Webinar Agenda • Getting started: receiving funds and before-project planning • Resources available and how to access them • Tracking and reporting your project’s impact • Questions
2017 Healthy Eyes Healthy Children Grants • 14 Awards • Recipients in 12 states • $65,250 awarded
Receiving Your Funds • 90% awarded in August • 10% withheld until final report submitted • Award checks will be issued to your state affiliate Executive Director accompanied by a letter identifying the project director and project name. • You may need to provide a W-9 for your state affiliate.
Executing Your Project Timeline and Considerations
Timeline September 1, 2017: Checks issued to state affiliates September 1, 2017: Programs launch March 1-14, 2018: Grantee webinar to review reporting requirements March 30, 2018: Grantee 6-month report due (required) September 28, 2018: Grantee 12-month report due (required)
Considerations • Partnership Agreements • Student Consent Forms • Media/Photo Release Forms
Resources Available Helping you succeed
A community grants partnership made possible by: Essilor Vision Foundation Resources • Awardee Overview and Next Steps
EVF Registration & Agreement 1. Navigate to https://evf.wufoo.com/forms/healthy-eyes- healthy-children-agreement/ 2. Fill out the first page of the form 3. Click “Terms and Conditions” 4. Review the terms, initial where required, and sign at the bottom 5. Click “Submit”
Lenses/Lab Services • Lenses & Lab Services are provided to all awardees at no cost • A charitable account will be created for you at a local Essilor lab, orders will be placed on VisionWeb.com • If you already have an account with EVF, you can continue to use it for HEHC orders • Have a lab? Let us know! Finished/Semi-Finished lenses can also be ordered through EVF.Lensordering.com • Instructions on placing an order on VisionWeb/Lensordering.com will be provided when your account is created
Frames • EVF can connect awardees with frame vendors who offer quality frames starting in the $3-5 price range to EVF partners • If you’re interested, check the “Connect me with frame vendors” box on the registration form
Portable Exam Equipment • Portable exam lanes will be offered to awardees (subject to availability) • Portable lanes include: • Minus Cyl Phoropter • HOTV and Snellen Wall Charts • Portable Phoropter Stand* • * User must supply 1 gallon water jug to support stand • Other equipment may be available upon request • Include dates of your clinic(s) on the Registration/Agreement Form
HEHC Electronic Resource Kit Tools, samples, and templates for your project
Resource Kit Contents • Press Release Template: • Partner Certificate Template Announcing Award and Project • Community Outreach • Healthy Eyes Healthy Children PowerPoint Presentation Fact Sheet • HEHC PowerPoint Template • Publicity and Promotion Tips: • “Ready for School” Infographic Media Outreach and • “Lifetime of Healthy Vision” Interviewing Flyer • Memorandum of Understanding • Press Release Template: Project Template Completion and Impact
Accessing the Resource Kit www.aoafoundation.org/HEHC “Award Recipient Resources” tab on the left Password: HEHC2017 (capitalization required)
Tracking and Reporting Using quantitative and qualitative data to measure impact
Tracking: Quantitative • What to Track • Individuals or Families Reached • Impact: Direct Services provided • Impact: Indirect (promotions/messaging/publicity) • Start now by using your action plan or proposal to begin a list of anticipating methods you will use to reach individuals • Be prepared to record/count participants, attendees, or audience
Tracking: Qualitative • What to Track: Quotes or Testimonials • How your project helped • Who your project helped or reached • Why your project was needed • Why you should return • Who/How to Ask • Who: participants, families, partners • Ask at the end of your event or very soon after: Email, social media, post-event feedback forms or surveys, pre-event survey • Record video at your event *don’t forget the media release
Reporting • 6-Month report: March 30, 2018 • Final report: September 28, 2018 • Excel document to report quantitative data • Word document to report qualitative data and narrative summary • Webinar in March to answer questions about reporting and exchange “best practices” and “lessons learned”
Reporting Expenses • Budget/Expense Template for Reporting • Budget Variations >$500 • Receipts, Invoices, Proof of Payment for items >$1,000
HEHC Award Recipient Requirements Recipient Webinar Grant Agreement, Media Release EVF Registration and Agreement Reporting Webinar Reporting
Questions or Requests Submit your questions or content requests using the chat or message function
Notable Takeaways • EVF Registration and Agreement • Optometry Cares Agreement and Media Release • Resources available at www.aoafoundation.org/HEHC • “Award Recipient Resources”, password: HEHC2017 • 6-month report due March 30, 2018
Contact Information Brittany Broombaugh Rebecca Hildebrand Optometry Cares Program Manager Director, Optometry Cares BBroombaugh@aoa.org RAHildebrand@aoa.org 314-983-4176 314-983-4154
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