Peace Corps Thailand
VAC Meeting Minutes
May 11, 2009

The following is a list of issues, questions, and concerns presented at the VAC meeting on 11 May 2009. It also includes staff response and actions to be taken.

Members present:
Christopher Allen, Sarah Brooks, Kelly Crowley, Beau Gambold, Victor Gebhardt, Sherri Hill, Jeff Jenkins, Abilene Sequin

Staff present: CD John Williams, PTO Marilee McClintock, AO Jake Sgambati

Guests:
Chris Boeckx, Lacey Monson

Agenda:

1. Suggest a change in the clarity of the riap-roy statement in the welcome pack/volunteer handbook

Issue Synopsis: Many of the female volunteers felt misguided and were left confused by the current description of riap-roy appearance. As currently stated, description reads, “knee-length or long dresses or skirts with slips under any see-through apparel... high collared shirts or blouses...”

Suggestion: Add “T-shirts and like material are not appropriate. Button up blouses with collars are. Clothing patterns should not be overly flashy or colorful.” Including a picture of an appropriate outfit would be ideal and extremely helpful for future trainees.

Discussion: VAC made a comparison of PST standards of riap-roy attire to standards found at site and discussed the validity of the current standards. VAC members were in agreement that preparation for the most conservative of situations (ie current PST riap-roy standards) was the most prudent course of action. VAC also discussed the difference between the Thai and American definition of a t-shirt.

Decision: Peace Corps Thailand does not have the flexibility to add photos to the Welcome Book as the format is strictly controlled by Peace Corps Washington. VAC members and staff agreed unanimously to add the aforementioned proposed language to the Welcome Book and Volunteer Handbook.

CD follow-up response: In addition to the suggestion and decision mention above, we might consider adding something like a “fashion show” segment to the Welcome CD Rom or some other on-line website that Invitees can view showing examples of appropriate attire for various occasions in Thailand.



2. Blind Site Visit Evaluations

Issue Synopsis: Many volunteers felt that their PM site visit evaluation was done in a manner where the evaluations could be linked to the volunteer that filled it out. VAC suggests having anonymous evaluations be sent in at a given time after the visit either by mail, fax, or by means through which the evaluation cannot by linked to the volunteer (as currently evaluations are given to the Project Manager in person). This would allow most honest feedback.

Discussion: Peace Corps staffed discussed the All Volunteer Survey which is administered annually and divided into three levels based on length of service already completed. They used this as an example of an anonymous survey administered by Peace Corps.

Decision: Peace Corps staff agreed to have site evaluations channeled through a third party.

CD follow-up response: This issue has been discussed further by staff and the CD and PTO have agreed that site visit evaluation forms will be left with Volunteers following PM/PO site visits, which the Volunteer can complete and submit directly to the PTO or CD in a sealed envelop.


3. Anonymous Evaluations throughout PST

Issue Synopsis: VAC suggests allowing volunteers to fill out anonymous evaluations every couple of weeks throughout PST. Many trainees felt that because of information put on the currently given evaluations, they were confronted by staff and made to feel like they could no longer be honest in their feedback.

Discussion: Peace Corps staff expressed that providing constructive feedback to host national staff is often difficult due to cross cultural issues. VAC argued that in certain instances information from the training evaluation was used in progress assessment. Staff expressed some confusion and posited that perhaps the self evaluation and training evaluation were being confused by volunteers. The self-evaluation, by nature, cannot be anonymous and its issues should be addressed to volunteers. VAC members agreed, but asserted that an anonymous feedback forum is necessary to foster honest feedback and provide trainees a method through which they feel they can express their concerns and have those concerns addressed. VAC members also argued that too little time was given to feedback sessions, especially the final session in which trainees were given 15 minutes to evaluate the entirety of PST. It was also discussed that in a previous VAC meeting staff had agreed to also do an evaluation of PST 1 at PST 2 when the Volunteers have the benefit of hindsight as to how well PST prepared them for their first three months at site, which is the goal. This will be an agenda item at group 121 PST 2 in July.

Decision: Staff agreed to make training evaluations anonymous, while keeping self-evaluations linked to the volunteer. They also agreed to provide more time for the final feedback session and expressed regret that it was cut short in this year's PST. These decisions will be relayed to and implemented by the training manager who will oversee next year's PST.

