Program Activity Procedures

Volunteer

Registration and Submission of Volunteer Hours

In alignment with current regulations, retroactive registration of volunteer hours is not permitted. All volunteer opportunities and hours must be registered and documented in accordance with the procedures outlined below.

1. Volunteer Opportunities Request Form

Program and campaign leaders must complete the Volunteer Opportunities Request Form, specifying the proposed roles and the required number of volunteers for each role.

The completed form must be submitted to the Community Engagement Unit (cec-urm@ksau-hs.edu.sa) at least 15 days prior to the campaign start date.

Approved opportunities will be published on official volunteering platforms.

Example of volunteer roles and numbers:

Health Educator – 6

Organizer – 4

Supervisor – 1

Judge – 3

Campaign Leader – 1

Timekeeper – 1

2. Volunteer Data Form

Once volunteer recruitment is finalized, the Volunteer Data Form (updated Excel sheet) must be completed with accurate participant details.

All information, especially volunteer national ID numbers, must be verified for accuracy prior to submission.

3. Attendance and Absence Form
Attendance must be recorded using the Attendance and Absence Form, signed by each volunteer under the supervision of the campaign leader or field supervisor.

The signed form, along with supporting evidence (e.g., photographs, event documentation), must be submitted to the Community Engagement Unit for verification.

Important: Volunteer hours will only be recognized if the attendance sheet is signed. Unsigned hours will not be registered.

4. Quality Measurement Surveys

To ensure continuous improvement of volunteer activities, the following standardized surveys must be administered (raw data may be requested by the Community Engagement Unit:

Beneficiary Satisfaction Survey – completed by individuals benefiting from the campaign.

Volunteer Satisfaction Survey – completed by volunteers who participated.

Stakeholder Satisfaction Survey – completed by the coordinator of the hosting site.

Process

PROCESS OF HOW TO PLAN PROGRAM ACTIVITIES
Phase 1: Initial Planning and Coordination

Develop a Detailed Activity Plan:

Developing a detailed activity plan for community activities is essential for ensuring that each event is well-organized, effective, and aligned with the community's goals. The plan should include a clear outline of the activity’s purpose, objectives, target audience, and the resources required to successfully execute the event. It should detail the timeline, including specific dates and deadlines for preparation, as well as identify key roles and responsibilities for team members or volunteers involved in the activity. Budgeting is another critical element, ensuring that all necessary materials and services are accounted for. Additionally, contingency plans should be considered in case of unforeseen challenges, such as weather disruptions or changes in attendance. A well-thought-out activity plan not only helps to streamline the execution process but also ensures that community members benefit fully from the activity, fostering greater engagement and a sense of community.

Program/Volunteer Activities Planning Excel Sheet:

Program Activities: The Community Officer assigned to each program is responsible for completing the Program Activity Planning Excel Sheet on OneDrive. This includes specifying the dates, times, locations, and the responsible officer for each activity, ensuring that there are no scheduling conflicts with activities from other programs.

Phase 2: Approval and Communication

Formalize the Request:

Upon submission, the request will undergo a detailed review process to ensure it aligns with the program's objectives and requirements. The approval decision will be communicated promptly to the Community Officer, and any necessary revisions or clarifications will be requested. Effective communication channels will be maintained throughout this phase to ensure that all involved parties are informed and any concerns are addressed in a timely manner.

Program Request Form

- The Community Officer assigned to each program is responsible to complete the updated Program Request Form, ensuring all sections are filled accurately and comprehensively.
- The completed request form needs to be Upload the to the designated program file in OneDrive.

Seek Approval:

- Compose a formal email addressed to the Community Unit Administrative Officer, with the Chairperson of the Community Unit in CC, requesting final approval for the program.

- Attach the Program Request Form along with the Program Activities Planning Excel Sheet to the email for review.

Phase 3: Implementation and Post-Activity Reporting Activity Execution:

- The activity leader is responsible of executing the program activities in strict adherence to the established schedule, ensuring that all planned events and tasks are carried out seamlessly.

- The activity leader is responsible to maintain precise and up-to-date records of attendance, participant engagement, and any deviations from the planned structure, ensuring transparency and accountability throughout the execution process.

Evaluation and Improvement:

- The activity leader is responsible to prepare for the distribution of the Community Services Satisfaction Survey, Organizer's Satisfaction Survey, and External Decision-Maker Satisfaction Survey, ensuring they are easily accessible and ready for completion by the appropriate parties.

- The Community Officer assigned to each program is responsible in utilizing the feedback from these surveys to assess the effectiveness of the program, identifying both strengths and areas for improvement to inform the design of future activities.

- The Community Officer can schedule a follow-up meeting, if necessary, to discuss the evaluation outcomes and formulate actionable strategies for enhancing subsequent programs.

Post-Activity Reporting:

- Within one week of the program's completion, the Community Officer submit a comprehensive and updated Program Activity Report on the OneDrive that accurately reflects all aspects of the activity, including participant feedback and any key observations.

- Upload the finalized report, along with relevant survey data, to the designated OneDrive program file to ensure proper documentation and future reference.

- Failure to submit the report within the specified timeframe will result in the activity being considered incomplete and excluded from the program evaluation process.