2013 NAPNAP Chapter

Child and Adolescent Mental Health and Violence Prevention Roundtable Toolkit

2 | P a g e O n l i n e R e s o u r c e G u i d e

Table of Contents Introduction 3 What is a Chapter Roundtable? 4 Support from the National Office 5 Continuing Education 5 Roundtable Timeline 5 Roundtable Budget 8 Roundtable Venue Selection 9 Identifying Your Target Audience 9 Recruiting Participants 10 Registration 11 Roundtable Sponsorships 12 Roundtable Facilitator Selection 13 Roundtable Supply Check List 14 Sample Roundtable Discussion Items 14 Mental Health Resources 16 PowerPoint Template 17 Roundtable Roles 21 Next Steps 21 Appendix: Sample Letters & Forms 22

3 | P a g e O n l i n e R e s o u r c e G u i d e

2013 NAPNAP Chapter Child and Adolescent Mental Health and Violence Prevention Roundtable Toolkit

Introduction

Following the shooting tragedy at Sandy Hook school, the NAPNAP Executive Board met and reaffirmed that mental health and violence prevention is a priority for the Association. Since that time, NAPNAP has focused on ways to keep this issue in the national spotlight, explore the relationship between violence and mental health in children and adults, and promote the value of the PNP in screening, early intervention, and management of mental health illness in children and adolescents. At the 2013 Annual Conference NAPNAP hosted a roundtable on mental health and its relationship to children. The over 500 participants appreciated the opportunity to discuss the issues with their colleagues from across the country, share their expertise, and converse about their local community concerns. Because of the success of this event, NAPNAP would like to offer each chapter the opportunity to host a similar event in their own community. The chapter roundtable allows NAPNAP chapters to take a lead on the issue of mental health and its relationship to violence at the local level. PNPs and other professionals who care for children will have the opportunity to share their thougths within their own community and discuss the importance of their role in mental health and violence prevention. This open discussion amongst professionals who care for children will pave the way to understand how local support can be given to children, families, and schools to prevent violence. Similar to the National Dialouge, in which people across the nation are organizing community conversations to discuss topics related to the mental health of young people, the chapter roundtable will encourage innovation and creativity to meet the concerns of our nation and ensure that all perspectives are heard and respected. NAPNAP hopes your chapter can use the toolkit to bring this national conversation to your community. This toolkit is designed to help your chapter host a roundtable discussion about child and adolescent mental health and its relationship to violence to achieve the below goals:

• Get your chapter members and other professionals who care for children talking about child and adolescent mental health.

4 | P a g e O n l i n e R e s o u r c e G u i d e

• Find innovative community-based solutions to child and adolescent mental health needs.

• Promote the role of the PNP in prevention, screening, early intervention, and management of mental health illness in children and adolescents.

• Develop clear action steps in your own community to move forward with the goal of working collaboratively.

What is a Chapter Roundtable? A roundtable is an open discussion for a group of individuals to discuss an issue, share opinions, strategies, tactics, creation, maintenance, outcomes assessment, or just to brainstorm (throwing forth any ideas, no matter what they may be). Individuals should be open, honest, and direct with others around the table; always showing mutual respect for the opinions of others. Thus the statement, "we will need to have a roundtable discussion.” The individuals sitting around the table are all equal contributors to the conversation. The NAPNAP chapter roundtable will focus on the issue of child and adolescent mental health and its relationship to community violence. Your chapter is taking a lead role by gathering participants from your own community and organizing a community conversation about how child and adolescent mental health problems affect your community. You are providing the opportunity to discuss topics related to the mental health of young people. In so doing, your chapter and others who participate in the roundtable can discuss ways to take action to improve mental health in schools and the community. Your roundtable may include a range of possible actions to establish or improve prevention of mental illnesses, promotion of mental health, public education and awareness, early identification, treatment, crisis response, and recovery support.

5 | P a g e O n l i n e R e s o u r c e G u i d e

Support from the National Office

You are not alone, we are here to help you and give you all the support you need to ensure a successful roundtable discussion. The NAPNAP National Office will be available to provide in-kind support for this event. This includes developing this detailed toolkit, promoting your event, assisting with correspondence to the chapters, and listing your roundtable on the NAPNAP website. Should you have specific questions please contact Daniela Weitzman, dweitzman@napnap.org, or via phone (917) 746-8281.

