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EFNEP Site Visit Process

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					Nutrition Education Programs Site Visit Process CY 2009

The following document contains: I. Goals and Objectives for site visits II. III. IV. V. Overview of Process Outline of Activities During the Visit Data Collection forms Report Process

Attachments 1) Template of Site Appointment Confirmation 2) Template for Report Letter 3) Template for Report 4) Template Interview Form 5) Chart Review Form

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I.

Goals and Objectives Quality Nutrition Programming County Nutrition Education Programs will be visited by Nutrition Education Programs management staff during calendar year 2008. A review of programming, use of county staff, record keeping and CRS5 reporting, nutrition teaching assistant/paraprofessional staff training and support, emerging needs and perceived problems will be conducted. These visits provide an opportunity to:        emphasize the importance of nutrition programming within the local association, demonstrate support for nutrition supervisors and nutrition teaching assistants/paraprofessionals, strengthen communication between campus management staff and individual nutrition supervisors, strengthen communication among Nutrition Education Programs within regions, reinforce best practices, uniform application of policies and procedures, emphasize importance of research-based nutrition education solicit direct input for training and nutrition education program staff development.

Onsite observation and first hand interaction with nutrition education program staff allows for a comprehensive understanding of strengths, needs, and emerging issues. With this information, the site visit team can provide appropriate and timely feedback to support and strengthen nutrition programming. Quality Assurance The site visit is essentially a fact-finding expedition. We collect information about how nutrition programs operate, how nutrition education program staff function, how problems are handled, what issues present challenges to nutrition education program staff, and finally how we can provide additional input to help address shortcomings and/or problems. If needed, additional visits can be scheduled, to continue to collect information via observation or record review and to provide training on a specific subject. Specific objectives for this year include:  target counties who have not received a site visit within the last four program years, approximately 17 visits this calendar year  implement a formal resource review component in the protocol to ensure quality materials are used with participants  pilot a process to support supervisors in completing lesson

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observations of nutrition teaching assistant/paraprofessional staff review the documentation completed by nutrition supervisors following the Navigating for Success and Building on Success trainings.

II.

Overview of Process and Schedule Site visits can be accomplished with two to six staff composed of campus and regional staff. Ideally, a minimum of three staff should be present at any site visit, one regional coordinator and two campus staff, allowing time to complete all steps in the process, and provide perspective in feedback and consultations with county nutrition supervisory staff. Minimally, two staff should be present. A technical assistance or follow-up visit can be conducted with one campus based or regional staff. Available campus or regional staff can be divided into teams such that visits to two counties could be scheduled simultaneously. The site visit team includes the following staff: Joan Doyle Paddock Sonya Islam Michelle Scott-Pierce Jamie Dollahite Regional Coordinators (regional staff)

County Selection Selection of counties to visit in a given calendar year will be made in consultation with OTDA program staff. The order of visits will be determined by availability of county nutrition education program staff and campus and regional team members. Schedules will be confirmed quarterly or more often as needed. Team Leaders and Division of Responsibility Campus staff will act as the team leader for all site visits. Site visit team leaders are responsible for contacting the county nutrition supervisors to establish the site visit date and communicate the overall objectives for the day. Regional staff will be asked to participate in at least one site visit outside of their region within a given calendar year. When dates are scheduled, Regional Coordinators will be contacted for availability. County nutrition supervisors will arrange the visit schedule, based on the communicated objectives of the day(s), and provide the agenda to the site visit team leader at least five days prior to the scheduled site visit date. The site visit team leader will forward the agenda to the remaining site visit team members.

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Reports Reports drafted by the site visit team leader will be shared with the county within two weeks of the site visit. Revisions to the draft will be completed by the county nutrition supervisory staff and a final report sent out to the county within 4 weeks of the visit. This final report will be sent hard copy to the county nutrition supervisor, copied to Sandy Borrelli at OTDA, the region’s Regional Coordinator, the Executive Director of the county and Joan Doyle Paddock on campus. III. Outline of Activities During a Visit A site visit should last between one and four days, including travel, depending on the needs of the county, concerns of campus or OTDA management, the region or other needs as identified. The key pieces of fact-finding include review of records and conversations with all county nutrition education program staff. The following suggested schedule of activities includes the key staff who should be involved in the site visit and major activities that are covered. This schedule assumes that all members of the team participate in all activities. meet with Executive Director and Issue/Program Leader – 30 minutes meet with CE/NTA staff 90 minutes meet with Nutrition Supervisor60 minutes review records – 60 minutes review county used resources 60 minutes observe group/individual education – 60 minutes meet to recap findings – 60 minutes lunch break – 60 minutes total time 8 hours It is anticipated that the county nutrition supervisor will coordinate the specific meeting times with the Executive Director, Issue/Program Leader and CE/NTA staff and communicate the schedule to the site visit team leader at least five days prior to the scheduled site visit day. It is helpful to schedule the lunch break as a working lunch, combining this time with another scheduled activity. When two or more site visit team staff are present, specific tasks could be delegated. Each task many not involve all members of the site visit team. For example, record reviews and observation of lesson can be overlapped, with one member of the site visit team attending the observation while the remaining site visit team members review participant records. Given travel distances, some tasks could be completed in the afternoon of one day and finished in the morning of the next day.

