1. Introduction to Program Operations

In each of the higher primary schools which are in our typical Cafe Sensorium program, we have ~300 students who use our library; out of which 100 (20 x 5) students in the MLL activities, art, science, book of the/drama story writing club and computer club programs; and 60 students who go through the GROWBY mentoring program per year. And finally to round up our programs, we publish a bimonthly newsletter in which we publish the best art work, science projects and stories submitted by students in our programs. We actively collect data about our programs (student GROWBY levels, library attendance and readerships, art and science project attendance and scores) and publish project monitoring dashboards every 3 months which are presented to the school principals and the local block education officer (BEO). We have an independent auditor (Shyam & Co.) from Bangalore come and audit our finances (expenditure) and program progress every month. Our year ends with the annual day (Leonardo Da Vinci day) in which select students from each school (600 students) participate in various live competitions related to all our programs. Each school also exhibits its best work from various programs during the school year in “display booths”. Awards are finally given to the winners of the various live competitions, best booths and the best students (based on year-end scores) by the judges and chief guests.

Program operations and coordination is key to the success of a Cafe Sensorium program. this includes all the templates needed to run the program.

2. Videos on Program Operations

a. Project Templates Needed to Run the Program

b. Writing and Publishing Newsletters

c. Running the Annual Day

d. Maintaining Relationships with BEO and School HMs/Teachers

e. Parent-Teacher Meetings

f. Project Coordination on the Field

3. Download Various Project Templates

  1. Budget tracker template to track actual costs incurred against budget on a monthly basis
  2. Attendance tracker template to track attendance of Cafe Sensorium staff members on a weekly basis
  3. Income and expense tracker template to track money received from ASHRAYA and itemized expenses incurred on a weekly basis
  4. Library book catalog template to track and audit books in each library
  5. Audit template to audit the progress of every club on a bi-weekly basis
  6. Project monitoring template to track all detailed information about the schools, students and programs in action on a monthly basis
  7. Performance scorecard template to score the progress and accomplishments in each club and program operations on a monthly basis
  8. Annual day planning template to plan the program scheduled for the annual day

4. Sample Project Operations Artifacts from Seed Sensorium (2018-19)

  1. Newsletter Sept 2019
  2. 2018-19 Year-ending Performance Scorecard
  3. 2018-19 Project Monitor and Dashboards
  4. Audit Report Mar 2019
  5. 2018-19 Year-ending Statistics (and Comparison to previous Year’s Performance)