CD follow-up response: The CD concurs and no further response needed.

4. Ergonomically designed bike seats for male volunteers

Issue Synopsis: Many male volunteers have mentioned that they've suffered from medical conditions due to the current bike seats provided by Peace Corps. If Peace Corps provides “male friendly” bike seats from the beginning, it would save in medical trips and expenses.

Discussion: Doctors and urologists claim that lasting medical issues can be caused by the current bike seat design. Rit, however, did not recommend changing the bike seats for all male volunteers as there weren't enough issues among male volunteers. VAC members discussed the reluctance of male volunteers to come forward with possible related medical issues and the possibility of medical issues that become apparent only after cessation of service. VAC argued that changing the default bike seat choice would save money for Peace Corps in the long run as they would not be forced to buy duplicate bike seats.

Decision: For current volunteers, bike seat replacements will be made available on an opt-in basis. The Admin Officer will send out an email urging male volunteers with related medical issues to contact the PCMO and also detailing the availability of the new seats to current volunteers. A bike survey will also be included in PST2 for Group 121 to assess the severity of issues experienced by the group. For future volunteers, such bike seats will be made available by default. Future volunteers can choose to opt-out (thus choosing the standard bike seat design) via the pre-service bike survey provided to volunteers before departure.

CD follow-up response: AO Jake sent out the following message on May 15, 2009:
There have been some concerns regarding the bicycle seats that we have provided and how they may complicate or create problems for men’s health. Peace Corps Thailand wants to reassure everyone that Volunteer health and safety are always a priority for us. We have decided to change the current bicycle seat model to better accommodate your needs. I will work with our medical office to identify a new bicycle saddle that helps ensure men’s health. Right now we are looking into an appropriate model but there is a dearth of research out there about what model actually provides the adequate protection. We will continue to research on line medical and biking journals as well as contact local bicycle experts to get their recommendations to find a solution.

In the meantime, if you have a medical condition that is a result of your riding please contact the medical unit immediately. We will take the necessary actions and precautions based on their recommendations. New bicycle seats should not change your communication with the medical office regarding any health problems that you may be having in the bicycle seat region.

As with any medical condition – stemming from biking or not – please make immediate contact with the medical unit. It is extremely important for them to know of any health concerns or issues that you have so necessary action can be taken.

Thank you,
Jake

5. Suggestion to remove Peace Corps Thailand from the “PeaceCorps Thailand” Newsletter mailing list

Issue Synopsis: Many volunteers feel as though the national newsletter doesn't consist of issues that are relevant to the projects currently active in Thailand. In addition, volunteers on average do not read the newsletter. Circulation to Peace Corps Thailand should be halted and funds put to better use elsewhere.

Discussion: Group 120 were unanimous in wanting circulation stopped, but Group 121 has yet to receive the newsletter and therefore could not in good conscience vote to stop circulation.

Decision: The issue will be readdressed next meeting. In the meantime, Group 121 will receive the newsletter and assess its value. VAC will survey Group 121 via the listserve to properly represent the Group's opinion on the newsletter. At the next meeting a vote will be called. If VAC decides to attempt to halt circulation to Peace Corps Thailand, CD will contact Peace Corps Washington to inform them. If possible, Washington will then halt circulation to Peace Corps Thailand.

CD follow-up response: If and when the VAC as the representatives of Volunteers wishes to express to Peace Corps Washington a desire to opt out of receiving the Peace Corps Times Newsletter, the CD will be happy to convey that message.

6. Have an email or text message sent to PCVs regarding when funds will be made available to them.

Issue Synopsis: It would greatly assist many PCV if they could be notified in advance as to when funds would be made available to them at their local bank. This would assist in proper budgeting as well as save in travel expenses as, with the current system, volunteers rely heavily on guess work. This is primarily to assist volunteers who do not live close to their nearest bank. An alternative would be to standardize when money is deposited each month.

Discussion: Peace Corps doesn't know when banks will make funds available because of variation between banks and even between branches. In addition, in the case of a continuing resolution in the US Congress, money does not necessarily flow to Peace Corps Thailand from the US Government on a standard month by month basis.

