RAP COS Programming Procedures - 2018

Date Planned / Suggested Activities to be undertaken

29 January to 19th April 2018
th
Community exit period work on the following:
1. Be at site and implement the community exit activities.
2. Conduct scheduled work as planned.
3. Hold a closing meeting with your farmers/ groups and reflect on the accomplishments in last two
years, hand over line levels, scales, RAP and other Tech manuals, etc.
4. For replacement sites: prepare site for next Volunteer; identify and send name of host farmer;
inform the community that next PCV will arrive at site week of 7-11th May 2018; may not be like you;
discuss housing checklist and what needs to be improved on the house; discuss with PPC.
5. Hold the farewell party in the community.
6. Arrange for disposal of your assets, and list household items being left behind for replacement PCV.
7. Arrange for your pull-out based on Admin guidance i.e. 350K for self-pulling will be deposited into
your account. If it costs you more, keep all receipts and request reimbursement for anything above.
8. Hold a meeting with your District DoF officer listing the projects you have undertaken, identify any
follow-up activities, give them a copy of your final report, deliver farewell letter, say goodbyes.
9. Complete your draft COS document, Transition report, VRF and letter of recommendation.
10. Finish and submit completion reports if you have small grants.
11. Say Goodbyes to friends, counterparts, farmers, host family, community members, etc
30th March Deadline for sending draft copies to Cleopher of DOS, Transition report and recommendations for review.
20th April Depart your site by Friday head to the provincial house.
20 – 22nd April In the Boma work on finalizing the following:
1. Email final VRF to Cleopher.
2. Transition report.
3. Description of Service.
4. Letter of recommendation.
5. Do other admin tasks like closing bank account and return PC property to PCVL, get their signature.
Monday 23th April Arrive in Lusaka
24th to 26th April COS exit week in Lusaka work on completing tasks on the checklist:
1. Plan to have meetings with medical, admin, APCD, DPT and CD. A meeting schedule for CD Admin
and medical will be provided. For APCD just walk in anytime.
2. In APCD meeting, collect your final DOS printed on PC letter head paper.
3. For meeting with CD you need to carry three copies of the DOS for him to sign (one copy remains
with you – one copy remains with PCZ and one copy is sent to PCW).
26th April Ring-out ceremony conducted by the CD in the afternoon. Time TBD
27th April Departure (Check-out from rooms)
 RAP COS Programming Procedures - 2018

Extension PCVs (Pulling from site and transfer to new assignment)

Pulling from site

PCVs extending their service to another site or organization are also expected to pull themselves from their communities in the week prior to starting the
extension service. The process regarding the dates and details are as follows:
 Volunteers receive via their bank account – a deposit of 350K for transport for EXTENSION self-pulling. If it costs you more than 350K please keep all of
the receipts so you can request reimbursement for anything that goes over the 350K.
 Self pull 04 days prior to start of EXTENSION. So for example if EXTENSION was scheduled for Friday April 27th, the earliest day of self-pull from
community would be 23rd April. Volunteers wishing to spend less time at the provincial house prior to traveling to extension site can self-pull later than
23rd April.
 Extending Volunteers intending to come to Lusaka to attend their colleagues’ Ring Out will have to apply for vacation and pay for their own lodging in
Lusaka.

Posting to the Extension Site

All Extending Volunteers will be expected to use their pull out allowance to go to their new sites. As in the case of Program Travel Allowance, if the money used
is more, send in the receipts and you will be reimbursed.