Application form: Partnership project

1.Basic Information
Project pool and themes Which project pool are you applying? Which theme(s) are the project addressing? MENA DK Project Pool Organisational development Advocacy Networking

X X

Project information Project titel Applying DUF member organisation(s) Partner organisation(s) Project locality Project period Required amount (max. 500.000kr.)

Rwanda Health Education Programme IMCC Rwanda MEDSAR Butare and Kigali, Rwanda January 2011 January 2013 489.983 DKK

Summary of the project (max 10 lines) In this project we want to strengthen the economic and human resources in both partner organisations to increase the sustainability of our partnership. An important way to fulfil this will be through project activities. The activities will include workshops on financial management and handover process, as well as networking with other youth organisations, local authorities and NGOs. Furthermore, activities within the communities are another way to strengthen MEDSAR as an organisation. Through the Rwandan Health Education Project (RHEP), MEDSAR aims to improve the health status of youth, rural women and men by using the students professional knowledge and the skills obtained through the experience gained in the previous projects conducted.

2.The Partners
Partnership capacity and cooperation International Medical Cooperation Committee (IMCC) is a medical students organisation in Denmark, which has three divisions working in the following three domains; Exchanges and Electives, Educating and Information and finally Development and Aid. Furthermore is IMCC a member of the International Federation of Medical Students Association (IFMSA). IMCC Rwanda which is a part of the Development and Aid division has been in a very productive cooperation with MEDSAR since 2004. IMCC Rwanda is a dynamic gathering forum open for all students. The group of 11 students is currently composed of medical students, Public Health students, Political Science students and one student from CBS. The group is composed of experienced members from the last ODP as well as new members. Furthermore we are still well connected with former members who are from time to time used as a resource of feedback and useful experience. The partnership project will be rooted in IMCC through IMCC Rwanda. The overall responsible for the project will be the national board of IMCC.

IMCC Rwanda networks and shares knowledge with other subgroups within the Development and Aid division of the IMCC, furthermore IMCC Rwanda participates in the General Assembly and the New Comers Seminar. Especially during the period of the old ODP our group has gained invaluable amount of information and experience about international partnership. This partnership project is expected to increase our capacity, organizational skills, cooperation, intercultural understanding and knowledge about healthcare in a developing country. Moreover is IMCC Rwanda a member of Rwandan Youth Organization Network, where we can share knowledge and experience with other youth organizations (Medical Students Mental Health Associations, Save the Children Youth, Association des Enfants et Jeunes Travaillleurs de Rusizi). Please make an estimation of the current capacity level of the DUF member organisation(s) for carrying out projects Beginner Intermediate Experienced X

MEDSAR was founded in 1997. It is a voluntary member organization of which all medical students in Rwanda automatically become a member. Currently the organization has 630 members of which 150 are active members and of these members approximately 100 members have been involved as volunteers in the five projects as part of the former ODP. The main MEDSAR objectives are: 1. 2. 3. 4. To unite, defend and represent medical and paramedical students To promote science and research culture within members To initiate programs whose aim is to promote the living standards of the population To combat solitude and ignorance by creating cooperation with other associations both in Rwanda and abroad

MEDSAR is a member of the International Federation of Medical Students Association (IFMSA) and is structured by the IFMSA principles. This means that the main activities in the organization are managed by the board whose members are democratically elected on the annual General Assembly. Moreover, several projects are run by MEDSAR. These projects have individual boards and primarily use MEDSAR for technical support and knowledge sharing. MEDSAR has apart from IMCC Rwanda several other partners: Edinburgh Global Partnerships (EGP), Professional and Research Exchange Programs through IFMSA, Bristols Volunteers For Development (BVFD), MTV Staying Alive, GTZ Sant and RYON (Rwandan Youth Organization Network). As well as funders: Rwandan Ministry of Health, The National University of Rwanda and the Faculty of Health. The vast number of cooperations together with the high number of active members enable MEDSAR to conduct health related projects. This will create better and more aware doctors in the future and to increase awareness in the local population in the Southern Part of Rwanda and Kigali about family planning, nutrition, gender empowerment and sexually transmitted diseases. Furthermore MEDSAR is very visible in the campus where it arranges various types of workshops, information activities and other arrangements such as football matches. Many of the previous projects have been about health related topics in the southern part of Rwanda. The partnership project will build on this experience. Since the medical faculty is planning to move partly to Kigali, the partnership will expand the activities to that area. The partnership project will contribute with many activities and workshops within MEDSAR, which will increase the awareness of health related problems among the volunteers as well as the local

population. Please make an estimation of the current capacity level of the partner organisation(s) for carrying out projects?

