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 ODMHSAS provider training 11/15/17 (mail) Mail or hand deliver ODMHSAS (mail) or 11/6/17-11/30/17 (hand superintendent packets RPC/PFS staff/tribal deliver) 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 Public school schools send in agreement districts/charter forms schools/private schools 11/15/17-5/1/18 Email survey training manual RPC or PFS staff or tribal and consent forms to district grantees coordinators 11/15/17-5/18/18 Serve as point of contact to RPC or PFS staff or tribal district survey coordinators grantees
Project Timeline and Responsibility Target Date Task Lead 1/15/18 Send first batch of survey materials/online Bach Harrison links 2/1/18 – 5/18/18 Administer survey Schools 2/5/18 – 5/30/18 Thank schools, follow-up about any issues RPC or PFS staff or encountered tribal grantees 5/20/18 – Scan and clean data Bach Harrison 7/15/2018 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 Bach Harrison and review multiple times as needed until ODMHSAS finalized 10/16/18 Distribute state, region, and county, reports Bach Harrison to ODMHSAS; distribute school/ and districts
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 others, 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
State Prioritized Block Grant Counties and State and Tribal SPF-PFS/Rx Counties Southern Plains Tribal Health Board SPF-PFS Counties Absentee Shawnee Tribe Cheyenne and Arapaho Tribes Chickasaw Nation Comanche Nation Cherokee Nation SPF-PFS/Rx ODMHSAS SPF-PFS/Rx and BG Priority 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- owned 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 • Help with survey-day logistics • Recruit districts that haven’t if needed signed up • Follow-up with district • Keep ODMHSAS informed of coordinator after survey 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
Summary of ODMHSAS responsibilities • Facilitate OPNA information • Obtain Institutional Review distributed through Dept. of Board approval Ed.’s electronic • Revise survey, superintendent superintendent newsletter letter, consent forms, • E-mail district coordinator protocol, training manual training materials and consent • Compile and mail out packets forms to point people • Add recruitment materials • Answer questions throughout and district survey process coordinator materials to • Review and edit reports website • Distribute finalized region and county reports to point people
Summary of Bach Harrison responsibilities • Design and print survey forms • Provide technical assistance as needed • Revise online survey • Scan survey forms • Create master spreadsheet • Clean and analyze data • Ship forms and instructions to districts • Create reports • Create and distribute • Distribute district and school SurveyMonkey links specific to reports to superintendents each school to district • Send state, county, and coordinator regional reports to ODMHSAS
Contact information: Carrie Daniels Oklahoma Dept. of Mental Health and Substance Abuse Services 405-248-9281 carrie.daniels@odmhsas.org
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