State Technical Assessment Team (STAT) Program

Team Member Guide

Table of Contents

Section Page Number

About Safe States Alliance…………………………………………………………………………………...... / 3
Introduction …………………………………..……………………………………….…………... / 4
Team Selection ………. …………………………………………………………………………... / 5
Team Roles ……………………………………………………………………………………….. / 5
Background Information ……….…………………………………………………………………. / 8
Visit Logistics ……………………...……………………………………………………………... / 9
Consensus …………..…………………………………………………………………………….. / 10
Pre-Visit Communication ………..……………………………………………………………….. / 13
Developing the Agenda …………………………………………………………………………… / 14
Facilitating Interviews ...………………………………………………………………………….. / 17
Facilitating Report Writing and Team Deliberations …………………………………………….. / 18
Facilitating the Report Read Out ………………...……………………………………………….. / 21
After the STAT Visit……………………………………………………………………………… / 23
Appendices………………………………………………………………………………………… / 24
Appendix A: Team Leader Quick Reference Guide……. ……………………………... / 25
Appendix B: Team Member Check List………………….. / 28
Appendix C: Emergency Contingency Plans for STAT Visit Travel / 29
Appendix D: Consensus Agreement Worksheet ………….. …………………………... / 31
Appendix E: Emergency Contact Information Worksheet ..…………………………… / 32
Appendix F: Tips for Developing Recommendations …. ……………………………... / 33
Appendix G: Guidelines for Expenses, Honoraria, & Reimbursement .……………... / 39

1

About Safe States Alliance

Safe States Allianceis 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 and violence. To advance this mission, Safe States Alliance engages in activities to increase awareness of injury and violence as public health problems; provide injury and violence prevention education and training; enhance the capacity of public health agencies to conduct injury and violence prevention programs; and support public health policies designed to advance injury and violence prevention.

For more information about 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 States Alliance.org.

Safe States Alliance

2200 Century Parkway, Suite 700

Atlanta, GA30345

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

Acknowledgements

The STAT Program is supported by the Centers for Disease Control and Prevention (CDC), state health departments, 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) ResourceCenter.

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

© 2011 Safe States Alliance

Introduction

Overview of the State Technical Assessment Team Program

Safe States Alliancelaunched 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 fivecore components of a successful state health department injury prevention program including:

1) Infrastructure;

2) Data collection, analysis, and dissemination;

3) Program 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 the other four key 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 challenges 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 challenges 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 Leader Guide to the STAT Programwas created to help Team Leaders prepare for a STAT visit, but is also available to other Safe States Alliance members that are interested in serving as a Team Leader 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 six professionals. This includes one team leader, four 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 state 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, the Team Leader, 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.

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.

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, the Program Development Committee Chair, and with the host state Safe States Alliance representative
  • 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 consensus-building during 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
  • Conduct 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)

A Team Leader Quick Reference Guide (see Appendix A) is provided with this Guide to help team leadersplan their management of the STAT visit.

Team leaders may wish to talk with previous visit leaders about their experience with STAT using the Safe States Alliance Exchange or by contacting the STAT Coordinator at 770.690.9000 or by email at .

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:

  • Read all information provided by Safe States Alliance and the state
  • 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
  • Sit in for Team Leader if requested by 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
  • 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

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
  • Completes duties as assigned by Team Leader or Deputy Team Leader
  • Come to consensus on recommendations and overall report
  • Sign off on final 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)

A Team Member Checklist (see Appendix B) is provided with this Guide to help team members plan their participation in the STAT visit.

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
  • Familiarize themselves with the report template and standards

During Visit:

  • Act as the liaison to Safe States Alliance about logistics
  • Attend and actively participate in every session (but does not ask questions during the interviews)
  • 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 and collect team signatures for final report
  • Fed Ex report with signatures 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, observes may participate in team discussions and 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 responsibl

STAT PAK

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

-The Team Leader Guide to the STAT Program

-STAT Review Guide: Standards and Indicators

-SAFE STATES - 2003 Edition

-Consensus Recommendations for Injury Surveillance in State Health Departments

-The state’s STAT Visit application

-A list of contact information for the state staff involved in preparing for the STAT visit.

-A copy of a previous STAT report from another state

-A list of contact information and biographical sketches of all team members

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 itsperceived 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.