ENHANCED PROGRAM TEMPLATE Thank you for making the decision to share your successful program with Association staff and volunteers across Canada! We have provided the template below to facilitate this process. Please feel free to attach documents to this template, develop your own manual that covers the sections below, and/or expand out the sections to meet your information needs. Please review the Enhanced Program Template Guide for more information on each template section and/or contact the Manager, Public Programs and Services in the National office. PROGRAM OVERVIEW: PROGRAM NAME: Weekend Retreats For Adults - Healthy, Active & Older! and Discovering A Healthy Balance PROGRAM OWNER(S)/ CONTACT PERSON(S): Neala Gill, Nova Scotia Region, (902) 453-4232, email@example.com Deb Dawson-Dunn, Manitoba Region, (204) 925-3800 PROGRAM SUMMARY STATEMENT, why should others run this program? These retreats were developed in response to a local need for programs for adults that provide opportunities for continued learning, sharing of experiences, and social support. The focus of the retreats is to promote personal wellbeing and healthy, active living in adults and to build on knowledge and skills developed at Diabetes Centres. The program schedule and facilitators changes from year to year to meet the needs of the target audience. • • This is a well-developed, well-evaluated program that is based on an identified need. Canadian Diabetes Association is the organizer and host versus deliverer of sessions, therefore staff are not required to develop content expertise. This is • • a good example of tapping into community resources to host a program that builds the Canadian Diabetes Association’s profile. Positive experiences of participants help to build awareness of what the Canadian Diabetes Association does for people affected by diabetes Builds positive relationships with Diabetes Centres. TARGET AUDIENCE: Specifically, the target audience is older adults. Nova Scotia’s audience is 50+ and Manitoba’s is 45+. Manitoba has also held a retreat for women with diabetes, aged 18 and over. Those diagnosed (please specify): X Type 1: X newly diagnosed X living with X Type 2: X newly diagnosed X living with gestational Those undiagnosed Those at risk (please specify) Aboriginal population African population Hispanic population Asian population Over age 45 Family history Health professionals (physicians, researchers and diabetes educators) X Caregivers (e.g. family members, women, friends, and teachers) General public (people not directly affected by diabetes) Other (please specify)________________________________ PROGRAM TIMELINE (please indicate timing associated with each part of your program’s development): Sample timeline for Discovering A Healthy Balance Attached. (a) Planning/developing – starts approximately 5 to 6 months prior to retreat (b) Implementing/facilitating – 1 weekend (c) Evaluation period – immediately following retreat and occasionally 3 to 4 months post retreat (d) Duration of Program – 2 to 3 days (1 to 2 overnights) PROGRAM GOALS AND OBJECTIVES, please link to Association Ends as appropriate. Goal The goal is to promote personal wellbeing and healthy, active living in the selected target audience. This program addresses both diabetes management (PWDs) and prevention of type 2 diabetes (family member or friend). Objectives • To increase knowledge and skills related to practical diabetes management. • To create support networks among participants. • To promote sharing of ideas, feelings, and experiences. • To introduce participants to strategies for increasing physical activity, healthy eating and stress management. KEY POINTS, list your tips that will help new program owners in program planning and facilitation. • • Book your site well in advance (at least one year). Take the time to find out the audience’s needs and base the retreat on identified needs. An ad hoc advisory group consisting of members of the target audience may be useful with the planning of your first retreat. They can provide feedback on types of sessions scheduled, menu, meal timing, social activities, etc. to make sure that programming meets their needs. Diabetes Centres are an excellent way to reach your potential audience. Start promoting the program through them as soon as you have a date set. Tap into local resources for presentations and facilitators. Apply for dietetic interns, nursing, or health promotion students to help organize the retreat or recruit long-term volunteers. This is extremely helpful • • • • in the first two years when you are trying to establish the model, especially promoting it and completing needs assessment. This is great experience for the students, as well. Keep the retreat to a maximum of 50 participants to promote sharing and small group learning. PROGRAM CONTENT IDENTIFY YOUR PROGRAM’S MAIN SECTION(S) AND DISCUSS HOW YOU IMPLEMENTED THESE SECTION(S). The focus of these retreats is on living a healthy, well-balanced life with diabetes and programming changes from year to year, based on local need. Sessions are meant to complement programming at local Diabetes Centres. See attachments for sample programs and schedules from previous years – Healthy, Active & Older! and Discovering A Healthy Balance. Schedules from previous years are available on request. IDENTIFY THE FACILITATOR MATERIALS YOU USED TO RUN YOUR PROGRAM. Examples include presentation overheads/slides, participant lists, and evaluation forms. Please attach samples of these materials If applicable, please provide a facilitator training guide The Canadian Diabetes Association is the organizer and host of the retreat. Presenters and facilitators are arranged based on their expertise and ability to share this with people