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A brief report on the issues based enrichment programs conducted for Staff of our orphanages.

Participants:

Pudhu Vasantham and Pudhu Udhayam:                                
Ms. Indira, Ms. Thareni, Ms.  Velmani and, Ms. Jamuna

Pudhu Punal:
Ms. Marthal, Ms. Saleth, Ms. Mariyal and Ms. Mangai

Pudhu Irudhayam:
Ms. Shanmugavalli and Ms. Ganga


Introduction:


After the academic year ending in April all our orphanage staffs come together to evaluate our previous year’s performances as well as the problems faced by different orphanages. Based on that, we work out new strategies for the next academic year. Based on the problem, some enrichment programs are also conducted. Accordingly we below brief to you the different activities carried out during the month of April and May

Phase I
Duration: Two days of in house training (05.04.16 and 06.04.16)

Summer training for wardens.

This training was taken place in two phases. The first phase was for two days (05.04.16 and 06.04.16). In the first phase the wardens from Pudhu Vasantham, Pudhu Udhayam and Pudhu Punal participated and it was held in Pudhu Vasantham. In the second phase of training wardens of Pudhu Vasantham, Pudhu Punal, Pudhu Udhayam and Pudhu Irudhayam. The second phase had many trainings and programs which enabled the wardens to perform and motivate well the students in coming year. In the first phase the staff discussed about the achievements of the previous year. They also discussed about problems children face in school especially senior girls, hostel and the reasons for drop out. It was really fruitful for the wardens as they assessed their  flaws to rectify the mistakes that had incurred in the past.

On the first day one of the wardens from Pudhu Vasantham, Thareni checked every record maintained by each orphanage for the whole year. Though it was regularly checked by interchanging among the orphanage wardens it finally checked once again to consolidate the flaws existed in the records. It was also a kind of preparation forth coming training and preparatory session which would be held in Pudhu Irudhayam from 29.04.16 to 04.05.16.

On the second day, that is 06.04.16, the wardens elaborately discussed about the dropout list and the reasons for it. They also discussed what are the problems they face with the senior girls (children who do their 10th grade and above). The wardens also had deep discussion on the points to be spoken to the head of the schools in which our children study. The details about their discussion are given below.

Problem analysis of last year orphanage dropout and solution to avoid in the coming year:

Problem raised by the staff - Solution arrived
Health Reasons - The wardens are to get full health details of the children before admitting them in the orphanage 
Migration of parents - Avoid taking children who are far away and if not possible explain the parents about the rules of the hostel
Broken family issues - Get proper approval from the mother/father or guardian before admitting the children in the hostel that there will be no problem Taking the children from hostel before competing 10th grade - Inform the parents strictly that the parents should not take back their children from the   hostel before finishing 10th grade

These were the main points discussed with regard the dropout reasons and steps to avoid in the coming years.

The wardens also discussed in detail the problems that they face with senior girls. The outcomes of the discussion are given below.

Problems wardens face with senior girls - Solution arrived at after discussion
Grown up girls not finishing their duties - Wardens are expected to keep telling the teen age girls constantly to complete their works
Promise of wardens to the students - The wardens have to analyze whether they can fulfill their promises before making them.
Problems of teen age girls - Identifying the problems at the early stage before it becomes worse and take precautionary steps to avoid major problems in the future
Disobedience of children to the staff - The wardens are advised to have a dialogue with such children instead of punishing them. The senior girls are to   be treated with mote love than with discipline
Problems those cannot be handled by wardens - In such situations the wardens have to arrange for counselor and get them corrected towards better     future

Based on the above discussion for this year the following resolutions were taken

  • If there are some serious issues with some girls it has to be discussed with the Executive Director
  • Only for serious reasons the children are to be sent home and before sending them the children and their parents are to sign in necessary documents and records as per government rules

During this review and analyzing phase the wardens also discussed the issues that are to be addressed in the schools. The summery of the discussion is given below in points.

