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 To print the FY09 Work Plan Q&A in pdf, click here.
ANSWERS TO QUESTIONS ABOUT THE FY09 COMPREHENSIVE WORK PLAN
JUNE 27, 2008
Email questions to workplanquestion@prevention.org.
Q: Can Youth Prevention Education Standards-based Curricula target 4th grade youth?
A: Yes, level 100 programs must target youth ages 10 – 17. This includes youth in 4th – 12th grades.
Q: Do linkage agreements have to be updated annually?
A: Providers are required to revisit and/or update a linkage agreement when there are changes to any of the items outlined in the agreement (i.e. description of services, dates of service, names of parties involved in the agreement, defined role and responsibilities, timelines for accomplishing tasks etc.).
Q: Do linkage agreements have to be submitted with the Work Plan?
A: No, Providers must have linkage agreements on file by the end of the first quarter (September, 2008).
ANSWERS TO QUESTIONS ABOUT THE FY09 COMPREHENSIVE WORK PLAN
MAY 23, 2008
This is the final posting of the Q&A. Any additional questions sent to workplanquestion@prevention.org will be answered individually.
Work Plan Submission:
Q: If I submit an original copy of my standards-based curricula for review, will it be returned to me after it is reviewed?
A: No, be sure to submit a Xerox copy of the curricula as the original will not be returned.
Q: To whom do I submit my standards-based curricula, and when?
A: One full copy of your curricula should be submitted, along with your Work Plan to Alma Stallings-Ott at DHS. IDHS will forward the curricula to the reviewers.
Q: Am I correct that work plan forms are downloaded, completed, and then sent in paper copy (original plus three) to Alma Stallings-Ott by May 28?
A: Yes, this is correct unless another deadline has been assigned to your agency.
Q: Is an updated budget due with the application, or will this be requested later?
A: The budget will be requested later.
Program Activity 110 – 150:
Q: If you plan for the number of session in a model program, but have ended up missing a couple should you consider switching to a standard based program?
A: Even with careful planning, sometimes unplanned adaptations to model programs can not be avoided. I would not recommend that you not use this as the primary reason for changing to another program, but rather proactively address the reasons for the missed sessions to see if this can be avoided during future implementation.
Q: Can I implement Too Good For Drugs in the 5th and 7th grades?
A: No, at least two grade levels of Too Good For Drugs need to be implemented in consecutive years (4th – 5th, 6th – 7th, or 7th – 8th).
Q: We are planning to implement two different YPE programs in our community. Should reach requirements for a YPE – Universal include hours for both programs, or should these be separated out?
A: When providing information about the programs, you will complete two separate Work Plan Activity Forms and assign two different activity numbers to these programs. However, when calculating reach, you will combine the number of hours allocated toward each program to calculate your required reach. This formula would be applied if you chose to calculate your reach using the number of hours projected vs. the number of FTE in your contract.
Q: Is Active Parenting now considered a model program?
A: No, Active Parenting is not a model program; it may be submitted for review as a standards-based program. The list of SAPP model programs can be viewed at www.prevention.org/ProfDev/SAPPModelProgramList.asp.
Q: Is it permissible for a provider to implement parent education in a different school from where they are implementing YPE?
A: Yes, as long as they are Parents of 10 – 17 year old youth.
Q: If you read standard 14 (Communication Campaign standards), it says to "Release new campaign materials, consistent with your project objectives(s), at least once every 6 weeks. Recapture the target audience's attention by: changing the wording of the text or modifying the presentation through the use of new images and graphics or utilizing a different message distribution source." What is considered a valid message source?
A: This basically means that Providers must "repackage" their main messages every 6 weeks via change in wording, change in graphic design, and/or change the way the message is distributed - i.e. use a new channel. A message distribution source is the vehicle with which the message is distributed (i.e. poster, PA announcement, newspaper ad, billboard etc.)
Q: We have done a lot of work with our coalition in both the 100 level and 200 level section of our Work Plan. When providing information about continuing SPF coalition work on the Work Plan Attachment Form (Question 2b), can we indicate both 100 level and 200 level work?
