009

2. Facebook www.facebook.com/villageaction
AVAG has a facebook Fan page dedicated to informing followers about upcoming events, posting photos and other media from past events, and being a real-time outreach tool. If you like fooling around with facebook please feel free to submit quality posts. Must be a facebook member. Contact Galen at galenavag@gmail.com to request becoming a page administrator.

3. Idealist www.idealist.org
Idealist is a great resource for NGOs or individuals in need of finding a job in a nonprofit organisation (such as an AVAG volunteer that is at the end of 6 months in Auroville). You can post internship/volunteer opportunities here. We have gotten good people from this service but please check the written procedures for recruiting people. Note: more people check the internship sections than the volunteer section. User: villageactiongroup@gmail.com Password: avag2009

4. Twitter http://twitter.com/VillageAction
Are you a twit? If you enjoy using twitter and understand the proper etiquette, please feel free to monitor AVAGs twitter account. User: villageaction Password: avag2009

5. Newsletter www.verticalresponse.com
Launched in April 2010, AVAG has started sending out an online newsletter. Most of the contacts come from AVAG founder Bhavanas email list, with the rest coming from online opt-in forms. It is important not to overuse this servicea monthly update would probably be best. VerticalResponse allows for email creation, mass email campaigns, analytical reports, and more. The first 10,000 emails every month are free but you have to pay afterward (so do not exceed 10,000 emails). The online program for creating a newsletter is a little clunky but if you are patient with it there is a possibility to make a professional looking document. User: villageactiongroup@gmail.com Password: avag2009

7. Google Analytics www.google.com/analytics

If you are a dork who likes to incessantly check out how many people have visited the website, Google Analytics is for you! Click Access Analytics and then click on the View report link for avag.zzl.org.

You must be signed into the AVAG gmail account: User: villageactiongroup Password: avag2009

III.

Annual Report and Updating Information

Springtime means the beginning of a new year and the closing of the last. The reporting year at AVAG runs from April 1-March 31. Each year there are a number of responsibilities that must be completed efficiently to help the organisation report on activities.

1. Annual Report
The Annual Report should be completed by the end of May. AVAG staff members will compile necessary data for the completion of the report but work can be started on the report prior to having all this information. Volunteers can work with Anbu, Moris, and Kathy to develop a detailed outline and format. Initial writing can also be completed. When the data is prepared an increased effort should be given to finish the report. After completion the Annual Report should be formatted into a .pdf document under 2MB in size. The Word version should be put in section 9.1 of the Fundraising Kit and the .pdf version in section 9.2. Please be consistent in naming files, this will help to keep folders organised! A. Posting Annual Report to Website Once the Annual Report has been completed and approved it needs to be posted to www.villageaction.in. First, create a small .jpeg out of the Annual Report cover. Second, upload the Annual Report and cover to the wordpress gallery (see instructions on using wordpress backend in the internet section). Third, edit the page for Annual Reports using the graphic editor. Above last years report click the cursor and then click Insert Image. Upload both files. Next, open the details of the Annual Report and copy the link that downloads the report. Close the details and open the information for the cover image. Paste the link for the Annual Report in the html field, select the image size as medium, center the image, and click Insert into Post. You are done (NOTE: there will be an orange border around any image you upload to the website). B. Photos Any photos you use in any report should be organised in a folder stored in section 14.1, this allows anyone who is editing the report to make changes quickly.

2. Programme Details
Accompanying the Annual Report should be a document summarising programme details. This document can be very useful when writing a project proposal as it allows the writer to specifically see what activities beneficiaries participated in during the last year. Once the programme details are completed please place the document in section 5.9 of the Fundraising Kit.

3. Entering Data into Fundraising Kit and Website

The following data needs to find its way into the Fundraising Kit and possibly onto www.villageaction.in. A. Audited Budgets The three page Audit Report including Auditor Summary, Balance Sheet, and Income and Expenditure needs to be added to section 2.2 (for help attaining these documents talk to Kumar upstairs or Subbu). Next, upload the Audit Report to the Audited Budgets page on the website. Follow the same process used to upload the Annual Report and be sure the document is under 2MB in size. B. Charts All charts and tables (especially related to the Micro Finance programme) should be appropriately updated in section 12. C. Donor History Any time new institutional donors support AVAG the document Donor History in section 6.1 should be amended and posted to the website under the Donor History page.

4. Budget Data
New budget data should be filed under the appropriate year in section 11 of the Fundraising Kit.

5. Updating Reports
Like the Annual Report all other outreach materials in section 9 need to be updated when new data becomes available. If you realise a document is outdated, please replace lat years data with this years. Be sure to archive the old document somewhere while keeping the newest document in the Fundraising Kit.

6. Credibility Alliance
CA is an umbrella organisation that lends credibility to small Indian NGOs by requiring member Volunteer Organisations to submit financial documents and comply with best practices. Completed applications from previous years can be found in section 2.5 and the documents that need to be attached can be found in the Fundraising Kit.