Decision: This issue will be brought up again next meeting. Standardizing deposit frequency is not a possibility because of the way Peace Corps is funded. The Admin Officer will explore what kind of time window exists between when Peace Corps deposits the funds and when they become available. If the window is short, Peace Corps can send out notification that reads something like, “Your funds have been deposited and may be made available in the next [time window inserted here] days. This is an estimate for your convenience.” If the time window is too expansive, this email will not be useful and as such Peace Corps will not send such notification. Next meeting, the Admin Officer will present the time window between deposit and fund availability and VAC will vote on whether a pre-notification will be useful. In the meantime, the Admin Officer will send out an email to all volunteers detailing banking and Peace Corps funding details.

CD follow-up response: AO Jake sent out the email to all Volunteers detailing banking and Peace Corps funding details on May 12.

7. Request for input from VAC on organizing External Sharepoint

Issue synopsis: Peace Corps has established an electronic resource center through a web based program called External Sharepoint. Our IT Specialist has requested assistance in organizing the External Sharepoint in a manner that will make it easy for Volunteers to find and use documents placed there. We would like VAC's ideas on what Volunteers could do to help with this. One possibility is to simply assign the ICT GIG to come up with ideas and recommendations. On question to consider is whether or not the ICT GIG members are too familiar or specialized with accessing IT based recourses to offer simple and practical recommendations. The other question is, if not them, then who best to be offering recommendations? VAC is to discuss and recommend who should be responsible for writing directions for Sharepoint usage.

Decision: VAC agreed that ICT GIG should have an integral role in organizing content and creating tutorials for the External Sharepoint. Jeff Jenkins will serve as ICT's contact person within VAC. He will discuss the issue with ICT. The Admin Officer and the IT Specialist will be ICT's contact people within Peace Corps Staff. VAC members will use both the External Sharepoint and the wiki before next meeting so they can be better informed on the topic.

CD follow-up response: No additional response needed.

8. VRF is not working in the Peace Corps Lounge.

Issue Synopsis: The VRF does not work on a majority of computers and Peace Corps staff is advising volunteers to travel to Bangkok at their own expense to fill out the VRF in the volunteer lounge. There are not enough computers in the lounge, however, to support this. In addition, the VRF doesn't work in the lounge.

Discussion: Peace Corps Staff asserted that this is a global issue and that Electronic feedback will not go away. VAC members argued that the VRF was disseminated late and was difficult to access. It also suffers from design problems resulting in less specific feedback. Volunteers felt that the VRF was more designed for CBOD type projects and didn't include enough TCCO specific questions for TCCO volunteers. Staff disagreed and asserted that the VRF was designed with each project specifically in mind.

Decision: Peace Corps will address the design of the VRF to the best of their ability because they aren't getting the quality of feedback that they were formerly receiving. They will also work on dissemination speed, but access is controlled by Washington and, as such, nothing can be done regarding access.

CD follow-up response: Training on VRF will be provided to group 121 at PST 2. All Volunteers should be reminded to use the paper tracking booklets they received because the specific measurement indicators for each project’s Goals and Objectives are contained in the booklets, but not in the VRF as the PTO stated. The ITS will create a test VRF to determine whether or not it can be received/sent on the computers in the PCV lounge. Staff will also be sure to send the next report forms out at least a month before the due date.

9. Business Cards

Issue Synopsis: Some volunteers have expressed the desire for Peace Corps business cards. VAC requests that these be made available to volunteers.

Discussion: US government policy dictates that employees must purchase their own business cards, but CD will approve the use of the Peace Corps logo for volunteers who want to purchase or produce their own business cards.

Decision: Templates currently used by staff will be provided to Abilene, who will alter them to fit CBOD and TCCO projects. She will then offer the business card templates to volunteers.

CD follow-up response: Sample business card was sent to Abilene on May 19. Volunteers may use the logo on their business cards as long as the logo is not altered in any way.


Next meeting:

Friday 21 August 2009, 9:00 am

Jeff Jenkins will facilitate and Abilene will be the secretary for the next meeting.

Issues 5, 6 and 8 will be revisited.