STATE TECHNICAL ASSESSMENT TEAM (STAT) PROGRAM

TEAM MEMBER GUIDE

Updated June 18, 2012

THE TEAM MEMBER

GUIDE TO THE STAT PROGRAM

2012

TABLE OF CONTENTS

SECTION PAGE NUMBER

About the Safe States Alliance…………………………………………………………………...... 3

Introduction …………………………………..……………………………………….…………... 4

Team Selection ………. …………………………………………………………………………... 5

Team Roles ……………………………………………………………………………………….. 6

Background Information ……….…………………………………………………………………. 9

Visit Logistics ……………………...……………………………………………………………... 10

Consensus …………..…………………………………………………………………………….. 12

Pre-Visit Communication ………..……………………………………………………………….. 15

On-Site Agenda …………………………………………………………………………………… 16

Interviews ……………...………………………………………………………………………….. 19

Report Writing and Team Deliberations ………………………………………………………….. 21

Report Read Out ………………………………………………………………………………….. 24

After the Visit……………………………………………………………………………………… 26

Appendices………………………………………………………………………………………… 27

Appendix A: Team Member Checklist …………………. ……………………………... 28Appendix B: Emergency Contingency Plans for STAT Visit Travel ………………….. 29Appendix C: Consensus Agreement Worksheet ………….. …………………………... 30Appendix D: Emergency Contact Information Worksheet ..……………………………. 31Appendix E: Tips for Developing Recommendations …. ……………………………... 32Appendix F: Guidelines for Expenses, Honoraria, & Reimbursement ….……………... 38

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ABOUT SAFE STATES ALLIANCE

The Safe States Alliance is a national non-profit organization of professionals committed to protecting the health of the public by sustaining, enhancing and promoting the ability of state, territorial and local health departments to reduce death and disability associated with injuries. To advance this mission, the Safe States Alliance engages in activities to increase awareness of injury as a public health problem; provide injury prevention and control education and training; enhance the capacity of public health agencies to conduct injury prevention and control programs; and support public health policies designed to advance injury prevention and control.

For more information about the Safe States Alliance, or the STAT Program, please contact the Safe States Alliance National Office at the following address, or visit the Safe States Alliance website at www.safestates.org.

Safe States Alliance2200 Century Parkway, Suite 700

Atlanta, GA 30345(770) 690-9000, (770) 690-8996 Fax

E-mail: info@safestates.org

ACKNOWLEDGEMENTS

The STAT Program is supported by the Centers for Disease Control and Prevention (CDC), the Association of State and Territorial Health Officials (ASTHO), and in-kind support from the Health Resource Services Administration’s Maternal and Child Health Bureau (HRSA/MCHB) through the Children’s Safety Network (CSN).

The Safe States Alliance acknowledges with great appreciation the many participants in the STAT program for their contributions to continual improvement of the STAT Program.

© 2012 Safe States Alliance

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INTRODUCTION

Overview of the State Technical Assessment Team Program

The Safe States Alliance launched the State Technical Assessment Team (STAT) Program in 1999 and since then twenty-nine states have requested and received STAT visits. The program is designed to assess injury prevention within the state health agency, focusing on specific roles, relationships, and performance of the designated injury prevention program. The process brings a team of injury prevention experts into a state for a five-day site visit. During the visit, the team interviews the staff and partners of the state’s injury prevention program and assesses the capacity of the program to conduct primary prevention at that point in time. The team also produces a report on-site which describes the status of the program and makes recommendations for its advancement.

The assessment focuses on four core components of a successful state health department injury prevention program including:

1) Infrastructure; 2) Data collection, analysis, and dissemination; 3) Program intervention design, implementation, and evaluation; 4) Public policy and advocacy.

For purposes of the on-site assessment, standards and indicators related to technical support and training have been incorporated into other components and will not be reported separately.

The assessment often serves to refocus the state by requiring participating states to reflect on their strengths, weaknesses, opportunities, and barriers to success. The STAT process also serves to bring together different members of the injury prevention community and allows individuals to share ideas for program development. The process provides participating states with an outside perspective and important information they need, which is often critical to moving a state agenda forward. In addition, the STAT process provides the team with the opportunity to learn about another state’s program and ultimately to share barriers encountered and successful strategies used among state programs.

Use of the word assessment in the title of this program is intentional. The STAT visit serves as an assessment, not an evaluation. The team describes the status of a program, taking into account its complexity and uniqueness. It reveals the program’s assets and identifies ways in which the program can focus its efforts in order to strengthen its core capacity to prevent injuries and violence in the state.

Due to time limitations, the STAT program does not serve as a venue for technical assistance. Safe States Alliance encourages states to use technical assistance resources following a STAT visit, in order to facilitate implementation of the STAT report’s recommendations. Safe States Alliance will provide a technical assistance resource list to the state at the end of the visit.

Purpose of this Guide

The Team Member Guide to the STAT Program was created to help Team Members prepare for a STAT visit, but is also available to other Safe States Alliance members that are interested in serving as a Team Member on a future STAT Visit.

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TEAM SELECTION

Safe States Alliance will select a team leader and additional team members based on team member applications and other selection criteria. It is important to note that selection to participate on a given STAT visit is dependent on several factors. These include: 1) a completed STAT application; 2) expertise in one or more core component areas; 3) prior STAT experience; and, 4) availability. Preference for team participation will be given to Safe States Alliance members and members of partner organizations and agencies. It is preferred that applicants have strong communication skills – both verbal and written – and experience working in or with state health departments

Typically, each team will consist of a complement of seven professionals. This includes one team leader, five additional team members, and one administrative assistant (AA). One team member will also be assigned to serve as the deputy team leader. This person will be designated in consultation between Safe States Alliance staff and the team leader and will be the team member with the most appropriate prior experience in the process and potential to be a team leader in the future.

Ideally, the leader will be a Safe States Alliance voting representative and/or a former injury and violence prevention program manager. Additionally, at least two team members will have participated in a prior STAT visit. Other team members may include a representative from the Children’s Safety Network (CSN), representative(s) from a federal agency (e.g. NCIPC, HRSA/MCHB, NHTSA), and/or a representative from an Injury Prevention Research Center. Teams may be adjusted due to particular expertise required by the state or due to state or injury program size.

In addition to the team, a guest observer may participate with the approval of Safe States Alliance and the selected state. The role of observer is a passive one: to watch and learn about the STAT process. Observers are expected to attend every interview session and team activity during the visit. Observers do not directly participate in the asking of questions during the interview portions of the visit, and are not responsible for the development of the final STAT report and recommendations. However, observers should participate in team discussions and may assist team members with assigned sections as deemed appropriate by the team leader. A guest observer may participate with the approval of Safe States Alliance and the selected state and is responsible for their own expenses.

Once potential team members have been identified, Safe States Alliance will contact them to request their participation in the visit. Alternate team members will be added and/or replaced as needed.

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TEAM ROLES

Team Leader

The Team Leader is responsible for the overall guidance of the assessment. The team leader serves as the primary facilitator for both interviews and team deliberations; and, if necessary, as arbitrator during those deliberations to reach consensus. Specific duties of the Team Leader include:

Prior to the visit: Read all information provided by Safe States Alliance and the state. Communicate regularly with the Safe States Alliance National Office, host state Safe

States Alliance Representative and Team Members. Lead conference calls of the STAT and host state staff. Work with the host state staff to determine the visit agenda, including who will provide

testimony during interview sessions.

During the Visit: Direct schedule and flow for team meetings, report writing and team deliberations. Facilitate interviews and team deliberations. Serve as editor-in-chief for the entire report. Write the Executive Summary for the report. Assist/provide support to other team members on individual sections. Facilitate final read-out of the report.