Beginner

Intermediate

Experienced X

IMCC Rwanda (previously Rwandanmark) was established by two medical students who went to Rwanda as part of their clinical training. Their meeting with members of MEDSAR led to the idea of a possible cooperation between IMCC and MEDSAR in 2004. Their visit to Rwanda was then followed by a MEDSAR members visit to Denmark as a combination of medical clinical training and the establishment of the cooperation between Rwandanmark and MEDSAR. The establishment of the project was followed by a series of activities between the two organisations. Through the years our partnership has grown strong, and we have created some long-lasting projects. As an example we are still working closely together with one of the projects from the previous ODP called SPAC, which works with former prostitutes engagement in basket weaving and cultivation of land as an alternative to prostitution. In spite of the project no longer being funded by our partnership the SPAC project has become almost economically sustainable. Today our work with SPAC focuses more on branding their product on the Danish market and trying to create sustainable sales-agreements. We find the success of SPAC to be a great achievement for our partnership. Our ambition for this partnership project is for the activities or the impact they have caused to remain in MEDSAR and in the local society, as we have experienced with the SPAC project. In spite of all the successes we have had, our partnership is still facing some challenges. Most recently these challenges have been related to financial reporting and selection processes. On this basis we have seen a strong need to keep developing our organisations in order to avoid these kinds of problems. We know that we are greatly influenced by the fact that we are all students and our organisations have a high turnover of active members. We know it is inevitable that some posts will be very dependant on the person in charge of it, however we need to keep focusing on sustainable knowledge sharing by developing a plan for capacity building in both organisations. In other words, we are aware of the fact of the presence of similarities between the previously conducted ODPs and this partnership project. However we find it reasonable to keep working on these aspects, as the process is long-term and exceeds the project period. Below is the current SWOT analysis for our project. Strengths Enthusiastic and committed volunteers, good understanding of the different cultures, long successful cooperation, adequate resources in terms of active members in Rwanda, good relation to previous members as useful contacts and source of information, very different cultural backgrounds, creating a personal network of doctors to be, friendships across borders, many ideas from the volunteers to make a difference, the ability to perform advocacy. Weaknesses All members are fulltime students and generally have limited time, busy times during the exam periods, very different cultural backgrounds. High member turnover. The large distance, language barriers and different cultures can halt the communication. There can be a lack of feeling of responsibility if one does not fulfil a task, or a lack of engagement if there is no funding. Disagreements between the two cooperating organizations, concerning responsibilities and election procedures. Opportunities Better opportunities for local funds once MEDSAR receives its legal status. There are opportunities for private and local funding in Denmark and maybe other countries, for creating income generating activities, and establishing strategic alliances with other partners. It is an opportunity to cooperate across faculties,

Threats

e.g. Medicine and Agriculture on malnutrition projects, and to cooperate with other youth organisations in Rwanda and within RYON. The opposition of the Rwandan authorities towards powerful youth organisations, which is why these only are allowed to work in the fields of HIV/Aids, family planning etc. The lack of trust in youth in Rwanda which makes it difficult to be recognized as an NGO and to generally being taken serious, as a group that can make a difference in the society. Financial risks related to unforeseen changes in the international exchange rate. The challenge of recruiting sufficient members in IMCC Rwanda, to replace those who leave the group.