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Suggested outline for meeting with county management staff: Introductions: Self/site visit team members Purpose for site visit Schedule for the day Items of interest Unique county features Association structure Programming description Training In-service training provided to Cooperative Extension staff Presentations to stakeholders Other areas Emerging issues in the county Emerging issues on campus

General questions for county management: (Executive Directors, Issue/Program Leaders, Nutrition Supervisors) 1. How do you feel things are going with your nutrition programs? 2. What do you hope we can accomplish today?

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Questions for Nutrition Supervisors: 1. Recruitment  Describe your recruitment strategies..  What strategies do your paraprofessionals use to recruit participants? o (What guidelines do you have for recruitment?)  Describe how you recruit Food Stamp recipients?  Describe how you recruit EFNEP participants?  What is working well?  What are the biggest challenges? 2. Retention  What are your biggest retention struggles?  What guidelines do you have to support paraprofessionals in terminating participants? 3. Supervision of paraprofessionals  What is your plan for supervising paraprofessional work?  How often do you meet with paraprofessional staff -in groups, individually?  How do you know what/ how they are doing? e.g. NTA management record.  What supervisory responsibilities could we help you with?  What formal processes do you have in place for observation of staff with participants? How often do you conduct these observations? 4. Programming  Tell us about nutrition programming.  What models are being used for ESNY?  What additional nutrition education materials are being used? e.g. handouts  Do recipes have a nutritional analysis and meet Nutrition Education Programs guidelines?  What other nutrition resources are you or staff using on a regular basis? 5. Data management  How do you assure that all staff have completed the Human Subjects online training?  What is the relationship between your data entry person and your paraprofessionals?  What procedures or guidelines are in place to guide paraprofessional in data collection?  How comfortable are you in interpreting your program data?  What strategies do you use to assure accuracy in data collection and entry? 6. Staff development  Have all staff participated in NFS?  Have follow-up meetings been scheduled with the supervisor?  What topics/areas would in-service or other training be helpful to you, or staff?

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Questions for Nutrition Teaching Assistant/Paraprofessional staff: 1. Recruitment  Describe how you recruit new participants to the program.  What strategies are most useful?  What does not work well?  What are the biggest challenges? 2. Retention  What are your biggest retention struggles? What proportion of participants graduate?  What guidelines do you have for follow-up when participants are ‘lost’? 3. Supervision  How do you know whether what you are doing is on target?  When is the last time your supervisor observed you teaching a group/individual? What formal feedback have you received as a result of these observations? 4. Programming  Tell us about programming with participants.  What models are you using for ESNY participants?  What resources do you most often use?  How do you know when a participant is ready to graduate? 5. Data management  What is your relationship with your data entry person?  What procedures or guidelines are in place to guide data collection?  How comfortable are you in interpreting program data?  What strategies do you use to assure accuracy in data collection and entry? 6. Staff development  What topics/areas would you like additional in-service training?  How frequently are you able to participate in regional or county trainings/inservices?  How have NFS follow up activities been done?

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IV.

Data Collection Forms There are two data collection forms. The first is for recording notes from conversations, interactions, or observations. The second form is for the record review. Interview form The purpose of the interview form is to capture information gathered as a result of discussions with nutrition education program staff. The form follows the outline of the questions developed for the nutrition supervisor and nutrition teaching assistant/paraprofessional staff. An additional area is set aside for county specific or emerging issues. Record review The purpose of the record review is multifaceted. Review of records provides an opportunity to:  verify data elements reported in previous data submissions  clarify data collection processes and completeness of records  verify completeness of human subjects procedures  observe record retrieval and retention procedures  review participant behavior change information  determine if a need to review resources used is needed Record review form The record review form currently used for Nutrition Education Programs is included in the attachments. Key data elements are listed down the left hand side. Adherence to the human subjects informed consent procedure is a priority, so one element to look for is a consent form with the required participant signature.

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V.

Report Process The written report provides documentation of the visit observations and findings and provides a reference document for other staff. The outline below helps to summarize findings, strengths, opportunities for improvement, and areas for further training/development. A report template can be found in the attachments. The outline groups items into the following:  Site visit report – date and locations (sites) of the visit, staff participating.  Executive Summary –other background information, highlight of exceptional findings in the areas of management, recruitment, retention, supervision, programming, data management, or other areas as necessary.  Record Review Summary - synopsis with statistics of record review findings.  Discussion with Nutrition Education Program Staff –priority staff concerns, issues.  Observation Summary – impressions of teaching, use of resources, participant reactions.  Follow-up – recommendations for in-service needs, staff development issues or additional visits.

