Coordinators might be wondering about the scope of the “2020 relationship role” that has been offered to regional coordinators. By way of context, we are offering three types of contracts for 2016-17:
OPTION A: 2020 Regional Coordinator (with regional relationship responsibilities for all 2020 programmes). We would expect that you would be the first point of contact for all current programmes within your region; you would of course receive support from specialist teams for each of the 2020 programmes. This is a 12-month contract.
OPTION B: Computers in Homes Regional Coordinator (with regional responsibilities for just the CIH programme). This is a 6-month contract.
OPTION C: Computers in Homes Delivery Partner. This is a 12-month contract and only applies in regions where an Area Manager or 2020 Relationships Manager has been appointed (currently only Auckland and the Bay of Plenty/ East Coast).
Our objective with Option A is to secure a firm “2020 Trust” presence in the regions where our digital literacy programmes are delivered, especially in regions where we do not have organisational partners (as opposed to independent contractors). Our goal for 2016-17 is to identify organisations delivering services to “at-risk” and “under-served” communities. These organisations may be operating in the education, health or employment sectors; our objective is to establish a relationship with these organisations and encourage them to embed digital literacy programmes with their current services. We acknowledge our REAP partners as exemplary models for this type of whanau-based community engagement.
We would expect our 2020 Regional Coordinators to take responsibility for promoting all 2020 programmes within their communities, especially Computers in Homes, Stepping UP and KiwiSkills. They will have specific responsibility:
- for delivering Computers in Homes to the assigned number of families;
- for initiating Stepping UP programmes in libraries;
- for identifying KiwiSkills delivery partners.
This differs from Options B and C which just focus on Computers in Homes.
We are currently negotiating with the Ministry of Education, the Ministry of Social Development and the Department of Internal Affairs a process for sharing information about Computers in Homes participants. We already have most of the information we need in past google sheets and the Privacy Commissioner has assured us that we can share this information, provided the data is only used for research purposes and any analysis or results will not identify individual families. The one piece of missing data is the birth date of CIH participants.
This is captured on the 2degrees signup forms and I would like to get an indication from coordinators how much effort would be involved in transferring this data into the following Google Sheets: CIH 2013-14, CIH 2014-15 and CIH 2015-16. I will be progressively replacing the “AP Form Name” field with “Birth Date” in these three google sheets so that we can capture birth dates in a central database.
My understanding is that all CIH families complete an internet signup form that includes their birth date, even if they don’t want the internet, so hopefully you still have these forms. Please keep a record of any time spent in extracting this data and entering into Google Sheets, as we may be able to remunerate you for this additional effort.
STOP PRESS: This is now all go and must be completed by 15 July 2016
The 2016-17 Google Sheet for recording progress in implementing the Computers in Homes programme during the 2016-17 financial year has now been loaded and should be visible to authorised coordinators in your Google Drive. One key change discussed earlier in this forum is the switch in the order of the first and last name of participants; the first name now comes first (column B), followed by last name (column C), so be alert to this change. Column D, which previously was a hidden field, has been changed to record the birth date of participants. Coordinators have already been capturing the birth date for internet sign ups but we now need to do this for all participants (this is a requirement in our new contract with the Ministry of Education). Di will be updating the family agreement form to include this data. The Ministry has also asked us to capture the names and birth dates of the children in families participating in Computers in Homes, so this will be another change in the new family agreement form. Rather than expand the Google Sheet to record the children’s information we are proposing to use a new database with an increased level of security to protect the privacy of Computers in Homes children. In the meantime, coordinators must retain a copy of the family agreements with the new details.
Note also that the Rejuvenation section of the Google Sheets has been replaced with “Office Use Only” fields. This change will also be applied retrospectively to the 2015-16 Google Sheet as the new Research approach with a random sample of families takes effect.
At our recent NCCG, a new policy document called “Code of Conduct for Home Visits” was distributed, but we unfortunately ran out of time to discuss this. Please take the time to read this document and share with anyone on your team – especially coordinators and technicians – but anyone who may be required to make a home visit as part of delivering the Computers in Homes programme.
The Code of Conduct also touches on situations that could affect the safety of CIH personnel or contractors. By way of a recent example, in one region, a technician encountered a domestic violence situation and while he did proceed to install the computer and internet connection, he only did this after ensuring the person being assaulted was okay and the abusing partner had left. He promptly reported this to the CIH coordinator who visited the family to again check that the woman was okay. The incident was then reported to us; in this particular case we agreed that any further follow up would best be managed locally.