Activities previously conducted by IMCC Rwanda and MEDSAR

IMCC and MEDSAR have previously conducted the following projects. All projects but one was sponsored by DUF (see below):

A Pilot Project (2004):Project Management and HIV/AIDS, Rwanda, 63.890 DKK A Pilot Project (2006):Training of Trainers In Family Planning, Rwanda, 89.570 DKK A Pilot Project (2006):Conflict Management and Human Rights in Huye District, Rwanda, 92.010 DKK An ODP (2006-2008): Organisational Development and Poverty Reduction Among Young People in The Southern Region of Rwanda, 399.090 DKK incl. expansion A Pre-Appraisal (March 2008): Health and Human Rights, Rwanda, 31.930 DKK An ODP (2008-2010): Improvement of Health and Human Rights in The Southern Province of Rwanda Through Strengthening of Organisational Structures in MEDSAR, 399.946 DKK incl. Expansion Network activities (2009). The network is a cooperation between IMCC Rwanda, RBU and IMCC Mental Health Rwanda (in Denmark) and MEDSAR, MMHA and AEJTR (in Rwanda). The activities in Rwanda were funded by DUF. The activities in Denmark were funded by Projektrdgivningen along with a contribution of 1000 DKK from each participating group. Network activities in Rwanda: 90.000 DKK. Network activities in Denmark: 10.000 DKK (from Projektrdgivningen) + 3000 DKK (from the 3 network groups). Partnership Development project (2010): The partnership development project focused on revision of the partnership agreement, and project planning with participants from both organizations. The project funded by DUF, 49.980 DKK. Preparatory Study (2010): The preparatory study focused on lessons learnt in the evaluation of the ODP of 2008-2010, for elaborating an application for a partnership project. Also, selection of one health-related project to be part of the partnership project. The project was funded by DUF, 40.000 DKK* Four youth leader programmes in total from 2006 2010: 2006/7: 236.984 DKK 2007/8: 233.235 DKK 2008/9: 193.699 DKK 4

2009/10: 199.443 DKK

Total amount funded by DUF: 2.119.777 DKK* *note that the financial report for the Preparatory Study (2010) has not been audited yet, therefore the amounts marked are approximate.
The partnership: (The purposes mentioned below refers to the logframe, annex 2) Concerning purpose 1 and 2 The capacity building of both organisations in the partnership will be addressed as a main focus of this project. We aim at improving the sustainability in terms of organisational structure, human resources and knowledge-sharing ie. focus on internal handover process in both organisations. In MEDSAR a main focus will also be on increased financial independence which will help create a more sustainable organisation. Networking with external partners working with the same topics will be equally important. Concerning purpose 3 and 4 The health related issues will be taught by voluntary medical students in Rwanda. Medical students in Denmark, who are part of IMCC Rwanda, will be involved to a certain extent in planning the practical matters regarding the execution of activities. The plan is to involve 150 medical students in Rwanda in the two year course of the project. Youth clubs will be set up for local children and youths. The youth club members will be involved in planning activities for themselves. As most of the activities are of general public interest the increased awareness will help both young men and women to be able to benefit equally from them. In health centres the teaching sessions will address rural women and men who will gain knowledge on family health related issues. Religious leaders will be approached. One of the reasons for this is the hope of enhancing the involvement of men in matters of family health, since this is often hindered by the religious leaders. Partnership agreement is attached (annex 1).

3. Preparation and Analysis

Preparatory process From the projects previously conducted within the partnership, we saw the need to keep focusing on health issues. We now want to work closer within the medical profession, since we have realised this is our main competence. Through the last two ODPs, MEDSAR and IMCC Rwanda has gained alot of knowledge on organisational development, especially in terms of project planning and the use of the LFA model. In order to see how the MEDSAR members use this knowledge, in the new project application we decided that the first draft for the application should be written by the Rwandan partner (as opposed to previously where the first draft always had a strong involvement of the Danish group). To welcome all ideas, MEDSAR called for project proposals from all MEDSAR members in July 2010. The selection of the project was according to criteria that both partners set during evaluation of the ODP in March 2010. The evaluation made up a good base for finding out what was needed in the new project. During the preparatory study (PS), one of nine proposals was selected by MEDSAR and IMCC