Draft versions of the written report should be shared with the nutrition supervisor, campus and regional staff that participated in the visit. When comments from all parties have been received, a final hard copy is sent to the nutrition supervisor with copies to OTDA, region, campus, and the Executive Director. Include the program leader if the association has one who supervises the nutrition educator.

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TEMPLATE OF SITE APPOINTMENT CONFIRMATION:
Dear Nutrition Supervisor: This will confirm the date and time of our visit to your program. As discussed (today, this week). ___ (, we will arrive at (____) on (____) and spend the day with you. The schedule for the day will need to include the following: meet with Executive Director and Issue/Program Leader – meet with CE/NTA staff meet with Nutrition Supervisorreview records – review county used resources observe group/individual education – meet to recap findings – lunch break –

30 minutes 90 minutes 60 minutes 60 minutes 60 minutes 60 minutes 60 minutes 60 minutes

In order to make best use of our time with you, we would like to order lunch and eat at your office, if this is acceptable. This visit will provide an opportunity for us to learn about your program and activities in more detail than is possible in any reporting, phone contact or training situation. This will also be an opportunity for you to discuss in more depth the issues and challenges that are most important to you. Staff involved in this effort will be {list those attending if known – if not use this generic list} Joan Doyle Paddock, Sonya Islam, Michelle Scott-Pierce and Jamie Dollahite, from campus, as well as the regional coordinator{ include name}. A review of both EFNEP and ESNY records is conducted as part of this site visit. Upon our arrival, we will randomly retrieve records from your files for review. We generally wish to review 5-7 records from each active staff person and a sampling from both programs. Observing a lesson is a vital part of our time with you, as is meeting with all CE/NTA staff. Please ensure that times and opportunities are set aside in the schedule for these purposes. If there is anything you need from campus, please give me a call or e-mail. We are looking forward to meeting with you and your staff.

Sincerely,

Site visit team leader cc: Executive Director Joan Doyle Paddock Sandy Borrelli Regional Coordinator

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TEMPLATE FOR REPORT LETTER

Dear Nutrition Supervisor: Thank you for making arrangements for our visit on __________. It was helpful to meet and spend time with you and your staff. (Specifics)

Attached is our report of the program visit observations and findings. (Highlight unique aspects of county or program) (strengths.....) (areas for improvement) (follow up required/requested)

If you have any questions, please contact me at (phone or e-mail) Sincerely,

Site visit team leader cc: Joan Doyle Paddock Sandy Borrelli Executive Director Regional Coordinator

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TEMPLATE FOR REPORT SITE VISIT REPORT Date of site visit Campus staff: County Management staff: County Program staff: EXECUTIVE SUMMARY

RECORD REVIEW SUMMARY A total of __ charts were reviewed. Strengths Findings RESOURCE REVIEW SUMMARY Findings DISCUSSION WITH STAFF Strengths Findings This section may include comments or findings and recommendations on: RecruitmentRetentionSupervisionProgrammingEducational resources Data ManagementRelationship with local OTDA

OBSERVATION SUMMARY Strengths Findings FOLLOW UP NEEDED Follow up requested by county staff Plans for additional visits, observations Suggested in-service training

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TEMPLATE INTERVIEW FORM COUNTY STAFF DATE

1. Recruitment of participants

2. Retention of participants

3. Supervision of paraprofessionals

4. Programming

5. Data management

6. Staff development

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CHART Review
Adult ID:________________ Staff:________________ EFNEP ___ ESNY ___ New Forms Used? Informed Consent Signed/Date Participant Demographics complete 24-Hour Recall
Yes Yes Yes _____/_____/______

Adult ID:________________ Staff:________________ EFNEP ___ ESNY ___
Yes Yes _____/_____/______

Adult ID:________________ Staff:________________ EFNEP ___ ESNY ___
Yes Yes Yes _____/_____/______

Checklist Questions match curriculum Staff section complete In-between Exit Date Participant Demographics & Staff Section complete

Yes Yes

Yes Yes

_____/_____/______ Yes Yes

_____/_____/______ Yes

_____/_____/______

24-Hour Recall

Checklist Questions

Yes

Yes

Yes

Lesson Plans/ Progression Records :
 lessons plans complete?  4As Evident?  discrete amount of information shared in Add?  open-ended questions?  Is participant progress noted?  Are missed lessons and follow up noted?  Is documentation complete?  Are food activity used? How often?  Is physical activity included?

Other comments:

W:\FNEC\Formal Site Visit\Templates\CY 2009 Site Visit Plan-DRAFT.doc
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