PAT Program Updates:

1. PAT Program Updates: Guidance and Clarification on Essential Requirements, Quality Assurance, and Model Fidelity January 9, 2013

2. Agenda • Portal Tour • Quality Assurance • Essential Requirements • Visit Frequency • Screenings • PAT National Fee • Data Collection • Training & Technical Assistance • Timeline

3. Where to find: • Essential Requirements • Quality Assurance Guidelines • Self Study Assessment • All Other Fidelity Monitoring Documents PAT Portal > My Tools > Affiliate Administrator > Quality > QA Handbook

4. While Logged into PAT Portal: Psst… PAT Logo!

5. Quality Assurance Section

6. Quality Assurance Documents

7. Timeline for QA Documents Excerpt from the Affiliate Quality Assessment document: The pilot will conclude spring 2013; at which time the national office will make final revisions to the standards and the quality endorsement process. The national office will then release the standards so that affiliates can become familiar with them. We anticipate that affiliates will be able to begin the self-study and quality endorsement process in July 2013, although it will not be required until after July 2014 Broader scale rollout- bringing all affiliates into a 4 year self-study/quality endorsement cycle will begin after the July 2014 deadline for implementing the Parents as Teachers essential requirements. Roll out will go in stages, so that a certain number of affiliates are phased in one year, then another set the next year and so forth across a 4 year period. SUMMARY of QA Documents and conducting the Self-Study: 2013 July: will be available 2014 July (beginning): Self Study required for all Affiliates Will be phased in. Not required for everyone right away. Required to be done every 4 years after first submission

8. QA Documents: In the meantime… • Familiarize yourself with the documents • Start incorporating the observation tools: Personal Visit & Group Connection • CPCF Site Visits • Incorporating pieces of these documents into our site visit process • Under development

9. Essential Requirement: Visit Frequency • As stated in Essential Requirements: • (Curriculum) - Parent educators use the foundational visit plans and planning-guide from the curriculum to design and deliver personal visits to families • (# of Monthly Visits) - Families with 1 or fewer high needs characteristics receive at least 12 personal visits annually and families with 2 or more high needs characteristics receive at least 24 personal visits annually. • (Caseload) - Full time 1st year parent educators complete no more than 48 visits per month during their first year and full time parent educators in their 2nd year and beyond complete no more than 60 visits per month

10. 1 & 2 Visits Each Month: In Black & White • Program Design • Will you or won’t you? - What documents show that your program is structured to meet the minimum visits • Affiliate Plan: Section I under “Activities: What will you do?” • Visit Tracker: Listed as “Program Goal” on the Visit Frequency Report in Visit Tracker

11. 1 & 2 Visits Each Month: In Black & White • Performance Assessment • 60% of the families receive 75% of the required # of visits (National’s formula) • 75% of 24 visits = 18 visits • 75% of 12 visits = 9 visits • Monitoring performance • Visit Tracker Visit Frequency report

12. Visit Frequency Report (Visit Tracker)

13. Reading the Visit Frequency Report • National Benchmark column doesn’t calculate based on Program Goal column – only # of High Needs column. • In this example, the program is not at 66.67%. The 66.67% is based on the Program Goals. Those highlighted should be listed as Bi-Monthly • For this report to be of value, the program needs to make sure the Program Goals column matches the # of High Needs designations • Frequency calculations are based on 75% of home visits • 1 or less HN = .75 and higher in Actual Frequency to be listed as “Y” • 2+ HN = 1.5 and higher in Actual Frequency to be listed as “Y”

14. 1 & 2 Visits Each Month: The Shades of Gray • Is PAT a 1 or 2 visits a month program? • Can the # of high needs designations be determined prior to the family knowing if they are signing up for 1 visit a month or 2? • What if the program’s performance is less than 60%? • Would you be automatically demoted to Approved User?!?! What is an Approved User?! • How long would you have to get to 60% if a “corrective action plan” were put in place? • Determining budget and caseload around 100% of families needing twice monthly visits? • What about those high needs families that are receiving services from other agencies in addition to PAT? • What about those months that you’re lucky to get 1 visit scheduled?

15. Essential Requirement: Screenings Formal: PAT-approved tool, documented results, & results summary shared with family (pg. 113 MI) • *Hearing: OAE required by 2014 • *Vision: Questionnaire & functional assmt(pg. 157-166) • Developmental: Must include language, intellectual, social-emotional & motor development (Tools list on pg. 239) • Health Record: Screening results, parent report, copies of results (if possible) *Hands-on training available- contact Kathryn at CPCF

16. Essential Requirements: Screenings All 4 components must be included for child to be considered “completely” screened. • DOES NOT substitute or qualify for well child visits (i.e., physicals) • PAT screenings are only assessments and DO NOT diagnose any condition, disability, illness, etc. They can provide the basis for a referral to a medical provider.