We insist or negotiate the school maters.

  1. The children are to be watched during lunch in the school that they don’t waste food and have adequate for keeping their health.
  2. Middle school management has promised to give two sacks of rice and steps are to be taken to get this done.
  3. The wardens have to talk to the concerned teachers in the high school that there are no complaints about the children and take extra effort in guiding the children.
  4. Tell the teachers avoid blaming all the time our orphanage children for all school problem
  5. While the children have their school lunch the staff in charge of midday meal has to be present with the children
  6. School gate has to be closed except during necessary time
  7. The teachers have to encourage the children to participate in as many events as possible and take photograph of the participation and send them to the wardens.

Phase II

Training for wardens by Mr. Uma Shankar



This program was aiming at training the warden as their role is very important in molding the students towards their great future. It was two days session and held on 01.05.16 and 02.05.16. The session was started on the first day with the lighting of the lamp. The lamp was lit by the Executive Director, Dr. I. Sebastian, the trainer K.G. Uma Shankar and three other wardens namely Velmani, Mangaikarasi and Shanmugavalli. This event was to symbolize a bright and great start of the program and to remember God’s presence.

Introduction of the Wardens:

Puthu Punal, Pudhu Irudhayam, Pudhu Udhayam and Pudhu Vasantham wardens introduced themselves information like their names, villages, qualifications and their experience in the hostel. Mr. K. G. Uma Shankar carefully listened to all of them. He then asked the wardens to write the problems they face when they handle the students. The list of problems is given below:

  • Not listening to the words of the wardens
  • Not showing great interest in their studies
  • Being lethargic
  • Not having the attitude to share the good things
  • Unnecessary desires
  • There is no uniformity among the children
  • Not careful in keeping their things safe
  • Do not realize the importance of hostel
  • Do not share their bodily problems
  • Sickness
  • Stealing (Sometimes)
  • Lack of cleanliness
  • Whiling away the time
  • Love affair
  • Some do not express their extracurricular talents
  • Judging others

These were the problems faced by the wardens in all three homes and they exhibited them in a chart for the view of everyone. Then the trainer had showed a short film on how to handle these problems in a hostel. He clearly explained what are the things to be done in the presence of children and the things to be avoided.

The session was very lively as he organized the session with some games to teach lessons for the wardens. He also played some movies that had great meaning and lessons for the wardens. One of them explained the unity. So he stressed a lot on the importance of unity among the wardens themselves. He also proved through a film show that our followers would follow exactly what we do in our lives. It is the same with the girls/children in the hostels. Unless the wardens show them perfect examples with their own life style the children cannot be changed.


Problems of children in the school:

  • Pulling from other students
  • Girl children experiencing teasing from boys
  • Punishments given by the teachers that affects the children in their mind level
  • Scarcity of water and the bathrooms are not clean as expected
  • Experiencing mind and bodily problems during period days
  • Events that urge and disturb the students to commit even suicide

Points which make the students grow better

  • Learn both bookish education and life education as well
  • Keep both body and mind healthy and active
  • Managing the time appropriately
  • Growing in one’s own uniqueness realizing one’s talents and individuality
  • Determining the life time achievement and goal for oneself
  • Respecting oneself and others too. Respecting the parents and elders
  • Reading good books and grow in healthy thoughts
  • Expanding knowledge from daily newspapers, weekly magazines and from all possible directions and sources
  • Search and find a good friendship
  • Allot time for introspection
  • Choose appropriate diet which has balanced nutrition and that which enables health.
  • Choose a good and necessary exercise and do it for 20 – 30 minutes till the child gets sweat
  • Growing in the habit of sleep early and get up early

These were the main points and explained and advised by Mr. Uma Shankar for the better growth of the children in the hostel.

There are ten characters that have to be admonished and rejected by the children. They are as follows.

