Global Public Service Academies for Health Chaperone Handbook 2020
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Global Public Service Academies for Health Chaperone Handbook 2020 0
Copyright © 2020 by Global Public Service Academies All rights reserved. No part of this publication may be reproduced, distributed, or transmitted in any form or by any means, including photocopying, recording, or other electronic or mechanical methods, without the prior written permission of the publisher, except in the case of brief quotations embodied in critical reviews and certain other noncommercial uses permitted by copyright law. For permission requests, write to info@gpsa.org or 13200 Strickland #114-145, Raleigh, NC USA. 1
Welcome words We would like to first and foremost welcome you on board with GPSA! We are very excited to know that you will be participating during your school’s GPSA program. GPSA programs are both exciting and challenging. Participants will learn to adapt to new environments and learn new skills and chaperones play an integral role in the participants’ experience. For faculty members who will be joining GPSA Staff as chaperones, it is important that an understanding is developed and agreed upon between GPSA staff on the ground and visiting faculty members prior to their arrival. This handbook will help partner schools and especially faculty members who will be joining Partnership Programs as faculty chaperones to establish mutual expectations regarding their participation and level of involvement during a Partnership Program. This handbook will introduce you to the structure of GPSA (mission, location, staff), the structure of our programs, GPSA main rules and policies, and the role of chaperones. We look forward to working with and meeting you! 2
Table of Contents GPSA Mission ................................................................................................ 4 GPSA Location ............................................................................................... 4 GPSA Staff Roles ............................................................................................ 5 Partnership Programs .................................................................................... 6 Leadership Meetings ................................................................................................................................... 6 Pre-departure Technical Sessions ............................................................................................................... 7 GPSA Certification and Curriculum ............................................................................................................. 8 Preparing for the program and arrival day ................................................................................................. 9 Sample Itinerary .......................................................................................................................................... 9 Housing ...................................................................................................................................................... 10 Clinical Activities ....................................................................................................................................... 11 School Activities ........................................................................................................................................ 12 Staff Meetings ........................................................................................................................................... 12 Daily messages .......................................................................................................................................... 12 Conference and Cross-Cultural Assessments ........................................................................................... 12 GPSA Rules and Policies ............................................................................... 13 Sexual Harassment, Bullying, and Discrimination .................................................................................... 13 Basic Rules ................................................................................................................................................. 14 No Electronics Policy ................................................................................................................................. 14 Never Alone and 3-person Rule ................................................................................................................ 14 3-1-1 Discipline Policy ............................................................................................................................... 15 No Alcohol and No Drugs Rule .................................................................................................................. 15 GPSA Illness Policy .................................................................................................................................... 15 The Role of Chaperones ............................................................................... 16 Pre-Departure ............................................................................................................................................ 16 On-site ....................................................................................................................................................... 17 3
