AgriDev Outreach Policy

1. Purpose

This policy establishes the standards and procedures for conducting outreach surveys at AgriDev. It ensures that all staff follow consistent practices in preparation, field engagement, and post-survey reporting, thereby safeguarding data quality, respondent dignity, and staff safety.

2. Scope

This policy applies to all AgriDev engineers, field officers, and staff involved in survey preparation, administration, and reporting. It covers activities conducted before, during, and after field surveys.

3. Policy Statement

AgriDev is committed to conducting outreach surveys in a professional, ethical, and safe manner. All staff must adhere to the procedures outlined in this document to ensure accurate data collection, respectful engagement with respondents, and effective reporting.

4. Procedures

 Pre-Survey Preparation

• Materials & Equipment:
  Staff must carry all required tools including tablets, chargers, power banks, pens, markers, printed questionnaires (backup), identification vests, and respondent lists. Devices must be fully charged prior to deployment.
• Field Access & Planning:
  Staff must review respondent information, monitor weather alerts, and confirm internet connectivity. A unified introductory message must be sent to respondents before calls are made. Gender-sensitive arrangements must be respected to ensure respondent comfort.
• Safety & Logistics:
  Vehicles must be inspected daily for safety compliance. Staff must inform supervisors of start and end times, maintain emergency contacts, and wear appropriate clothing. Travel plans must be reported in advance.

During the Survey

• Ethical Conduct:
  Staff must greet respondents politely, introduce themselves, and explain the survey purpose in simple terms. Neutrality must be maintained at all times. Confidentiality and voluntary participation must be emphasized.
• Safety & Security:
  Staff must follow local road rules, check in with supervisors every two hours, and avoid unsafe or isolated locations. Work must be suspended immediately in case of conflict or harassment.
• Survey Administration:
  Questions must be read exactly as written, with sufficient time allowed for responses. Answers must be recorded immediately and accurately. Special accommodations must be made for elderly or disabled respondents.
• Closing the Interview:
  Staff must confirm all questions are complete, allow respondents to add comments, thank them sincerely, and provide project materials (flyers, complaint cards, etc.).

Post-Survey Steps

• Data Management:
  Responses must be synced to the system before leaving the area. Backup copies must be saved where required. Paper forms must be stored in labeled envelopes with clear handwriting.
• Reporting:
  Staff must document refusals, translation challenges, and inaccessible households. Daily notes must include logistical issues, suggestions for improvement, and records of travel distance and accommodation receipts. Reports must be submitted to supervisors promptly.

5. Compliance

Supervisors are responsible for monitoring adherence and ensuring corrective measures are taken when necessary.