One of the main sources of funding in Daffodil Institute of Social Science (DISS) is “personal sponsorships” for children. Personal sponsorship means one child in the DISS is linked to a sponsor (or group of sponsors, company, etc.). This link guarantees that DISS receives regular contributions for the DISS as sponsors agree to pay a fixed amount every month for the sponsorship. One big advantage of this scheme is that continuous funding is guaranteed; DISS reports and annual letters sent by the children themselves enable sponsors to closely identify and monitor the children. The number of children who need to be registered under the sponsorship system depends on DISS’s total costs. This information will be provided by the DISS FOCAL contact person.
This method of funding naturally involves both benefits and challenges for all parties involved. The following paper is meant to give guidance to DISS on this regard. It explains the reasons for choosing this funding instrument, what it involves, and how to deal with the administration of the sponsorship system. These policies deal especially with “Institution-based development of DISS”, all general sections about ID-Sheets, letter exchanges, and DISS reports etc.
Thoughts of Sponsorship
Monthly donation is combined with the donations of other sponsors so we can provide long-term resources for lasting change for all the children in DISS. Your gift will help provide your sponsored child and other children in their earnest need with the basic necessities, including access to resources like clean water, better nutrition, basic healthcare, education, spiritual nurture, and economic opportunities for his or her family, the community, and other children in need; all of which can ultimately help them to reach their God-gifted potentialities.
Sponsorship also assists the entire community by providing benefits like setting up new or restored water wells, new or renovated schools and health clinics, as well as improved agricultural training. Adults may receive Life Skills training for surviving in mainstream society.
We offer help in these areas and more–according to the needs of the Institute–because we seek the best way to change the life of a child.
Sponsor a child in DISS
Sponsoring a child in DISS with the easiest way is necessary to improve the lives of all children and to make sure girls have access to equal opportunities. By becoming a child sponsor, you guarantee a child and other children in DISS everything they need to grow, learn and plan for their futures. Child sponsorship helps tackle the root causes of discrimination, exclusion, vulnerability, and also support some of the world’s most vulnerable children to thrive.
Administration
One of the main areas of responsibility in the personal sponsorships program deals with administering letter exchanges between sponsors and children, ensuring that an appropriate and functional system is in place. It also guarantees that both the letters and reports of the children are handed in to DISS punctually.
Depending on the DISS a Program Officer can act as sponsorship officer. This officer is providing the necessary information to the children and the sponsor.
The Sponsorship/Program Officers are financed by DISS and responsible for carrying out the necessary activities related to personal sponsorship. Their main responsibilities include the timely delivery of Identity Sheets, the DISS Reports and quality management of the children’s letters. This position requires someone with the following qualifications:
Male or Female with a recognized university/college degree in Sociology, Psychology or Pedagogy or related field involving children’s rights and protection.
Minimum two years of work experience
Computer/software skills and literacy and the ability to use a camera.
Mobility (if needed)
High conviction and understanding of the importance of a child’s participation.
Fluency in English and any further local languages which may be needed.
DISS will provide all necessary support, Program Officers may need to fulfill their responsibilities (e.g., digital camera, color printer, computer and software).
2. Registration of Children for the Sponsorship
2.1 Sensitization
Before implementing the sponsorship, it is of utmost importance to explain the objectives, principles and practices of this particular sponsorship system to the team. This includes explaining the necessity of taking photographs of children. Furthermore, it should be made clear that DISS activities and their resulting benefits through the generous donations of sponsors.
It is also important that the sponsorship system be understood correctly. Sponsors want to be assured of and informed about the well-being of the children. This is accomplished by delivering children’s letters and an annual report on a regular, timely basis.
At the very beginning of the process, the DISS staff should explain the concept of the personal sponsorships in a culturally sensitive way which respects existing community structures. Parents, guardians and the children themselves all need to understand the concept. Sponsorship committees can also be established to raise awareness of the sponsorship scheme.