This incident is a timely reminder of situations that coordinators and technicians will unfortunately encounter from time to time. Please take this as an opportunity to reinforce our Code of Conduct and Health & Safety policies with any staff or contractors who are required to visit CIH family homes.
Good news! 2degrees has agreed to provide temporary DSL connections for CIH families who are expected to have to wait more than 6 weeks for a fibre connection – for a one off fee of $99 (incl GST). We have agreed to pay this fee as part of the internet costs.
So what does this mean for you?
- In areas where UFB connections are available, UFB remains the first choice for CIH families, so you should continue to sign families up for this option.
- If 2degrees receives information from the local fibre company (or from a CIH Coordinator) that there is likely to be a delay of 6 weeks or more (for any reason) with the installation of the fibre connection, then 2degrees will provide a temporary DSL connection.
- Coordinators will need to provide a DSL modem and arrange for any local tech support to commission the service.
- When the fibre is available, 2degrees will courier the fibre modem to the family. Coordinators will then need to arrange for a tech to visit the family to recover the DSL modem and commission the fibre one.
- The 12-month sponsored internet will commence when the temporary DSL service is provided.
- Coordinators will need to monitor progress with these temporary connections (suggest that notes be kept in Google Docs) by keeping in touch with the family and with 2degrees.
Coordinators will be aware of our current practice to make a one-month transition payment of $65 to 2degrees for all families that opt for the 2DEG DD-TU (Direct Debit Top-Up) scheme. This enables families to continue paying weekly ($15 instead of $10) for their internet connection, without incurring a sudden $65 Direct Debit hit on their bank account.
We continue to experience families who are somewhat tardy in responding to the deadline dates that we clearly set out in the 12-month reminder letter. Despite Kristina’s best efforts, supported by coordinators, many families are failing to lodge their Direct Debit form by the 12-month termination date and as a result, 2degrees sets their accounts to terminate.
Our practice has been to make the $65 payments each Tuesday for any families opting for the DD-T U option, but despite indicating this preference, many families are not following through and completing a Direct Debit form. Even though we have made a bridging payment, their accounts will still be terminated in the absence of a Direct Debit form.
So, as from this week, we will only be making transition payments after the Direct Debit form has been sent to 2degrees. Transition payments will not be made for families in situations where the direct debit form has been submitted after the termination date, as it is likely that the account will already have been terminated.
If there are special circumstances, Kristina must be advised no later than 3pm each Monday so that transition payments can be loaded on the Tuesday.
An enterprising coordinator has suggested that we reverse the firstname and lastname columns in Google Docs. The reason for the lastname being recorded first is largely historical and pre-dates Google Docs. I am proposing to make this change initially for the 2016-17 Google Docs unless anyone comes up with a compelling reason why we shouldn’t make the change. Subject to any comments received, I would then make the same change on current google docs (2014-15 and 2015-16), effective from 1 July.
Most coordinators (if not all) will have received a research “reminder” email by now. This is in line with our new research approach discussed at NCCG last week. The letters relate to survey ‘contacts’ required for June 2016 for 2015-16 families. Barbara is revising the 12-month survey, but I doubt if any 12-month surveys for 2015-16 families will be due in June; she will have this uploaded by the time you need it. The 3-month, 6-month and 9-month ‘surveys’ are mainly intended as a simple point of contact to ensure the google doc contact details are up to date and check out ‘how things are going’ with the family. We expect you to mark up the master Research google doc with the dates when these contacts are made: columns BT, BV, etc.
For the first contact can you also check that the alternate person contact details are correct (columns BJ – BO) and try and secure a second alternative contact (columns BP-BR).
Some of the data fields are locked to prevent accidental changes, but you will be able to edit contact details such as address, email and phone. Use the notes column to record anything special.
If for any reason you are unable to make contact within 7 days of the specified date, or you know the person has moved, please alert me and we will replace that person with another one selected at random (who may or may not be in your region).
Any questions or comments, please get back to Barbara or me. We are using the month of June as a bit of a test, but also an opportunity to lock down the families we have identified from the 2015-16 cohort. 2016-17 contracts with delivery partners and contractors will be revised accordingly, but we expect rejuvenation funding already budgeted for 2015-16 families to support this new activity.