After the Visit: Work with Safe States Alliance National Office to correct any factual errors found in the

final report. Participate in process evaluation interview with Safe States Alliance Staff. Participate in post-visit conference call with state (if requested by state staff)

Deputy Team Leader

One team member will also be assigned to serve as the deputy team leader. This position is designed to provide support and back-up to the Team Leader and to groom future Team Leaders. Like other team members, the deputy team leader will be assigned to draft the content and recommendations for one section of the report.

The Deputy Team Leader should have participated in a previous STAT visit, have demonstrated leadership experience (particularly within state health department injury and violence prevention programs), and have management experience. In addition to regular Team Member duties (see below), specific duties of the Deputy Team Leader include:

Prior to the visit: Communicate regularly with the Team Leader. Participate in initial planning calls with the Safe States Alliance National Office, Team

Leader and state to determine agenda, interviewees, etc.

During the Visit: Assist the Team Leader in directing the schedule and flow for team meetings, report

writing and team deliberations as needed. Assist the Team Leader in facilitating interviews and team deliberations as needed.

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Serve as facilitator when requested by the Team Leader. Other duties as assigned by the Team Leader.

After the Visit: Work with the Team Leader and the Safe States Alliance National Office to correct any

factual errors found in the final report.

Team Members

Team Members have crucial roles during the STAT visit. Team members must assimilate a large amount of information (both from what they read and what they hear) and come to a conclusion and consensus about it in a short time. Specific duties include:

Prior to Visit: Read all information provided by Safe States Alliance. Read entire STAT Briefing Book from the State Health Department and identify

additional information needed to complete assigned section. Participate in two to three conference calls. Provide feedback on the draft agenda and interviewee list. Begin to draft assigned section of report (recommended, not required). Prepare short list of interview questions, playing particular attention to their assigned

section.

During Visit: Attend and actively participate in every session. Take notes during interviews. Write drafts of assigned section including draft recommendations. Come to consensus on recommendations and overall report.

After Visit: Participate in process evaluation interview with Safe States Alliance Staff. Participate in post-visit conference call with state (if requested by state staff).

Team members may wish to talk with previous visit members about their experience with STAT. Contact the Safe States Alliance Exchange Coordinator at 770.690.9000 or by email at info@safestates.org.

A checklist of team member activities is included in Appendix A.

Administrative Assistant

The Administrative Assistant (AA) serves as the liaison to the state for on-site logistics, provides support to team members, and compiles the final report. The AA may participate in team discussions but does not vote in achieving consensus for the report and recommendations. Specific duties include:

Prior to Visit: Read all information provided by Safe States Alliance. Read entire STAT Briefing Book from the State Health Department. Participate in two to three conference calls.

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During Visit: Attend and actively participate in every session. Take notes during all interviews (for backup to team members). Merge all report sections into one document. Edit document and distribute copies to team. Coordinate working lunches/dinners with state contact and team. Coordinate team signatures for final report – use Fed Ex to send to Safe States Alliance

National Office on Friday morning.

After Visit: Participate in process evaluation interview with Safe States Alliance Staff. Participate in post-visit conference call with state (if requested by state staff)

Prior to the visit, the AA will receive a detailed guide from the Safe States Alliance National Office including specific site visit information including contact information for the hotel, state, Safe States Alliance National Office; times, locations and transportation options for the interviews and Tuesday night social; information about the business center and team meeting room at the hotel; the final report template and instructions regarding the signature page; and instructions for team member reimbursement.

Role of the Observer(s)

The role of Observer is a passive one: to watch and learn about the STAT process. Observers are expected to attend every interview session and team activity during the visit. Observers do not directly participate in the asking of questions during the interview portions of the visit, and are not responsible for the development of the final STAT report and recommendations. However, observers should participate in team discussions and may assist team members with assigned sections as deemed appropriate by the team leader. A guest observer may participate with the approval of Safe States Alliance and the selected state and is responsible for their own expenses.

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BACKGROUND INFORMATION

During the months preceding the STAT visit the state will prepare a briefing book for the team, arrange the review visit agenda, and work with the Safe States Alliance National Office to organize all logistical arrangements for the visit. All information, including the briefing book, preliminary agenda and logistical arrangements, will be sent to the team no later than four to six weeks prior to the visit. The STAT members should become thoroughly familiar with all information in the packet sent by Safe States Alliance and the state. Any questions should be referred to the Team Leader and the Safe States Alliance National Office.

Since time on site is limited and extremely busy, it is very important that team members read all information provided by Safe States Alliance and the state briefing book thoroughly. Each team member should read through the entire briefing book from the state to become familiar with the state injury and violence prevention program, and focus particular attention on the section for which he/she is responsible.

STAT PAK

Once the team members have been identified, Safe States Alliance will provide a packet of background materials to read prior to the visit including:

- The Team Member Guide to the STAT Program- STAT Review Guide: Standards and Indicators- The state’s STAT Visit application- A copy of a previous STAT report from another state- A list of contact information of all team members

Other background materials are available online including: Safe States Alliance: 2003 Edition and Consensus Recommendations for Injury Surveillance in State Health Departments.

Briefing Book

Additionally, the state will provide a briefing book six weeks prior to the scheduled visit. The purpose of the briefing book is to familiarize team members with the state and its programs, as well as its’ perceived strengths and weaknesses, prior to arriving on review. This allows the team to concentrate less on becoming familiar with the state and more on particular issues of concern during the visit. The briefing book will begin with a structured introduction to the state injury and violence prevention program and to the burden of injury within the state, followed by information about each core component that is described in the STAT Review Guide.

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VISIT LOGISTICS

Travel

Team members will make their travel arrangements to and from the host city in collaboration with the Safe States Alliance National Office and Safe States Alliance’s travel agency, Williamsburg Travel 770.650.5515. Travel plans should be made so that team members arrive Sunday afternoon in time for a 6:00 p.m. dinner meeting with the team. Although air travel is not always dependable, team members must arrange flights so that they arrive in the early afternoon, allowing enough time to travel from the airport to hotel, check in to the hotel and do any necessary personal duties prior to 6:00 p.m.

Departures should not be scheduled prior to 3:00 p.m. on Friday (depending on distance from health department to airport and team member interest in optional lunch with state staff for debriefing). STAT members must be present during all phases of the STAT visit, including the dinner meeting prior to the visit and the final summary report reading.

Please see Appendix B for Emergency Contingency Plans for STAT Travel.

Hotel

The state will coordinate most logistical arrangements for the team in conjunction with the Safe States Alliance National Office. A single room will be reserved for each STAT member, showing arrival on Sunday afternoon and departure on Friday afternoon, and an individual confirmation will be sent to each team member. Guest rooms should have a desk or table with good lighting to allow for the many hours of reading and writing that takes place in the evenings. The state will also arrange for least one suite (for the team leader) that can accommodate the full team with comfortable seating, or alternatively, a small meeting room in the hotel to which the team has access during the entire visit.

Hospitality Packet

The state will also send a “hospitality” packet to the team with the briefing book and agenda. The hospitality packet should include:

1. information for traveling between the airport and hotel and between the hotel and health department (including various transportation options and costs);

2. a list of restaurants in the vicinity; 3. a map of the area; 4. contact information for key state contacts; and, 5. a few takeout menus of nearby restaurants.

Meeting Rooms for Interview Sessions

The team will have access to a comfortable meeting room in which team members may leave their belongings, conduct interview sessions and review documents. The room should have good light, plenty of outlets for computers and an oval or horseshoe shaped table arrangement (so that all team members and interviewees can easily interact with each other). Chairs can be set up around the room for interested

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parties to observe the process. Only interviewees, pertinent state staff, interviewees and team members will sit at the table.