Rwanda representatives. Information from the previous ODP evaluation was used to assess the number of beneficiaries in the possible duration of the coming project. In the process of designing the project, we have elaborated analysis for: stakeholders, gender, problem, objectives. This led to the creation of the logframe (annex 2). For example, in our gender analysis we have considered the capacity, influence and social position of both males and females in the following groups: 1. MEDSAR 2. IMCC Rwanda 3. Rural population of Southern Province of Rwanda and Kigali area 4. Youth (aged 12-20 years) in Rwanda Examples of our considerations: 1. 3 years ago MEDSAR decided on gender equality in the executive board. This has led to an increased number of female medical students to run for positions like class representative. The last two years the MEDSAR president has been a man. A future challenge will be to encourage female medical students to run for this position in the elections. Female role models will be included in encouraging females to join MEDSAR as volunteers, 2. A high number of female and a low number of male members could repulse potential male members, because of the views or lack of views of possible friendships. 3. Husbands take the majority of decisions in their families and in church community. Therefore, this project has a focus on addressing religious leaders as well as men at community work days. By impacting the mens view on the importance of health education, we hope to make the teaching sessions more attractive for families. 4. In Rwanda until this day the general opinion was that young women were not able to achieve the same as the young men. In secondary school both girls and boys learn about their equal rights and opportunities and the responsibility to the community through knowledge on reproductive health and communicable disease. We will approach school rectors to be allowed to teach in secondary schools on these topics, hereby widening the horizon of students on their own health.

Problem and context analysis The main goal of the project is to build up the capacity of MEDSAR and improve the health status of Rwandan youth and rural women and men in Kigali area and the Southern Province of Rwanda. MEDSAR is a students organisation, which both is a challenge and an advantage. The advantage is high motivation for working, equal-minded members in terms of age and profession. The challenges include high member turnover and difficulties in terms of conserving the knowledge within the organisation. This is also crucial when it comes to financial management of projects conducted within our partnership. Therefore capacity building is still needed. This is also strengthened through project activities in educating on health. The focus in this partnership projects activities is based on the fact that Rwanda is facing huge challenges, as other developing countries, caused by poverty, high birth rates combined with the

highest population density in Africa. The problem is mainly presented in the rural areas due to a low literacy rate, lack of information on health and strong religious leaders, creating a hostile environment towards talking openly about e.g. family planning and contraceptive methods. Health related issues such as HIV/Aids, malaria, tuberculosis, family planning, reproductive health, maternal health care and healthy diet awareness still also remain as challenges to Rwanda. This has greatly attracted the attention of local as well as governmental authorities that have attempted to solve the problems with great efforts but still too few to cover the actual needs. In spite of their essential importance for the health of the family, women have little influence on the local and national level, which amplifies the extent of the problem. Young people are confronted with challenges from the very beginning of their lives such as malnutrition, poor education possibilities, bad health care, high number of teenage pregnancies, poor preventive measures against communicable diseases and STDs (sexually transmitted diseases). In this way both boys and girls are exposed to the mentioned effects in the problem analysis which traps them into the same situation as their parents, thus creating the vicious circle of poverty. Several development stakeholders are addressing some aspects of this problem. Among these is the Ministry of Health, which conducts family planning education to some nurses that teach their skills to pregnant women in the district hospitals and health clinics. Furthermore, Population Service International Rwanda (PSI) and Association Rwandaise pour le Bien-tre Familial (ARBEF) are institutions that address HIV/Aids, reproductive health issues and family planning by campaigning, testing, counselling and providing contraceptive methods. This however is far too little effort to cover the actual need. As medical students, we feel the urge to use our capacity and skills to contribute to the addressing of the above-mentioned problem. Volunteering medical students from Rwanda and Denmark will carry out the implementation and monitoring of the project. In our project we will be working closely together with the government employed staff, at the health centres where we teach. While teaching the rural women and men we also wish to teach the staff in these methods to improve their knowledge on the topics. This will improve the information they will be able to provide for the beneficiaries and in the future enable them to take over the teaching sessions from the voluntary medical students within our project.

Target group The primary target group is MEDSAR. A continuous capacity building of this organisation is crucial to our partnership. The secondary target groups are the youth and the rural men and women in Kigali area and the Southern Province. The work with the secondary target group enhances the organisational skills of MEDSAR, which strengthens their capacity. Primary target group The primary target group is Rwandan medical students. By developing the Medical Students Association of Rwanda (MEDSAR), we reach all Rwandan medical students as our target group, as they all are members of the organization. They depend on government scholarships or family support since student jobs are almost impossible to find. MEDSAR consists of 578 students aged 18-29 years. Approximately 23% are female. Involvement of these members in the execution of the project not only enables them to gain organizational knowledge and skills, but also to get experience outside the hospital environment, which is not