living with diabetes. Presenters/facilitators change on a yearly basis. Presenter agreement forms attached. PROVIDE A LIST OF THE LITERATURE YOU USED TO RUN YOUR PROGRAM. This should include both Association and other materials as well as how the new program owner can locate these resources. This varies from year to year and is based on the retreat schedule. Presenters/facilitators are responsible for materials to support their session. IDENTIFY THE PARTICIPANT MATERIALS YOU USED TO RUN YOUR PROGRAM. Please attach samples of these materials Examples include handouts and literature pieces. PROGRAM RESOURCES IDENTIFY YOUR PROGRAM’S STAFFING REQUIREMENTS. Include job descriptions, duties, and time commitment per position. Once the model is established, coordinating the retreat takes approximately 10 days of one staff person’s time and about 150 hours of a summer student or volunteer’s time. In Nova Scotia, we apply for a dietetic intern each summer and include retreat planning as part of the role (see attached job descriptions for first and second year of program) and this helps to reduce the amount of staff coordination required. Initial establishment of the model (first two years) takes more time. In Manitoba, volunteers assist in the planning of the retreat. See attached job descriptions for dietetic intern. IDENTIFY YOUR PROGRAM’S VOLUNTEER REQUIREMENTS. Include job descriptions, duties, time commitment and recruiting strategies per position. In Manitoba, 3 to 4 volunteers are recruited. See attached volunteer job description. In Nova Scotia, 1 to 2 volunteers are recruited to assist with onsite troubleshooting, introduction and thanking of speakers, etc., as required. A volunteer is also used, as required, for administrative functions. IDENTIFY COMMITTEES THAT ARE NEEDED TO IMPLEMENT YOUR PROGRAM, if appropriate. Attach Terms of Reference for each committee, including membership, chairmanship, frequency of meetings, purpose Not applicable. May be useful to have an ad hoc advisory group in the first year to help ensure that your programming meets needs. HAS THIS PROGRAM BEEN RUN IN COLLABORATION WITH ANOTHER ORGANIZATION? Could it be? What role did they play? Please identify the organization. The retreat is a collaborative effort, with the Canadian Diabetes Association building a program that uses local community resources. In Nova Scotia, presenters often represent their organization and in some cases are “sponsored” by their organization. We give a small honorarium or token of appreciation. A partnership with other health charities would be helpful if a retreat were developed for a different target audience, focusing on prevention of type 2 diabetes (and other chronic diseases). PLEASE PROVIDE NEW PROGRAM OWNERS WITH YOUR FUND DEVELOPMENT PLAN. Sponsorship opportunities In Nova Scotia, there have been several sponsors over the years: GlaxoSmithKline, Glucerna, Medisense, Lawtons/Sobeys, Eli Lilly. See attached program proposal from Nova Scotia used for sponsorship opportunities. Grant Funding In Nova Scotia, we plan to research and apply for multiyear grant funding in 2004. Participant or other fees to off-set costs Registration fees are used to offset costs. Budget information See attached budgets from 2002 for Healthy, Active & Older! and Discovering A Healthy Balance. MARKETING AND COMMUNICATIONS PLAN PLEASE PROVIDE NEW PROGRAM OWNERS WITH YOUR MARKETING AND COMMUNICATIONS PLAN. Marketing is accomplished primarily through sending brochures to past participants and people who have expressed interest. Diabetes Centres and other healthcare professionals, such as Pharmacists are targeted with brochures and posters, since the majority of the target population has contact with these professionals. Marketing efforts start at least 6 months prior to the retreat. (See sample Communications plan from Nova Scotia.) Additional marketing is done through PSAs, press releases, and advertising in the provincial paper, as well as posting on the website. Samples of the marketing tools are attached. EVALUATION PLAN PLEASE PROVIDE NEW PROGRAM OWNERS WITH YOUR EVALUATION PLAN. INCLUDE: The tool(s) you used to evaluate your program, may include both a facilitator/presenter evaluation and a participant evaluation See attached written evaluation forms from Healthy, Active & Older! and Discovering A Healthy Balance. A DEC evaluation form is also attached and may be used as appropriate by DEC staff. Phone follow-up interviews have also been used in Nova Scotia, to assess longerterm benefits and to assess needs for future retreats. See attached telephone evaluation forms. Expected and unexpected benefits include: • Program evaluation has demonstrated this model’s success in meeting people’s need for education and support. • Reported changes in behaviour and motivation from past participants (and from their health care professionals or significant others) • Provides an opportunity to meet and learn from others affected by diabetes • Past participants have become involved with the association because of their positive experiences with the retreats – volunteers, Board, donors. FORMS AND POLICIES IDENTIFY BOARD-APPROVED GUIDELINES AND/OR POLICIES THAT IMPACT UPON YOUR PROGRAM. INCLUDE THE LOCATION OF THESE GUIDELINES AND/OR POLICIES. The Direct Healthcare Policy has shaped the retreat model in that participants are responsible for their own diabetes management, unlike the camp model. It has also shaped the Canadian Diabetes association’s role as host and organizer, rather than provider. See participant information and waiver forms, as attached. FAQS AND WEBSITE RESOURCES IDENTIFY FREQUENTLY ASKED QUESTIONS AND RESOURCE AND/OR WEBSITE LINKS. Not applicable.
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