During all sessions, the state is expected to provide water, access to hot and cold drinks, and table tents and name tags for both the team members and each of the interviewees. The state will also be prepared to provide additional support as requested by the team (e.g. flip chart and markers, photocopier, printer, etc.). Team members should each bring a laptop computer (equipped with Microsoft Word software). If a laptop is unavailable, the team member should contact the Safe States Alliance office as soon as possible prior to the site visit.

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CONSENSUS

The final product of the STAT visit is a consensus-based report complete with the signatures of all team members. In order to prepare for the STAT visit, it is important to have a common understanding of consensus and the methods teams can use to get there. Although the Team Leader is responsible for guiding the team through this process, all team members must agree to basic ground rules and what methods they agree the Team Leader could use to build consensus during team deliberations.

For consensus to work, everyone must be committed to reaching a consensus view, prepared to put what's best for the group in front of their own opinion if there is disagreement, and ready for their personal agendas to be challenged. The goal is a win-win situation that everyone is happy with. As well as this commitment, the group must follow through the process from start to finish, and participate actively in the group process.

Consensus Defined

According to the Merriam-Webster dictionary the definition of consensus is: a: general agreement b: the judgment arrived at by most or all of those concerned; group solidarity in sentiment and belief.

Consensus is the cooperative development of a decision that is acceptable enough so that all members of the group agree to support the decision. Consensus means that each and every person involved in decision-making has veto power. But it does not require everyone to agree with the final outcome; no formal vote is taken. Consensus does require that participants have sufficient time to express their opinions and can be moved to the point where they are ready to accept the group’s general agreements.

Keep in mind that members of the STAT are team members, not adversaries. Responsible team members use power only to achieve the best results vis-à-vis the group's purpose, not for their own personal gain. In other words, if a team member objects, it behooves the others to find out why and give considerable thought to the concerns expressed by the dissenting member. Likewise, when voicing major objections, it becomes that team member’s responsibility to figure out how to move the group forward.

Creating consensus requires a leader to build agreements around issues related to the particular decision. Using an expanding and contracting process of communications in which ideas are generated, summarized, and then returned to the group for continued discussion, the leader interprets and reinterprets the issues. He or she narrows down any areas of disagreement until the people involved reach consensus.

One caveat exists to the consensus building approach: Participants must agree at the outset how the decision will be made if the group fails to come to consensus.

Ground Rules for Participation

Trust everyone. This is not competition; everyone must feel comfortable to express their ideas and opinions.

Everyone should contribute their ideas and knowledge. Use your mind, you have a good one, or you wouldn’t be here. Think before you speak, listen before you object.

Present your own position clearly and logically, then listen carefully to other members’ reactions. Consider their reactions carefully before pressing your point.

Stay on the task.

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You may disagree – that is ok and even necessary. Disagreements can help the group’s decision because with a wide range of information and opinions, there is a greater chance the group will hit on more adequate solutions. Keep in mind that once you voice a major disagreement or objection, you are responsible for finding a way to keep the group moving.

Do not agree just to keep the group moving. However, you must be flexible and willing to give something up in order to reach agreement.

Separate the issue from the personalities. This is not the time to disagree simply because you do not like someone.

Spend time on the process. Quickness is not a sign of quality.

How to Handle Disagreement

There are several ways the group can agree to express objections and build consensus. However, any one person’s major objection requires that person to figure out how to move the group forward.

Fist-to-Five ApproachFist - A no vote - a way to block consensus. I need to talk more on the proposal and require

changes for it to pass. 1 Finger - I still need to discuss certain issues and suggest changes that should be made.

2 Fingers - I am more comfortable with the proposal but would like to discuss some minor issues.

3 Fingers - I’m not in total agreement but feel comfortable to let this decision or a proposal pass without further discussion. 4 Fingers - I think it’s a good idea/decision.5 Fingers - It’s a great idea.

If anyone holds up fewer than three fingers, they should be given the opportunity to state their objections and the team should address their concerns. Teams continue the Fist-to-Five process until they achieve consensus (a minimum of three fingers or higher) or determine they must move on to the next issue.)

Another Approach to Express ObjectionsNon-support - "I don't see the need for this, but I'll go along."Reservations – “I think this may be a mistake but I can live with it."Standing aside - "I personally can't do this, but I won't stop others from doing it."

Blocking - "I cannot support this or allow the group to support this. It is immoral." If a final decision violates someone's fundamental moral values they are obligated to block consensus.

Withdrawing from the group. Obviously, if many people express non-support or reservations or stand aside or leave the group, it may not be a viable decision even if no one directly blocks it. This is what is known as a "lukewarm" consensus and it is just as desirable as a lukewarm beer or a lukewarm bath.

Role of the Team Leader in Guiding Consensus

The Team Leader acts as the team’s facilitator by assisting the group in defining decisions that need to be made, moving the team through the stages of reaching an agreement, keeping the meeting moving, focusing discussion to the point at hand, making sure everyone has the opportunity to participate, helping

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the group resolve conflicts and find compromises by summarizing, repeating, or re-phrasing proposals and positions as necessary, and testing to see if consensus has been reached. The Team Leader should set a timeline for reviewing each section and assign a time keeper to assist in keeping the team on task and on time. If it appears that the team has reached an impasse, the team leader may:

Send the issue back to a small group to come up with an alternative(s) Take a break, talk to team members individually Put the issue in a parking lot to return to later Keep the focus on the state injury and violence prevention program – ask team members what the

impact or consequence will be for the program Make the final decision (if team agrees this is an option)

The team will discuss consensus in-depth during the first pre-visit conference call and will be asked to complete and sign the Consensus Agreement Worksheet (see Appendix C) during the first team meeting on Sunday evening prior to beginning the visit on Monday.

Teams should also spend time discussing the difference between word-smithing and substantive changes. The team should focus on wording that substantially impacts the interpretation of the section or recommendation in question. If the team is having trouble deciding whether the issue is substantive, the team leader should bring the focus back to the potential impact for the state injury and violence prevention program.

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PRE-VISIT COMMUNICATION

Getting to Know the Team Leader

Safe States Alliance also encourages the Team Leader to get to know individual team members prior to the visit. They may contact you to discuss:

the STAT Visit process/schedule specific team member roles how the team will reach consensus personal needs or preferences (medical and/or dietary concerns, physical activity routine,

need for personal time, etc)

Pre-Visit Conference Calls

Safe States Alliance will coordinate two to three conference calls prior to the STAT visit. The Team Leader is responsible for facilitating these calls. Safe States Alliance will work with the team leader to determine an agenda and communicate with the team regarding these calls.

Call Participants When Purpose1 STAT members

Safe States Alliance staff6 weeks prior to visit Review purpose, conduct, and preliminary agenda

for the visit; discuss consensus and team decision-making; review team travel logistics

2 STAT membersSafe States Alliance staff

2-3 weeks prior to visit Review information presented in briefing book and agenda; prepare for team call with state staff

3 STAT membersSafe States Alliance staffState program director/staff

2-3 weeks prior to visit (may be during the same time as call #2)

Opportunity to request additional information or clarification from state staff

The team will be asked to complete and submit the following during the visit:

- Consensus Agreement Worksheet (see Appendix C)

- Emergency Contact Information Worksheet (see Appendix D)

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THE ON-SITE AGENDA

The STAT visit review process takes five full days, with a half-day on the front end for travel to the host state.

Sample Agenda

The following agenda has been developed by Safe States Alliance and may be adapted by the state and Team Leader to create an agenda that best fits the need of the particular state. The agenda is included to demonstrate how time can be used during the week-long visit. The site visit agenda should be completed and sent to the team 4-6 weeks prior to the site visit.