It is very important for all team members of DISS to understand and accept that no extra benefits from the DISS are received by them or by the children selected for personal sponsorships. Instead, these individuals act as DISS representatives and guarantee its support and implementation. This must also be made clear to the sponsors. Institute members should know the differences between various forms of child sponsorships which different organizations offer. They need to understand the implications and expectations entailed in various sponsorship models such as letter exchange, child reports, DISS sponsorships etc.
2.2 Selection of the Children
Sponsors are free to choose the process by which children are selected for the sponsorship system. Based on experience, we recommend the following points to avoid anomalies while singling out individual children, preventing misunderstandings or jealousy, and keeping logistics as easy as possible:
Selected children must be given the opportunity to access education and to benefit from at least one component implemented by the DISS.
DISS recommends that at least 50 % of the selected children are female.
If the DISS program is carried out in various communities/regions, then only children from a few communities/regions should be considered for the sponsorship system for logistical reasons.
If possible, children should be chosen who will remain in the area for the duration of the DISS.
More than one child per family can be selected. This helps avoid some siblings/children feeling underprivileged when it comes to their photos being taken or sharing writings or receiving letters. However, the decision is up to the DISS and the situation within the Institution.
There are no direct or special benefits for specific children but only whenever possible. This also makes it possible to monitor the progress of DISS activities.
If possible, sponsored children should age between 5-15 years.
DISS suggests that the selection of children for the sponsorship system should be adapted to the respective design. There are different ways to select the children: randomly, through the team DISS, through the children themselves.
After selection has taken place, DISS staff should explain selection criteria to the children of those who were not chosen. Those who will be involved in the DISS need to be given an adequate knowledge and understanding of the administrative work involved in managing child sponsorships. It is very important to make it clear that the children who have not been selected will not be at a disadvantage compared to the sponsored children.
3. Requirement: Personal Sponsorship
3.1 Identity Sheets
The personal sponsorship of a child starts with an Identity Sheet (ID-Sheet). The DISS should send one copy of the ID-Sheet to the sponsor with a covering letter. The DISS office should keep one copy of the ID-Sheet in the respective file and input in the database systems.
Once DISS receives this ID-Sheet, it is sent to a sponsor who has shown interest in supporting a child. On the one hand, the linkage of children to sponsors is a mean to secure funding for the DISS. On the other hand, the sponsors are given easier access to information about the problems, challenges as well as opportunities and progress.
The ID-Sheet includes not only a recent photograph but also detailed information about the child. It is important for sponsors to learn about the child’s background with detailed information along with the current situation. However, they should also learn about the child’s personal life.
DISS will proved all information as many sponsors may wish to get a better idea of Institutional conditions based on the example of one child’s life.
Once DISS have agreed to use the personal sponsorship system for fundraising, it is necessary to provide the ID-Sheets for the agreed number of children as soon as possible. This gives DISS the opportunity to find sponsors right from the start.
A separate file should be kept in the DISS office for each individual child.
a) Format Requirements
The photo must not violate the dignity of the child in any way.
Photos must not be discriminating. It is neither helpful nor necessary to show handicaps.
Make sure that children who are photographed are clean and tidy. Photos in which children are crying, appear fearful or have their eyes closed cannot be used.
Children are to be dressed in the typical manner for considering local culture. They should not be dressed up or wear make-up for the occasion.
Photos should not be stamped or smudged with ink.
To sum up, the aim is to present the child in a nice photo which demonstrates that you are taking the girls and boys proposed for sponsorship seriously.
b) Information Requirements
We would like to make some comments about some specific aspects of the ID-Sheets:
Name
If the child has several first and/or last names, please use the appropriate line/box.
Reg.-No.
When sending in the ID-Sheets of newly accepted children, only the DISS number should be written on the ID-Sheet in the data field “Reg.-No.” DISS will assign each registered child an individual number. DISS will complete a list of all the full registration numbers of the newly admitted sponsored children (e.g. DISS/2021/0001).
