SayPro Feedback Forms: Collect feedback from participants and mentors to assess satisfaction.

SayPro Job Description: Feedback Forms – Collect Feedback from Participants and Mentors

Position Title: Feedback and Evaluation Coordinator, Diepsloot Youth Project

Location: Diepsloot, South Africa
Report to: Program Manager, SayPro
Date: January 2025

Job Overview:

The Feedback and Evaluation Coordinator is responsible for collecting and analyzing feedback from both participants and mentors involved in the Diepsloot Youth Project Learnership Program. This role focuses on using feedback forms to assess the satisfaction levels, identify any challenges faced by participants, and gather suggestions for improvement. The coordinator will compile and analyze this feedback and present it in a detailed report as part of the SayPro 01 January 07 Monthly Diepsloot Youth Project Learnership Report, which will be discussed during the SCDR meeting.

By capturing insights from both the youth participants and their mentors, this role helps to improve the program’s effectiveness and ensures the delivery of a quality learning experience that leads to positive outcomes for the youth in the community.

Key Responsibilities:

1. Design Feedback Forms:
   • Develop clear and concise feedback forms that will be distributed to both participants and mentors at key stages of the learnership program.
   • Ensure that the feedback forms are designed to capture data on:
     • Participant satisfaction with training and mentorship.
     • Challenges encountered during the program, such as issues with training materials, mentorship, resources, or personal difficulties.
     • Suggestions for improvement in the structure, content, or delivery of the program.
     • Areas of program strength that should be maintained or enhanced.
     • Career aspirations and progress of participants as viewed by both the youth and mentors.
   • Ensure the feedback forms are easy to complete, either through online surveys or printed forms for those without internet access.
2. Distribute Feedback Forms:
   • Distribute the feedback forms to all participants at key intervals of the program (e.g., after completing specific training modules, after mentorship sessions, and at the conclusion of the learnership).
   • Provide mentors with feedback forms to evaluate the mentorship process, their interaction with participants, and the effectiveness of their guidance.
   • Ensure all feedback is collected anonymously to encourage honest and open responses.
3. Monitor Feedback Collection:
   • Track the collection of feedback forms to ensure that all participants and mentors have submitted their forms by the designated deadlines.
   • Send reminders to ensure full participation in the feedback process.
   • Address any challenges or difficulties participants or mentors may have in filling out or submitting their feedback.
4. Analyze Feedback:
   • Compile all the responses from participants and mentors, ensuring that data is organized and categorized for easy analysis.
   • Use both qualitative and quantitative methods to analyze feedback, looking for common themes, recurring challenges, and general satisfaction levels.
   • Evaluate key aspects of the program based on feedback, including:
     • Training quality (content, delivery, materials, etc.).
     • Mentorship effectiveness (relationship building, career guidance, support, etc.).
     • Program organization (communication, structure, scheduling, etc.).
     • Career outcomes (job placement rates, entrepreneurial success).
   • Identify any trends or patterns in the feedback that indicate areas for improvement or highlight successful aspects of the program.
5. Report Findings:
   • Prepare a detailed feedback summary report that includes:
     • Participant satisfaction levels (overall, with specific aspects such as training, mentors, and career progression).
     • A breakdown of the main challenges faced by both participants and mentors, such as resource limitations, time management issues, or communication barriers.
     • Suggestions for improvement proposed by participants and mentors, including new ideas for training modules, adjustments to the mentorship process, or improved communication methods.
     • Recommendations for program enhancement based on the feedback, such as introducing new support services, revising the training curriculum, or expanding mentorship opportunities.
     • Evidence of positive outcomes, such as success stories where participants have thrived due to specific aspects of the program (e.g., a particularly effective training module, or a mentor who provided outstanding career guidance).
   • Share the report with the SCDR meeting participants and discuss the findings in the meeting.
6. Implement Changes Based on Feedback:
   • Collaborate with program stakeholders, trainers, and mentors to address the feedback and make the necessary changes to the program.
   • Develop a plan to implement actionable improvements based on participant and mentor suggestions, focusing on areas such as:
     • Enhancing the training modules to better meet participants’ needs.
     • Improving the mentor-mentee relationships through regular check-ins or additional resources.
     • Streamlining the onboarding process for new participants or making adjustments to accommodate their needs.
7. Monitor Progress of Changes:
   • Continuously monitor the effectiveness of the changes implemented based on feedback in subsequent months.
   • Encourage participants and mentors to provide ongoing feedback to evaluate whether the improvements made have had a positive impact on the program.
   • Report back to the SCDR meeting on the success of the changes and identify further opportunities for program enhancement.

Participant Feedback Form Structure

The participant feedback form will include sections to assess various aspects of the program, including:

1. Participant Information (Optional)

• Name: (Optional for anonymity)
• Age: (Optional)
• Training Track/Focus Area: (E.g., IT, hospitality, entrepreneurship)
• Mentor Name: (Optional)

2. Training Satisfaction

• Rate your satisfaction with the training provided in this program:
  (Scale of 1-5, with 1 being very dissatisfied and 5 being very satisfied)
• What did you find most useful about the training?
• What areas of the training would you like to see improved?
• Did you have access to all the necessary resources and materials?
  (Yes/No, with space for additional comments)

3. Mentorship Evaluation

• Rate your overall experience with your mentor:
  (Scale of 1-5)
• How supportive was your mentor in helping you with career development?
• What did you find most helpful about your mentorship experience?
• What suggestions do you have for improving the mentorship experience?

4. Career Progression and Job Readiness

• Do you feel more prepared for employment after completing this program?
  (Yes/No)
• If you have secured employment or an internship, how did the program help you in this process?
• If you haven’t secured a job, what additional support would help you?

5. Challenges and Support Needs

• What challenges did you face during the program?
• Were there any obstacles that prevented you from completing your training or achieving your goals?
• What additional support would have helped you overcome these challenges?

6. Suggestions for Improvement

• Do you have any suggestions for improving the program for future participants?
• Is there anything specific you would like to see in future learnership programs?

Mentor Feedback Form Structure

The mentor feedback form will include sections to evaluate the mentoring process and participant development:

1. Mentor Information

• Name of Mentor:
• Mentor Role (e.g., Industry Specialist, Career Guide):

2. Mentorship Evaluation

• How would you rate the overall mentorship experience?
  (Scale of 1-5)
• Was the mentee receptive to guidance and feedback?
  (Yes/No)
• What skills or qualities have you seen the participant develop?
• What do you feel was the most rewarding aspect of mentoring this participant?
• What challenges did you face while mentoring this participant?
• What support do you think could have been provided to improve the mentorship experience?

3. Program Strengths and Weaknesses

• What aspects of the program do you think are most effective for youth development?
• Do you think any adjustments should be made to the program structure or content? If so, please specify.

Conclusion

The feedback collection process is a critical part of continuously improving the Diepsloot Youth Project Learnership Program. By gathering detailed insights from both participants and mentors, SayPro can ensure that the program remains effective, relevant, and responsive to the needs of the youth. The feedback forms provide a structured way to assess the satisfaction, progress, and challenges encountered throughout the program while enabling data-driven decision-making for future improvements. The insights garnered from this feedback are essential to the ongoing development of the program and its long-term success in empowering youth to achieve sustainable employment and entrepreneurship.