common for medical students. Secondary target groups In our project we have two secondary target groups since the RHEP has two focus areas (see the previous section). In the FHEP the beneficiaries are rural women and men in Kigali area and the Southern Province. In the YHEP the beneficiaries are youth aged 12 to 20, both girls and boys in Kigali area and the Southern Province. How will the target groups be involved in the project The primary target group will be involved in the project by organizing all activities related to the RHEP. This includes ongoing monitoring and evaluation of the project as well as working towards strategies for advocating for MEDSAR as an organization and womens rights to a healthy life. The secondary target groups will primarily benefit from the projects but they will also be involved themselves. In particular the beneficiaries from YHEP will be involved during World Malaria day and World TB day where they will be encouraged to make information activities. The beneficiaries from FHEP will e.g. be involved during Umuganda* where they will be working prior to the teaching sessions. * Umuganda is half a day of community work which takes place once every month. In most districts it is the last Saturday of the month. During the morning three hours are spent working together on a community project. The following approximately 2 hours are reserved for speeches and teaching sessions. The Umuganda is mandatory for citizens of the local community who are above 18 years old. (see also Target group, annex 3).

4. Project Description
Objectives and success criteria (indicators) Our long-term objective is to make MEDSAR a strong youth organization. This will be achieved by the work of conducting the Rwandan Health Education Project that aims to improve the health status of Rwandan youth and rural women and men in Kigali area and Southern Province of Rwanda. To achieve this objective we have divided the project into two parts: the Youth Health Education Programme (YHEP) and the Family Health Education Programme (FHEP). Previously the focus has mainly been on strengthening MEDSAR, however, in this partnership project we will also work on the capacity building of IMCC Rwanda, since we have experienced a need to do so. Our four main purposes (immediate objectives) are: 1) 2) 3) 4) Capacity Capacity Increase Increase Rwanda building of MEDSAR building of IMCC Rwanda knowledge about community health care to youth knowledge about family health care amongst rural women and men in Kigali

Under each immediate objective we have several expected outputs which will be verified by measuring specific indicators (see annex 2).

Activities and expected results (output) Please see the logframe (annex 2) where activities and their expected results are linked to their immediate objective (purpose). Project visits: (This refers to activity 2.3.1. in the logframe and posts 2.3.1. and 2.3.1a in the budget). During the project period we have planned to have two project visits from Denmark. The first one will be in the beginning (February or March 2011) and involves financial reporting and guidelines and handover to improve knowledge-sharing. We want to teach approximately 40 medical students within MEDSAR. The workshop structure will be two following weekends. Weekdays will not be included since the medical students will need to study. The first weekend will be on financial reporting. The duration will be two full days. Here we will be working with Excel-sheets similar to the ones at the DUF website. Group work will be carried out after about 2 hours of introduction to the reporting design and why it is necessary to follow the guidelines set by DUF and the internal guidelines within the partnership. We will try to ensure a high number of laptops, possibly bringing extra from Denmark and by asking participants to bring their own or borrow from friends. In the groups we will ensure that no more than three people will have to share a laptop during an exercise. We want to give priority to members who are treasurers in projects in our partnership, but also in other projects within MEDSAR and reserve 4 places for people from the RYON. Apart from this we want to prioritise MEDSAR members from lower years (4th year and below) to promote sustainability and knowledge-sharing. The second weekend will focus on the handover process. Why it is important to have documents describing task and responsibilities in the organisation and in the project. Why it is important to update them. What is the worst case scenario and consequences in terms of responsibility (examples from our recent economic challenges will be given). Discussions on advantages and disadvantages in overlap period where two people share a post in the organisation. Ideas on how to involve members who previously have held key positions in the organisation to still have a level of involvement etc. We wish to have two participants from IMCC Rwanda in each project visit. From experience we have learnt that when workshops need to be conducted it is preferable to be at least two people from the visiting organisation. This is to share ideas and elaborate on feedback during the workshop period, and to assist the partner organisation on practical matters. It is also an advantage to be more than one trainer during group work, in order to be able to circulate between groups and facilitate the work done. The week between workshops we plan for the Danish visitors to be involved in conducting a baseline study. At the time of the project visit the first training of project trainers in Rwanda will have taken place. The new trainers will be able to escort the Danish participants to the health centres, secondary schools and youth centres where questionnaires will be handed out and filled in. We find this relevant because it creates project ownership in both organisations. The Danish volunteers will meet the members of the partner organisation and see the places where project activities take place. During the visit they will also be able to help MEDSAR with systemising the baseline information collected. The second project visit will take place about the time of July 2012. It involves 2 people from the Danish organisation and have a similar structure to the above mentioned. The topic will be evaluation. The time of the project visit is chosen to be at the end of the project activities and before the evaluation begins. The participants from Denmark will have participated in DUF courses on monitoring and evaluation or similar. They will be able to help adjusting and giving ideas to the final plan for the evaluation. A workshop on the monitoring process conducted during