Further Information about the Child
When filling out this part of the ID-Sheet, it is very important to protect the child’s dignity. Anything that could be perceived as discriminating or too personal should be omitted. The purpose of this section is to emphasize the child’s potential and future prospects.
Family
Please indicate in brackets behind the names of the child’s father and mother if he or she has passed away or if the person named is the stepfather/stepmother. This will make it easier for the sponsor to understand the family relationships.
Family Background
Describe the child’s and his/her family’s living conditions briefly (i.e. how they live). Mention if the father or mother have died.
All the ID-Sheets should be filled out identically and the contents should be discussed. It is important that a precise and convincing description of the DISS aims be given.
DISS Address and Mailing Address
Write the full name and physical address of the DISS in the box on the left side. Please insert the mailing/postal address to which sponsors can send their letters to the children in the box on the right side.
c) Mailing the ID-Sheets
Make sure that the ID-Sheets are carefully packaged to avoid being ripped or damaged during shipping. Ideally, they should be placed in a protective cover.
Finally: Before mailing ID-Sheets, they need to undergo careful quality control. Another person should proofread the ID-Sheet before it is sent.
d) ID-Sheets Renewal
Occasionally, sponsors may withdraw their sponsorship for various reasons. In such a case, DISS need to find a new sponsor. Sometimes, however, either ID-Sheet is already more than six months old. In such cases, DISS would create and send a new ID-Sheet for the child concerned. In this case, the child’s full reg.-no. should be included on the ID-Sheet; it consists of a four-digit individual child number.
3.2 Letter Exchanges
Written communication between children and sponsors is part of the sponsorship system. The letters exchanged can be enriching for both parties and provide opportunities to learn about each other. For some sponsors, the letters are a means of learning about another culture and the circumstances in the children’s life. For other sponsors letters provide “proof that there actually is a DISS and that money is reaching the kids”.
a) General Information
Sponsors send their letters directly to the DISS office. The logistics of delivering letters to the individual children need to be organized appropriately and the staff’s workload should be taken into consideration too. However, letters should still be delivered within one month.
Children send letters to the DISS Sponsorship Officer. From there they are distributed to sponsors. In such cases, it is important to forward the children’s letters as soon as possible.
The DISS office needs to develop a system to keep track of which children have already sent their letter to ensure that all the children write their letters on time.
b) Letters from Children
It is important that the complete registration number of the child appears clearly on each letter so that DISS can distribute the letter to its respective sponsor.
Each sponsor must receive at least one letter per year from their sponsored child. The letter must include a recent photo of the child.
When a sponsored child receives a letter, he or she is expected to reply to it; this is in addition to the annual letter.
Children who are too young or physically/mentally unable to write themselves can draw pictures instead. In such cases the Sponsorship Officer is expected to send written notes about the child along with the picture.
Children who do not know English may also write in their language. The Sponsorship Officer should then translate the letter and send both the English and the original version.
Possible Topics for Letters
In general, the children should express themselves as freely as possible and can write about any topic related to their daily lives. The following list is designed to help Sponsorship Officers give children ideas if needed. These are topics of general interest to sponsors:
- What is the child’s family situation like?
- How is the child performing in school?
- Which subjects does the child especially like?
What is his/her daily life like?
- What plans does the child have for the future?
- How does the child live? What are his/her daily activities?
- What kind of a relationship does the child have with his/her siblings?
- Who are the child’s best friends? What recently happened to the child and his/her friends?
Is he/she interested in sports? Which sports?
How does the child spend school-holidays? When do they have holidays?
Are there any traditional games he/she likes to play?
Are there traditional ways of dressing? What do they wear? What does the child like out of them?
Are there cultural events in which children are involved? Is there a special event the child would like to report about?
What does his/her name mean?
Which special events took place during the last year?
etc.
Exploitation of Sponsors
Direct correspondence between children and their sponsors should be avoided; thus, the children’s letters must never be sent to the sponsor’s address. This direct link may potentially exploit sponsors by sending letters with all sorts of requests.
DISS expects that all letters for sponsors be sent as specified.
