State Technical Assessment Team (STAT) Program

Team Member Guide

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

1

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, theSafe 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

Safe States Alliance

2200 Century Parkway, Suite 700

Atlanta, GA 30345

(770) 690-9000, (770) 690-8996 Fax

E-mail:

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

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 Programwas 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.

1

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 InjuryPreventionResearchCenter. 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 Alliancewill contact them to request their participation in the visit. Alternate team members will be added and/or replaced as needed.

1

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), andhave 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.
  • 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 .

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.

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 informationfor 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.

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.

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.