Tool 6D: Field report
To track your progress and document any agreements, issues, or concerns among your stakeholders, it is important to maintain clearly written records of your engagement process. This will also help you begin to document the tools and strategies you have put into practice and the success of those strategies (see also Tool 7I: Template for Documenting Your Own Tools). Use this field report template to keep a record of all your engagement activities.
Adapted from: Shagi C. A template for field reports. Microbicides Development Programme, Africa Centre.
Title:
Date:
Documented by:
Description of activity:
Objective(s):
Accomplishments/agreements:
Staff present:
Key lessons learned/issues/concerns:
Next steps/recommendations:
List of participants:
Example — Completed Tool 6D: Field report
Title: April 2011 update meeting: Baragwanath hospital
Date: 11/04/2011
Documented by: Katie West-Slevin
Description of Activity: Regularly scheduled update meeting with Baragwanath Hospital leadership and staff. The meeting lasted for approximately one hour and was attended by six hospital personnel. The CLO presented the hospital staff with the monthly update, including current prevalence rates of HIV and STIs, before discussing any concerns or issues the hospital staff might have.
Location: Baragwanath Hospital
Staff Present: Pauline Mphoto, CLO and Katie West-Slevin, community educator
Objective(s): To provide hospital staff with the latest monthly update, including HIV and STI rates, per original stakeholder agreement.
Accomplishments/Agreements: Update was successfully given. The hospital director and CLO agreed that the study will provide a joint training for hospital and study counselors and nurses on the study aims, the importance of research and referral procedures between the hospital and the study (date, time, and location to be confirmed).
Key Lessons Learned/Issues/Concerns:
It was difficult for everyone to see the prevalence figure and charts. Next time, bring handouts of relevant figures and charts for all participants.
The study is adding to the burden of patient flow at the hospital. Staff at both institutions need to be well trained in the referral procedures that have been set-up.
Not all hospital staff are well informed about the study, and there is some concern among the staff.
Next Steps/Recommendations:
The study will provide a joint training for hospital and study counselors and nurses on the study aims, the importance of research and referral procedures between the hospital and the study (date, time and location to be confirmed).
List of Participants:
Gugu Ngakane / Mavis MohapiPinky Motsepe / Promise Nkasa
Tebogo Kekana / Gavin Adrian
Adapted from the Stakeholder Engagement Toolkit for HIV Prevention Trials, 2012 June 2014 1