Correspondence and System §

• What is SK?
  • Sahakom: the system which tracks all things in AAC
• Correspondence: លិខិតឆ្លើយឆ្លង, Sponsor asking questions to child
  • Different kinds
    1. Complaints: to the service ActionAid is providing
       • If the sponsor didn’t get the CM
    2. Queries: asking questions either to child or ActionAid
       • To ActionAid: through Email. Ex: Where was their money spent, and how?
       • Ex: how has the sponsored village changed?
    3. Normal Correspondence: sent to the Child
       • To ask things from child directly
  • Forms, criteria, or characteristics: Letters, Postcards, Sent digitally like an email, Gifts
• ‘Child Reply’: answers back to a correspondence
• Standard CMs happens twice a year
  • Why sponsor needs Correspondence letters

Correspondence Policy: គោលការ §

1. Can’t send photos or messages that negatively impact child’s mind or sponsor’s reputation
   • Inapproate photos
2. Sponsor can’t come see the child without involving ActionAid first
   • Process
     • Supporter wants to meet child
     • AA of the country of sponsor
     • AA of the country of child
       • If the meet impacts the child’s income, Action Aid Cambodia (AAC) must pay the child that much
     • Partner Organization of AAC
     • Parents of child: to ask permission, available time, then inform back up
   • If they do, AA ends the contract with the sponsor
   • In CM, you can’t give whereabouts of either child or sponsor to one another
3. All correspondence into Cambodia must be in English
   • Only two of Cambodia’s FA are English speaking.
   • IT, IR, and GR sponsors must contact AA of that country to help translate
4. All correspondence must be logged in SK
   • Its not Cambodia responsibility anymore, its the FA’s now
5. Must blank all contact details and addresses of sponsor in letter
   • They are confidential information that could open sponsor up to threats, harrassment, harmful intentions, distress
6. Must log all CM in Correpondence Tracking Tool for acknowledgement
   • Tracking the date when the partner org gets the correspondence
     • Receiving date
7. Provide translation to local language: even for field worker
8. Review letter before sending to community
   • Mistakes in Khmer language is taken very seriously and will complain
9. Deliver letter to child: guarantee that it gets to the child
   • If the child migrate, partner org can keep it until they meet child again
10. Know what is a correspondence package.
    • Don’t open anything else that could be confidential
11. Questions from sponsor must be answered in the Child Reply.
    • Unless questions that violates policy.
    • Don’t add anything else of your own that child didn’t say
12. Correspondence questions must be given to the child/parent properly
    • And must capture accurately what child said
13. Log in SK when the Child Reply is sent

• Correspondence Check list: Check everything in policies are not violated

How to process correspondence §

• Correspondence comes from FA
  • A few comes from Post-Office every Wednesday and Thursday

1. Checking Correspondence
   • Check in SK for and write down in envelope (not the letter):
     • File Directory: N://Resource Mobilization/Sponsorship/Correspondence/Correspondence Translation/
     • Child Name
     • Child beneficiary number
     • AAC’s partner name for the child
     • FA country: funding rules
       • Get the type (IC/BC) from SK listing
         • BC: Big Step
         • IC: Child Sponsorship IC
     • Correspondence type: letter, postcard, gift
   • Scan the contents: rename it after the LRP ID
2. Logging into SK (Already done by FA)
   • Log into Correspondence Tracking Tool (Excel File)
   • Set
     • Child Beneficiary ID
     • Partner Org, everything else is auto
     • Set the period: P1 or P2
       • When you received the correspondence
       • Accounting for multiple months process
     • FA country
     • Forms of package: letter, drawing…
       • Description of the package: drawing of a house…
3. Correspondence Translation: make sure it is in local language
   • Write down: Child Name, Child Beneficiary number, and AAC’s partner organization
   • Every sponsor’s question must translated in Khmer then in English in red
     • តើសំនួរជាអ្វី? (What is the question?)
     • Don’t correct any grammar or spelling
   1. Create a few questions for child related to correspondence topics
      • If there’s not many questions from sponsor
      • A few if there is some
      • Write your question in khmer (no red)
   2. Delete any address/contacts from letter
   3. Cut the English question (in red) into the Excel column (Supporter’s Queries (English))
   4. Copy the Khmer translation into Excel column (Supporter’s Queries (KH))
      • If multiple questions, put them consecutively
   5. Cut your own created questions into ACC’s Questions (KH)
4. Packaging
   • Print the translated Khmer message and staple it to the letter/drawing
   • Print: ID, Catagory of letter, Khmer translation of ACC’s Question, Khmer Translation of sponosrs questions (From SK)
   • Put in Child Reply paper for child to write
   • Print partner’s address to stick on the folder or files
     • From Drive(S)/Sponsorship/Correspondences/Envolope-cover for Corr for all partner

Note

• Monthly payment
• What is Gift Fund?
  • Extra funds into a pool that helps the entire village
  • Not just one child
  • Collected Annually in Q1 of that year
  • Done in Community Voice events organized by AA that is funded by the Gift Fund