GPSA Mission The Global Public Service Academies (www.GPSA.org) offers healthcare service learning programs in Guatemala, Belize, the USA (West Virginia) and Thailand to young adults (high school and college participants) who have a strong interest in pursuing a career in health care. GPSA was founded with an understanding that young adults can make a difference in the world. All our programs are experienced in low-resource rural communities, formed around an educational collaboration with faculty and leaders from Duke University and Johns Hopkins University. With GPSA, participants experience an immersion into the local health care system and culture through: 1. Living for an extended period of time with host families (Belize & Guatemala) 2. Assisting the community health workers and/or clinics in the measuring of vital signs, and screening of diabetes, hypertension, and malnutrition. 3. Learning about local health issues through participation in a rigorous classroom-based academic curriculum. 4. Educating school-aged children on a variety of health topics. GPSA Location GPSA currently works in: • Quetzaltenango, Guatemala • District of Cayo, Belize • Mingo and McDowell Counties, West Virginia, USA • Mae Sot, Thailand 4
GPSA Staff Roles Director and Assistant Director: In charge of overseeing all aspects of GPSA. The Director helps promote and recruit potential Partnership Programs, along with the Recruiter Manager. School Coordinators will be in contact with the Director to discuss details of the program. The Director can sometimes be involved in the Pre- Departure Sessions. Chaperones should feel free to contact the them at any point with issues or questions that might arise. Recruiting Team: In charge of promoting and recruiting Partnership Programs. They will be the first one to contact your school and discuss all the details of the Partnership Program with the local school Coordinator or Global Studies Coordinator. Additionally, this team oversees all the admissions process for GPSA, will contact the partner school to send and collect all forms and send reminders of deadlines. Regional Manager: Oversees operations for GPSA sites. The Regional Manager will contact chaperones for the planning of pre-departure sessions (see Partnership Programs section), and to introduce the other staff assigned for each program. Program Coordinator (PC): In charge of planning and carrying out all that is entailed to develop a program. Each Partnership Program assigns one program coordinator. This person creates the itinerary; books transportation, language classes, cultural activities, and housing; and coordinates activities with the local clinics and schools. They have complete disciplinary and scheduling authority since they are responsible of the daily activities and the supervision of other staff members and participants during programs. Program Coordinators will contact chaperones to discuss details of the programs, including the itinerary and technical sessions. Medical Fellow (MF): College graduates taking one gap year before going to Medical School or graduate school. They join GPSA typically for 12 months. They live with a host family in one of the rural communities in Guatemala/Belize and work at the local clinic. During programs, they act as Team Leaders (see below). 5
Participant: Anyone who applies and is accepted into the program, usually high school or college participants. Leader in Training (LIT): Former participant that is invited to come for a second time with GPSA. They are selected based on their excellent performance as participants, their leadership qualities, and their high interest to help the underserved communities. An LIT participant develops a community project and helps GPSA staff carry out some of the leading activities. Chaperone: An adult (over 21 years of age), typically from a partner school. Most of the times they oversee pre-departure sessions and they travel with participants for the entire duration of the program and support the GPSA staff on the ground. Visiting Faculty: An adult (over 21 years of age), typically representing a potential partner school. They have very limited roles or responsibilities during a program. They typically stay for only two or three days. For more information and bios of our current staff members, please visit: www.gpsa.org/faculty Partnership Programs Whenever a college or high school wishes to join GPSA as a group, with an individualized program, they join GPSA as a Partnership School on a Partnership Program. Most Partnership Schools are responsible for selecting the group of participants coming on the program. After a Partnership School signs an agreement with GPSA (called a “Memorandum of Understanding”, or MoU), the Assistant Regional Manager for Admissions will contact the Partnership Program representative, to collect all the admission documents. Depending on the total number of participants joining the program, the school will send one or two chaperones along. Leadership Meetings Initially, the Regional Manager and Recruiting Team will contact the Partnership Program representatives (chaperones, teachers, or coordinators) to schedule a 6
