SayPro School Coordinators Capacity Building Plan

Equipping Coordinators to Manage, Report, and Evaluate School Events

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1. Objectives

• Provide school coordinators with practical skills and resources for efficient event planning and management.
• Ensure accurate and timely reporting of event activities and outcomes.
• Develop coordinators’ capacity to conduct meaningful evaluation to improve future events.

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2. Key Components

2.1 Training and Workshops

• Event Management Fundamentals: Planning, budgeting, logistics, risk management, volunteer coordination, and communication strategies.
• Reporting Procedures: Standardized reporting formats, data collection techniques, use of digital reporting tools (e.g., SayPro Event Management Portal).
• Monitoring and Evaluation (M&E): Setting event objectives and indicators, collecting feedback, analyzing data, and generating evaluation reports.

2.2 Digital Tools and Templates

• Provide access to the SayPro Event Management Portal for centralized event coordination and reporting.
• Supply standardized templates including:
  • Event planning checklist
  • Budget tracker
  • Participant registration forms
  • Incident report forms
  • Post-event feedback surveys
  • Evaluation report templates

2.3 Mentorship and Support

• Assign experienced SayPro staff or regional coordinators as mentors to guide school coordinators.
• Establish a helpdesk or support line for technical assistance and troubleshooting.
• Facilitate peer learning groups or forums for coordinators to share best practices and challenges.

2.4 Resource Packs

• Distribute physical or digital resource packs with guidelines, sample documents, and checklists for reference during event planning and execution.

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3. Implementation Plan

Phase	Activities	Timeline	Responsible Team
Needs Assessment	Survey coordinators’ current skills and challenges	Week 1	SayPro Strategic Partnerships
Curriculum Development	Design training modules and develop templates	Weeks 2-3	SayPro Training & Content Team
Training Delivery	Conduct virtual and in-person workshops	Weeks 4-6	SayPro Regional Coordinators
Tool Distribution	Provide digital access and resource packs	Week 5	SayPro IT and Support Teams
Mentorship Setup	Assign mentors and establish communication channels	Week 6	SayPro Programme Managers
Monitoring & Support	Regular check-ins and troubleshooting sessions	Ongoing	SayPro Support Desk
Evaluation	Collect feedback and improve training/tools	After 3 months	SayPro M&E Team

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4. Expected Outcomes

• Coordinators demonstrate improved confidence and skills in managing school events.
• Increased consistency and quality in event reporting across SayPro-affiliated schools.
• Data-driven evaluation leads to enhanced event effectiveness and learner engagement.
• Strengthened communication and collaboration between schools and SayPro support teams.

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5. Monitoring and Evaluation Metrics

Indicator	Target	Measurement Method
Percentage of coordinators trained	100% of SayPro-affiliated coordinators	Training attendance records
Event reports submitted on time	90%+	SayPro Event Management Portal
Quality rating of event reports	85%+ positive feedback	Review of submitted reports
Coordinator satisfaction with tools	90% positive	Post-training surveys
Number of mentoring sessions held	Minimum 2 per coordinator	Mentorship logs