  • Anger
  • Lying
  • Laziness
  • Disinterest
  • Disrespect
  • Not giving a try
  • Distraction
  • Attracting others’ attention
  • Attraction towards either opposite sex or same sex
  • Mocking and teasing others


Taking care of the children’s heath through balanced diet:

The trainer advised the wardens to introduce the following food items in their food time table which would ensure that the children get adequate vitamins, mineral and proteins. The details are listed below.

Green leaves verities: Boeehaavia, Tropical Amaranth, Black Night Shade, Eclipta Prostrate, Dwarf Copperleaf, Amaranthus Tricolor, Drumstick Leaves, Sauropus Androgynus.

Vegetables: Bitter Gourd, Turkey Berry, Cluster Beans, Banana and Beans.
Fruits: Custard Apple, pineapple, pomegranate, chikoos, dates and dried grapes
Cereals and grains: Maze, Ragi, Horse Gram, wheat, broken chick pea, soyabean and peas.
Non-vegetarian food items: Mutton, liver, egg, fish and brawns.



The things to be done by the wardens:

  1. To create opportunities for the children to explore their hidden talents.
  2. Not to make small issues to big (just ignore such issues)
  3. Being a guide to the children and an example
  4. Help them to decide and fix their target
  5. To have children centered program and activities
  6. Care and accept the children as they are.
  7. Science oriented approach to the children
  8. Create chances to have group activities and group discussion
  9. Giving new information and ideas

The things not to be done by the wardens:

  1. Don’t brand or judge them
  2. Don’t humiliate them in front of others
  3. Never compare them
  4. Never punish them
  5. Not to infuriate and evoke them
  6. Never avoid or deny them

Supervisor’s Role:

Apart from the wardens the supervisor has extra responsibilities. This person’s role is very vital and some of the responsibilities are described below.

  1. Understand and accept the changes that takes place in oneself
  2. Instill good qualities and attitude in the minds of the children
  3. Help the students the avoid activities that brings unnecessary trouble.
  4. Make them grow with ambitious attitude
  5. Create conducive atmosphere for the children to learn.

In the last session he once again summarized the two classes explaining the core idea of the classes. In the evening the Executive Director, Dr. Sebastian summoned all the wardens to evaluate the session. The wardens were very much pleased to have such wonderful session which has broadened their idea of handling the children with care. They also understand that they need to put in extra effort in understanding every child individually and nurture them towards betterment in their lives.

On 03.05.2016 the wardens discussed about the policies, rules and regulations for the parents who admit their children in the orphanages. The details or outcome of the discussion are given below.

St. Joseph’s Development Trust – Genguvarpatti
Rules and regulations for the parents who admit their children in the orphanage

  1. The parents who come to admit their children are to fill the admission form and enclose proper necessary certificates’ Xerox copy such as ration card, birth certificate, father/mother death certificate, income certificate and Aadhar card and submit them to the warden
  2. When the parents come to admit their children in the hostel are expected to bring the basic things such as bag/suitcase, plate, mat, bed sheet, towel, enough dresses, inners, bucket and mug, soaps (Bathing and washing), paste and brush and oil.
  3. The parents should come to meet the children once in a month only i.e. second Sunday of the month. The parents are not allowed to meet their children on other days unless it is emergency or urgent. The parents, at all cost, should not give money to the children for the expenses.
     
  4. When the children are sick (in serious conditions) the institute can give only the first aid treatments. When the parents are intimidated about the problem the parents are expected to arrive at the hostel immediately. When the parents delay to arrive at the hostel and if there is something happens seriously the institute will not be responsible.
  5. When there is controversy in the discipline and performance in studies the parents are to cooperate with the decision of the institution. Neither the parents of the children or guardian/relative are allowed to meet the children in the schools.
  6. When there are holidays the parents are to come and sign and take their children home and bring them back to the hostel on expected days.
  7. If there is necessity to take the children for family function and festival, the parents are to get prior approval from the management and bring them back safely without affecting children’s studies.
  8. The full details of two legal visitors’ are to be submitted during the admission of the children in order to avoid children meeting unwanted people.
  9. The parents and relatives are not allowed to speak to their children over the phone except due to unavoidable circumstances such as death or any other important news to be passed.