the project will be held for MEDSAR members closely involved. Also a weekend workshop will be held for about 40 members of MEDSAR where the people involved in the project will present cases from the project. The duration of the visit will be about 2 weeks where the Danish people will be able to assist with any questions on evaluation. Please be aware that the above given are examples of content. The major topics are decided upon already, but minor changes might be made relating to the conduction of the project visits. For selection of the Danish participants we will try to send a new member and one more experienced in our partnership. This is to promote sustainability, project ownership, and also to make sure that at least one participant will have knowledge on Rwandan culture and experiences from the past. We have previously conducted seminars on LFA with a similar structure (Partnership Development Project in feb. 2010) where the group work was positively evaluated. We also reached a high attendance of MEDSAR members and the increased knowledge gained about LFA was shown in the call for proposals for this project. Advocacy Advocacy is not a main focus in our project. In RYON one of the main focuses is on advocacy, which is described in their latest application recently approved by DUF. Being member of RYON, our cooperation will take part in the activities regarding advocacy and learn from the experiences, which will be very beneficial on our future strategy on advocacy. In this application we have considered the following towards developing an advocacy strategy: 1. We will advocate for MEDSAR as a youth organization in order to strengthen their status and impact in the Rwandan society. We will seek to impact governmental bodies by arranging meetings and trying to reach legal status. By empowering MEDSAR and working towards achieving their legal status we aim to make MEDSAR a sustainable and strong youth organization. 2. We will focus on increasing awareness in the local rural community about womens rights to a healthy life and focus on family structure. Here it is crucial to involve men. This is why we have decided to sensitize religious leaders in this project due to the fact of their great influence on men in the rural communities.

Risks and challenges RISKS All members are full time students Many activities in our organization CONSEQUENCES Insufficient time to carry out the project activities. Delay in activities -Disorder in activities MANAGEMENT Long term planned activities -Regular meetings with volunteers -Define the tasks and responsibilities of each member in the two groups (Family Health Education Project and Youth Health Education Project). -Regular internal meetings within the two groups -Weekly reporting from each group.

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Failure to retain trained volunteers within MEDSAR

Loss of knowledge sharing, Low sustainability, Low number of skilled and experienced volunteers within MEDSAR.

Organize regular knowledge sharing workshops within the different project groups. -Long term commitment of the volunteers to work on the project and with MEDSAR -Provide facilities for sessions(communication, transport and catering fees) -Good communication with local authorities, religious-, other NGO-, GOs, health centers- and youth centers leaders. -Regular reporting. Be aware of the variations in the exchange rates while budgeting. -Involve enough and committed volunteers in the project activities in the respective districts -Hold regular meetings on both project sites -Well defined administrative structures on both project sites -Weekly activity reports on the ongoing project activities Official documents written in cooperation between the two organizations stating mutual agreement on key topics as financial management and communication.

Non-collaboration of religious leaders, Local authorities, NGOs, GOs, health centers, and youth centers leaders in the implementation of the project Fluctuation in the exchange rates Project located in two different areas (Kigali -HUYE District)

-Limitation of activities -Delay in the execution of the project activities -Difficulties to fundraise for income generating activities for Health youth clubs. Cancellation of some project activities -Adjustments to the budget - Cancellation of some activities -Delay in the execution of some activities

Disagreements between IMCC Rwanda and MEDSAR.