IV.

Recruiting New Professional Volunteers

AVAG tries to have a regular team of rotating volunteers to support the programmes the organisation implements. These volunteers are essential for documenting activities, building new initiatives, and completing annual tasks that NGOs are required to perform. It is best when volunteers overlap their stays so existing workers can explain the job to new recruits. The following is an overview of job responsibilities and procedures for recruiting new volunteers:

1. The Positions
There are four general positions that AVAG seeks to fill through volunteers. These positions can be fluid and it is best when volunteers collaborate with each other to

complete tasks. Picture taking, organising office information, responding to emails, etc. are all functions that volunteers are encourage to participate in, regardless of their position. All job descriptions can be found in the folder AVAG Operations/Potential Volunteers/Job Descriptions. A. Fundraising and Outreach Write project proposals; compile outreach materials; disseminate newsletter; update AVAGs social networking profiles; develop fundraising and outreach events; take pictures; expand the base of invested stakeholders through outreach initiatives. B. EcoLife and Social Enterprise Development EcoLife: Review data and compile business analysis; network with vendors and diversify product list; create materials and market EcoLife to expand customer base. SED: Attend SED meetings and conduct follow through; conduct research and create feasibility study; network with interested parties and find local entrepreneurs; create business plan and other organisational documents; help the business get off the ground! C. Monitoring and Evaluation Attend functions in the field and take pictures; write activity reports; create questions for surveys; help staff conduct surveys and process data; analyse data once it has been compiled; write survey report and disseminate online or by other means. (for a list of potential surveys look at the AVAG/HIVOS Proposal in section 6.2 of the Fundraising Kit. Pages 18-20 describe an ideal for a professional Monitoring and Evaluation position). D. Micro Finance Conduct review of Micro Finance programme; document savings and loan procedures for internal and outreach purposes; network with banks and apply for loans for AVAG or Udhayam Micro Finance corpuses.

2. Recruitment Procedures
A. Idealist or AVIS Potential volunteers generally come from two sources: our own postings on Idealist.org and from Auroville Volunteer, Internship, and Studies Programme (AVIS). You can contact Dominique at AVIS at study@auroville.org.in. The basic templates used for each position can be found in AVAG Operations/2) Potential Volunteers/2.1) Job Descriptions. B. Email Correspondence Start by monitoring the email villageactiongroup@gmail.com (password avag2009), it is best if you can use a push service that sends emails to your desktop. Communicate with your fellow volunteers, overseeing this email should be a collective task. Responding to initial inquiries is simple: First, open 2.4) Volunteer App and copy and paste the text into the body of the email (note: be sure to write your name at the end!). Next, open 2.2) Potential Volunteers and enter the correspondence data at the end of the list. Follow the format and colorcoding key located near the top. Each time you send an email to a potential

volunteer be sure to update this list so others can see the last date of correspondence. C. Interview If a recruit indicates strong interest to come to AVAG, an interview must first be conducted. Potential volunteers should be able to commit for a minimum of 3 months, should demonstrate responsibility by responding promptly to emails, and should have researched Auroville. Additionally, the recruiter should make sure the potential volunteer has a laptop or there is an available computer to use. Set up a time to interview either via Skype or by phone. Be sure to update the 2.3) Volunteer Calendar with the people name, the dates they would be coming, and status as possibly coming. This document makes sure there is overlap of volunteers but not too many individuals assigned to the same position. D. Clearance with Anbu and Moris If you complete the interview and both parties would like to move forward to the final step of the application process, arrange a meeting with Anbu and Moris. Please fill them in on the applicants background, what position they would like to fill, and why you feel they would be good for AVAG. If Anbu and Moris agree to extend an invitation, agree on an appropriate Volunteer Coordinator (most likely Anbu, Moris, or Kathy) and a list of projects for the volunteer to work on. Make sure to start an email exchange between the new recruit and their coordinator. E. Assist with invitation letters If the new recruit needs assistance with documents for their school, fellowship programme, etc. please make the necessary arrangements. F. Confirm Acceptance of Recruit and Send Prep Documents When both parties have finally agreed to an internship or Professional Volunteer period please send new recruits the 2.5) Checklist and 2.6) Preparation Guide. G. Greet New Volunteer If you have helped to bring someone to AVAG please be available to welcome him or her to the organisation and Auroville. Provide contact details to the new recruit and where you are staying. Be available to greet them and show them how to get to AVAG Campus on their first day of work. Introduce them to the Operations Guide and make sure they read the Orientation section. H. Volunteers Evaluation Every volunteer has to file the evaluation. It needs to be given to Anbu in Morris at the end of the internship / volunteering. You can find this file in Volunteer Resources/Volunteer Evaluation. G. Volunteers Database You have to sign in the AVAG gmail account to file this document. We want to keep track of all the volunteers and to know what they are still doing. AVAG GMAIl/ Documents / AVAG volunteer database.