A: Yes, describe your efforts and accomplishments in both areas.
ANSWERS TO QUESTIONS ABOUT THE FY09 COMPREHENSIVE WORK PLAN
MAY 16, 2008
Email questions to workplanquestion@prevention.org for inclusion in the next Q&A to be posted May 23, 2008.
Program Activities 104 & 105:
Q: What information will I need to report in OnTrack for “population served”?
A: You will only need to report the number of persons, approximate age (youth/adult), and gender. You do not have to report race or ethnicity.
Program Activities 110 – 150 with reach requirements
Q:In calculating the total reach requirements for programs 110 and on, do we have the option between: based on FTE's and based upon number of hours calculated by the excel spreadsheet?
A: Yes, the decision is at the Providers discretion.
Q: If we want to do it based on our number of FTE's is there a specific form for this, all I see is a form for calculating reach based upon total hours?
A: No, there is not a separate form to complete. Your Work Plan Attachment Form(s) and Table 1 will provide the information needed. (Reference Page 36 in the Work Plan Instruction Guide for additional guidance.)
Q: If I have a 4th grade curriculum, can I teach it during the second half of the school year so that most of the children will be within the proper age range? Can I only count the kids that are 10 years old or older?
A: You can target all 4th grade students and deliver the curriculum at any time during the year.
ANSWERS TO QUESTIONS ABOUT THE FY09 COMPREHENSIVE WORK PLAN RECEIVED PRIOR TO MAY 2, 2008
Email questions to workplanquestion@prevention.org for inclusion in the next Q&A to be posted May 9, 2008.
Q: Can agencies allocate 100% of their hours toward 100 level program activities?
A: Yes, a minimum of 75% is required, but certainly 100% is acceptable as well.
Program Activity 100:
Q: If a veteran Provider wants to attend PBU Level 1 or 2, where would they report these hours?
A: Under program activity 100: Mandatory Training & Conferences.
Program Activity 102:
Q: If I have been part of the Data Driven Decision Making Pilot (also known as the Program Selection Assessment), do I need to go through training again?
A: No, you are not required to go through training, but are welcome to do so if you were part of the first pilot cohort and want to learn about the new assessment tools available.
Q: Do the 200 hours projected for Work Plan Assessment include the training?
A: Yes.
Q: Do we project the 200 hours for four months of assessment (50 hours a month)?
A: There will be an ebb and flow to the number of hours needed throughout the process; it won’t be an exact 50 hours a month, however, we feel that it shouldn’t take more than 200 hours.
Q: Is the technical assistance provided weekly?
A: It depends. Some Providers need assistance more often, some less.
Program Activity 103:
Q: Will someone provide training or some sort of presentation about
how to recruit for the Illinois Youth Survey?
A: Prevention First currently offers training on this topic.
Program Activities 104 & 105:
Q: Do you have guidance for what constitutes a referral?
A: Not at this time.
Q: Are the referrals related to the prevention services or can it be related to agency services?
A: Only when you are conducting prevention services.
Q: How do you document the referrals?
A: You are not required to document the process for BCPP SAPP. However, you may need to check with your agency on their referral policy. You are encouraged to follow your agencies process and protocol for referrals.
Q: If you develop a resource guide for referrals in your area, do you need to project hours?
A: No, just report the hours afterward.
Q: If we get into the fiscal year and find that we are spending a lot of time in activities 104 & 105, can we reallocate hours?
A: Yes, but you will need to have a conversation with your DHS CSSC first.
Program Activity 106:
Q: For Synar, are the retailers notified ahead of time about the checks?
A: No, the checks are unannounced and locations are randomly selected. There is no enforcement for non-compliance.
Program Activities 110 – 150:
Q: What is considered “SAPP Approved Professional Development Activities”?
A: Prevention First will coordinate and promote the SAPP approved trainings and activities. More information is forthcoming.
