How to Obtain REACH Data
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1. Ensure that your facilities and leaders/instructors are clear about the need for data. This information should be included in your recruitment efforts and documented in instructor statements of understanding and facility co-sponsorship agreements before you provide any program training or materials. See Why is Data Important tip sheet.
2. Emphasize the importance of the data in training and recertification workshops (when you cover program logistics) as well as during any recertification or other meetings you have with your program personnel.
3. Put a packet together for the day of the training that includes the standard data collection forms and a list of what is required of instructors after the training (e.g., include the Program Information Form, Program Information and Roster Form Instructions, Participant Release Form.)
4. Follow up after the training workshop to encourage the leaders/ instructors to complete the Program Information Form for each class series.
5. Identify a contact person within each partnering agency or program site who is responsible for compiling and reporting the data and establish an ongoing relationship with that person. Communicate frequently -- not just when you need a report.
6. Provide email, phone or post card reminders to leaders and instructors about upcoming deadlines. (See sample AF Michigan Chapter postcard template.)
7. Designate specific staff persons (or volunteers) to do tasks such as contacting the partnering agencies on a quarterly basis to obtain the data reports and entering the data into Team Approach.
8. While continuing to reinforce the idea that accountability is a necessary part of doing business today and one of the instructor’s key responsibilities, consider providing periodic incentives to partnering agencies and instructors who send in their data on time and to recognize their reach. You don’t want to set up the expectation that sites and instructors will receive an incentive for “doing their job” but periodic incentives can help reinforce positive behaviors and show your appreciation for the work involved. Incentives might include:
- AF logo items, a set of educational materials, the AF Take Control with Exercise DVD, donated gift cards, tickets or other small gifts to instructors
- Free marketing materials or other program resources
- A pizza party for the facility that is the most timely in sending in their data each quarter
- Reduced recertification fees
- Recognition in your newsletter and/or Web site about the most number of participants served each quarter and on an annual basis for the most number of new people reached
9. Annually provide the summary statistics back to your local leaders, instructors and partnering agencies so they can see the results of their efforts and how they’ve contributed to the larger vision of helping people with arthritis.
10. In cases where your best efforts have not resulted in cooperation from a site, the following consequences may be necessary:
- Reminders that certification may be revoked
- Sending a notice that the facility will be removed from your list of approved sites
- Removing the facility from your marketing/ referral lists
- Charging for training fees if training was complimentary
- See sample warning letter from the AF Michigan Chapter.