525B – Pre-Implementation (Short Form)

Document 525B – Pre-Implementation Short Form

Instructions for Report Preparation

Please go to the EWB-USA website to make sure that you are using the most current version of this document.

The 525B-Pre-Implementation Short Form is to be used by chapters who wish to continue an implementation that has already received approval from the Technical Advisory Committee (TAC).  This form is only for use if no aspect of your implementation has changed.  If your design has been altered or you are adding additional aspects that were not presented to TAC, you should fill out the regular 525- Pre-Implementation Report.

The 525B – Pre-Implementation Short Form follows the same submittal deadlines as the 521 – Pre-Assessment Report. Please refer to the submittal deadlines schedule on our website for details.

Formatting – Please ensure correct page numbering in your document, and include a Table of Contents.  Also, please minimize the number of documents submitted.  Multiple documents are unprofessional and confusing.

Size Limit (10MB) – Please limit the size of the reports submitted to the National Office to a maximum size of 10MB. If you compress the photos within the document, this will help reduce the size of the entire document. If you do not know how to compress photos, please see our website for instructions. Please contact projects@ewb-usa.org if you have special circumstances that may require a larger report submittal.

There are two parts to the Pre-Implementation Short Form: Part 1 includes the administrative information for the trip and Part 2 includes project information.

Part 1 is a fill-in-the-blank exercise that provides the EWB-USA National Office with specific information about chapter and community contacts, travel details, health and safety plans and budget in a specific format.  The information should be provided in the exact format requested without deviation.  If you have questions about completing Part 1 of the report contact your Chapter Relations Manager (CRM) at the EWB-USA National Office.

Part 2 of the report is not a fill-in-the-blank exercise.  This is the portion of the report where you provide background on your previous implementation and explain what you hope to accomplish on your upcoming trip.  If you have questions about completing Part 2 of the report, contact one of the Project Managers (PM) at the EWB-USA National Office.

Part 1: Administrative Information – Instructions

1.0              Contact Information – Fill in the table completely with updated contact information for current project leaders.  This information will be used by EWB-USA National Office staff to contact your project team throughout the review process.

2.0              Travel Team – Include information for all the travel team members.

Professional Mentors/Technical Leads – Please note, we have stringent requirements for our Professional Mentors for student chapters and Technical Leads for professional chapters.  Qualified Professional Mentors/Technical Leads must have experience as outlined on our website.  This is usually at least 5 years of direct professional experience (post bachelor’s degree, non-academic) in design and construction of infrastructure similar to that proposed in the project.  These requirements can be found on the website under Member Pages – Chapter Resources – Sourcebook Downloads – “405 – Mentor Qualifications”.  The team must have mentor coverage for the entire trip.

Travel Team Size – The size of the travel team should be based upon the requirements of the project.  The maximum travel team size is eight.  Most trips should be smaller.

Health and Safety Officers (HSOs) – Travel Team must have two HSOs currently certified in both CPR and First Aid as explained on our website Member Pages – Project Process – Health and Safety Program.  The website also explains when additional training may be required of the HSOs because of site-specific hazards.

Travel Team not Finalized– If the team is not yet finalized, fill in the table using “student” or “professional” nomenclature instead of the name of the individuals.  The Professional Mentor/Technical Lead must be listed by name in the table.  If the Professional Mentor/Technical Lead has not been determined, the report will be rejected and the chapter will be required to resubmit the document when the Professional Mentor/Technical Lead is finalized.

Multiple Teams – If there is more than one travel team, please indicate this either with multiple Travel Team tables or with a text explanation after the table.  There must be a qualified Professional Mentor/Technical Lead and two HSOs at the site at all times.

3.0              Health and Safety ­ All EWB-USA trips require a site-specific Health and Safety Plan (HASP) as explained on our website – Member Pages – Project Process – Health and Safety Program.  This has been a requirement for all implementation trips since October 2009.  Completion of this section of your report will depend on whether your team has previously submitted a HASP for this project that has been reviewed and approved by EWB-USA.

