Policies and Procedures for CLINIC’s Mexican Screening Project 2019

Below you will see the proper policies and procedures when submitting your excel and PDF reports

MANAGING PERSONAL IDENTIFICATION:

Participating Affiliates should:

• Password protect both of the reporting documents (Excel sheet and PDF stream). To password protect the Excel sheet click on “File” -> “Protect Workbook” -> “Encrypt with password”.
• Use CLINIC19MX as your password for both reports
• Once you have submitted your reports and received confirmation from CLINIC, it is strongly advised that you delete from the server all emails sent containing personal identification documents. If you wish to keep track of your reports until payment has been received, it is recommended that you delete any column that gives specific details about an individual’s city of residence (retaining the state) and city of birth (retaining the country) in order to protect a person’s identity while keeping a record as required by the funder.
• If you wish to encrypt your email for added security, please check with your IT department.

Participating affiliates using Adobe Acrobat to submit the second half of the report must:

• To password protect the PDF stream via Adobe click on “Tools” -> “Protect” -> “Encrypt” -> “Encrypt with password”. You may receive a prompt asking if you would like to change the security, click “yes” -> “Require a password to open the document”.

Participating affiliates using Microsoft Word to submit the second half of the report must:

• If you do not have access to Adobe Acrobat to encrypt the PDF, please save the stream in a Microsoft Word document.  To password protect a document click on “File” -> “Info” -> “Protect Document” -> “Protect with password”

Likewise CLINIC will:

• Password protect all reports submitted to the consulate. The report will be compiled of all data received therefore our emails to the consulate will also be encrypted. This will ensure that only the designated employee from the consulate can receive and open the email.  
• All reports that CLINIC receives from participating affiliates will be deleted from its server in a timely manner following confirmation from the consulate.
• Until the project end date CLINIC will maintain the report without the city of residence or city of birth of each individual screened.

REPORTING PROCEDURES:

• It is important that affiliates fill out the Excel report in its entirety in order to receive payment.  
• Reports MUST be submitted by close of business day on the 5^th of the month. (i.e. June reports will be submitted July 5^th, July reports will be submitted Aug 5^th, etc.)
• The Excel and PDF reports must reflect the same order (e.g. If Jane Doe is number one on the Excel sheet then her Mexican identification document should be the first on the pdf stream.)
• Reports must be submitted each month even if no screenings took place by sending the excel report listing 0 in the proper columns.