Key Tips and How-Tos

Ensure understanding about the why and how

Make reach data a team effort

Take advantage of AF Team Approach training and technical assistance and other technology

Ensure understanding about the why and how

• Take every opportunity you have with partnering agencies and personnel involved in the programs to explain why the reach data is important and how to collect the data:



• When you are recruiting them
• During training and recertification workshops
• Ensure that all of your leaders and instructors understand the need to complete the standardized Program Information  form for each class series. They also need to collect the Participant Release forms from all new participants. This set of materials should be submitted to the AF within two weeks after the end of a course series or within 30 days after the end of each quarter for ongoing classes.


See:
Reach Data Collection Forms and Mechanisms: What and When for a quick overview
Why is Data Important? handout to help you explain the rationale for data to outside partners and program personnel

Program Information Form

Program Information and Roster Form Instructions

Participant Release Form
Other Helpful Materials for a list of nationally and locally developed forms and informational resources

 

• Ask facilities, leaders and instructors and trainers to sign the appropriate agreements (program co-sponsorship agreements or statements of understanding) before you provide training or program materials so they are informed upfront about the data collection procedures.


See:
Chapter 2-10, Resources for Quality and Risk Management for further information

Program Co-sponsorship Agreement WORD and PDF version

Leader Statement of Understanding WORD and PDF version

Trainer Statement of Understanding WORD and PDF version

• Show how the data is used (e.g., provide data reports back) and recognize partnering agencies and program personnel in any newsletters, Arthritis Foundation/state Web sites and other communications. The Reach and Capacity Report will be generated by the AF from Team Approach data on a quarterly and annual basis.

Make reach data a team effort

• Both staff and volunteers can play a role in the tasks related to data collection, entry and reporting.  Make sure that all of the tasks are assigned to specific persons and that these individuals understand their responsibilities and timelines for completion of their tasks.
• Ensure that there is a designated person at every program site to compile the Program Information report form -- preferably the instructor or a staff person  who understands the need for the data.
• Experienced program leaders, instructors and trainers and other volunteers can help with tasks such as collecting quarterly reports from sites, sending out reminder notices, entering data into Team Approach and helping to deal with any non-compliant program personnel or sites.
• Nurture a relationship and maintain ongoing communications with the involved individuals so that they feel like a member of the team effort to reach more people with arthritis.

Take advantage of AF Team Approach training and technical assistance and other technology

• To obtain training/ technical assistance on entering data into Team Approach and providing reports, Arthritis Foundation chapters can call the Team Approach Helpdesk:  888-459-2758, Option 2.
• The Arthritis Foundation, Information Technology Department, with support from CDC, has developed new technologies to assist with data collection and entry, including scannable forms and an online capability that will allow web site class registration and data entry. Contact the Team Approach Helpdesk to learn more about available training opportunities.


See:
How to Obtain Reach Data
Data Issues and Solutions tip sheet
Examples from the Field chapter to learn more about how the Greater Illinois chapter strengthened their relationships with local health departments to improve data reporting.