Sponsors’ addresses must be removed from letters before they are given to the children. This is done to avoid any direct communication between the children and the sponsors.
DISS advises sponsors not to answer inappropriate requests from children. However, some sponsors may not follow these recommendations and, for example, send money in envelopes. If partners become aware of this kind of activity, they should inform DISS immediately.
c) Letters from Sponsors
Some sponsors write very often and regularly. Others rarely write or never write at all. Either way, letters from sponsors should be handed over to the respective children without any unnecessary delays.
Nevertheless, before the letters are given to the children, they must be cross-checked by the Sponsorship Officer. They need to be checked for anything which might raise false hopes or expectations among children. Misleading communication and any negative effects need to be avoided. A letter from a sponsor may not be appropriate for an intercultural exchange - especially if its contents would upset, disturb or make the child feel insecure. In such cases it is imperative for the DISS staff to intervene. The Sponsorship Officer must examine all letters from sponsors as to whether their content could possibly have a negative or damaging effect upon the child or environment. Such letters should not be passed on to the children.
Letters which Raise False Expectations
When sponsors start supporting a child, we inform them that they should not make any offers to the child’s when writing. We also strongly advise against sending parcels, presents, money, etc.
It needs to be clearly communicated to the sponsored children that the linkage to the sponsor does not entitle them to any specific intervention or additional financial help from the sponsor.
Unfortunately, sponsored children may still expect such extraordinary favours. In some cases, sponsors may even reinforce such false expectations in their letters.
letter containing the following kinds of things should not be passed on:
- Offers of disproportionately generous gifts
- Invitations
- Sexual contents
- Content which does not respect the child’s religion or culture
- Content resulting from a sponsor’s mental illness or confusion.
If the DISS staff becomes aware of such letters they should not pass them on to the children. They need to send them back to DISS immediately with a short explanation of their reasons for doing so. DISS will then discuss with the sponsor why the letter could not be handed over to the child. DISS will also assume responsibility vis-à-vis the sponsor for the fact that their correspondence was examined by the DISS staff.
Pressure on DISS Staff
Due to the content of some letters from sponsors, children or their families may wrongly suspect that certain benefits that they should receive are being withheld. Because of this, DISS staff must make the funding procedures clear to children and all other DISS beneficiaries. It is important that they understand the reasons for the contact between the children and the sponsors.
Replying to Letters
Children who receive letters from their sponsors are expected to reply within a few weeks. The letter should acknowledge that the sponsors’ letter were received and answer any questions the sponsor may have asked in as much detail as possible. If children are not yet able to write the replies themselves, the letter can be written by the DISS Sponsor Officer on behalf of the child.
Children who do not Receive Letters
Unfortunately, not all sponsors write letters. In some cases, one child may receive a letter from a sponsor and a friend or sibling while another “sponsored child” may not. This can happen since children will have different sponsors. It should be pointed out to the children that English is not the sponsor’s mother-tongue, and this may hinder them from writing. It is important that they understand this so that they will not be concerned if they do not receive any letters.
Information requested by sponsors.
Sponsors may contact DISS with specific questions concerning sponsored children. DISS authorities should provide detailed information or send the required documents. if adequate, forward the information to DISS as soon as possible. We would like to remind all those involved that responding promptly and thoroughly to the questions of the sponsors is extremely important to the work of DISS. Therefore, it is extremely important that such letters be given due and timely attention by both the officers and DISS authorities.
4. Leaving Forms
During the course a child may drop out of the DISS. This means the child also withdraws from the sponsorship system. This must be communicated to the sponsor immediately. The DISS is asked to fill out a “Leaving Form” indicating the date of and reason for dropping out. It should also include information about the future plans of the child and his/her family if possible.
If a child dies due to an accident or illness DISS must be informed as soon as possible by e-mail and not weeks later when sending the leaving form. The date of death and - the cause of death should be communicated in such an e-mail.