Whether or not state injury and violence prevention program staff should be present in the room when testimony is being given by non-state staff interviewees is at the discretion of the state injury and violence prevention program director in consultation with the team leader.

Sunday

Team travels to site6 p.m. Team dinner (review procedures, agenda, and questions for state staff)

Monday

9:00 a.m. Team meets with state staff12 p.m. Lunch

1:00 p.m. Interviews begin with invited partners4:30 p.m. Adjourn

7 p.m. Team meets to debrief and prepare for Tuesday8 p.m. Team begins writing assigned section and finalizes questions for Tuesday’s

interviews

Tuesday

8:30 a.m. Interviews continue with invited partners10:15 a.m. Break10:30 a.m. Interviews cont…

12 p.m. Lunch1 p.m. Interviews cont…

2:30 p.m. Break2:45 p.m. Interviews cont…

5 p.m. Adjourn 6:30 p.m. Group dinner with state injury and violence prevention program staff9:30 p.m. Team meeting (team leader’s suite or pre-arranged meeting room) to debrief and

prepare for Wednesday10:30 p.m. Adjourn for night

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Wednesday

8:30 a.m. Interviews resume and are completed 10:15 a.m. Break10:30 a.m. STAT debriefing session with SAFE STATES ALLIANCE Representative and IP

Staff12 p.m. Working lunch for team1 p.m. Team meets to discuss impressions and observations from interviews

2:15 p.m. Break2:30 p.m. Team adjourns to individually draft status report and recommendations

6 p.m. Dinner7:30 p.m. Team reconvenes to print and share draft with other team members

Team leader begins first draft of Executive SummaryTeam asks questions or other members and gets advice as needed

10 p.m. Adjourn for night

Thursday

8:30 a.m. Team reconvenes in hotel to review and comment on first draft of STAT report10:30 a.m. Team adjourns to make section revisions and complete 2nd draft

12 p.m. Lunch1 p.m. Team gives Administrative Assistant (AA) completed 2nd drafts of report sections.

AA compiles sections and prints copies of 2nd draft report for team2:30 p.m. Team reconvenes to conduct final line-by-line read through and revision of report

Final edits are given to AA who enters corrections into the document6 p.m. Dinner (brought in and continue work as needed)9 p.m. AA gives Team Leader completed report for proof reading

AA collects team signatures for final report10 p.m. Team Leader gives minor edits to AA to make

Friday

7:30 a.m. Final copy of STAT report printed and distributed to team members8 a.m. Breakfast, packing, etc9 a.m. Team checks out of hotel and travels to State Health Department

10 a.m. STAT Report/Executive Summary read-out at State Health DepartmentBrief question and answer period

12 p.m. Optional: Lunch with State IP staff for debriefing after reporting reading1:30 p.m. Adjourn and travel to airport

Potential Interviewees

The state is responsible for organizing the STAT visit agenda in consultation with the team leader and arranging participation of the interviewees. Just as the briefing book is organized by component, the agenda should be organized in this way as well; however, team members may address any question during any interview. The state is instructed to choose individuals to meet with the team carefully so that they span a wide variety of interests and that each of the five components is covered adequately.

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Suggested interviewees include:

Strongly Suggested:1) Maternal and Child Health Program agency representative2) Local Health Department representative3) Injury and violence prevention Advisory Committee representative4) BRFSS and/or YBRFS Coordinator 5) State Health Officer, System Medical Director, or similar position6) Child Fatality Review team member7) Governor’s Highway Safety Representative 8) Suicide Prevention Coordinator9) Department of Education representative

Suggested:1) Domestic Violence Worker2) State SAFE KIDS representative3) Representative of any statewide injury-oriented coalition or organization4) Brain injury association member5) EMSC/EMS representative6) School Health representative7) Fire Marshall or representative8) Trauma Systems Representative

As Needed:1) Child abuse or sexual assault prevention organization representative2) Public Health Association representative3) Chapter of Mothers Against Drunk Driving representative4) Local representative of committee on trauma 5) Representative of Managed Care Organization6) National Safety Council, Chapter representative7) Community group representative that is engaged in injury and violence prevention

After reviewing the draft agenda, team members may suggest other individuals they would like to meet with during the STAT visit.

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INTERVIEWS

During the STAT visit, the team leader is responsible for facilitating all interviews and keeping the meeting on schedule. He or she will welcome interviewees, explain the STAT Program and process, and introduce the other team members. The team leader may ask interviewees for a short summary of their role in the state, but the majority of time should be allotted for the team to pose questions to the state representatives. It should be noted that all team members will participate in the questioning of interviewees on all of the components during the review, but the team member who is primarily responsible for the related section is expected to take the lead. STAT members should ask open-ended questions of the interviewees and take notes on responses. Although the administrative assistant on the team will take detailed notes on all interviews, it is helpful for team members to take their own notes for their assigned section.

STAT members should:- Be present for all interviews and remain focused on the task. - Turn off cell phones and pagers.- Plan to make personal phone calls only prior to the start of the day or at the end of the day.- Dress in business attire during all interactions with the state and casual attire when interacting

with the team only. - Avoid combative or condemning questioning. It is important to ask difficult or controversial

questions (these could be most helpful to the state), but they should be asked in a constructive and positive manner.

- Refrain from providing technical assistance. It is fine to describe the manner in which another state operates as a point of reference (since this is sometimes useful), yet refrain from implying that there is a single model to be pursued.

Sample Welcome (from the Team Leader)

Thank you for coming today to participate in the [STATE NAME] State Technical Assessment Team, or “STAT,” visit. The STAT Visit was designed by the State and Territorial Injury Prevention Directors Association, or “Safe States Alliance,” of which we are all members, to bring a team of injury and violence prevention professionals into the state to assess the status of the injury program. The assessment is based on what Safe States Alliance has determined to be the five core components of a successful state health department injury prevention program: Infrastructure;  Data collection, analysis, and dissemination; Intervention design, implementation, and evaluation;  Technical support and training; and, Public policy and advocacy. You have been invited to participate because of your experience and/or knowledge of the [NAME OF STATE INJURY PROGRAM] or a particular program with which you work. We hope that you can provide suggestions about strengthening the [NAME OF STATE INJURY PROGRAM] program to the STAT team and elaborate on any barriers you believe hinder the efforts to make [STATE NAME] a safer state. At the end of this visit, we will prepare a report detailing the strengths and weaknesses of the [NAME OF STATE INJURY PROGRAM] and make recommendations for improvement.   At this point, I’d like to ask the members of the team to briefly introduce themselves (including title, organization and years as a member of Safe States Alliance).

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Sample Questions

At this point the Team Leader can begin direct questioning. If it is clearly within one team member’s focus area, the Team Leader may wish to have them begin the questioning. The Team Leader should ensure all team members have an opportunity to ask questions.

Ask the interviewee to briefly describe what they do and their relationship with the state injury and violence prevention program.

Briefly describe what you do and describe you or your agency’s relationship with the state injury and violence prevention program.

What is important about your relationship with the state injury and violence prevention program? What are the strengths? What are the barriers? What do you feel would improve collaboration between your program and the state injury and

violence prevention program? If the program were successful, where would it be in 3-5 years? What can be done differently, better, or more cooperatively? What are future opportunities to collaborate? What could be said in the report that would be helpful to this relationship/program? Point out

critical and strategic actions that should be considered to solidify, strengthen and improve the injury and violence prevention efforts in the state.

