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C. Integrate community engagement activities and insights into the internal program management.

The community engagement project director staff should attend any regular meetings, conferences, etc. with the rest of the project team to help keep everyone informed of the community perspectives and challenges.

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1. Determine who the internal and external stakeholders are for the prospective project sites.

1. Comoros

2. Madagascar

3. Sao Tome Principe

1.  Identify individual stakeholders at potential field sites (External and Internal)
2. Internal Stakeholders: UC collaborators, contracted entities (social scientists, translators, etc.), other partners.

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1. Have full knowledge of what languages are official and what dialects spoken locally at prospective sites.
2. Determine the level and type of engagement desired by the prospective sites. To be culturally sensitive to the norms and needs of the prospective sites and communicate these needs to the project team.
3. To promote mutual respect for project stakeholders
4. To travel as needed to prospective international sites as well as project team locations.
5. Develop a community engagement strategy and timeline. 
6. Describe and implement communication plan.
7. Integrate community engagement activities and insights into the internal program management.
8. The community engagement project director staff should attend any regular meetings, conferences, etc. with the rest of the project team to help keep everyone informed of the community perspectives and challenges.
9. Establish and maintain a presence in the host communities.
10. Community engagement team members should be regularly available to answer questions, provide information, update existing information, and engage new stakeholders.
11. Provide ongoing evaluation and assessment of community engagement strategies.
12. Conduct regular surveys within the community and with stakeholder groups to ensure that concerns are being addressed in real time.
13. Provide project information in non-academic language that is readily understood by communities and stakeholders.
14. Identify limitations and restrictions, which may limit engagement.
15. To manage project expectations with transparency, honesty, compromise and  understand that flexibility including cessation of some or all or the project activities may be required.
16. Develop a grievance process to quickly respond to any real or perceived adverse events.
17. To provide quarterly reporting to the lead investigator and site selection team.

Communications

For conference calls use:

https://zoom.us/

Or Skype in your Outlook calendar

Data Safety Management

Internal and External Web Portal

• Internal team website – secure UC, Irvine location and servers (https://wiki.oit.uci.edu/display/UMI)
• External –  secure UC, Irvine location and servers (Link)

Google for shared documents, linked to website

• https://webfiles.uci.edu/xythoswfs/webview/xythoslogin.action
• Load study shared documents to google drive for group input (Google Documents)
• Secure team access for updates and status

Publicity

Public announcements about the UCIMI must be cleared by UC Irvine communications personnel

• Materials will be reviewed and approved by Tom Vasich, (949) 824-6455, tmvasich@uci.edu.
• Correspondence or publicity efforts must indicate that they are being funded by the grantee institution (UC Irvine). Suggested language to describe affiliation with the project may include: “… supported by the University of California Irvine Malaria Initiative” or “…the University of California Irvine Malaria Initiative.”
• Additional conditions apply to UCIMI work funded by the Bill and Melinda Gates Foundation

PUBLICITY BY UCIMI: The (BMGF) Bill and Melinda Gates Foundation prior written approval must be obtained before: (a) issuing a press release or other public announcement regarding the grant; and (b) any other public use of the Foundation’s name or logo. Requests for permission may be emailed to:

• grantee.comms@gatesfoundation.org two weeks in advance to provide the BMGF an opportunity to review and comment.

Detailed guidelines are available at:

www.gatesfoundation.org/grantseeker/documents/guidelines_communications_for_grantees.doc.

 PUBLICITY BY OTHERS: The UCIMI, its subgrantees, subcontractors, contingent workers, agents, or affiliates may not state or otherwise imply to third parties that the BMGF directly funds or otherwise endorses their activities.

Mitigation Via

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For conference calls use:

https://zoom.us/

Or Skype in your Outlook calendar

Data Safety Management