Together with the Leaving Form, DISS needs to receive the ID-Sheet of a new child which can be forwarded to the same sponsor (or an alternative sponsor). DISS will give the new child in the sponsorship scheme a new registration number. It will not have the same number as the child who dropped out . Please ensure that the new child can benefit from the DISS for at least 3 years.
Whenever a child withdraws from the DISS, a Leaving Form must be filled out. (Sponsor -child’s file) at the DISS office. The Leaving Form must include the following information:
Child’s name
Child’s registration number
Date of leaving. If the precise date is unknown, use the last day of the respective month or quarter when you think the child left the DISS.
Exact stage of education. Note which class/level has been achieved.
Detailed reason for leaving.
Proper information about the child’s new living situation. This must include information about whether the child/youth can now support him or herself or who is taking care of him/her now. Information about the place/address where the child will be staying after leaving the DISS should also be given.
Information about future plans ( if possible)
The date when the Leaving Form was filled out.
Name of person who filled out the Leaving Form.
The Leaving Form should reach no later than two months after the child has left the DISS.
5. DISS Reports
DISS is committed to inform the sponsors about the activities once a year. This is done to create confidence in our work and to motivate us to continue supporting. Each sponsor receives an “annual report” from DISS for the particular child is supported through. Each DISS is therefore obligated by agreement to submit an annual report about the activities and special events and activities.
6. Sponsorship documentation and Annual Children’s Lists
DISS is required to keep files on each sponsored child to keep track of their current situation and development. It is also necessary to monitor the impact. Also maintain a master list of all registered sponsored children and to update it on a regular basis. DISS will review the current list of sponsored children once a year. This list needs to be checked very carefully.
Please make sure that the DISS staff signs their names on the lists after having checked them.
The DISS staff should check the following:
Are there children on the list who are no longer supported through the DISS? If a child is listed who has actually left the DISS, the DISS staff needs to delete the child's name, note the date of leaving, and, if not yet done, issue a Leaving Form and keep record immediately.
Are there children supported by DISS who are not on the list?
Are the dates of birth and the gender of the children, correct?
Any spelling mistakes need to be corrected.
Necessary corrections should be made regarding, for example, the spelling of names or dates of birth. The present level of education needs to be updated.
7. Additional Information
Local Expressions
Please avoid using local expressions when filling out the ID-Sheets, Leaving Forms and annual reports.
Parcels or Monetary Gifts for Specific Children
All donors should be informed that they should not send parcels or monetary gifts to sponsored children.
Some sponsors might send additional monetary gifts to be used for all the children. DISS should confirm such payments and send a thank-you letter to the sponsor in which the money was/will be used.
Please note:
In the case of “institution based DISS” sponsors are allowed to send individual grants, monetary gifts or parcels to sponsored children.
Children who receive earmarked grants, parcels, etc. from their sponsors are expected to confirm their receipt and write a thank-you letter within a few weeks. If a child is not yet able to write, a Sponsorship Officer or someone else can write on behalf of the child.
8. Sponsors’ Visits
Our fundraising policy for sponsorship anywhere, specifically mentions and offers the possibility for sponsors to visit the DISS they sponsor. We believe this is positive and enriching for both the sponsors and the children. Please note that the sponsors would be informed that they cannot visit a single child. Sponsors should rather visit DISS in general, learn about the DISS activities, and meet the child they sponsor in the company of a DISS employee. Over the years sponsors have taken advantage of this possibility and have returned joyous expression and gratitude for the experience. The stories they tell have helped gain new sponsors. Also, a good number of them have returned for subsequent visits.
We can then offer to inform our partners how to visit. Sponsors should, of course, make their own arrangements. However, some people visit without informing us. We cannot oblige them to abide by our guidelines. Our experience, however, is that the majority of visiting sponsors call us prior to traveling and accept the guidelines we give them for their visits. These are:
Visitors (or we) ought to announce their visits, the dates, number of visitors and length of intended stay.
Visitors ought to wear culturally appropriate clothing and avoid displaying costly jewelry or excessive spending which would exhibit the gulf between "rich" and "poor".
Visitors should not smoke or drink in the DISS premises and in presence of the children.
