Why this guide exists

This guide helps you know what to do when something happens with your goats, your group or the Community Fund. You do not have to complete difficult forms. Tell the project worker what happened. The project worker records it and informs Ubuntu Goats.

You and the other women

• You care for the goats every day.

• You tell the project worker what has happened.

• You discuss important needs together and make proposals.

The project worker

• The project worker checks what happened.

• The project worker tags the goats, keeps the records and organises approved payments and sales.

• The project worker cannot make and approve the same money decision alone.

Ubuntu Goats

• Ubuntu Goats receives the records and gives the required approval.

• Ubuntu Goats checks that the rules are followed and that the Fund is protected.

• Ubuntu Goats remains your external contact.

One clear rule

The women make the proposal. The project worker checks and organises it. Ubuntu Goats gives the final approval when Fund money is needed.

What you and the other women do

• Meet and explain the need in simple words.

• Listen to each woman before deciding.

• Support a proposal only when at least three of the five women agree.

• Tell the project worker what you propose and why.

What the project worker does

• Listen to the women and write down the proposal.

• Check the facts, the need, the price and any possible problem.

• Send the proposal and your recommendation to Ubuntu Goats.

What Ubuntu Goats does

• Consider the proposal fairly.

• Approve it, ask for a change or explain why it cannot be approved.

• Give faster attention when an animal may be in danger.

Important to remember

Agreement by the women is necessary, but it does not by itself release money from the Community Fund.

What you and the other women do

• Check that the woman knows which goat is hers.

• Help the goat settle safely into the shelter.

• Give clean water, suitable feed and quiet care.

• Tell the project worker immediately if the goat looks weak or sick.

What the project worker does

• Check the goat, its sex, health, colour and identifying marks.

• Apply the correct Ubuntu Goats ear tag safely.

• Record the goat, its owner, its origin and its first health care.

• Send the information to Ubuntu Goats.

What Ubuntu Goats does

• Add or receive the goat’s information in the central register.

• Check that the goat and its individual care package were delivered.

• Follow up if there is a serious problem.

Important to remember

A tag identifies the goat in the project. It does not take ownership away from the woman.

Who completes this record

The project worker completes or sends this record. You and the other women only need to tell what happened and confirm information that concerns you.

What you and the other women do

• Care for the mother and the newborn kid.

• Tell the project worker as soon as reasonably possible.

• Say when the kid was born, whether it is male or female, and whether it looks healthy.

• A call, voice message, WhatsApp message or message through another woman is enough.

What the project worker does

• Make a first birth record from the message.

• Check the mother and kid at the next planned visit, or sooner when needed.

• Tag the kid when it is old and healthy enough.

• Add the mother, sex, birth date and tag number to the central register.

What Ubuntu Goats does

• Receive and keep the birth record.

• Use the register to follow the growth of the community herd.

• Ask questions when information is missing or unclear.

Important to remember

A male kid is part of the Community Fund system from birth, even if its birth was reported late.

What you and the other women do

• Give safe first care if you know how to do so.

• Keep a sick goat separate when this is necessary and possible.

• Contact the project worker immediately and explain what you see.

• Do not wait for a meeting when the goat may be in danger.

What the project worker does

• Respond quickly and check whether experienced or veterinary help is needed.

• Contact Ubuntu Goats through the fastest agreed channel if Fund money is required.

• Arrange an approved treatment or direct payment where possible.

• Record the illness, treatment, cost and result.

What Ubuntu Goats does

• Give urgent approval as quickly as reasonably possible.

• Allow immediate protective action when waiting would endanger the animal.

• Check the record and any payment afterwards.

Important to remember

Urgent care must never be refused only because a form, photo or ear tag is incomplete.

What you and the other women do

• Tell the project worker as soon as possible.

• Explain when and where the goat was last seen and what may have happened.

• Protect the other goats if there may be disease, theft or another danger.

• Do not hide a death because you are afraid of blame.

What the project worker does

• Check the facts and the tag number.

• Record the death, loss or theft and any known cause.

• Help organise a health check or report to local authorities when appropriate.

• Inform Ubuntu Goats.

What Ubuntu Goats does

• Update the central record.

• Consider whether further protection or investigation is needed.

• Distinguish an accident or honest difficulty from deliberate concealment.

Important to remember

Ubuntu Goats does not automatically replace an animal. Any decision about replacement must follow the Community Agreement and the agreed procedure.

Who completes this record

The project worker completes or sends this record. You and the other women only need to tell what happened and confirm information that concerns you.

What you and the other women do

• Tell the project worker.

• Do not remove another tag or move a tag from one goat to another.

• Help identify the goat by its owner, mother, colour and markings.

What the project worker does

• Check the goat against the central register.

• Apply a replacement tag safely.

• Record both the old and new tag number.

• Keep the applicator and unused tags secure.

What Ubuntu Goats does

• Update or receive the replacement information.

• Check unusual losses of tags or missing tag stock.

Important to remember

One tag number may never be moved to another goat.

