SUPPORTIVE SUPERVISION & MONITORING

Photo © GPEI

SUPPORTIVE SUPERVISION

One key to a successful CBS program is regular supervision and monitoring of community volunteers. Create an oversight structure that supports community volunteers by focusing on these core objectives:

BUILD TRUST. Have open, honest, and trusting communication with volunteers. Create a supportive environment in which volunteers do not fear reprisal or failure. Discuss any barriers or challenges volunteers may be facing.

MONITOR PROGRESS. Conduct regular supervisory visits and provide constructive feedback to volunteers. Supervisors may find it useful to use a checklist to assess the performance and accuracy of each volunteer’s work. Offer periodic refresher training to ensure volunteers maintain their knowledge and skills.

ENSURE EQUITY. Provide training and mentorship opportunities to both female and male volunteers. The quantity and quality of supervision should be equitable for all volunteers regardless of gender, ability, economic status, age, ethnic group, etc. In addition, women and men should receive the same compensation.

MONITORING PROGRAM INDICATORS

Consider monitoring the progress of your CBS program using indicators including those listed below and those outlined in Annex D of the GPSAP.

Assess initial CBS performance by reviewing changes in AFP reporting 4 months before and 4 months after CBS is implemented:

Number of AFP cases reported in the lowest administrative unit
Percentage of AFP cases reported by CBS versus other reporting sites

Assess ongoing CBS performance:

Completeness and timeliness of weekly/monthly reporting, including zero reporting
Percentage of “true AFP” versus “not an AFP” cases reported by CBS
Percentage of AFP cases reported within 7 days of paralysis onset
Percentage of AFP cases investigated within 48 hours of notification
Percentage of AFP cases with adequate stool specimens collected

CONSIDERATIONS FOR MOBILE PAYMENTS

While community informants are commonly called volunteers, as they are in this toolkit, they are often incentivized for their activities and should be acknowledged for their contribution to polio surveillance. If relevant to your program, you may consider mobile money payments to ensure transparency and allow volunteers to receive funds directly, rather than relying on an intermediary like a supervisor to distribute funds. Every effort should be made to compensate volunteers fairly and on time.

Some considerations when initiating and implementing mobile money payments:

Do volunteers have mobile phones and can they be charged in their communities? Is there mobile service coverage in the areas where volunteers are located?
Women in some communities may not have access to cell phones. Ensure an alternative payment method is available so everyone receives their funds on time.
Can volunteers cash out their mobile payments easily?
While many volunteers may prefer mobile payments, cashing out the payments may require travel to reach kiosks and additional waiting to receive funds. Consider what support volunteers may need to access their mobile payments.
What steps should you take to ensure volunteers receive their payments on time?
To avoid delays, ensure the phone numbers you have for volunteers are correct. You may need to cross-reference the phone numbers with official documents from the Ministry of Health or other organizations working in the community or ask follow-up questions to ensure you have the correct phone number and that the volunteer is able to access the mobile payments associated with it.