Visitors should not bring ostentatious, expensive, culturally inappropriate gifts for the children. It is better to throw a party for all the children or buy sports equipment.
Visitors must accept the visitor’s Code of conduct of the DISS.
Visitors should fit their visits into the daily routine of the DISS, so as not to be disruptive.
Visitors must cover all their expenses. The DISS will not pay their bills.
Visitors will be charged for transport, food, telephone, medical treatment, or services provided or arranged for by DISS and must pay their bills before leaving.
Visitors may not be with a single child or take them to a hotel without being accompanied by DISS personnel.
Men should not stay at a girls' hostel or be allowed to be alone with boys or girls at any time.
Visitors must not try to influence children in matters of faith/religion.
In the unusual event that a visitor/sponsor creates difficulties or problems for the DISS, staff should not hesitate to act, especially when the child needs to be protected. If a visitor tries to abuse a child sexually, the staff needs to act quickly and firmly, calling the police if necessary. In the case of complaints by visitors, DISS shall first of all represent the interests of the child and the partner/DISS, even at the risk of losing the sponsor.
9. General Obligations / Deadlines for Documents
31 December - Annual DISS Report (Jan-Dec)
30 June - Audited Financial Statement (As per financial year)
30 September - Budget for the following year
Ongoing: Children’s letters
Ongoing: ID-Sheets and Leaving Forms
Special attention to the requirement “Children’s Statistics List” is to be added to the audited annual financial report.
10. Banking Information:
Account Name:
Account Number:
Branch Name:
Swift Code:
Sponsorship procedure:
Once anyone donates, an account with a temporary password will be created in DISS Support Center. Simply log in to securely view this as well as any future gifts and so much more. Also start receiving email news of generosity in action, including inspiring children's stories, emergency alerts and ways to get involved.
By donating, Sponsor gives us permission to use their gift, combined with those of other donors, as part of our matching/combined gift fund to inspire more donors to support our mission. Whether or not a sponsor's gift is matched, it will still be tax deductible to the full extent allowable by Govt rules in the same year it was made. If donated after December 31, the donation will be matched in the following year.
For monthly gifts only: By providing card information, DISS to charge cards on a recurring basis in the amount indicated above. We understand that this authorization shall remain in effect until DISS notify at least 30 days prior to the upcoming charge that we wish to end this agreement. We understand card issuers may impose additional requirements and we should contact the card issuer for further information. A record of one’s contributions will appear on the DISS billing statement.
Sponsorship also assists the entire community by providing benefits like schools, teaching aid, nutrition and physical & mental health support as well as improved training. According to the child labor law, adult kids receive livelihood training in areas or may attend classes in nutrition and hygiene.
We offer help in these areas and more–according to the needs of the institution–because we believe the best way to change the life of a child is to change the community.
How can we maintain Sponsorship?
Separate data for each child will be provided on its own website with pictures. Where there will be detailed descriptions about the child. Such as- the child's past; The reason for coming here, the child's future plans, etc. By looking at this child profile, any well-to-do person, any corporate organization, voluntary organization, local or foreign donor organization can give annual grants for one or more children at one time or in cash through online banks in installments. There will be an overall annual statement per child, according to which the grant will be sponsored per child. The sponsor will communicate with the child through the organization. Special gift items cannot be given to any child alone, but it will be subjected to the approval of the management committee. Gift items can be given to a special group of children's home (same kind of gift items) through the organization.
The amount received from the sponsorship each year, or the account of the grant will be mentioned in the annual report. That is, of course, according to a policy on "DISS Sponsorship" since we will not accept any kind of institutional assistance.
Positive counseling will be ensured on all these issues. Psychosocial services will be provided to children in accordance with the counseling protocol of the children's home. Ultimately, he/she will be reunited with his family.
Conclusion:
Every year, during January to December, DISS accounts will calculate the actual cost of their basic needs for children and upload the analysis to a website for clear understanding of sponsors. Sponsor Policy and cost may change as per action research.