On 29.04.16 the wardens discussed elaborately on different records maintaining and its importance. The fruit of their discussions are detailed below.

Record checking details:

  1. Records of admission and leaving: All the orphanages should fill the details that are in admission and leaving records
  2. Photo of the child should be affixed in the form
  3. If a child leaves the orphanage immediately the date of leaving is to be mentioned in the record and get the signature of the parents.
  4. The reason for the child leaving is to be mentioned in written form and get the signature of the parents.

Admission record details:

  1. The names of the children are to be written mentioning serial number.
  2. Date of birth, admission date and these are to be mentioned compulsorily.
  3. Caste and religion details have be mentioned
  4. Attendance has to be maintained properly
  5. When children go for leave the wardens should get the leave letter and other records are to be maintained such as date of leaving and movement register.

The wardens also came with a common record format to be followed in all the hostels. Previously each orphanage had their own format. So The Executive Director felt that it would be better if all the orphanages follow the same format. So the wardens discussed and came with common format for children movement register, wardens movement register, ration format, grocery details table, health check record, medical stock record, van trip record, magazine record, postal record (Both receiving and sending),

There were some guidelines were given to wardens to be followed and the details are given below

  • The wardens have sign in the attendance at 10:00 in the morning, 01:00 in the noon, 4:00 and 05:00 in the evening.
  • Whenever a warden goes out for official duty the warden has to inform the attendance maintaining person with proper OD form.
  • They can take casual leave (CL) once in a month.
  • The cooks can take CL once in fifteen days.
  • Wardens have a day out program once in a week.
  • The wardens who are far away can take the monthly holidays together in a month as they cannot go and return on the same day.
  • The cooks have 21 holidays in a year.

The wardens also discussed about Panchayat and Group meeting: Wardens discussed of having these practices once in a month or twice in a month. They had good discussion and arrived at a conclusion of having once in a week as usual because it helps the wardens and children to identify the problems and to solve them at the very early stage. The wardens are to make sure that they keep close watch on all children during the meeting and they have to conduct 40 meetings in a year. The wardens also have to keep record of the details who visit the orphanages specially the foreigners.

The other points of discussion:

  • Whatever the problems faced last year should not occur this year also.
  • All the records are to be checked with the action plan prepared at the beginning of the year.
  • During office hours all the wardens are to do office related woks and nothing else
  • Whatever the records and documents expected from the government officials are to be maintained as expected
  • The wardens are to be with the children while the students clean the places in the evening and morning
  • All the wardens are to keep clean of the places assigned to them
  • If The Executive Director or Miss Joseline happens to visit those places and finds them to be unclean the wardens will be fined Rs. 1000.
  • The wardens will be rewarded twice in a month who keeps their places tidily.
  • The wardens have to keep clean of the bathroom especially as it might cause a lot of sickness for the children.
  • The store rooms are to be clean always.
  • The wardens are to buy new boxes and keep the things safe and keep the places clean.
  • Among the orphanages Pudhu Irudhayam kept clean the store room
  • The other orphanages mentioned that they could not maintain so because of insufficient income.

Medical Training for the wardens

One of the main reasons for the increase of dropout list is sickness and illness that occur due to weather changes and sometimes because of water. The Executive Director aimed at training the wardens adequately in medicines so that they can treat the children’s sickness at very early stage. This medical camp was arranged with the help FALCK foundation. They had given us a few first aid kit boxes which were essential for a hostel. The wardens felt the need to get them trained in using those first aid kits. On request to FALCK foundation, they arranged Dr. Yuvaraj to be available and train our staffs in using those first aid kits.

After a short introduction of the staff and the presenter at the outset Dr. Yuvaraj began the classes. After briefing the causes, symptoms and after effects of a few diseases the wardens were asked to enlist the health related problems they face in their respective hostels. The wardens came up with the following list of problems that the children face in day to basis.