- Delay of project activities due to a temporary halt in the money transfer - No development of new initiatives in the partnership

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Monitoring and evaluation Monitoring of project activities Activities within the two partner organisations: each month the MEDSAR president will send an email to IMCC Rwanda describing the MEDSAR activities that took place during the past month. Likewise, the external coordinator of IMCC Rwanda will each month write a letter to the MEDSAR board describing what happened in IMCC Rwanda and IMCC during the past month. Based on previous experience showing that verbal communication is a very fruitful way of communicating, each IMCC Rwanda monthly meeting will end with a Skype meeting with the MEDSAR board giving feedback on the monthly reports and discussing relevant topics. Monitoring of the project activities will be conducted in cooperation between the secretaries of FHEP and YHEP, MEDSAR secretary and IMCC Rwanda project management team. FHEP and YHEP will be writing reports for each group every 3 months and send them to the MEDSAR secretary. The MEDSAR secretary will collect the reports and send them to IMCC Rwandas external coordinator. The 3-month-reports will be in the form of a scheme (approximately 1 page long) briefly stating what was achieved, what challenges were met, how the challenges were overcome and what can be done to improve the work of the coming 3 months. The monthly reports and Skype meetings plus the 3-months-reports will assess whether the timetable and activity plan is kept and if there is any obstacles that call for the need to any change. If results are reached, we will use the indicators mentioned in the project logframe in order to assess the fulfilment of the objectives, and if not, evaluate why and plan how to proceed in order to assure the fulfilment of the results. Every six months MEDSAR and IMCC Rwanda will make a half-year report to DUF as according to the DUF guidelines. Project activities are set to end by the end of July 2012 which leaves 3 months for evaluation as according to the activity plan. The coordinating boards of the projects will facilitate the monitoring of the projects and the MEDSAR Board will facilitate the monitoring of the activities regarding the organisational development of MEDSAR. However MEDSAR executive board always has the responsibility of all the reporting being done. (for further information on project structure see annex 4) The quantitative methods for the monitoring reports and meetings mentioned above will be collection of attendance lists from the teaching sessions, MEDSAR membership lists of active volunteers, event programmes, newsletters, pictures from events where the projects participate, and the existence of a white book (see means of verification in the logframe, annex 2, in order to see which methods will be used to verify the specific indicators). Monitoring of the economy: Since monitoring and handling of economy has been a challenge in our previous ODP, we will put a great effort into handling this better in the partnership project. It is of high importance that the economic status is followed closely throughout the entire project period and that MEDSAR as well as IMCC Rwanda has a good understanding of the economic guidelines both the ones set by DUF and the economic guidelines agreed on within the partnership. The above mentioned monitoring of economy will be carried out by the following: Focus on knowledge sharing on economy. This will be carried out by a workshop in the beginning of the project period. In the workshop, the economy guidelines and the use of the excel sheets will be taught among other things in the economy field. The seminar will take place at the time of the project visit of Danish delegates in Rwanda, as they will assist in

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conducting the seminar. Furthermore we will make sure that the economic handover between boards is fulfilled, i.e. more meetings and common tasks between the former and current treasurers will take place during the handover-period. We will also have focus on economy in the youth leader application in order for the youth leaders to be well educated in the economic field in order for them to act as a resource for the treasurers in the project. Creation of detailed 3-month-reports by the treasurers of FHEP, YHEP and MEDSAR. The treasurers will themselves fill in excel sheets and keep track of money spent, in order to make sure no post is exceeded. The money spent during the past 3-month-period needs to correspond exactly to the activities carried out and this will be checked by the treasurers in Rwanda as well as the IMCC Rwanda treasurer. Finally an assessment of whether all expenses are reasonable will be made. Instead of transferring money half year as in previous ODPs, money will this time be transferred every 3 months. If any post in the budget was exceeded in the previous 3-monthperiod, the amount will be subtracted from the next transfer. For further information please see the description of project visit in the activity section. Creation of new economic guidelines that will need signing of both IMCC Rwanda and MEDSAR. Creation of a strong chapter on economic handover in the white book.