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REPORT WRITING AND TEAM DELIBERATIONS

The Team Leader is responsible for directing the schedule and flow for all team meetings, report writing, and team deliberations. The Team Leader acts as the team’s facilitator by:

- assisting the group in defining decisions that need to be made, - moving the team through the stages of reaching an agreement, - keeping the meeting moving, - focusing discussion to the point at hand, - making sure everyone has the opportunity to participate, - helping the group resolve conflicts and finding compromises by summarizing, repeating, or

re-phrasing proposals and positions as necessary, and - testing to see if consensus has been reached.

Writing the Report

Each team member is assigned to take responsibility for one of the core components areas of the assessment. The floating team member will be assigned to work with another team member as deemed appropriate by the Team Leader. The STAT Review Guide should be used by team members to help assess the state health department injury and violence prevention program. States are not expected to meet every standard and indicator; however, the STAT Review Guide can be used to determine what states are doing in the area of each core component, and provide suggestions to the team of potential areas of growth.

During the report writing phase of the visit, the team should consider the following: General versus specific recommendations – how prescriptive does the team feel it should be in

developing recommendations (see Appendix E for more information on writing recommendations)

Sensitivity to state politics State’s desired outcome/why they wanted the visit in the first place

Since the final copy of the report must be a consensus-based document of the team, the writing process can be long and intense. While writing the report can begin at anytime, the team begins this process in earnest after the completion of interviews on Tuesday or Wednesday, and after the team has convened by itself to go over initial impressions and observations from the interviews. The team then adjourns to draft primary recommendations and status reports for the individual core components, and then reconvenes to print and share this first draft with other team members. At this time, the team leader begins to draft an executive summary.

Team members should format their section of the report to include a general narrative status (less than one page), a bulleted list of program strengths, a bulleted list of program challenges, and a numbered list of recommendations based on program challenges. The Administrative Assistant will provide a copy of the format provided by Safe States Alliance at the beginning of the visit.

Team Deliberations

The team again convenes on Thursday to review the first draft of the STAT Report. After lunch, the team separates again to incorporate the group’s comments into the individual draft document sections. There are several ways the team can edit and provide feedback during the review of the first draft:

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- Assign team members primary and secondary section responsibilities. Team members will work first on their assigned section, but will pay close attention to a second area. The pair will exchange first drafts for editing and initial feedback.

- Provide copies of each section to each team member for initial editing and feedback. Each member can individually read all other sections, then provide written feedback and initial edits to the assigned section leader.

- The Team Leader and Deputy Team Leader may choose to read, edit and provide feedback or other changes prior to the entire team’s review of the first draft.

- The team can review recommendations in detail, then provide general comments and edits regarding the status section.

The team leader continues to work on the Executive Summary and provides assistance as needed to other team members. At the set time on Thursday, each team member will deliver via electronic means, his or her section of the report to the administrative assistant (AA). The AA merges each section into a complete document, prints copies and delivers them to team members when the team reconvenes to conduct a final line-by-line read through and revision of the report.

During the review of each draft, the Team Leader should set a timeline for reviewing each section and assign a time keeper to assist in keeping the team on task and on time. If it appears that the team has reached an impasse, the team leader may:

Send the issue back to a small group to come up with an alternative(s) Take a break, talk to team members individually Put the issue in a parking lot to return to later Keep the focus on the state injury and violence prevention program – ask team members what the

impact or consequence will be for the program Make the final decision (if team agrees this is an option)

For more information about group process, please refer back to the section on Consensus.

The next morning (Friday), a final copy of the STAT report is printed and distributed to all team members by 7:30 a.m. At this time, team signatures are collected on the report signature page, which is then copied and sent via Federal Express to the Safe States Alliance National Office.

After team members have signed the signature page, the team has breakfast, packs for the return trip home, and completes check out from the hotel in time to convene at the site for the report delivery at 9:30 a.m.

Suggested Timeline for Writing the Final STAT Report

Day Time ActivityWednesday (Day 3)

After interviews end Team convenes to go over initial impressions and observations of interviews.

Immediately following above

Team members draft primary recommendations and status reports individually.

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7:30 PM Team members print and share first draft.Team leader begins Executive Summary.

10:00 PM Adjourn for the night.

Thursday (Day 4)8:30 AM The team again convenes on Thursday morning to review

the first draft of the STAT Report.

10:30 AM The team separates again to incorporate the group’s comments into the individual draft document sections.

The team leader continues to work on the Executive Summary and provides assistance as needed to other team members.

1:00 PM Each team member delivers, via electronic means, his or her section of the report to the administrative assistant (AA). AA Compiles sections into the 2nd draft of the report.

Break for 90 min AA merges each section into a complete document.

2:30 PM AA prints and distributes copies of the 2nd draft report to the team. The team reads and edits the draft.

4:00 PM Team reconvenes to conduct a final line-by-line read through and revision of the report. Final edits are given to the AA, who completes the revisions.

6:30 PM Dinner is brought in and work continues as needed.

9:00 PM Team leader receives an advance copy of the final draft report for review. AA collects team signatures for the final report.

10:00 PM Team leader gives minor report edits to the AA to complete.

Friday (Day 5)7:30 AM Final copy of the STAT report is printed and distributed

to all team members. AA collects team member signatures on the report signature page, which is then copied.

9:00 AM Team convenes at the site for the report delivery.

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THE REPORT READ-OUT

The team gathers at approximately 9:00 a.m. at the state health department for the reading of the report. It is requested that those invited to participate in this final phase of the STAT visit include all STAT members, state representatives and injury and violence prevention program staff, including the Secretary of Health or designee, and any other guests the state program staff wish to invite. After preliminary opening remarks by the team leader, the team leader or an assigned team member (must be a state Safe States Alliance representative) reads the report Executive Summary and recommendations aloud according to the protocols described below. It should be re-emphasized that at no time is it appropriate to provide technical assistance to the state injury and violence prevention program, and particularly during this final stage of the visit. Once the reading is concluded, a discussion of the findings occurs and is followed by lunch with the team and any interested participants in the STAT visit if desired. The team leaves a copy of the report with the state and departs for the airport.

Suggested Read-Out Protocol (at discretion of Team Leader)

Before reading the report, acknowledge the hard work done by the host state staff in preparation and execution of their STAT visit; and acknowledge the rest of the STAT for their extraordinary efforts. For those present at the read-out who have not been part of the STAT visit thus far, provide a brief description of the STAT Program, and acknowledge that the STAT Visit and the STAT Program is provided as a service to state injury and violence prevention programs by Safe States Alliance through a cooperative agreement with the Centers for Disease Control and Prevention (CDC) and in-kind support from the Health Resources Services Administration, Maternal and Child Health Bureau (HRSA/MCHB). An example is provided below.

As part of our mission to strengthen the ability of state, territorial and local health departments to reduce death and disability associated with injury and violence, the State and Territorial Injury Prevention Directors Association designed the STAT Program to assist states in developing and enhancing their injury and violence prevention programs. Through the STAT Program, Safe States Alliance brings together Safe States Alliance members and partners who use their combined experience in the injury and violence prevention field to assess the status of your state health department injury and violence prevention program., Constructive, consensus-based recommendations for improvement are made based on the state’s current status in five core component areas: 1) Infrastructure; 2) Data Collection, Analysis and Dissemination; 3) Intervention: Design, Implementation and Evaluation; 4) Technical Support and Training; and 5) Public Policy.  These core components are based on the Safe States Alliance’s Safe States Alliance publication and are described in detail in the STAT Review Guide. 

       STAT looks critically at each of these core component areas in terms of primary prevention

over the course of the five-day visit and produces a report intended to provide feedback and recommendations to the state for future program growth. The report is based on what the team heard and read during the visit, and represents the consensus of the team.  The team cannot assess or incorporate information that was not presented during interviews or provided in supporting materials.

On behalf of Safe States Alliance, we’d like to thank you for your dedication to this process and to the field of injury and violence prevention.