17. Screenings: Hearing • Assessment Types (Pages 145-156, 167-172 in MI manual) • Functional/Informal: “Can you hear me now?” • Tympanometry: Tests ear function, NOT hearing • Pure Tone Audiometry: Age 30 months and up • Headphones, beeps, & hand-raising • OAE (Otoacoustic Emissions): Newborn – 36 months • Essential Requirement • Additional Guidance (in Affiliate Updates): http://www.parentsasteachers.org/images/stories/documents/additional_guidance_for_hearing_screening.pdf

18. PAT Revised Fee Structurebeginning July 2013http://www.parentsasteachers.org/images/stories/documents/PriceSheet_for968_revised.pdf • Existing Affiliates: • $1,500 program fee • $225 per Parent Educator (capped at 12) • Approved Users: • $275 per person

19. PAT Revised Fee Structure From the PAT Home Page select Affiliate Updates

20. PAT Revised Fee Structure Select Price Sheet

21. Affiliation/Renewal Fees • Affiliate Programs • Affiliation fee: $1,500/program per year • Renewal fee: $225 per Parent Educator (Model Certified) • Approved User • $275 per Approved Curriculum User (approved to use PAT curriculum but not a Model Affiliate)* *Any sites receiving funding through CPCF must be an Affiliate Program.

22. Sample Totals with varying #’s of PE’s $1,500 + (# PE’s x $225) = ? Affiliate Program with: 3 Parent Educators = $2,175 5 Parent Educators = $2,625 8 Parent Educators = $3,300 12 Parent Educators = $4,200** **Renewal fees will be capped at 12 model certified educators

23. Training/TA Costs Foundational Training: $800-$940* Model Implementation Training: $230-$300 Foundational/Model Implementation: $915-$1,055 3-K Training: $260-$400 (Training costs may vary based on location) *Same for Model Affiliate and Approved User

24. What we know about the PAT Affiliate Fee: • Include access to online curriculum for 12 months • Cover cost of Visit Tracker • Include benefits for certified PE’s (i.e. Autism training) • Individual Discounts (“My Benefits” tab in Portal) • PAT still outlining the additional benefits - It’s possible fee structure may change.

25. We understand the new fees may present challenges for some sites, but in comparison to other national evidence-based models…. • HIPPY $8,000 first year $5,500 subsequent years Plus $100 per child for curriculum • NFP $25,000 per year

26. Our Plan • CPCF still plans on delivering same services (e.g., webinars, TA, monitoring visits) at no additional cost to you. • We currently are talking to major funders (THB, MIECHV, TGYS, CCTF/FRC) to make sure they’re aware of new fee structure. • If you need more info to be able to talk to local funders let us know.

27. Data Collection • Visit Tracker • Update monthly – by the 15th of the month for the previous month’s services • Administrator – double check active and inactive accounts • Thoroughness of entries • Demographic Information: Parent Educators, Families, Children • Note on Income • Screenings • Indicating as complete • Entering scores where possible • Group Meetings • # offered and # of attendance is important to us • Recording in other databases Please view and listen to the Visit Tracker webinar: Cpcfonline.org > Trainings > Webinars > 2012 – 2013 Archives

28. CPCF Archived Webinars From the CPCF home page (www.CPCFonline.org), click on “Webinars”

29. CPCF Archived Webinars Select the year the webinar took place.

30. CPCF Archived Webinars Select the webinar you wish to review.

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32. Timeline MIECHV Programs Item All other CO PAT Affiliates Now! (except for OAE & Visit Frequency) July 2013 July 2014 July 2015 (for 2014-15 PY) Phased in July 2014-2017 • Now! • July 2013 • Now! • July 2015 (for 2014-15 PY) • Phased in July 2014-2017 • Full compliance with all Essential Requirements (ER) • PAT National Fees • OAE & Visit Frequency ER • APR requiring supporting documentation for ER compliance • QA Process Roll-out

33. A belated gift… High 5, Low Fat Training & Curriculum CD + Spanish Handouts (If you already have one, please let us know!)

34. Thanks for joining us! You’ll receive a survey at the end of this webinar. Please take 90 secondsto answer the brief questions. Your responses will help us improve our future training (and gather data for grant reports!). • Raising Children/Raising Parents: Building Family Cohesion • Webinar: Wednesday, January 23; 12 p.m. • Register: https://cc.readytalk.com/r/9uowcb8rm676 • Immunizations: Good Choices for Better Health • Webinar: Wednesday, February 6, 12 p.m. • Register: https://cc.readytalk.com/r/6wzhdxrhly2b Not on the list? Register at www.cpcfonline.org under “Trainings.” Connect with us on www.Facebook.com/ColoradoParentandChildFoundation (You don’t have to actually like us, but you do have to click the “like” button!)