Continuing Education

Offering NAPNAP contact hours for your chapter roundtable is an added bonus for nursing participants. If your chapter is already a NAPNAP CE accredited provider, you will develop the roundtable event in the same manner you develop any other continuing education program. If your chapter is not a NAPNAP CE accredited provider, you will need to complete an individual program application available on NAPNAP’s website. Please contact Vanessa Elias, velias@napnap.org, if you need assistance completing the individual application.

Timeline

Three Months Prior to Event

• Inform the National Office of your planned roundtable

• Secure a date and venue

• Create a budget

• Identify your target audience

• Research and secure a facilitator

• Determine if your roundtable will offer NAPNAP CE (if not a CE accredited chapter, complete an individual program application)

• Create list of possible sponsors, if sponsorship is desired

6 | P a g e O n l i n e R e s o u r c e G u i d e

Two Months Prior to Event

• Develop and implement a plan for recruiting participants from your chapter and community

• Develop a registration system and deadline for registration

• Begin to solicit sponsors

• Divide responsibilities among chapter officers to ensure all areas of outreach, communication, and program planning are covered – divide and conquer!

• Finalize questions to be addressed at the roundtable and be sure to inform your facilitator

• Update your chapter website with detailed information on the event

One Month Out

• If you offer individual CE credit send your roster to National

• Secure food and beverage (if applicable)

• If applicable receive comp parking from the venue for your guests

• Meet with the facilitator to confirm discussion questions

• Send confirmation email to all registrants

Day of Event

• Be sure to print:

All papers for the scribe

Name badges

Registration List

Sample Questions

• Test audio and visual

7 | P a g e O n l i n e R e s o u r c e G u i d e

Within One Month after Event

• Complete the online chapter toolkit evaluation form.

• Send thank you letter to sponsors, facilitator and venue

• Update your chapter website about your successful event

• For those offering individual CE program, complete all CE requirements and submit to the National Office

8 | P a g e O n l i n e R e s o u r c e G u i d e

Roundtable Sample Budget NAPNAP strongly encourages your chapter leadership to establish a budget at the onset of your roundtable planning to ensure a quality program that does not break the bank. The below chart, is available electronically by clicking here. You may not accrue revenue or incur expenses in every category; however, it is a good basis on which to begin your budget estimates.

Revenue Source Estimate Actual Sponsorship 1 Sponsorship 2 Sponsorship 3 Attendee registrations Misc revenue

Total Revenue $0.00 $0.00

Expense Amount Amount Venue rental: space, tables/chairs, cleaning and/or security fees Refreshments: food & beverage A/V: projector, screen, laptop, microphone/speakers Facilitator: travel expenses, stipend Printing: flyers, signs table instructions, scribe sheets, etc. Office supplies Participation incentives Misc expenses

Total Expenses $0.00 $0.00

PROFIT/LOSS $0.00 $0.00

9 | P a g e O n l i n e R e s o u r c e G u i d e

Venue Selection You should secure a venue for your chapter roundtable as soon as you can. Ideally, the venue you select will have enough round tables to accommodate all of your registrants with about six – ten people per table. If possible, your venue should be in a central location and have free parking. Many community organizations offer complementary meeting space, or if a member of your chapter works at a university, school, or hospital, s/he may be able to secure meeting space. Possible venues to hold your chapter roundtable:

• Meeting rooms in healthcare centers • YMCA’s • Libraries • Places of worship • Restaurants with private rooms • Blood centers • Colleges/universities • Schools (especially if teachers are included in your target audience)

Identifying Your Target Audience

A successful roundtable event will target an audience with a broad range of experienced professionals. A target audience is a group of people who have several things in common with one another that distinguishes them from other groups. When hosting your roundtable you have the opportunity to pull from an array of experienced professionals. The purpose of defining your target audience is so that you can craft a central message that answers the questions you have selected to discuss. Individuals from different professions can provide different outlooks. Before organizing your roundtable meeting, it is important to understand your community’s unique issues, challenges, and opportunities for change. It may be helpful to review local data from a variety of sources and develop a community profile. This information will help you know how to focus your questions and what type of occupations may be fruitful in your discussions. For example, it is important to understand the demographics, distinct culture, political

10 | P a g e O n l i n e R e s o u r c e G u i d e

environment, history of violence, and opportunities for treatment and services to effectively start the dialogue in your community. Below is a list of individuals you may want to consider including in your roundtable:

