Expectations Engagements of TerraFund Partner and Restoration Champions

This document has been developed to provide clear guidelines for engagements between TerraFund Partners (TPs) and Restoration Champions (RCs). It presents the relevant steps or processes required to follow in achieving effective and constructive engagements between TPs and RCs.

Parties/Individuals Involved in TerraFund Partner-Restoration Champions Engagements

• TerraFund Team: the entire TerraFund for AFR100 team, encompassing sub-teams including product, project management, communications, operations and support, & monitoring and verification
• TerraFund Project Management Team: the Project Managers and Portfolio Specialists present in the landscapes and countries who have direct contact with the ongoing TerraFund for AFR100 projects on the ground
• TerraFund/Partner Liaison: a member of the TerraFund team who manages the relationship between the TerraFund Partner and the TerraFund team
• TerraFund Partner(s): any partner/consultant involved in capacity-building, research, verification, and any form of data collection
• TerraFund Leadership: individuals at Realize Impact, Barka, One Tree Planted, and World Resources Institute who oversee the overall progress of the TerraFund for AFR100 program and have direct engagement with the Donors of the program
• Restoration Champion(s): those who have received grants and loans under the TerraFund for AFR100 program to implement their restoration projects on the ground

Process for Establishing a New Partnership

1. When a new partnership is established, all partners will be assigned a partner liaison who is responsible for facilitating communication between the partner and the RC and/or TerraFund team.
   • In the course of establishing a new partnership between RCs and TPs, an introductory call will be held between TPs, Portfolio Specialists (PSs), Project Managers (PMs), and Restoration Champions (RCs) to set a positive tone for subsequent direct communications between TPs and RCs
   • Depending upon the judgment of the partner liaison, this could be a group call that includes all the RCs and their in-country project management teams or can be one call per RC with their in-country project management team
2. During this initial call between TP and RC, the TP will present the proposed engagement plan and expectations for the program they are running and the RCs will have time to ask any questions they may have
   • During this initial meeting, the TP will clearly define the expectations for this program. The plan will have already been reviewed and approved by the partner liaison and project management team.
   • The project management team will also be available to address any questions RCs may have throughout the program. If there are any questions that the project management team cannot address, they will first ask the partner liaison.
   • Overviews of the program, including the plan, expectations, information needed from the RCs, timeline, and intended program outcomes, will be shared with the RCs following this initial call as a resource they can refer back to as questions arise 
     • If the partner liaison deems it necessary, they can create a living FAQ that can be updated as questions arise. This will be shared with the RCs
3. If there are any in-person components or site visits included in the plan for this program, the details and expectations for this participation will be shared in the initial meeting with the RC. The RCs will be given at least a month's notice to prepare for such in-person activities
   • As soon as the dates for this participation are drafted or the list of participants is decided, they will be communicated to the RCs
   • The TPs will provide a timeline for this participation to help RCs effectively prepare.
     • Notice: Any in-person component will not be permissible if the RC and project management team do not have at least a month’s notice to prepare
   • The RC must share all relevant information required by TP to support TP’s planning. This also includes any additional information that will be useful to TP during their on-site visits
   • If anything changes in the plan or the nature of the participation, the RCs will be updated with a minimum of two weeks' notice.

General Guidance & Expectations for TerraFund Partners

1. No RC is required to participate in a program with our TPs as these programs or engagements are undertaken on voluntary grounds
   • For these programs, the RCs will be invited to participate, but only expected to do so if they are comfortable with the requirements or have the capacity. They have the right to say ‘no’ upon invitation
2. If the RC has already accepted an invitation to the program, but no longer wishes to participate, the process will be different
   • The RC needs to communicate with their project management team (PM and PS) as soon as they have a concern. The project management team will coordinate with the partner liaison to decipher if there is a way to proceed and/or adjust the plan to make the RC comfortable
   • If there is an in-person component or planned participation already scheduled, the RC will need to express their concerns to their project management team as soon as possible, with a minimum of two weeks' notice before the planned event. In the event of unforeseen circumstances, the RC will communicate with the project management team, and together with the partner liaison, decide how best to proceed and accommodate all parties involved
3. During an in-person engagement or a site visit, the RC has the right to not respond to a question he/she is not sure of its response or uncomfortable with. If the RC wishes to respond by a later date (agreed by both parties), he/she may do so in communication with the project management team
4. All RCs are encouraged to complete a feedback form (in Appendix 1: Feedback Form for Restoration Champions) within a week after completing their engagement with the TP
5. In the event of any conflicts or concerns where the RCs are compelled to lodge a complaint, they are encouraged to follow the guidance below (in section 1 of Appendix 2: Lodging a Complaint) for lodging a complaint
   • Whenever possible, please handle disputes with care, respect, and consideration. If feasible, handle the dispute amongst the participating parties
   • For any issues or concerns that arise, please keep your project management team (PM & PS) advised

Appendix 1: Feedback Form for Restoration Champions

Appendix 2: Lodging a complaint and resolving engagement issues