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Read the executive summary of the report, including the consensus-based recommendations of the STAT, word for word and without interruption.  Thank everyone for coming and allow for a brief question and answer period. Reinforce that this is not the time for technical assistance nor for the team to explain why they chose particular recommendations.

Encourage the state injury and violence prevention program to develop an implementation plan for the recommendations described in the final STAT Report as well as take advantage technical assistance resources. Previous state injury and violence prevention programs have used the report in a variety of ways:

To develop a strategic plan; To assist an injury and violence prevention advisory board with their injury and violence

prevention advocacy efforts; To guide decision-making processes and priority setting within the injury and violence

prevention program; To highlight injury and violence prevention within the state and the successes of the state

injury and violence prevention program; To increase communication, foster collaboration and information sharing within the

health department; To develop networks and collaborative projects with community organizations to support

community-level injury and violence prevention; and To advocate for more funding for the state injury and violence prevention program.

Let the state know that they have 20 working days to send specific factual corrections to the Safe States Alliance National Office. Once reviewed by the Team Leader, the report will be finalized and sent to the State Health Officer, or their designee, the state Safe States Alliance Representative, and agencies that provided funding for the visit through Safe States Alliance. All other requests will be referred to the state.

Finally, provide the technical assistance resource handout to the state. Prior to the visit, team members will need to individually decide if they would like to be available to the state for clarification of the report and its recommendations or for technical assistance in implementing the report recommendations.

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AFTER THE STAT VISIT

Final Report

As soon as the report is presented to the state, the STAT work is complete. However, there are a few follow-up activities that must be completed. The state has 20 days to review the report for any gross, factual inaccuracies before it is fully formatted and completed. The substance of the report, however, is final. If the state identifies any factual errors within that time period, the STAT leader will be notified by the Safe States Alliance National Office and the report will be modified if necessary.

After any changes to the report are made, the Safe States Alliance National Office will send the state a set of bound hard copies of the report in addition to one loose page copy and an electronic copy. A copy of the report will also be given to each team member. The report may also be used as part of orientation materials for future STAT visits.

The final report is not intended for broad distribution. If you would like to use the report for any other purpose, please contact the state and/or Safe States Alliance for permission.

Guidelines for Expenses, Honoraria, and Reimbursement

STAT members must complete and submit expense reimbursement forms to the Safe States Alliance office within two weeks following the STAT visit. The Safe States Alliance office will work as quickly as possible to process the travel reimbursements, but will have them back to the team no later than 30 days after their submission. See Appendix F for additional details.

Evaluation

An evaluation specialist from Safe States Alliance or a contractor will conduct follow-up interviews, for the purpose of process evaluation, with all participants in the process including all team members and key state contacts.

Optional Post-Visit Conference Call with State

The state may request an opportunity to hold a follow-up call with the team. This may be requested at any time following the visit for clarification of the report and recommendations, technical assistance, etc. The Safe States Alliance National Office will contact you if this call is requested by the state.

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APPENDICES

Appendix A: Team Member Checklist Appendix B: Emergency Contingency Plans for TravelAppendix C: Consensus Agreement Worksheet Appendix D: Emergency Contact Information WorksheetAppendix E: Tips for Developing RecommendationsAppendix F: Guidelines for Expenses, Honoraria and Reimbursement

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APPENDIX A: TEAM MEMBER CHECKLIST

This checklist may help you plan your participation in the STAT visit.

Activity/Event/Task Target Date CompletedBefore the VisitTalk to the STAT Leader Two – three months

prior to STAT Visit

Read background materials including STAT PAK and state’s briefing book

4-6 weeks prior to STAT Visit

Conference Call #1 (to discuss purpose of STAT Review, process, consensus, logistics, etc)

6 weeks prior to STAT Visit

Conference Call #2 (discuss briefing book, draft agenda, and upcoming call with state staff)

2 weeks prior to STAT Visit

Conference Call #3 (with state staff to ask questions/request additional information)

2 weeks prior to STAT Visit

During the VisitAttend and actively participate in every session; take notes during interviews

Write assigned section and draft recommendations

Actively participate in team deliberations to reach consensus on recommendations and the overall report

Assist/provide support to other team members on individual sections

Facilitate final report read-outAfter the VisitParticipate in follow-up interviews with the evaluation specialist

To be scheduled by evaluation specialist

Participate in post-visit conference call with state staff At state’s request

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APPENDIX B: EMERGENCY CONTINGENCY PLANS FOR STAT VISIT TRAVEL

Safe States Alliance has a contingency plan for your STAT visit in the event (we hope unlikely) that a state, regional, or national emergency makes your travel impossible. We wanted you to know what needs to be done prior to or during your STAT. This message is not meant to be alarming, but rather to provide you with clear, tangible steps to take in case of changes or emergencies. We also recognize that state health departments may impose further travel restrictions on their employees resulting from weather, budgets, terror alerts, or a state health department’s need for their people to remain in their state.

Your safety is our primary concern, above all other considerations. If some team members are not able to travel, we cannot proceed with the visit as we cannot find replacements at this late date. We will reschedule the visit and hope that you will be able to participate at that later date.

If your plans change prior to the visit, we ask that you take the following steps:

1. Contact Safe States Alliance's national office immediately if you are unable to travel. Our number is 770-690-9000 and we will be checking the voice mail regularly. Also - please send an email to amy.woodward@safestates.org and amber.williams@safestates.org.

2. Airline tickets Airline tickets cannot be canceled or we will lose the ticket entirely. **ANY CHANGE TO AN AIRLINE TICKET MUST BE MADE 24 HOURS PRIOR TO DEPARTURE** This applies for all of the airline carriers.

CHANGES IN AIRLINE TICKETS PRIOR TO THE STAT VISITAirline tickets are made out to the individual and therefore he/she, not Safe States Alliance, must call the airline directly to make any change to the ticket. If you have made your travel arrangements on your own, contact the airline or your travel agent directly. If you have made your travel arrangement though Safe States Alliance’s travel agency, Williamsburg Travel, you can call the agency directly (770.650.5515) and ask Carol or anyone else that can help you to change your ticket. The agency’s emergency after-hours phone number is 800-607-4289. Any changes in the price or your ticket as a result of changing your itinerary will be covered or reimbursable through Safe States Alliance.

3. Other modes of transportationOnce at your site visit, if it becomes impossible for you to depart, we understand that you may want to pay for other modes of transportation, e.g., train, bus or car rental. As long as the expense is reasonable (don't go out actually BUY a car, okay?), you can submit it to Safe States Alliance for reimbursement once you return home. Again, your safety is our top priority.

4. HotelWe have a clause in our contract with our host hotel that allows us to cancel for events such as war or emergency, given that you all are state or federal health department employees of some kind. Once you have informed us of your inability to travel, Safe States Alliance will communicate with the hotel. This applies to federal participants or other observers as well, who put the hotel on their own/work credit card. We would also urge you to contact the hotel to cancel your reservations.

If you are already onsite, and air travel becomes restricted, secure rooms at the current hotel or another hotel as soon as possible. Safe States Alliance will cover these charges directly, or will reimburse you as soon as possible.

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APPENDIX C: CONSENSUS AGREEMENT WORKSHEET

STATE TECHNICAL ASSESSMENT TEAM (STAT)CONSENSUS AGREEMENT WORKSHEET

What is Consensus?Consensus is the cooperative development of a decision that is acceptable enough so that all members of the group agree to support the decision. Consensus means that each and every person involved in decision-making has veto power. However, consensus does not require that everyone agree with the outcome; no vote is taken. Consensus does require that participants have sufficient time to express their opinions and can be moved to the point where they are ready to accept the group’s general agreements. One caveat exists to the consensus building approach: Participants must agree at the outset how the decision will be made if the group fails to come to consensus.