• PNPs and FNPs who take care of children • School nurses • Principals • Teachers • Local government officials • Clinical mental health counselors • Psychiatrists/Psychologists • Mental health researchers • Substance abuse counselors • Social workers • Parents • Religious leaders • Volunteer Groups like Big Brothers/Big Sister

Recruiting Participants Recruiting participants is essential for a successful roundtable. The size of your audience can be as small or large as you like; however, if you have at least 25 participants to ensure a diverse representation and lively conversation. The type of participant you are hoping to attract will determine the best method of recruitment. Consider the following marketing approaches to recruit participants and spread the word about your chapter roundtable:

• Send blast emails to your chapter members or join listservs of local organizations related to child health

• Contact local radio stations to ask them broadcast a public service announcement about the event

• Check with the local newspaper for their community announcement section (in print and online)

• Post flyers to community boards, such as schools, libraries, YMCAs (see sample flyer in Appendix)

11 | P a g e O n l i n e R e s o u r c e G u i d e

• Add an announcement to your chapter’s website Utilizing social media as a recruiting tool offers many advantages and can be very useful when soliciting participants. The most popular platforms are Twitter and Facebook. Twitter: Create a twitter account for your event and share content that stands out! Use twitter to highlight your event; share logistical information such as date, time, and location; and to provide links to background material. Your tweets should encourage people to take action (including retweeting!) and encourage participation. Feel free to respond to individual tweets to clarify any questions asked or provide any additional information. Facebook: Create a Facebook group for your event. By inviting others in the community, it will help you to build a relationship with your participants and reach out to those in your community you may not yet know increasing publicity. You will also want to make your group public for others to view, and “friend” local organizations that work in children’s mental health.

Registration It’s important to have a simple registration process for attendees so that you have an accurate count of attendees. Registration can take place through email, telephone, or through other social-planning websites like Evite (www.evite.com). Evite allows you to create, send, and manage online invitations. Your chapter may already have a registration system that you use for other chapter events, as well. You will need to decide if you require pre-registration or if you will allow individuals to register onsite. There are pros and cons to both approaches. If you have a limited number of seats and have to commit to a food/beverage minimum, you may not be able to register people onsite. Make sure all of your advertising is very clear about any registration processes or deadlines. If you are offering continuing education, you may want to collect the attendees’ license numbers in advance.

12 | P a g e O n l i n e R e s o u r c e G u i d e

It will be important that you keep an Excel file of your attendees which includes information such as name, address, phone number, email, and occupation to track your attendees and reach out for any post event needs. A sample file is included in the Appendix section of the toolkit and available electronically by Clicking Here. Shortly before your chapter roundtable, you should email a final confirmation and reminder about the event to everyone who has registered.

Sponsorship

There are several local and national businesses that can provide either monetary or in-kind sponsorship for a community-based public health event such as the mental health roundtable. Listed below are just a few examples to get you started. Sample sponsorship letters are included in the Appendix for your convenience.

• Pharmaceutical and medical device companies (if your program includes CE, please review CE guidelines in relation to corporate sponsors)

• Schools of nursing • Children’s hospitals, clinics, large-group practices • Local non-profits/foundations focusing on health issues, including hospital

foundations • Child/teen-related organizations (Big Brothers/Big Sisters, Boys’ Clubs, etc.) • Local financial institutions • Local media outlets • Child-centric food and product manufacturers (Proctor & Gamble, Kellogg’s,

General Mills, etc.) • National retailers focused on children/teen products (Toys ‘R Us, Game

Stop, Forever 21 clothier, etc.) • National or local children or parenting magazines

Before soliciting sponsors, determine what, if any recognition, your chapter wants to give sponsors at various financial levels. Most non-individual sponsors will expect some sort of recognition on event-day signage, flyers, etc.

13 | P a g e O n l i n e R e s o u r c e G u i d e

Your NAPNAP chapter is a 501(c)(6) entity, and as such, sponsorships are not tax deductible charitable donations. Companies that sponsor 501(c)(6) activities typically write off the sponsorship as a business expense because it cannot be classified as a charitable donation Please refer to the CE guidelines for sponsorship.

