Janie G. Dykes, BS, ACPS

1. Prevention Resource Center FY12 Performance Measures Definitions Documentation, Reporting, and Contract Requirements Janie G. Dykes, BS, ACPS FY12 Fall Substance Abuse Prevention Meeting September 27, 2011 Austin, Texas

2. Introduction • State legislature, Synar and Federal block grant funding from SAMHSA require DSHS to track and report services every year. • The strategies and services included in these Performance and Activity Measures cover the information required of Texas by our funding sources. • Measures are also reported to the Texas Legislative Budget Board (LBB).

3. Introduction-Continued • Performance Measures and Activity Measures: • The performance and activity measures refer to strategies and services that are delivered by prevention providers. • The performance and activity measures are designed to help DSHS report the number of youth and adults receiving the service and to assist contractors in monitoring projected annual goals for key performance measures.

4. # of youth/# adults receiving information # of new written community agreements # of renewed written community agreements # of media contacts # media awareness activities # of retailers contacted to comply with Texas Tobacco Laws # of youth/adults attending minors and tobacco presentations # of prevention presentations that include minors and tobacco info # of media contacts concerning minors & tobacco FY 12 PRC Key Measures

5. §447.107 Information Dissemination Strategy • Performance Measures:Number of YOUTH/ADULTS receiving information • Definition/Description-This Performance Measure provides awareness and knowledge of Alcohol, Tobacco, and Other Drugs (ATOD), abuse, addictions and/or HIV infection ; their harmful effects on individuals, families and communities; and awareness of available services to adults. • Provides awareness of available services to youth

6. Information Dissemination • Information can be disseminated through written communication: • brochures • pamphlets • resource directories • literature & information about available resources

7. Information Dissemination • Examples of information dissemination includes but is not limited to: • In-person (walk-in visitor, at a presentation or health fair), • Distribution by U.S. mail, • Faxes, and • Electronically (by e-mail or social media)

8. Documentation:Information Dissemination • U.S. mail distribution • Retain copy of letter which describes materials mailed to requestor. • Faxes • Retain copies of faxes with detailed content of the of the information or attachments sent. • Electronically (e-mails, social networking websites) • No more than 10% of the total information dissemination should come from electronic distribution. • Retain copies of emails or attachments and copies of facebook, twitter or other social networking websites.

9. Documentation:Information Dissemination(Texas Administrative Code Rule §447.107) d) Document the # of individuals receiving written information/literature. e) For presentations, documentation shall include: • date, time, and duration of activity; • location of activity; • staff/volunteers conducting activity; • purpose and goal of activity; and • number of participants

10. Reporting: Information Dissemination • Each month, report the number of youth/adults who received written literature/information • Example: • If one youth picks up threedifferent informational brochures from your organization at a school assembly, you would report only one youth receiving information that month

11. Information Dissemination Strategy Continued • Performance Measure -# of media contacts • Definition/Description - Captures the number of actual contacts made to media sources (print and broadcast media) to deliver “no use” messages. • Examples of media contacts • # radio stations contacted to air/broadcast a “no use” message. • # television stations contacted to air/broadcast a “no use" or story. • # newspapers contacted to print a “no use” article, editorial, story, etc.

12. Reporting in CMBHS:# of Media Contacts • Each month, report the number of newspapers, radio stations, or television stations contacted to air, broadcast, or print a message to create awareness among pubic issues regarding substance abuse issues, trends and services available. • Contacts are counted regardless of whether the contact resulted in an aired or published media message or not.

13. Media Contacts: Documentation Document: • the type of contact • media source • person contacted Note: Include copy of the “no use” message, article or story submitted for broadcast or publication.

14. Information Dissemination StrategyMeasure -# ofmedia awareness activities • Definition/description- • Designed to capture the number of new media awareness activities that use print and broadcast to deliver “no use” messages, that are actually delivered to the target community. • Examples: • Television interviews • Aired PSA • Billboards/bus boards • Printed news articles • Printed editorials • Press releases

15. Reporting in CMBHS: # of media awareness activities • Each month, report the number of new media campaigns, aired public service announcements, printed billboards and bus boards, printed news articles, and printed editorials. • Each message may be counted only once. • Example:. If the same PSA is aired 20 different times, by the same station, it can only be counted as one media awareness activity.

16. Number of media awareness activities Public Service Announcements (PSAs) News Articles Press Releases Editorials Billboard/Busboard Media Campaigns Number of media Contacts CMBHS REPORTING

17. Documentation: Media Awareness Activity • Public Service Announcements (PSAs) must be aired and documented in order to be counted towards this measure. • News articles, editorials, and press releases must be printed and documented in order to be counted.

18. §447.111. Community-Based Process Strategy • Definition/Description - This strategy encourages working agreements between DSHS-funded and non-DSHS funded community organizations to provide effective prevention, intervention, and treatment services of Alcohol, Tobacco and Other Drugs (ATOD) problems, and HIV infection through community mobilization, collaboration and networking. • Establishment of formal linkages with other service providers for continuum of substance abuse services in the community. • Improve community’s ability to prevent substance abuse problems.

19. Community-Based Process • Performance Measure-the number of newwritten agreements. • Reporting/Documenting-Foreach quarter, report and document any new written community agreements established or secured by your organization. • Existing written agreements renewed will be reported separately from the new written agreements secured.