So in total the following will be carried out as means of monitoring the activities in our partnership project: - monthly reports from each organizations followed up by a Skype meeting - brief 3-month-reports on FHEP and YHEP activities - detailed 3-month-reports on economy - 6-month-reports to DUF Evaluation of project activities: In the starting phase of the project IMCC Rwanda will have a visit to Rwanda where a baseline assessment will be conducted in cooperation with MEDSAR and the secretaries of FHEP and YHEP. This will be done in order to monitor the outputs during the project period as well as to conduct the final evaluation of the project. When doing a baseline assessment we enable ourselves to do a thorough and hence useful assessment of the outputs. Questionnaires as well as quantitative measurements will be used to do the baseline assessment (on the specific indicators defined in the logframe for output 3.2 and 4.2). In the end of the project period, when the activities have finished, a final evaluation will be conducted in cooperation between IMCC Rwanda and MEDSAR executive board. MEDSAR general secretary is the main person responsible of coordinating this task. In order to assess the results of the project, the questionnaires used for the baseline assessment will be reused to measure the indicators. Quantitative measurements will also be carried out corresponding to the ones carried out at the baseline study. Information activities in Denmark IMCC Rwanda in cooperation with Save the Children Youth-Rwanda and Mental Health Rwanda (Danish partner of Rwandan Youth Organisations Network, RYON) will carry out a joint informational event in Denmark. The event will take place at the University of Copenhagen to ensure student participation. The participating organizations will inform about their activities. We have planned for some of the expenses to be covered by external funds. Volunteers from all of the groups will organize and conduct the event together. Events like this will be held at least once a year. During the IMCC information day, that will be held twice a year, we will present our projects

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and partnership hoping to recruit new members. This will include a powerpoint presentation. The target group will be students from all faculties but primarily medicine, since it is conducted at the Medical faculty. Responsible for this are three volunteers from the group. An introduction meeting in IMCC Rwanda will be held for people interested in the group at least twice a year. Through posters at the medical faculty, info screens, the IMCC website and the medical student newspaper we will try to advertise for our group. At the meeting current activities will be presented including photo material. People who have recently been to Rwanda will give a personal account of their experiences. Once a year we will attend the project fair at the IMCC general assembly, where we will present our project and cooperation to members of IMCC and share knowledge and experiences with other projects. During this project period we will produce IMCC Rwanda branding items to use at our different activities in Denmark and to advertise for our partnership, ie. Project t-shirts. The organizations and the project will be presented in articles published in Danish student papers and other public media to advocate the project to the general public.

The members of IMCC-Rwanda are divided into three different sub groups, (PR, economy and project administration) the PR group is overall responsible for the above mentioned activities. For further information about activities in Denmark please see LFA logframe, annex 7 (sheet 2).

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5. Signatures
I hereby confirm that my organisation fully supports this partnership and this project application, that we have knowledge about the DUF guidelines as well as the financial guidelines and that we are prepared to take on all obligations that an approval of the application will put on us as an organisation. I furthermore confirm that I have the authority to take decisions and sign agreements on behalf of my organisation. On behalf of the Danish member organisation On behalf of the Partner Organisation

Date/Place

Date/Place

Name

Name

Position in organisation

Position in organisation

Signature

Signature

Stamp (optional)

Stamp (optional)

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6. Contact information
Basic information about Danish applicant organisation Organisations name Address Telephone and fax, if any Email address Website, if any Name and address of other DUF member organisations, if any National organisation: International Medical Cooperation Committee, IMCC Panum Instituttet 9.2.2 Blegdamsvej 3 2200 Kbenhavn N Tlf. og fax: 61604735 www.imcc.dk Responsible committee: IMCC Rwanda Panum Instituttet 9.2.2 Blegdamsvej 3 2200 Kbenhavn N Tlf. og fax: 35326411 rwanda@imcc.dk Amir Ali Rektorparken 1, 10. 1017 2750 Kbenhavn SV Denmark amirmukhtarali@gmail.com +45 60624692 Medical Students Association of Rwanda, MEDSAR National University of Rwanda (NUR) Faculty of Medicine B.P: 30 Butare Tl: +250 8611186 Fax: +250 530328 E-mail: medsanur@yahoo.fr partner, all

Contact person Name of contact person Contact persons address (if different from the organisations home address) Contact persons email Contact persons telephone no. Partner organisation Organisations name Address Country Email address Telephone no. Website, if any Name of contact person If there are more than one organisations must be mentioned.

6. Annexes
List of annexes Obligatory annexes xDetailed budget (annex 5) xTimeline of activities (annex 6) Other annexes xPartnership agreement (annex 1) xLog frame (annex 2) xTarget group (annex 3) xProject structure (annex 4)

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