Log in

Advice for Virtual Site Visits

  • Monday, April 13, 2020 1:31 PM
    Message # 8896815

    We have a few weeks on this request, but are considering moving to virtual site visits with our nonprofit applicants.  Curious if anyone has developed protocol or details for migrating to this within their particular organization?

  • Monday, April 13, 2020 1:43 PM
    Reply # 8896839 on 8896815
    Sandy Cook

    Impact100 Metro Denver is  in the midst of implementing virtual site visits.  Probably easiest to connect via email.

    They seem to be going well.


    Let  me know if you want to connect.


  • Monday, April 13, 2020 2:02 PM
    Reply # 8896895 on 8896815
    Sarah, WGA-CdA, ID

    COVID-19 stay-at-home orders hit right as we were moving to site visits so we quickly changed to doing virtual site visits this year.  They are being completed this week and have worked well for our grant committee and organizations.  All utilized Zoom.

    Here's the procedures we came up with and used:

     

    • Virtual Site Visit Team Procedures

    • ·      Please read/review pages 14 through 19 of your Grant Committee Manual – although some of the information will not be applicable to a Virtual Site Visit (VSV) there is a lot of general information regarding site visits, why they are important, questions you may want to ask, how to prepare, etc. 
    • ·      Each committee member will receive a Site Visit Team list which will designate who your team leader and members are.  It will be the responsibility of the team leader to coordinate, schedule and keep in contact with each team member and the Site Visit Organization (SVO).  
    • ·      Working with the team, the team leader will determine how the team meetings and VSV will be conducted; e.g., facetime, conference call, Zoom, etc.  Every team member may not have the ability to participate in the VSV but we request that a minimum of 2 team members and at least 2 people from the SVO participate in the VSV.  
    • ·      Each committee member will receive a list of the Pros, Cons and Questions that were noted at our March 12th meeting.
    • Step #1

      #1 Team Discussion/Virtual Meeting should occur no later than Friday, March 20.  At this first discussion meeting the following activities should be accomplished:

    • ·      Determine what method(s) of virtual meeting and VSV will be used.
    • ·      A list of questions and photo requests (if applicable) should be compiled to be sent to the SVO by the team leader.  
    • Step #2

      Team leader will email the SVO no later than Monday, March 23 a request with specific questions and photo submissions (if applicable) and request a response date of no later than Tuesday, March 31.  Team leader can communicate with SVO contact by phone but please send/resend questions and photo requests by email also.  A VSV date and time can be set up at this time if you know which team members will be able to participate.  The VSV must have a scheduled date after Step #3 below.

      Step #3

      #2 Team Discussion/Virtual Meeting should occur after the SVO has responded to your requested information/photos but no later than Thursday, April 2.  At this second discussion meeting the following activities should be accomplished:

    • ·      Review and discuss the SVO’s responses to the written questions and view photos if any.
    • ·      Determine who will participate in the VSV 
    • ·      Compile a list of any unanswered questions or additional information that the team would like to have.
    • ·      Contact the SVO to set up a date and time for the VSV if not previously done.
    • Step #4

      Virtual Site Visit is conducted by team leader plus a minimum of 1 other team member with at least 2 members of the SVO.  The VSV should be scheduled no later than Friday, April 10.  At this virtual site visit the following activities should be accomplished:

    • ·      Please thank the Organization for participating in our process.
    • ·      Introduce WGA members who will be participating in the VSV.
    • ·      Any additional questions the team would like answered should be discussed.
    • ·      Please try to limit this VSV to 30 minutes.
    • Step #5

      Wrap Team Discussion should occur after the VSV but no later than Wednesday, April 15.  All team members should participate even if they were not able to be a part of the VSV.  At the wrap discussion meeting the following activities should be accomplished:

    • ·      The VSV should be described to any team members who were not able to participate.
    • ·      Information received at the VSV should be discussed and evaluated.
    • ·      The team should determine if they would like to recommend that the SVO move on to the ballot stage.
    • ·      Each team should select a Presentation Speaker
    • ·      Each team should select a Presentation Writer
    • ·      A team member should be selected to present the VSV report and recommendation to the grant committee.  
  • Wednesday, April 15, 2020 7:14 AM
    Reply # 8901366 on 8896839
    Sandy Cook wrote:

    Impact100 Metro Denver is  in the midst of implementing virtual site visits.  Probably easiest to connect via email.

    They seem to be going well.


    Let  me know if you want to connect.


    Hi Sandy, I'd love to connect.  My email is cblankemeyer@impact100.org if you have a moment to shoot an email or send me over your contact info? Thanks!
  • Wednesday, April 15, 2020 7:15 AM
    Reply # 8901367 on 8896815

    Sarah, this is super helpful! Thank you!

Contact Philanos  info@philanos.org

© 2014-2020 Philanos, leading giving circle network for women in philanthropy. All rights reserved.

Powered by Wild Apricot Membership Software