series of Leadership Meetings. During these meetings, Pre-Departure Technical Sessions (see below) are scheduled and details of the program organized. Program Coordinators will then be introduced to the chaperones. They will arrange other Leadership Meetings to go over a sample of the itinerary, housing arrangements, clinical activities, working groups; to determine the technical session curriculum; and to answer other questions. A general Q&A Online Session for participants and parents can also be arranged. Pre-departure Technical Sessions Each school has different needs and requirements, but most schools will participate in at least two pre-departure tech sessions, most commonly Diabetes and Hypertension. A technical session is a lecture-based session on a given health topic. The main purpose for these sessions is for participants to begin training before arriving on site. The skills component of the sessions (learning how to properly use a BP cuff and stethoscope and learning how to use a glucometer) are carried out with the help of the school nurse or other trained person like the athletic trainer or a parent. GPSA will coordinate the pre-departure tech session curriculum with each Partnership Program representative. Each school assigns one or more chaperones who will be involved in this process, along with the school nurse. GPSA offers pre-recorded or live online sessions taught by its staff members. (Medical Fellows, Program Coordinators, or Regional Manager). Training Material: GPSA will share the following training material with the Partnership School: - GPSA Textbook (PDF) which includes GPSA Spanish Vocabulary - GPSA pre-recorded sessions (a web link) - GPSA videos (a web link) Supplies: Supplies to conduct clinical activities are provided at all GPSA sites. Some Partnership Schools may receive supplies to perform pre-departure skills training ahead of time. This will be coordinated with the Partnership Coordinator. 7
GPSA Certification and Curriculum Upon completion of a GPSA program, participants earn a GPSA Level I or Level II Certificate. Certification is based on the amount of training each participant receives on a given program. Level I is usually given for 1-2 week long programs, and Level 2 is given for 2-4 week long programs. Tech Sessions for Certification Level I: • Patient Care • Public Health Portrait • Cultural Competence • Diabetes • Hypertension • Nutrition and Malnutrition • Hand Washing • Puberty, The Reproductive Health System, Family Planning • Maternal Health • Respiratory Infections (West Virginia and Guatemala) • Vector Control (Belize only) • Oral Health Additional Tech Sessions for Certification Level II: • Sexual Health: STIs & HIV/AIDS • Food and Water-Borne Illnesses • Vaccination • Puberty, The Reproductive Health System, Family Planning • Respiratory Infections • Vector Control • Oral Health Optional Tech Sessions: • Health and The Environment • Tuberculosis • Public Health and Epidemiology • Antibiotic Resistance • Infectious Disease 8
Preparing for the program and arrival day Chaperones can prepare for the program and help participants prepare as well, by reading the Participant Packet sent by the Recruiting Team. The Participant Packet contains relevant information such as: Site Specific Information, Passport Information, Packing List, GPSA Uniform, Cultural Adaptation, Ground Rules and Safety Procedures, GPSA Twitter Account, and the GPSA Alert Line. All Chaperones need to submit the following documents sent by the Assistant Regional Manager for Admissions 45 before the start day of their program: 1. Completed Personal Data Form for Chaperones 2. Signed Terms and Conditions On the traveling day make sure that you bring the Travel Consent Forms for all the students in the trip. If your travel consent forms are not notarized, then please also bring the program letter with your school’s stamp or letterhead. Please see the participant packet for more information. When you arrive at the meeting point (airport or other location) GPSA staff members will be waiting for you and the group. They can easily be identified holding a ‘GPSA for Health’ sign. Please make sure that you have the Program Coordinator’s local phone number and that they have the phone number you will use when travelling with the group. This is important in case of a change in the travelling itinerary for e.g. a flight time change. In the event that you are unable to communicate with the Program Coordinator, you can also use the GPSA Alert Line. This number works 24/7 and has different language options to leave an emergency message. GPSA ALERT Line: +1-919- 816-2979 Sample Itinerary • 7:00 am: Breakfast in homestay/dormitory/ guesthouse • 8:00 am: Clinic/School Work • 12 pm: Return to homestay/dormitory/guesthouse for lunch • 2:30-6:30 pm: Language Lessons/Reflection Activities/Technical Sessions/Cultural Activities • 4:30 pm: Staff Check-in • 7:00 pm: Dinner in homestay/dormitory/guesthouse, free time, time to complete homework • 10:00 pm: Lights out 9
Please be aware that itineraries are subject to change. GPSA programs are academic trips; they are not a vacation. Some cultural activities may be scheduled during the program as a break between Technical Sessions and clinical/school work, but most activities will be focused on learning. On the weekend, an all-day sightseeing/cultural trip is organized. Housing GPSA uses homestays (Belize & Guatemala), dormitories (West Virginia), and guesthouses (Thailand) for accommodation. The Program Coordinator will inform you about the housing arrangement that applies to your program. You should expect to experience living conditions that are different from the ones of your own home. Access to WIFI/internet is not always available in homestays or dormitories. If you need access to the internet, please make a request well in advance to either the Regional Manager or the Program Coordinator. GPSA will either assign you to a homestay with WIFI or provide you with a local SIM card and data plan. For this reason, it is best if chaperones bring an unlocked smart phone to use during the program. Homestays are an excellent opportunity for both participants and chaperones to experience the local culture and language. Past participants and chaperones have expressed that living with a local family as one of their highlights during the program. GPSA carefully selects families and offers them an annual training on how to work as a homestay. Participants and Chaperones should prepare to: • Interact with host families as much as possible. This is a great opportunity to practice language skills and get to ask questions about the local culture. Host families also love to learn about your own culture and hometown. • Accommodate to different living conditions: This might include not having access to a hot shower, having bucket showers, using a latrine, not having A/C or a heating system, or exposure to a different diet. 10