Who completes this record

The project worker completes or sends this record. You and the other women only need to tell what happened and confirm information that concerns you.

What you and the other women do

• Discuss whether the male goat is healthy and ready for market.

• Make a proposal to sell it.

• Do not make a private sale or promise the animal to a buyer.

• Continue caring for it until the approved sale.

What the project worker does

• Check the goat, its tag, age, health and likely market price.

• Check the proposed market, buyer, transport and direct sale costs.

• Ask Ubuntu Goats for approval of the sale arrangements.

• Attend the sale where reasonably possible and record the buyer, price and costs.

• Place the full net proceeds in the Community Fund and update both registers.

What Ubuntu Goats does

• Check and approve the proposed sale procedure.

• Receive the sale and Fund record.

• Ask for clarification if the price, costs or payment do not appear reasonable.

Important to remember

A secret sale or the keeping of sale money is a serious breach. The money belongs to the Community Fund.

What you and the other women do

• Ask what amount entered the Fund.

• Let the project worker know if the amount does not match what you saw or were told.

• Remember that Fund money is not personal money.

What the project worker does

• Keep Fund money separate from personal money.

• Record the source, date, amount and new balance.

• Send the transaction information to Ubuntu Goats.

• Never borrow from the Fund or pay yourself from it.

What Ubuntu Goats does

• Keep or check the digital Fund record.

• Compare income, sales and the reported balance.

• Stop further payments temporarily if money cannot be explained.

Important to remember

The women do not have to keep a cashbook, but they must be told what belongs to their Community Fund.

Who completes this record

The project worker completes or sends this record. You and the other women only need to tell what happened and confirm information that concerns you.

What you and the other women do

• Discuss what is needed and why.

• Make a proposal supported by at least three women.

• Tell the project worker what should be bought or paid.

• After delivery, at least two women confirm that the goods or service were received.

What the project worker does

• Check whether the cost is necessary and allowed.

• Check the price and supplier and look for a suitable local option.

• Check the Fund balance and minimum reserve.

• Send the request and recommendation to Ubuntu Goats.

• After approval, pay the supplier directly where possible and record the payment.

What Ubuntu Goats does

• Approve, change or refuse the request and explain the decision.

• Check that the reserve and more urgent needs remain protected.

• Receive the payment record and resulting Fund balance.

Important to remember

The Fund may not be used for household food, personal medical care, school fees, debts, celebrations, private loans or unapproved gifts.

Who completes this record

The project worker completes or sends this record. You and the other women only need to tell what happened and confirm information that concerns you.

What you and the other women do

• Put the health and safety of the goats first.

• Discuss which need is urgent and which can wait.

• Do not promise a new goat before the complete cost is available.

What the project worker does

• Show the women the available balance in simple words.

• Prepare the costs in the correct order.

• Protect the agreed minimum reserve.

• Tell Ubuntu Goats what can and cannot yet be afforded.

What Ubuntu Goats does

• Apply the Fund priorities fairly.

• Do not approve a new participant if the Fund cannot provide her complete beginning.

• Decide whether an exceptional outside contribution is possible, without promising one.

Important to remember

The normal order is: urgent animal care, essential shared costs, minimum reserve, then a new goat and complete individual package for another woman.

What you and the other women do

• Look for a woman who lives in the community, genuinely wants a goat and is in a vulnerable economic position.

• Check that she can organise safe care, feed and water, with reliable help if needed.

• Consider whether she is caring, trustworthy and willing to work with the group.

• Explain the female-goat ownership, male-goat sale, registration and Fund rules to her.

• Discuss candidates fairly and vote. A candidate normally needs at least three votes.

What the project worker does

• Record the candidates, the criteria, declared family relationships and the vote.

• Check the candidate, shelter capacity, feed, water and complete entry budget.

• Do not take part as decision-maker if you have a family or personal interest.

• Send the proposed admission and full cost to Ubuntu Goats.

What Ubuntu Goats does

• Check whether the selection was fair and the criteria were used.

• Check the full budget, Fund balance and reserve.

• Approve the Fund expenditure only when the complete safe beginning is affordable.

Important to remember

Poverty, illness, disability or limited literacy do not automatically exclude a woman. The question is whether responsible care can be organised.

Who completes this record

The project worker completes or sends this record. You and the other women only need to tell what happened and confirm information that concerns you.

What you and the other women do

• Hold a second discussion on another day.

• Listen again and compare the candidates using the same criteria.

• Do not use family pressure, threats or secret promises.

What the project worker does

• If there is still no decision, assess all eligible candidates fairly.

• Choose the candidate who best meets the agreed criteria.

• Write down the reasons for the decision.

• If you have a conflict of interest, refer the decision to Ubuntu Goats instead.

What Ubuntu Goats does

• Check the project worker’s recorded reasons and any conflict of interest.

• Appoint another independent person when necessary.

• Give the final financial approval before money is released.

Important to remember

The project worker decides only after the women have made two real attempts to agree.

What you and the other women do

• Welcome her into the group and explain how you help one another.