Facilitator Selection Ideally, your roundtable should begin with a brief presentation from an expert within your community who will then facilitate the group discussion. The facilitator can provide a brief opening presentation on an issue related to mental health and violence as a lead into the roundtable conversation. The facilitator can be a community figure who has some type of tie to child and adolescent mental health and violence prevention, such as a local educator, nurse, city official, or community leader. The facilitator will be responsible for introducing the mental health and violence subject matter and announcing the selected questions you have chosen for your event. Consider a facilitator who is adept at collaboration and is not a polarizing figure but will set the stage for vibrant conversation. For example, if there is a particular school in your community that has dealt with a bullying event, the principal might be a good facilitator. Or perhaps you can invite the director of a community after school program aimed at supporting at risk children. The idea is to select a facilitator who has some real-life experience to share and who will promote open discussion at the tables.

14 | P a g e O n l i n e R e s o u r c e G u i d e

Supply Check List Equipment and Supplies:

• Microphone and small sound system for facilitator • Laptop with projector for PowerPoint presentation • Name badges • Roundtables and chairs • Registration list/Sign In Sheet • Pens for scribes • Pre-printed questions for the discussion • Notepads • Stapler and staples • CE Certificates of Attendance (if applicable)

Food and Refreshments: Depending on the time of day, venue, and your budget, you may find it appropriate to provide refreshments however this is not a requirement.

Discussion Items The purpose of the roundtable discussion group is to provide a venue for communication and collaboration among educators, researchers, and advocates focusing on child mental health. The anticipated outcome is for NAPNAP and its chapters to create awareness of mental health issues at a national and local level in order to positively impact our communities. Your roundtable discussion items will shape the conversation at your event. We recommended that you select three or four of the below “Discussion Starters” to start the conversation. The bullets provide additional talking points to ensure the discussion remains lively! Discussion Starters:

1. How do you think you can best raise awareness about mental health problems in your community?

15 | P a g e O n l i n e R e s o u r c e G u i d e

• Where do people receive their information? • What are some of the trustworthy sources of information? • Who are the champions for sharing messages in your community?

2. How do we lessen the stigma of mental health issues in youth?

• How do we encourage youth/teens to speak out if they need help? • How can we help our community understand prevalence? • Are there any local celebrities that might be able to help your cause?

3. How can we train caregivers and parents to be aware infant mental health?

• What early infant development programs are available in your community?

• Do professional promote emotional development in infants? • Can addressing infant mental health prevent adolescent issues?

4. Do you/ how do you talk to parents and children about violence?

• Whose role is it to talk to children and parents? • Where and when should these discussions take place? • What forms of violence are you seeing in your setting?

5. What role should you, as a member of your community, play in in

facilitating conversations with parents and students regarding mental health and violence?

• How can your profession make a difference?

6. How does violence in the media affect mental health? • How are children affected by violence through movies and

advertising? • How are children affected by violence in video games?

7. What do you think contributes to youth violence?

8. How do we address issues of access to mental health services?

• How do we create strong programs with funding restrictions? • How do we increase services?

9. What is the PNPs role in mental health?

10. What are the mental health issues that most greatly impact your

community?

16 | P a g e O n l i n e R e s o u r c e G u i d e

Questions can be extracted from this list or created by your chapter to fit your roundtable needs!

Mental Health Resources

There are resources available to help you, your facilitator, and your chapter officers conduct a successful event. NAPNAP has a variety of mental health resources on its website. Click here to access. In addition, NAPNAP is pleased to share two new governmental resources with you as you prepare for your roundtable.

• MentalHealth.gov • Community Conversations on Mental Health

17 | P a g e O n l i n e R e s o u r c e G u i d e

PowerPoint Template The sample slides are available in electronic format so that your chapter can customize the presentation for your event.

18 | P a g e O n l i n e R e s o u r c e G u i d e

19 | P a g e O n l i n e R e s o u r c e G u i d e

20 | P a g e O n l i n e R e s o u r c e G u i d e

21 | P a g e O n l i n e R e s o u r c e G u i d e

Roundtable Roles

Facilitator: The facilitator keeps the group focused, opens up opportunities for everyone to speak, and encourages open discussion. Scribe: The scribe listens to all participants and takes notes for each discussion question. The notes should not be word-for-word transcripts, but rather a concise summary with key points identified. Timekeeper: The timekeeper helps the facilitator keep track of the time. Each question will have a time limit of 15 minutes. A one-minute warning will be announced. Participant: Everyone at your table is a participant. Each participant is asked to remember that there is no “leader” as such, but the facilitator will work to keep your discussion targeted and maintain focus. Participants are asked to have an interactive discussion, speak freely on the subject with an equal voice and allow others to speak.