For larger groups, more than one homestay will be assigned. Depending on the site, different villages can be assigned to your program. A GPSA staff member or a chaperone will be assigned to each homestay to supervise participants as they can never be left alone (see GPSA rules and policies). In Thailand, GPSA staff, chaperones, and participants will all be staying in a guesthouse. Participants will be in rooms grouped by gender and the chaperones will get their own room. Clinical Activities Clinical activities are carried out during the mornings at the local clinics or in coordination with the local health workers. Some programs will work at a community health clinic, while others will accompany community health workers on home visits. GPSA always works in conjunction with and under the supervision of local health authorities. For safety and ethical reasons, the following is a list of the clinical activities that participants and GPSA staff are allowed to conduct, as approved by the local health agencies: • Measurement of blood glucose by use of a glucometer, test strip, and lancet • Measurement of blood pressure by use of a sphygmomanometer and stethoscope or an automated non-invasive blood pressure amplifier (NIBP) • Measurement of height and weight by use of measuring tape (for children/adults) or measuring mat (for babies), and stand-on scale (for children/adults) or bucket and sling scale (for babies) • Measurement of heart rate by use of pulse detection and watch or pulse oximeter • Measurement of respiration rate by breath observation and watch • Measurement of visual acuity (Guatemala only but expanding) • Measurement of oxygen saturation by pulse oximeter (West Virginia ONLY) Opportunities may occur where the local health care professionals invite participants, chaperones, and/or GPSA staff to partake in clinical activities other than the ones mentioned above. GPSA does not allow this. Participants, chaperones, and GPSA staff can only observe other clinical activities. Participating 11
in a clinical activity when one is inadequately trained and educated can lead to the following negative consequences: • Harm done to the patient. • Physical harm done to the participant. • Legal issues with local authorities. School Activities School activities are carried out during the mornings at public elementary schools or child development centers. All activities are focused on preventative health topics, such as hand washing, oral hygiene, and nutrition. GPSA participants will prepare lessons and activities to be given at the schools with the help of GPSA staff. Staff Meetings GPSA staff and chaperones will meet for 15-30 min each afternoon. The purpose of this meeting is to discuss the events of the present day, and discuss the plan for the upcoming days. The following topics are discussed: clinic/school work, general wellbeing of staff, chaperones, participants, incidents and disciplinary issues, transportation, homestays, supplies, and itinerary changes. This is the chance for chaperones to provide valuable feedback and depend upon it to improve the program in real time. We ask that chaperones come to these daily meetings prepared with suggestions for improvement. Daily messages GPSA has a Twitter account (@gpsahealth) that is used to post daily messages written by individual participant. Each participant will write a tweet (140 characters long max.) and sign it with their initials (First name, Last name). This will allow parents to have a daily update from their child. Pictures will also be posted on the Twitter account approximately 3 times per week. Conference and Cross-Cultural Assessments For programs lasting longer than 10 days, a conference will be scheduled on the last day. The conference consists of participants giving an oral presentation based 12
on their experience with a cultural topic of their choice. The length, name, and requirements of these presentations will be discussed during the program. For programs of 10 days or less, a guided reflective discussion will be scheduled on the last day. The reflection session is similar to a conference but less formal and less time consuming to prepare. GPSA Rules and Policies Sexual Harassment, Bullying, and Discrimination GPSA employs a zero-tolerance policy towards any form of sexual harassment, bullying, or discrimination. GPSA defines sexual harassment as any unwelcome sexual advance, request of sexual favors, and/or verbal or physical conduct which may include suggestive comments or jokes, crude language, and/or unwelcome physical contact which is gender specific or of a sexual nature. GPSA defines bullying/intimidation as using unbalanced power, real or perceived, over another person to dominate others. GPSA defines discrimination as making a distinction of a person, in favor for or against, based on the group, class, or category to which that person belongs to rather than their individual behavior. Discrimination can be related to age, gender, race, sexual