If you have NOT previously submitted a HASP for this project – You will have to submit a HASP as a stand alone document for review by EWB-USA at the same time you submit this 525B report.  The Health and Safety Program page of the website contains a required HASP template and other health and safety resources to use as you are completing your HASP.  In this document, simply state that your team will comply with the site-specific HASP that has been submitted along with this pre-trip report.

If you have previously submitted a HASP for this project – Update your previously approved HASP with information for the current trip and submit the updated HASP at the same time as this 525B report.  In this document, simple state that your HASP was previously reviewed and approved by EWB-USA and that you will comply with the updated HASP that has been submitted as a stand alone document along with this pre-trip report.

4.0              Budget – fill in each of the tables in the report template without modifying any of the headings.

4.1              Cost – This should be your total budget with what team members are paying.  Please include in-kind contributions.

4.2              Donors and Funding – Please include in-kind donations.  An in-kind donation is a non-monetary contribution to the project.  So if someone donates solar cells, please include this in the donations with an estimated cost.  Funding that is deposited in a 501(c)3 account (EWB-USA or university account) is not an in-kind donation.  However, if someone pays for their own ticket, that is an in-kind donation provided they do not reimburse for the ticket.

5.0              Project Discipline(s) – The headings in bold are project types, the subheadings are project disciplines. Check all project disciplines addressed in this report. Note that each project type needs to be approved by an EWB-USA Project Manager. If this is a new project that has not previously been approved, your chapter may need to submit a 501B – New Project Within Existing Program Application.

6.0              Mentor Resume – Attach the resume for the traveling Professional Mentor/Technical Lead even if you have attached it in a previous report.  Please see document 405 – Mentor Qualifications for Professional Mentor/Technical Lead requirements related to the project area. This can be found in the Sourcebook Downloads on the Member Pages of the website. In our review of the submitted resume, we are most interested in experience outside of academic research, such as consulting, working in industry, etc.

Part 2: Technical Information – Instructions

1.0              Description of What Has Been Implemented – Provide a description of what project components have already been implemented in the community.

2.0              Description of What Needs To Be Implemented – Provide a brief description of what still needs to be implemented.

If you are returning to the site for monitoring purposes only, you should be submitting the 530 – Pre-Monitoring Report instead of the 525B.

If you are planning on educational activities during this trip and have not submitted your educational materials previously, please attach them to this report for our review.

If you also plan to assess for a new project during this trip, you would also need to submit a 521-Pre-Assessment Report for that work.  Note that each project type needs to be approved by an EWB-USA Project Manager.  If this is a new project type that has not previously been approved, your chapter may need to submit a 501B – New Project Within Existing Program Application.

3.0              Was this Return Implementation Trip Planned as Part of a Phased Construction – Answer yes or no.

3.1              If no – provide an explanation of why the implementation was not completed during the previous trip.  This section gives you a chance to describe any extenuating circumstances that may have arisen.

4.0              Site Assessment – Complete this section only if your chapter is carrying out assessment activities that are not related to the implementation activities that are the subject of this report. Assessment activities to be completed on an implementation trip should be described in a separate 521-Pre-Assessment Report to clearly separate the different tasks that are being completed.  In this document, reference should be made to the 521-Pre Assessment Report for any site assessment activities to be completed.  The Part I of the 525B and 521 reports should be similar.

5.0              Mentor Assessment – The Professional Mentor (for student chapters) or Technical Lead (for professional chapters) should write a short assessment of how the project team prepared this document. This assessment should include individuals involved, decisions made, project management tasks and a description of any training that was carried out for the trip. You should discuss the requirement in this section with your Professional Mentor/Technical Lead ahead of time to accommodate their schedule in anticipating the submittal deadline. This section is required for review.

5.1              Professional Mentor/Technical Lead Name – List the name of the Professional Mentor/Technical Lead who wrote the assessment.

5.2              Professional Mentor/Technical Lead Affirmation – The Professional Mentor/Technical Lead should write one sentence here acknowledging their involvement in the design development phase and their acceptance of responsibility for the course that the project is taking.