20. Community-Based Process • Performance Measure:Number of renewed existing written community agreements. This strategy aims to ensure ongoing collaboration to ensure comprehensive services to children and adults. • In quarters one and two, report and document all existing written agreements that have been renewed with the community organizations and/or schools. • Written Agreements should be renewed on an annual basis.

21. Community-Based ProcessTexas Administrative Code Rule § 447.111 Written agreements are to be renewed annually and include the following: 1) names of the providers entering into the agreement; 2) services or activities each provider will provide; 3) signatures of authorized representatives; and 4) begin and end date of agreement.

22. Environmental & Social Policy Strategy • This strategy aims to combat substance abuse and related harms with concerted, community-based and comprehensive efforts to change norms, behavior systems, and contexts that contribute to substance abuse in our communities (CADCA). Environmental strategies incorporate efforts aimed at changing or influencing community conditions, standards, institutions, structures, systems and policies (Babor, 2003).

23. Performance Measure:Number of prevention presentations that include minors and tobacco information. • Definition/Description-provides awareness and knowledge of tobacco use, abuse and addiction and its harmful health effects and consequences to individuals, families, and communities.Also provides awareness about tobacco use cessation services available. This information is disseminated in person, school, or by community presentations.

24. Examples of Tobacco Presentations • Harmful health effects and consequences of tobacco use to youth and adults. • Drugs of abuse with emphasis on tobacco as a gateway drug to a city council meeting. • State Tobacco Laws to tobacco retailers, and/or general population. • Information on Senate Bill 1, 1995 (tobacco-free schools). • Session of a Curriculum which includes minors and tobacco.

25. Reporting in CMBHS: Presentations that include minors and tobacco information • Each month, report the number of prevention presentations made that include minors and tobacco information. • This captures the # of presentations not the # of people in attendance. • Example: Your program conducts four presentations in September regarding the gateway relationship of tobacco to other drugs among youth to a local PTA. Report four presentations that included minors and tobacco information in September.

26. Environmental & Social Policy Strategy - Continued • Performance Measures:Number of youth/adults attending minors and tobacco presentations. • Captures the # of youth and # of adults attending the minors and tobacco presentations.

27. Reporting in CMBHS: • Each month report the number of youth/adults that attended minors & tobacco prevention presentations. • Example: If the same youth/adult attends four different minors and tobacco presentations, you can report that youth/adult four times that month.

28. Environmental & Social PolicyTexas Administrative Code Rule §447.112 e) Documentation of minors and tobacco presentations shall include: 1.Content, and 2. Mode, time, and location of delivery f) The program shall document the number of persons receiving written information/literature

29. Documentation: PresentationsTexas Administrative Code Rule Chapter §447.112 Section on Environmental and Social Policy g) For presentations, documentation should include: • Date, time and duration of activity • Location of activity • Staff/volunteers conducting activity • Purpose and goal of activity, and • Number of participants

30. Environmental & Social Policy Strategy: Measure:Number of media contacts concerning minors and tobacco • Definition/Description- Creates awareness to minors and the public that it is illegal to sell tobacco products to minors and that it is also illegal for minors to purchase these products. • Information on the impact of this issue to the community must be provided to the local media. • Examples of media contacts concerning minors and tobacco: • # radio/television stations contacted to air or broadcast a message regarding tobacco prevention, tobacco cessation, health consequences of tobacco use, etc. • # newspapers contacted to air or broadcast message on tobacco prevention, tobacco cessation, health consequences of tobacco use, etc.

31. Reporting in CMBHS :Measure: Media contacts concerning minors & tobacco • Each month, report the number of newspapers, radio stations, or television stations contacted to air, broadcast, or print message to inform the pubic of issues related to minors and tobacco and the importance of limiting minors access to tobacco products regardless of whether the contact resulted in an aired or published media message or not.

32. Documentation: Measure: Media contacts concerning minors & tobacco • Must document the type of contact, media source, and person contacted. • Also maintain a copy of the public service announcement, article, or story submitted for broadcast or publication.

33. Environmental & Social Policy-Measure: Number of tobacco retailers contacted to comply with the Texas Tobacco Laws Definition/description- • Retailers are educated on the State Tobacco Law that prohibits the sale of tobacco products to minors and limits minors’ access to tobacco products. Retailers are advised of the Law, health consequences of use by minors, the health costs of tobacco use, the need to post State required warning signs, and that an ID is required before sale to a young person. They are also required to develop employee training program and disciplinary action against employees making illegal sales to minors. • Examples of contacts - in person , telephone calls, written correspondence to retail manager.

34. Reporting in CMBHS:Number of tobacco retailers contacted to comply with the Texas Tobacco Laws • Each month report the number of tobacco retailers contacted to comply with the State Tobacco Law. • Report the number of retailers, not the number of employees at a location. • You may speak to several employees at a single location, but only report the number of locations contacted.

35. FY 12 PRC Summary of Contract Service Requirements

36. Additional PRC FY 12 Contract Requirements • Develop Policies and Procedures for employees and volunteers. • Contractor shall make these Policy and Procedures available to DSHS upon request.

37. Submit PRC Reports To: • Email: substanceabuse.contracts@dshs.state.tx.us

38. Questions? Thank you!