PRISON FELLOWSHIP INTERNATIONAL CHILDREN OF PRISONERS PARTNERSHIP CPP

PRISON FELLOWSHIP INTERNATIONAL CHILDREN OF PRISONERS PARTNERSHIP CPP – Child Record Quality Checking Data and Photos

PRISON FELLOWSHIP INTERNATIONAL CHILDREN OF PRISONERS PARTNERSHIP Child Record Path Case Worker Local Office National Office CPP Office (Record Check) PFI Fundraising (Sponsorship)

PRISON FELLOWSHIP INTERNATIONAL CHILDREN OF PRISONERS PARTNERSHIP Child Record Check • Moving back up the ladder takes more time. • To save time, it is important for national offices to screen the new records uploaded to HYS. • If there is a problem with the data or photo, the national office can contact the case worker and correct it faster. • Eventually, national offices will be responsible for the quality control of all their child records.

PRISON FELLOWSHIP INTERNATIONAL CHILDREN OF PRISONERS PARTNERSHIP Data Check in HYS ü Does the child’s name contain the family name? ü Does the date of birth match the age? If not, which is correct? o Ex. Date of birth: 2006 -07 -01 and Age: 5 years old o Ex. Date of birth: 2009 -07 -08 and Age: 6 years old ü Does the child’s gender and age match the photo? ü Do the height and weight have units? Are they correct for the age? ü Does the school grade match the age? ü Are the hobbies appropriate for the age and education? ü The caregiver cannot be the one in prison.

PRISON FELLOWSHIP INTERNATIONAL CHILDREN OF PRISONERS PARTNERSHIP How to Write Notes in HYS • Go into the child’s record. • Click on the arrow next to the white “Edit Profile” button at the top. • Click on “Notes” in the dropdown menu. • Write your note in the box labeled “Enter your note”. • Type the first letter of the category for your note. The name of the category will appear. • Double-click on the name of the category. • Make sure to click on “Save”!

PRISON FELLOWSHIP INTERNATIONAL CHILDREN OF PRISONERS PARTNERSHIP Checking Photo Files • FILE NAME : the name of the photo file must be “ID-# Name”. For example, “CA-1 Shirley”. • RESOLUTION: should be AT LEAST 1200 X 1800 pixels per side. More is even better. • FRAMING: must be vertical (portrait). The child must be framed from head to waist and centered in the photo with space over her/his head and on each side. • LIGHTING: the features of the child’s face must be clearly visible (too much light or too much darkness makes the photo unusable).

PRISON FELLOWSHIP INTERNATIONAL CHILDREN OF PRISONERS PARTNERSHIP Checking Photo Files • POSITION: the child must be looking at the camera. The child’s body must be facing front, standing or sitting alone. • EXPRESSION: the child cannot be crying or look frightened. • APPEARANCE: daily clothes and little or no jewelry. The face cannot be hidden by food, objects or clothing. The child cannot be blurry. • BACKGROUND: cannot be Photoshopped, should not take attention away from the child and should be as natural as possible.

PRISON FELLOWSHIP INTERNATIONAL CHILDREN OF PRISONERS PARTNERSHIP Good Photos - Examples

PRISON FELLOWSHIP INTERNATIONAL CHILDREN OF PRISONERS PARTNERSHIP Good Photos - Examples

PRISON FELLOWSHIP INTERNATIONAL CHILDREN OF PRISONERS PARTNERSHIP Good Photos - Examples

PRISON FELLOWSHIP INTERNATIONAL CHILDREN OF PRISONERS PARTNERSHIP Informing the Case Workers • If children are entered in HYS by the case workers, please tell them about the “Notes” function. • Using Notes in HYS to let me know about children’s special situations will reduce the number of questions I ask you about data. • Please make sure the case workers know these basic photo guidelines. • Taking good photos the first time will save your Prison Fellowship staff hours and money.

PRISON FELLOWSHIP INTERNATIONAL CHILDREN OF PRISONERS PARTNERSHIP Thank you! Any questions?