Ground Rules for Reaching Consensus on the STAT Report Trust everyone. This is not competition; everyone must feel comfortable to express their ideas

and opinions. Everyone should contribute their ideas and knowledge. Use your mind, you have a good one, or

you wouldn’t be here. Think before you speak, listen before you object. Present your own position clearly and logically, and then listen carefully to other members’

reactions. Consider their reactions carefully before pressing your point. Stay on the task. Do not agree just to keep the group moving. However, you must be flexible and willing to give

something up in order to reach agreement. Spend time on the process. Quickness is not a sign of quality.

Participation AgreementPlease review the following list of ways the group can overcome barriers to consensus. Place an () next to any method you would be comfortable with the Team Leader using to move the group through deliberations.

Send the issue back to a small group to come up with an alternative(s) Take a break, team leader will talk to team members individually Put the issue in a parking lot to return to later As a last resort, the Team Leader may determine when an impasse has been reached and make the

final decision whether the disagreement is substantive or word-smithing.

I agree to the ground rules listed above for reaching consensus and will actively participate in reaching consensus on the final STAT Report.

Signature Date

Printed Name

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APPENDIX D: EMERGENCY CONTACT INFORMATION WORKSHEET

STATE TECHNICAL ASSESSMENT TEAM (STAT)EMERGENCY CONTACT INFORMATION WORKSHEET

In the event of an emergency, please let the Team Leader and/or the Safe States Alliance National Office know who should be contacted:

Contact #1

Name: Relationship:

Address:

City, State, Zip:

Home Phone:

Business Phone:

Mobile Phone:

Contact #2

Name: Relationship:

Address:

City, State, Zip:

Home Phone:

Business Phone:

Mobile Phone:

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APPENDIX E: TIPS FOR WRITING RECOMMENDATIONS

The team should think carefully about writing recommendations that are specific, measurable, actionable, and realistic for the state to consider for its growth. Teams do not need to address each standard and indicator listed in the STAT Review Guide, but should consider where the state is in terms of its development, and determine what recommendations will help them increase their capacity to prevent injuries and violence. These recommendations should be geared towards a 1-5 year timeline. Although recommendations should be directed to the state injury and violence prevention program, the team may wish to consider recommendations aimed to the state health officer or other state health department management.

Listed below are examples of strong recommendations for each component that team members may wish to use as a guide. Additionally, a list of action words is included as a resource. Team members should avoid:

Using phrases that cannot be measured:- Consider using/developing/doing, etc …..- Focus on …..

Making recommendations too long. (It may be more than one recommendation) Ensure that ….. Enhance… Providing technical assistance in the recommendation

SAMPLE INFRASTRUCTURE RECOMMENDATIONS

Use the strategic planning process to build relationships with other organizations to obtain resources and to build constituency.

Increase community-based organization (CBO) participation on strategic planning task forces to ensure that recommendations are responsive to the needs of diverse populations.

Convene an internal committee to improve interdepartmental communication and collaboration on injury prevention issues. (Develop a process for formal communication.)

Provide an epidemiologist dedicated to injury prevention.

Take on more of a consultant role as a statewide resource and less of a role in injury prevention direct service provision.

Improve communication among IPP staff regarding programmatic activities and responsibilities and consider cross training where possible.

Designate a director of the injury prevention program and support the position with state funds.

Form an injury prevention advisory group. Membership should include individuals interested in injury prevention for wide-ranging risks and all age groups, and the advisory group should be used to broaden constituency.

Advocate for making injury prevention part of the vision statement of the state DOH.

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SAMPLE DATA COLLECTION, ANALYSIS, AND DISSEMINATION RECOMMENDATIONS

Develop an injury surveillance work group led by the injury epidemiologist focused solely on injury surveillance issues to provide leadership in quality data collection and reporting.

Produce and disseminate routine reports that draw on core injury data sets, are relevant for program planning, and inform injury prevention policy.

Systematically assess completeness and quality of 11 core data sets and develop and implement plans for improvement.

Conduct a feasibility study of linking various data sets and develop and implement plans to link and report data (e.g., linking TBI data with Medicaid data).

Gain access to vital records and hospital discharge data.

Improve completeness of E-coding in the state.

Analyze data with a focus on health disparities.

Produce an injury surveillance summary data report annually to inform partners, stakeholders and policy-makers.

Conduct comprehensive population-based injury surveillance using all 14 recommended indicators.

Produce injury specific fact sheets for each injury problem defined in the state plan. Post these on the web page, distribute to constituents and update annually. Incorporate cost benefit estimate data into injury fact sheets and planning documents.

Collaborate with universities to provide interns or graduate students to examine existing injury or violence data for surveillance, programmatic or policy purposes.

SAMPLE INTERVENTION DESIGN, IMPLEMENTATION, AND EVALUATION RECOMMENDATIONS

Develop an implementation plan for the statewide injury prevention plan. Focus on interventions that can be accomplished in the short-term using existing or minimal resources.

Collaborate with agencies and organizations that have infrastructure and resources available (such as hospitals or the community health centers), concentrating on ways to infuse injury prevention into the existing programmatic protocols of these entities. Engage additional local partners (such as social service providers, civic groups, and retailers) in activities that build local capacity to conduct injury prevention interventions.

Collaborate with programs within all Divisions that have injury prevention elements to enhance complementary interventions

Invite diverse agencies and organizations to participate on the strategic planning task forces, especially those who represent underserved and special populations.

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Shift more of the focus of IPP to a consulting and coordination role in the design, implementation, and evaluation of injury prevention programs and away from a hands-on service delivery role (e.g., child passenger safety activities).

Develop a long-term plan for evaluation, including strategies to seek additional funding for comprehensive evaluation projects, and provide training and technical assistance so that local projects will increase their capacity for conducting formative, process, and impact evaluation.

Develop a comprehensive communication strategy, including consistent public health messages for injury prevention to be used by those in high-level leadership positions, state and local programming, and social marketing campaigns.

Develop or assist other groups to develop interventions that target both intentional and unintentional injuries among all age groups and among populations identified as being high risk for injury.

Employ incentives for partners to use comprehensive strategies that include both policy and environmental change in addition to traditional education and dissemination of literature.

Design and implement interventions that are based on data from a state injury profile and state injury prevention plan.

Assure that all child deaths are reviewed for preventability.

Strengthen leadership and assume responsibility for coordinating, monitoring, and assuring implementation of appropriate prevention and intervention programs in the state.

Disseminate intervention results to partners. (specify)

Incorporate injury and violence prevention into existing or new activities throughout the Department.

Implement culturally appropriate interventions that address the wide range of populations and types of injuries (e.g., motor vehicle crashes in teens, falls in the elderly, child abuse and neglect prevention).

SAMPLE TECHNICAL SUPPORT AND TRAINING RECOMMENDATIONS

Provide technical assistance and training to partners and community-based organizations in priority injury prevention areas to facilitate implementation of the statewide injury prevention plan.

Investigate the feasibility of periodically sponsoring an injury prevention conference to launch the statewide injury prevention plan, share best practices and network.

Work with partners and other organizations (e.g., family health, environmental health, medical residency training/grand rounds) to identify how unintentional injury and violence prevention can be integrated into their training programs and conferences.

Assess Injury Prevention Program staff training needs.

Utilize individualized training plans for all staff to ensure proficiency in primary areas of responsibility.

Develop individual staff training plans based on identified needs.

Disseminate injury prevention information focused on specific injuries LHDs and CBOs.

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Assess the value of hosting a state injury prevention conference to train local health department personnel and other health professionals.