orientation, class, among many other categories. This policy includes incidents between leaders and participants (and other non- peers such as community members, GPSA staff, partner organizations, chaperones, etc.), as well as peer-to-peer harassment (between participants or between leaders). It is the responsibility of every participant, chaperone, and staff member to immediately report any suspicious activity to the Program Coordinator. Reporting a suspicious activity does not automatically mean that the aggressor will be arrested or prosecuted, as it is often the case that suspected activity is just a misunderstanding. But, failure to report or inaction to prevent can leave a vulnerable victim in danger. In the event that a report reveals serious allegations of misconduct and/or a violation of GPSA’s policies, a report will be made to the Director of GPSA, who will seek prosecution of the offender. 13
Basic Rules Participants must agree to these ground rules on the first day during orientation. All participants must - wear the GPSA Uniform during all clinical and school related activities: a royal blue scrub top and khaki pants - attend every technical session and language lesson - complete all assigned homework (quizzes, written reports, readings, reflection) - attend every organized social and cultural event - pass every quiz and assigned homework - act as a representative of GPSA at all times No Electronics Policy Participants are not allowed access to any electronics devices during the program, other than their own, non-Wi-Fi/data accessing cameras. This rule pertains to use of computers, phones, mp3 players, tablets, eBooks, or otherwise. All electronic devices will be collected upon arrival at the airport. GPSA staff will store them during the program. Devices will be returned to the participants on departure day, upon arrival at the airport. This rule is in place to ensure that participants are as focused as possible during the program and to ensure that they do not become a petty crime target. Communication with the participants’ parents is done by GPSA staff with the use of Twitter. In the event of an emergency, parents can contact GPSA using the GPSA Alert Line. GPSA also asks chaperones and GPSA staff to limit their cell phone or computer use during a GPSA program, as this is a distraction for participants. Internet access is limited in most GPSA sites, but WIFI will occasionally be available. Chaperones can establish an appropriate schedule with the Program Coordinator to use their phones and the internet. Never Alone and 3-person Rule In an effort to protect participants, staff, and community members from any form of harassment or undesirable event, GPSA created the never alone rule which 14
states that participants can never be left alone, under any circumstance, in any setting (community, clinic, homestay, etc). For example, participants cannot make a quick trip to the store, run back home in the event of a forgotten item, or go meet their host brother for a soccer match on their own. A further requirement beyond the Never Alone Rule, is the 3-person Rule. This rule states that outside of the homestay, language school, or clinic, a participant must always be with at least 1 staff member or chaperone, and 1 other person at all times. The third person can either be another participant, chaperone or GPSA staff member. 3-1-1 Discipline Policy Following the misbehavior of a participant, disciplinary action may be administered three times by a team leader or chaperone. If the behaviors are not corrected by the participants the Program Coordinator will then get involved. If the participant does not change the addressed behavior following the discussion with the Program coordinator, the Director or Regional Manager will get involved. If the misbehavior persists, the participant will be removed from the program. Misbehavior includes repeated culturally insensitive behavior or breaking of any of the GPSA rules. A single incident of culturally insensitive behavior is not a misbehavior, as most participants have never worked across cultural boundaries before. Therefore, the first exhibition of a misbehavior or culturally insensitive behavior should always be treated as an opportunity to teach proper behavior. No Alcohol and No Drugs Rule For all GPSA programs participants, chaperones, and GPSA staff the consumption of alcohol or any non-medicating drug is prohibited. A violation of this rule will result in the person being removed from the program immediately. GPSA Illness Policy For all minor scrapes, single episodes of diarrhea or mild fever under 100 degrees that lasts less than one day, participants are expected to self-medicate but can seek advice from GPSA staff or chaperones. If a participant has any two symptoms below, 15
• oral temperature above 100° and/or • cough and/or sore throat and/or • does not feel well (achy/fatigue) • vomiting • diarrhea Or has any one of these symptoms • oral temperature above 101° and/or • multiple episodes of vomiting • multiple episodes of diarrhea they must remain in their homestay or dorm. Participants must be free of symptoms for 24 hours before they can return to work rotations or interact with the community. Participants who exhibit symptoms sufficient to remain at their homestay for two days or more should be referred to a physician. The Role of Chaperones Chaperones are crucial to the success of GPSA Partnership Programs. The overall role of GPSA chaperone is to provide support during a program, both before departure, and on site. Chaperones possess, in many ways, a unique perspective because they may know the participants that are coming on a program. Pre-Departure 1. Support during Leadership Meetings: Chaperones will be in charge of discussing the pre-departure curriculum with the GPSA Regional Manager. This will include: arranging online sessions with GPSA staff members, arranging skills practice sessions with the local nurse, teaching content from the pre-departure curriculum, and arranging other activities as outlined in the pre-departure curriculum (school health fair, visit to local clinic, etc). 2. Communicating with Program Coordinator (PC) before arrival: Chaperones will communication several times with the assigned PC. During these meetings, it is expected that chaperones give their input on the draft 16