Q: As a prevention specialist, I feel that I have sufficient knowledge, skills, and experience to implement the SPF and Public Policy for ATOD Prevention in my work plan. Do I still need to attend the required training course as outlined in the standards?
A: The Bureau encourages you to attend the required training associated with the program. However, if you feel you have obtained extensive training and/or experience, you may request a waiver. The waiver form will be forthcoming with more guidance.
Q: Do standards-based curricula need to be submitted to DHS with the Work Plan if they have already been reviewed and approved in previous fiscal years?
A: Yes.
Q: Is assistance available for agencies that want to develop their own standards-based program?
A: The only assistance is the review process that will provide feedback as to how well your curriculum meets the standards (after it is developed).
Q: For Tutoring and Mentoring programs, what is the documentation needed for the planning phase?
A: The documentation will logically connect to the standards (screening tool, a recruitment plan, mentor background checks, orientation/training outline etc.)
Q: I am considering implementing a mentoring or tutoring program for the first time, but want to gain a better understanding of these programs before adding them to my Work Plan. Is there a resource I can turn to for more information?
A: Yes, www.prevention.org/ProfDev/Mentoring_Tutoring.asp includes resources, tool kits and guides that can supply the information you are looking for.
Q: So, if I am half way through the year and am done with the planning phase, do I need to submit a new Table 1 (and Table 2, depending on the reach formula) when I am ready to implement?
A: Yes, you will need to submit some documentation indicating your projected reach and hours as part of a Work Plan revision process. The Bureau will provide you with more guidance on the Work Plan revision process in the future. BCPP SAPP’s intent is to make the process less cumbersome.
Q: Who needs to obtain the SPF Training?
A: All staff that are implementing the activity in the Work Plan. Even if you have devoted hours toward SPF in the FY06 – FY08 Work Plan, you will need to attend training.
Q: Will agencies that have the SPF SIG funding also be required to go through the SPF training?
A: Yes. The staff working on the SPF SIG grant, that have received training, are not always the same staff working on the SPF in the Comprehensive Work Plan.
Q: Question 4 on the SPF Work Plan Attachment Form asks “describe your position on the coalition…” should I include what the agency will be doing as a whole, or the position of each CGP staff member and the actions they will take?
A: Describe the position of each CGP staff member reporting time toward the coalition’s SPF activity in the Work Plan.
Q: If I am implementing programs as part of the coalition’s strategic plan, is this considered acceptable work under the implementation and evaluation phase of the SPF?
A: No. The implementation of programs (even if they are part of the coalition’s strategic plan) should be planned for and reported under a program activity within the Work Plan (i.e. 110 – 150 Provider Assigned Programs, or 202-250 Additional Prevention Efforts).
Q: When completing the Work Plan Attachment Forms, what information should we use to provide information about continuing programs that did not meet all of the standards?
A: The most recent feedback report you have available to you (FY07 Annual or FY08 Semi-Annual).
Q: If we have been implementing communication campaigns for several years do we need to complete the training?
A: If you can demonstrate the all the planning standards, then no. Also, if you have attended the Developing & Implementing Successful Communication Campaign training at Prevention First, then you have met the training standard.
Q: If we currently have sustainability hours in our Work Plan and would like to continue our efforts toward this endeavor, where should we include the hours to do this?
A: Hours can be reported under the 200 level section of the Work Plan.
Q: Can the 100 level Youth Prevention Education (YPE) target 4th grade (core) and 5th grade (boosters)?
A: Yes, as long as the boosters are delivered to 5th graders that received the core curriculum when they were in 4th grade.
Q: Must the 100 level Parent Education target the parents of the kids served by the Youth Prevention Education program or can it target any parents of youth ages 10-17?
A: 100 level Parent Education can target parents of youth 10-17 in general.
Q: Can I implement a Social Norms Marketing campaign targeting middle school aged youth in the 200 level section of my Work Plan?
A: Yes.
Q: Some schools in my area don’t have SAP teams, they are called something else. Can I still provide TA?
A: Yes, the name doesn’t matter, as long as the program functions like a student assistance program.
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