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Overview
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Who is responsible if something happens to the phone?
There are a lot of different approaches, and the right one depends a lot on the specific context. Regardless it is important to think about this in advance. Below is an outline of several approaches at a high level:
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Mobile User Entirely Responsible
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In theory, the mobile user pays for the full cost of replacing the phone.
In practice, The organization might say this is the policy but understanding that mobile users do not have a lot of money and they are invested in the project, might actually end up coming to an alternative arrangement for phone replacement. For example: Organization covers full cost, or splits the cost with the mobile user.
Organization and Mobile User Shared Responsibility
Cost of replacing the phone is shared between the organization and the mobile worker. This could be a 50/50 or other split ratio.
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Mobile User Group Responsibility
Mobile user pays for some portion of replacing the phone. The group of mobile users pool money to fund the remaining cost.
This shared cost model might only work if mobile users are invested in the project themselves or have huge buy-in. Have seen this done by Sewa Rural (non-CommCare users) in Gujarat. Usually have to plan this in advance in your program if you want it to work.
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Rates of Phone Damage/Loss
There is no clear-cut rule for how quickly phones are lost/stolen. However you can consider the following points:
How commonly are phones stolen in the project area? Are these phones new models that are more likely to be stolen?
How easy is it to fix the phone if something like a broken screen happens?
How quickly will the phones become obsolete?
Are the phones only going to be used for work or are they going to become the users' "full time" phones?
CommCare User Contracts
Regardless of what the plan is for dealing with broken or stolen phones, we we recommend that our partners create a Contract for their CommCare mobile phone users to sign regarding responsibility for any loss or damage to the phone.
Many examples are attached. In addition you can see examples from India and Tanzania.
| File Name | Country | Language | Description |
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| CHW Contract - India | India | English | Simple agreement to sign. Main text: "I receive the Nokia 2730 phone along with the charger for the use of protocols on the field and will return it back after completion of the pilot project. I take the responsibility of the proper use of the phone and charger for the time period of the pilot." |
| CHW Contract - India (Hindi) | India | Hindi | Same as above, in Hindi |
| CHW Contract - Tanzania | Tanzania | English | More detailed agreement outlining rules for ownership, usage, maintenance/credit, and what to do about lost/stolen/broken phones |
| Contract with the ASHAs_sample | India | English | Similar to above but tailored for ASHAs in India |
| Entrega del telefono | Nicaragua | Spanish | Similar to the "CHW Contract - India" file but in Spanish |
| Final Contract for CHEW telephone - PI Nigeria | Nigeria | English | Similar to "CHW Contract - Tanzania" |
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Example Contract
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Contract for CHW telephone Between: Name and 'NAME OF NGO" ___________________________________________________________________ Telephone IDTelephone number ___________________________________________________________________ 'NAME OF NGO" (further 'NAME OF NGO") provides you with a telephone (Phone model), charger, sim-card and telephone software to use for your work as a 'Community Health Volunteers' (further CHW). Ownership:
The phone can become property of the CHW after a period of (2) year when the phone has be maintained and used correctly.2) Usage:
3) Maintenance and credit
4) Lost, stolen and/or broken
Please read this contract carefully, or have it read to you, and sign the contract. When you sign the contract you agree with the telephone rules and regulations |
Example Attachments
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attachments