  • Fever
  • Stomachache
  • Skin disease
  • Boils in head
  • Vomiting
  • Bruises and cuts
  • Menstruation problem
  • Cold and cough
  • Snake and scorpion bites

Once the wardens listed out the health related problems they face in their hostels the trainer elaborately discussed the cause/reason for such day today health problems. He also explained the chances of avoiding them before occurring and insisted on some basic preventive health care treatments.Then the trainer opened the first aid kits and introduced the different medicines contained in the box. He also elaborately explained how to use them and for which sickness those are to be used. The wardens paid keen attention and as they are directly concerned with the training. They all got clarified with regard to the different medicines in the kit. This brought in them a great amount of hope to provide first aid assistance for the children when they fall sick.

Records to be maintained in the orphanages:

Based on the above needs and to meet government demands each orpahange will maintain the following records

On 29.04.16 the wardens discussed elaborately on different records maintaining and its importance. The fruit of their discussions are detailed below.

Record checking details:

  1. Records of admission and leaving:
    All the orphanages should fill the details that are in admission and leaving records
  2. Photo of the child should be affixed in the form
  3. If a child leaves the orphanage immediately the date of leaving is to be mentioned in the record and get the signature of the parents.
  4. The reason for the child leaving is to be mentioned in written form and get the signature of the parents.

Admission record details:

  1. The names of the children are to be written mentioning serial number.
  2. Date of birth, admission date and these are to be mentioned compulsorily.
  3. Caste and religion details have be mentioned
  4. Attendance has to be maintained properly
  5. When children go for leave the wardens should get the leave letter and other records are to be maintained such as date of leaving and movement register.

The wardens also came with a common record format to be followed in all the hostels. Previously each orphanage had their own format. So The Executive Director felt that it would be better if all the orphanages follow the same format. So the wardens discussed and came with common format for children movement register, wardens movement register, ration format, grocery details table, health check record, medical stock record, van trip record, magazine record, postal record (Both receiving and sending).

The staffs discussed and arrived at the following Human Resource (HR) policies.

Regarding staffs’ attendance and leave:

  • The wardens have sign in the attendance at 10:00 in the morning, 01:00 in the noon, 4:00 and 05:00 in the evening.
  • Whenever a warden goes out for official duty the warden has to inform the attendance maintaining person with proper OD form.
  • They can take casual leave once in a month.
  • The cooks can take casual leave once in fifteen days.
  • Wardens have a day out program once in a week.
  • The wardens who are far away can combine and take the monthly holidays and weekly day off together in a month as they cannot go and return on the same day.
  • Regular staff can take 21 holidays.

Executive Director concluded the training insisting on the following points:

  • Whatever the problems faced last year should not occur this year also.
  • All the records are to be checked with the action plan prepared at the beginning of the year.
  • During office hours all the wardens are to do office related woks and nothing else
  • Whatever the records and documents expected from the government officials are to be maintained as expected
  • The wardens are to be with the children while the students clean the places in the evening and morning
  • All the wardens are to keep clean of the places assigned to them
  • If The Executive Director or Miss Joseline happens to visit those places and finds them to be unclean the wardens will be fined Rs. 1000.
  • The wardens will be rewarded twice in a month who keep their places tidily.
  • The wardens have to keep clean of the bathroom especially as it might cause a lot of sickness for the children.
  • The store rooms are to be clean always.
  • The wardens are to buy new boxes and keep the things safe and keep the places clean.
  • Among the orphanages Pudhu Irudhayam kept clean the store room
  • The other orphanages mentioned that they could not maintain so because of insufficient income.

Conclusion:

The above all different aspects of enrichment programs were conducted for the staffs. Finally the staffs were invited to share their experiences with regard to this enrichment program. All of them expressed great satisfaction and said that with renewed enthusiasm they will enter this year work. They also wanted these programs to be organized on a regular intervals.