Support local level interventions through the IPP’s existing resources (i.e., technical assistance about intervention best practices, knowledge of the public health system, and county-specific data).

Utilize and enhance the web page to increase the visibility of IPP and to offer technical support (e.g., injury reports and trends, state IP plan, community partners, updated program activities).

Conduct an assessment of district and local level injury prevention training needs, and develop a comprehensive plan to provide culturally appropriate, ongoing training in the areas identified through regional workshops, web-based seminars, and distance learning materials.

Provide literature reviews specific to local injury concerns and develop fact sheets for use by local level injury prevention programs, coalitions, and advocacy groups.

Increase efforts to develop the next generation of injury professionals to serve the state (e.g., through providing structured practicum experiences, developing an injury course at the College of Public Health, etc.).

Develop a formal injury prevention orientation for members of the Injury Advisory Council and internal DOH Injury Prevention Coordinating Committee. Include presentations by committee members with expertise on issues such as violence against women, community needs assessment, and special populations.

Provide resources, presentations, reference materials, and consultation for the coursework.

Integrate injury prevention training into regular meetings and trainings offered by other agencies and groups such as school nurses, day care providers the (state) Domestic Violence Network, the Association of (state) Health Commissioners.

Provide culturally appropriate training programs and materials.

Involve new partners from local injury prevention programs and employ a broader range of strategies, such as train-the-trainer models and speaker bureaus. When appropriate, provide training to professional and community groups.

Utilize partners as a resource for training and technical assistance in specific topic areas.

Develop and use a log to document IPP staff responses to requests for technical assistance to assist in future planning and assessing program effectiveness.

SAMPLE PUBLIC POLICY RECOMMENDATIONS

Analyze the impact of injury prevention legislation on the reduction of injuries and related costs and disseminate results to policymakers.

Develop and market policy and regulatory goals in the strategic plan.

Expand collaborations with other state agencies in the development and support of legislative, policy and regulatory efforts.

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Through the Internal Injury Prevention Work Group, be proactive about raising policy issues with the various programs of the IPP that will potentially reduce injury-related mortality and morbidity in their areas of activity. For example, programs such as WIC, Primary Care, Youth Development, EMS and Trauma Systems, Families Raising Children with Special Needs, etc. could all benefit from injury prevention policies.

Involve intra- and inter-department partners and community-based organizations in the development, implementation and evaluation of injury-related policies.

Work with local partners in the policy development process and participate in the development of local ordinances for injury-related issues such as bicycle helmet use and smoke alarm use.

Be proactive about raising policy issues in the health department that will potentially reduce injury-related mortality and morbidity.

Use injury surveillance data to set a legislative agenda and to educate legislators.

Review injury prevention-related, health department-initiated policies in other states and local jurisdictions and advocate for their implementation in the state.

Educate the media, networks, and policymakers about the financial burden of injuries and violence.

Create an inventory of existing laws that have an impact on injury and violence outcomes.

Provide partners with information on the state’s injury prevention priorities. Publicize the policy objectives in the state strategic plan with members of governor’s councils and other key partners in prevention.

Provide data, cost and cost-benefit analysis (which may be from national or other state sources), and best practice information to leadership, partners and legislators (and their staff) to promote injury prevention policy initiatives. Improve this information utilizing fact sheets with localized data summaries that include state and national comparisons and trend data.

Study the feasibility of using Medicaid funds or other insurance resources for child car seats and other preventive devices can be obtained for eligible clients through a waiver.

SAMPLE RECOMMENDATIONS TO THE HEALTH OFFICER

Develop a plan to establish the Unit as the lead for injury prevention in the state by increasing its visibility.

Allow IPS to maintain personal identifiers in the state’s hospital discharge data in order to enhance un-duplication of hospital (and emergency department) admissions.

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SUGGESTED ACTION WORDS

AccomplishAchieveActAdaptAdministerAdvertiseAdviseAnalyzeApplyApproveArrangeAssembleAssessAssignAttainBudgetBuildCalculateCatalogueChairClarifyCollaborateCommunicateCompareCompileCompleteConductConsultContractControlCooperateCoordinateCorrectCreateDecideDefineDelegateDemonstrateDesignDetailDetermineDevelopDeviseDirectDistributeDraftEdit

EmployEnlargeEnlistEstablishEstimateEvaluateExamineExchangeExecuteExhibitExpandExpediteFacilitateFamiliarizeForecastFormulateGenerateHandleHireIdentifyImplementIncreaseInnovateInspectInstallInstituteInstructIntegrateInterpretInterviewIntroduceInvestigateLeadManageRepresentMarketMediateModerateModifyMotivateNegotiateObtainOperateOrganizeOverseePerformPersuade

PlanPreparePresentProcessProduceProgramProposeProvidePublicizePublishRaiseRecommendReconcileRecordRecruitRectifyRedesignReduceRegulateRelateRenewReportReorganizeResearchResolveReviewReviewScheduleSelectServeSettleSolveSpeakStaffStandardizeStimulateSummarizeSuperviseSurveySynthesizeSystematizeTeachTrainTransmitUpdateWrite

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APPENDIX F: GUIDELINES FOR EXPENSES, HONORARIA, AND REIMBURSEMENT(Last revised April 2010)

The following details Safe States Alliance’ guidelines for expenses, honoraria, and reimbursement of expenses for travel related to your STAT Team participation.

Travel Expenses:

EligibilityOnly non-federal employee STAT Team members are eligible for the reimbursement of travel expenses incurred during their participation in STAT. Individuals whose expenses by their agency as an in-kind contribution to the STAT Program (such as CSN) are also not eligible for reimbursement of travel expenses. If you are not certain if you fall into one of these categories, please contact Amber Williams or Amy Woodward at (770) 690–9000.

What is covered?Safe States Alliance covers the cost of air and ground transportation both to and from the site visit location, and for lodging (room and tax only) for all non-federal team members. Safe States Alliance does not pay for phone calls and other incidentals charged team member rooms (STAT members will be asked to provide a credit card at time of check in to cover these costs). Safe States Alliance also covers per diem for meals and incidental expenses that are fixed at the maximum federal per diem rate for the locality in which the STAT visit takes place. For more information on federal per diem rates, please visit the CONUS Per Diem web site at http://www.gsa.gov/Portal/gsa/ep/contentView.do?contentType=GSA_BASIC&contentId=17943

Honoraria:

EligibilityNon-federal STAT members are eligible to receive honoraria as compensation for taking personal leave time in conjunction with their participation on a STAT visit. For those eligible, Safe States Alliance will provide an honorarium of $1,500.00. Please note that federal income tax law requires that this amount be reported to the IRS by Safe States Alliance, and Form 1099s will be sent to all those who receive an honorarium not later than in January of the year immediately following their participation on a STAT Team.When possible, team members are encouraged to work with their agency such that they are allowed to participate in STAT without taking personal time off, or taking time off without pay. Our experience with STAT is that it is as much a valuable learning opportunity for Team members as it is for the host states.

Reimbursement:

To obtain reimbursement for STAT related travel expenses, team members are required to complete a Safe States Alliance Travel Expense Reimbursement Form. Please submit your reimbursement form with original receipts no later than 10 days following the completion of travel or reimbursement will be delayed. Reimbursement requests received more than 30 days following the completion travel are at risk of not being reimbursed. Original receipts for all expenses reported except for meals and incidentals which are covered by the federal per diem rate are required and should be submitted along with the reimbursement form. Please be sure to include receipts for air travel and hotel if these arrangements were not made through Safe States Alliance or Safe States Alliance’ travel agency, Williamsburg Travel.

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Note: Expenses will not be reimbursed if proper receipts for expenses are not provided.

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