OPNA Point Person Training November 1, 2017 Who are the point - - PowerPoint PPT Presentation

OPNA Point Person Training

November 1, 2017

Who are the point people?

• RPC/PFS staff
• Tribal grantees/contact people

working with Southern Plains Tribal Health Board and Cherokee Nation

Project Timeline and Responsibility

Target Date Task Lead 11/1/17 OPNA trainings at regular provider training ODMHSAS 11/15/17 (mail) 11/6/17-11/30/17 (hand deliver) Mail or hand deliver superintendent packets ODMHSAS (mail) or RPC/PFS staff/tribal grantees (hand deliver) 11/6/17-4/30/2018 Recruit RPC or PFS staff or tribal grantees 11/6/2017-5/1/2018 Districts/charter/private schools send in agreement forms Public school districts/charter schools/private schools 11/15/17-5/1/18 Email survey training manual and consent forms to district coordinators RPC or PFS staff or tribal grantees 11/15/17-5/18/18 Serve as point of contact to district survey coordinators RPC or PFS staff or tribal grantees

Project Timeline and Responsibility

Target Date Task Lead 1/15/18 Send first batch of survey materials/online links Bach Harrison 2/1/18 – 5/18/18 Administer survey Schools 2/5/18 – 5/30/18 Thank schools, follow-up about any issues encountered RPC or PFS staff or tribal grantees 5/20/18 – 7/15/2018 Scan and clean data Bach Harrison 5/31/18 Submit requested reporting updates ODMHSAS 8/15/18 Complete data analyses Bach Harrison 8/15/18 – 10/15/18 Create and review reports; revise and review multiple times as needed until finalized Bach Harrison and ODMHSAS 10/16/18 Distribute state, region, and county, reports to ODMHSAS; distribute school/ and districts Bach Harrison

New to 2018 - Recruitment

• Letter co-signed by Superintendent Hofmeister
• District coordinator materials will be added to

ODMHSAS website and email blasts through Dept. of Ed.’s superintendent newsletter

• New e-fax directly to Carrie/other ODMHSAS staff

New to 2018 – Survey Instrument

• Major revisions to survey instrument

▫ Need for mental health treatment module (6 questions) ▫ Suicide-related questions (3 questions) ▫ Lifetime questions moved to age of first use question for most substances ▫ Lifetime eliminated for a few substances ▫ Changed order of questions

• May be possibility of adding customized questions

▫ Still working out process ▫ Considerations: better for online because more students will finish it

New to 2018 – Survey Administration

• District coordinator training manuals and consent

forms e-mailed by point people instead of ODMHSAS

• District coordinator training manual

▫ Streamlined a bit ▫ Additional information related to online surveying and other additional information added

• Proctors no longer instructed to read questions to

sixth graders; instead will just help if students need help reading one or more words and students will be instructed to skip any questions they don’t understand

Key task: Mail/deliver superintendent packet

• Mail (ODMHSAS) or hand deliver (point people)

superintendent packets

• Contents:

▫ Introductory letter co-signed by Commissioner White and Superintendent Hofmeister ▫ Superintendent agreement ▫ OPNA FAQ sheet (two page front and back) ▫ Copy of survey instrument

Key task: Recruit

• Get creative
• Don’t try to do it yourself - engage REOWs, CDWs,

and coalitions in recruiting process

• Update your Field Rep. and Carrie biweekly

regarding recruitment and survey administration status

▫ Whether or not district has agreed to participate ▫ Date contact made, who made contact, type of contact, etc. ▫ Result of contact (e.g., will take information to

• thers, needs additional information, etc.)

▫ Reason(s) for not participating

Key activity: Send introductory e-mail with training materials to district survey coordinators

• ODMHSAS will send RPC or PFS staff or tribal grantees district

survey coordinator training materials and parental consent forms

• Decide who will be point of contact for each school

▫ May want to assign a different person to each county ▫ Work with Southern Plains Tribal Health Board and Cherokee Nation if there is overlap in counties served

• RPC or PFS staff or tribal grantees will send introductory email

along with training materials and consent forms

▫ Ask if they want to do survey by paper/pencil or online if they haven’t already decided ▫ Ask if they have a survey date in mind ▫ Ensure they understand the process ▫ Tell them to be on the look out for paper surveys or survey links

ODMHSAS SPF-PFS/Rx and BG Priority Counties Absentee Shawnee Tribe Cheyenne and Arapaho Tribes Chickasaw Nation Comanche Nation Cherokee Nation SPF-PFS/Rx

State Prioritized Block Grant Counties and State and Tribal SPF-PFS/Rx Counties

Southern Plains Tribal Health Board SPF-PFS Counties SPF-PFS/Rx County Block Grant Planned Priority County

Key task: Serve as point of contact and provide TA through completion of survey

• Answer questions

▫ Ask Carrie any questions you can’t answer

• Help with survey day administration if needed

▫ Assist with compiling materials ▫ Assist with providing Wi-Fi hotspot

Key task: Follow-up post survey

• Thank district/charter school/private school for

participating

• Ask how process went and if there were any

issues

Information to keep in mind

• No monetary incentives should be given
• Only school/district-owned devices can be used

for online surveying (i.e., no student-owned iPhones, laptops, iPads, etc. should be used)

• Ensure understanding by schools that if school-
• wned wireless devices are used, they should

make sure wireless network can handle all devices taking survey at once

• Reports should be distributed by October 2018

Summary of point person responsibilities

• Recruit districts that haven’t

signed up

• Keep ODMHSAS informed of

recruitment activities

• Initial e-mail to district

coordinators including attaching training manual and consent forms and finding out additional information

• Follow-up as needed before

schools administer survey

• Help with survey-day logistics

if needed

• Follow-up with district

coordinator after survey

Summary of ODMHSAS responsibilities

• Obtain Institutional Review

Board approval

• Revise survey, superintendent

letter, consent forms, protocol, training manual

• Compile and mail out packets
• Add recruitment materials

and district survey coordinator materials to website

• Facilitate OPNA information

distributed through Dept. of Ed.’s electronic superintendent newsletter

• E-mail district coordinator

training materials and consent forms to point people

• Answer questions throughout

process

• Review and edit reports
• Distribute finalized region and

county reports to point people

Summary of Bach Harrison responsibilities

• Design and print survey forms
• Revise online survey
• Create master spreadsheet
• Ship forms and instructions to

districts

• Create and distribute

SurveyMonkey links specific to each school to district coordinator

• Provide technical assistance

as needed

• Scan survey forms
• Clean and analyze data
• Create reports
• Distribute district and school

reports to superintendents

• Send state, county, and

regional reports to ODMHSAS

Contact information: Carrie Daniels Oklahoma Dept. of Mental Health and Substance Abuse Services 405-248-9281 carrie.daniels@odmhsas.org

Questions?