• Show her the shelter, shared equipment and daily routines.

• Make sure she receives her own goat and individual materials.

• Help her understand and accept the Community Agreement and this guide.

What the project worker does

• Select and organise a healthy young female goat.

• Arrange approved transport, first health care, deworming and appropriate vaccination.

• Tag and register the goat.

• Record and check delivery of the complete individual package.

What Ubuntu Goats does

• Approve the complete entry cost before purchase.

• Check that the woman receives the goat, water container, feeding container, mineral and salt lick, safe collar and rope, and small initial feed supply.

• Check that the minimum Fund reserve remains protected.

Important to remember

A later woman does not automatically receive personal cash, a new shelter, duplicate shared equipment or another GMD 10,000 founding contribution.

What you and the other women do

• Protect the goats from immediate danger.

• Tell the other women and the project worker.

• Discuss whether the item can be repaired safely or must be replaced.

• Do not divide, sell or privately use shared equipment.

What the project worker does

• Check the damage and urgency.

• Check a reasonable repair or replacement price.

• Send the proposal to Ubuntu Goats if Fund money is needed.

• Record the completed repair or replacement.

What Ubuntu Goats does

• Approve urgent safety work quickly.

• Check that the proposed cost is necessary and that the Fund priorities remain protected.

• Receive confirmation when the work is completed.

Who completes this record

The project worker completes or sends this record. You and the other women only need to tell what happened and confirm information that concerns you.

What you and the other women do

• Speak with her respectfully and ask what help is needed.

• Share essential goat-care tasks for a reasonable time.

• Tell the project worker if the goats may be at risk.

• Do not treat honest illness or hardship as deliberate failure.

What the project worker does

• Check whether temporary help protects the animals.

• Record a serious or continuing problem when it affects the project.

• Inform Ubuntu Goats when further action or a fair adjustment is needed.

What Ubuntu Goats does

• Consider the woman’s real circumstances before making a decision.

• Help find a proportionate solution that protects both the woman and the goats.

• Do not use Fund money for personal household expenses.

Important to remember

Ubuntu means helping one another, not hiding a continuing danger to the animals or the Fund.

What you and the other women do

• Tell the project worker or Ubuntu Goats what you have seen.

• Give facts and avoid public accusations before the facts are checked.

• Ask to speak privately if you do not feel safe speaking in the group.

What the project worker does

• Record the concern and protect the available records, money and animals.

• Do not investigate or decide the matter if you are personally involved.

• Send the concern promptly to Ubuntu Goats.

• Pause non-urgent payments when the Fund cannot be explained.

What Ubuntu Goats does

• Hear the people concerned and check the records.

• Separate hardship or honest error from deliberate concealment or misuse.

• Decide what correction, protection or further investigation is needed.

• Explain the decision to the people directly concerned.

Important to remember

No woman should be punished simply for reporting a genuine concern.

What you and the other women do

• Say openly when you know about the relationship or interest.

• Do not ask the project worker to decide that matter.

What the project worker does

• Declare the conflict immediately.

• Do not select the candidate, approve the supplier, handle the disputed payment or investigate the complaint.

• Send all available information to Ubuntu Goats.

What Ubuntu Goats does

• Take over the decision or appoint another independent person.

• Check that no money is released before an independent decision is made.

Important to remember

A conflict of interest is not automatically wrongdoing. Hiding it is the problem.

What you and the other women do

• Show the goats, shelter and shared equipment.

• Explain what is working and what is difficult.

• Confirm births, deaths, sales and received items.

• Ask to speak privately when you have a personal concern.

What the project worker does

• Check the animals, tags, shelter, equipment and records.

• Explain the Fund balance and transactions in simple words.

• Record the women’s feedback and any required action.

• Send a short report to Ubuntu Goats.

What Ubuntu Goats does

• Compare the report with earlier information.

• Give feedback and set clear follow-up actions where needed.

• At six months, decide whether the group has earned the one-time GMD 10,000 Fund contribution.

Important to remember

The purpose of an evaluation is to protect and improve the project, not merely to look for faults.

Who completes this record

The project worker completes or sends this record. You and the other women only need to tell what happened and confirm information that concerns you.

What you and the other women do

• Continue doing the normal daily care and simple group tasks yourselves.

• Ask for the project worker only when independent control or specialised work is needed.

• Confirm whether an approved visit or service really took place.

What the project worker does

• Combine tasks into one visit where possible.

• Request approval before doing paid work, except in a genuine emergency.

• Record the work actually done and any necessary transport.

• Do not decide or pay your own fee.

What Ubuntu Goats does

• Approve only necessary work that the women cannot reliably perform themselves.

• Pay only for work that was agreed, performed and briefly documented.

• Keep continuing supervision proportionate to the value created by the project.

Important to remember

There is no automatic monthly salary or annual lump sum after the first six months.

Three parties, one shared protection

The women make proposals and care for the goats. The project worker checks, records and organises. Ubuntu Goats approves the use of the Fund and protects the shared rules. No one party should control everything alone.