itinerary, housing arrangements, clinical/school work groups, and technical sessions. Chaperones are also in charge of collecting general questions from participants and their parents and presenting them to the PC. 3. Helping participants with admission paperwork: Participants will need to fill out several forms and requirements to participate in the program. We advise chaperones to be aware of the admissions process and deadline dates, even if the chaperone is not in charge of collecting the admissions documents. To do so, chaperones can read the Participant Packet which outlines the relevant information. 4. Helping participants get ready for the programs: Besides helping participants with general questions about packing and traveling, chaperones should also help participants prepare to travel and experience a different cultural environment. Preparing participants for the cultural immersion is as crucial as bringing enough clothes, money, or supplies. On-site 1. Look after the general wellbeing of participants. Chaperones are expected to support GPSA staff by overlooking the mental and physical wellbeing of participants. They should report any cause for concern to the PC. 2. Helping participants adapt to a new place: Chaperones can assist participants who are facing new challenges such as different living conditions and experiencing a different culture. Each participant is different; therefore, it is expected that some will experience more culture shock or homesickness than others. We know chaperones may also be going through this process. Being open to discuss these issues with participants and GPSA staff can make a difference in the adaptation process. 3. Support during clinical and school activities: Chaperones are expected to accompany participants during clinical and school activities. These are hands on activities for participants. Chaperones will either be observing or 17
assisting participants if needed, but they will not be performing the clinical activities themselves. 4. Support during illnesses: Chaperones are expected to help GPSA staff identify any participant/chaperone illness, either new or pre-existing. If necessary, chaperones can be asked to stay with a participant in the home for a day, accompany GPSA staff with the participant to a visit with a doctor, and communicate with parents if needed. 5. Disciplinary Action: Chaperones are expected to know and implement all of the GPSA policies and rules. If a discipline issue arises, they should communicate this information to the PC immediately. 6. Implement the never alone rule and the 3-person rule: Chaperones will be in charge of managing small groups of participants throughout the program. Chaperones should help GPSA staff with the implementation of both rules at all times, in any setting when activities are taking place outside of the homestay, clinic or language school. 7. Homestay leader: Chaperones who speak the local language fluently should expect to be house leaders of a group of up to 4 participants at a time. As homestay leaders, chaperones will make sure that participants are never alone, that they follow the GPSA rules and will help them interact with the host family. In cases where the chaperones are not fluent in the local language, a GPSA staff will be assigned as a homestay leader. 8. Optional activities: Chaperones can lead activities outlined in the itinerary, such as a sports activity, a technical session, a free choice activity, or a reflection activity. This is not mandatory and can be discussed and scheduled this with the PC. 9. Participate in all Staff meetings: Chaperones are expected to attend all staff meetings and provide relevant input throughout the duration of the program. This feedback will be considered for the implementation of improvements in real time, and the overall success of the program. 18
10.Evaluation: Chaperones will be asked to fill out a detailed evaluation on the last day of the program. The Recruiter Manager will also contact them a few days into the program and upon their return for an evaluation call (along with the other schools’ authorities – directors or coordinators). Finally, we would like to share some reflections from our past chaperones: “Students are experiencing things here, they have opportunities here, that we cannot replicate in the classroom” “I’ve been really pleased to see what the students have been able to achieve here, and the realizations that they made about themselves, as well as the places and people that we have met here” “It’s been very rewarding as a teacher to be able to see my students grow during this trip and become better global citizens” “Our students got a lot out of the program by learning in terms of medical care and learning about different cultures (…) and empathy” We really hope that chaperones find the GPSA experience as enriching as our participants do. 19
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