Protocol for initial contact with professional organizations and individuals
1. Keep record of al individuals, organizations and networks with which the Programme has contact, including the name, address, e-mail, and phone and fax numbers.
2. Make the list available, upon request, to other non-governmental organizations with which GCMHP cooperates.
Protocol for visits to local organizations
1. Upon request by other departments, contact organizations in Gaza to set up visits between staff members and to open channels of communication and cooperation.
Protocol for inviting official visitors to the Programme
1. Extend invitations to individuals or groups and coordinate first contact with the rest of the Programme’s professional staff.
Protocol for receiving official visitors
1. Arrange a place for the group to convene, based on the number expected to attend.
2. Inform the appropriate staff members of the date, time, and place of the meeting and the subject to be addressed.
3. Prepare a packet of Programme publications to give to the guest(s). This packet should contain the following: copies of the latest bulletin, recent research and a financial report (if requested), in addition to any special information appropriate to their particular interests.
4. Take pictures of the visitors with both standard and digital cameras, as well as with video.
5. Write a news brief about the visit and the circumstances surrounding, and send it to all the newspapers.
6. Translate the news brief into English and put it with a picture on the GCMHP website.
Protocol for responding to inquiries
1. Collect all questionnaires and letters (or emails) of inquiry directed to the Programme and respond to them.
2. Photocopy responses and put them on file.
3. Ask departments for specific information, if needed.
4. Meet officials or people from the general public who come to the Programme for information or with specific questions. Inquiries that require specialized knowledge should be referred to the appropriate staff members.
Protocol for informing the media of Programme news
1. Collect information on Programme activities from other departments and develop news briefs.
2. Distribute news briefs to local media, according to the list of contacts. In the case of important news like international conferences, distribute to the international media as well.
3. Keep a record of everything sent.
Protocol for publishing articles
1. Upon request from departments, send articles and editorials to the local media, according to the list of media contacts.
Protocol for unofficial visitors
1. Record names, addresses, and purpose of visit for all guests to the Programme. Add names of great significance to the GCMHP mailing list.
2. To receive guests, follow the protocol for receiving formal visitors.
Protocol for volunteers
1. Make it known to colleagues in other institutions that the Programme is seeking volunteers.
2. Maintain files for all volunteers looking to work at the Programme, and include follow-up information to keep in contact with volunteer after completion of internship.
3. The number of volunteers should not exceed three at a time, and the addition of volunteers should not interfere with the dai