Next Steps

NAPNAP’s Executive Board is looking forward to learning about what was shared at your Chapter’s roundtable. Please complete the chapter toolkit evaluation form. If you need any assistance, please contact Chapter Manager, Daniela Weitzman, at dweitzman@napnap.org or 917-746-8281. Any feedback you provide will an invaluable tool in ensuring a successful event!

22 | P a g e O n l i n e R e s o u r c e G u i d e

Appendix - Sample Letters and Forms Click here to access electronic version

SAMPLE REQUEST FOR SPONSORSHIP LETTER

[Insert chapter logo or print on letterhead] Date Recipient Full Name, Credentials Business – if applicable Address City, ST Zip Re: National Association of Pediatric Nurse Practitioner, [Insert] Chapter’s Mental Health Roundtable Dear Dr./Ms./ Mrs./Mr. Last Name: In response to the growing awareness of the need to diagnose and treat mental health conditions in children and young adults, the [Insert] Chapter of the National Association of Pediatric Nurse Associates and Practitioners (NAPNAP) is conducting an interactive Mental Health Roundtable to discuss mental health issues affecting our local youth and their families, as well as our community as a whole. The program will invite attendees, including pediatric nurse practitioners and other healthcare providers, as well as educators, social service providers, and/or families, to discuss challenges and ways to implement solutions. Our Mental Health Roundtable is scheduled for [insert date or change sentence to read “The roundtable is anticipated to be conducted in the coming months.]. We anticipate that this will be an important event to unite our community on the topic of our children’s mental health. I ask that you consider a sponsorship to underwrite the costs associated with the event such as venue rental, technology rental, advertising, and more. All sponsors at the $____ level or higher will receive recognition during the event presentation. In-kind sponsorships are also appreciated; please contact me at [Insert] to discuss such opportunities further. Thank you in advance for your generous support. If you have any questions or suggestions, please contact me. Sincerely, [Insert signature] Name, Credential Chapter Title

23 | P a g e O n l i n e R e s o u r c e G u i d e

SAMPLE SPONSORSHIP FORM [Insert chapter logo or print on letterhead] Individual or Organization:

Contact Name:

Address: Floor/Suite:

City: State: Zip:

Phone: Email:

* * * * * * * * * * * * * * * * * *

$1,000 Sponsorship

$500 Sponsorship

$200 Sponsorship

$100 Sponsorship

Other Sponsorship Amount:

In-Kind Sponsorship Description:

In-Kind Sponsorship Value:

Thank you for returning this completed form and check, payable to [Insert] Chapter for the full sponsorship amount no later than [Insert date]. An event organizer will contact you within a week of receiving your returned form to collect any in-kind sponsorship items. Please return to: [Insert] Chapter Address City, ST Zip ATTN: Mental Health Roundtable Organizer

24 | P a g e O n l i n e R e s o u r c e G u i d e

SAMPLE THANK YOU FOR SPONSORSHIP LETTER

[Insert chapter logo or print on letterhead] Date Recipient Full Name, Credentials Business – if applicable Address City, ST Zip Re: National Association of Pediatric Nurse Practitioner, [Insert] Chapter’s Mental Health Roundtable Dear Dr./Ms./ Mrs./Mr. Last Name: Thanks to your sponsorship, our Mental Health Roundtable, conducted on [insert date], was a success. We identified areas affecting our children and young adults and discussed ways to address these challenges to improve the mental health of our community’s young people. By helping our young people, we are helping our entire community. Again we truly appreciate your sponsorship to underwrite the costs associated with the event. If you have any follow up questions or concerns, please contact me. Sincerely, [Insert signature] Name, Credential Chapter Title

25 | P a g e O n l i n e R e s o u r c e G u i d e

Appendix - Sample Flyer Click here to access electronic version

Mental Health and Violence Prevention

A Community Roundtable Discussion

Focused on Children and Teens

When: [insert date] [insert time] Where: [insert building/business name] [insert address] Fee: FREE! [or insert registration fee] How to register: [insert registration/email instructions]

Hosted by [insert] Chapter of the National Association of Pediatric Nurse Practitioners

[insert any necessary sponsor acknowledgements]

insert chapter logo

26 | P a g e O n l i n e R e s o u r c e G u i d e

Appendix – Sample Roundtable Registration For Click here to access electronic version

Name Email Phone Address City State Zip Occupation Employer