Table of Contents

Introduction
Welcome
          Conventions
Background
About this Step-by-Step Guide
          Who Should Use It?
          What is Its Purpose?
          How to Use It

 

Part 1: Establishing and Maintaining System Partnerships

 

1-1 Understanding the Systems Approach and Effective Program Delivery

Section Objectives
Overview
An Introduction to the Systems Approach
          What is a Systems Approach?
           Why Collaborate?
          Systems Approach Illustrated
Essential Elements for Effective Program Delivery
          Community Context and Planning
          Program Personnel Management and Support
          Marketing/Sales Perspective
          Accountability and Quality Management
To Sum Up: A Gap Analysis
Supplementary Resources

 

1-2 Identifying Potential System Partners

Section Objectives
Overview
          Key characteristics of ideal system partners?
          Examples of potential system partners
Action Checklist
Key Tips and How-Tos
Tip Sheets
          How to Assess Community Arthritis Burden
          How to Research Potential Partners
Tools
          Community Assessment Tool (Blank)
          Collaboration Worksheet
Other Helpful Materials
          Community Assessment- Sonoma Example
          Community Assessment Overview

Supplementary Resources

 

 1-3  Marketing the Programs to System Partners
Overview
Action Checklist
Key Tips and How-Tos
Tip Sheets
          How to Interact with Gatekeepers
          Meeting with a Partner
          How to Handle Objections
Tools
          Leave-behind Materials Checklist 
Other Helpful Materials
          Selling Points to Potential Partners
          Partner Recruitment Brochure (PDF)
          Steps to Offer Arthritis Foundation Programs (PDF- no Tai Chi); Steps Flyer with Tai Chi
          Arthritis Foundation Program Advantages (WORD) and (PDF version)
          Facility Responsibilities (PDF)
          Outcomes Summary Handouts (AF Aquatic, AF Exercise
          AF Self-Help PDFs)
          Competitive Analysis
          Help Others Take Control of Arthritis: Become an AF Program Partner
          Materials to Help Publicize the AF Life Improvement Series list
Supplementary Resources

 

1-4 Securing the Commitment
Section Objectives
Overview
Action Checklist
Key Tips and How-Tos
Tools
          Joint Planning Worksheet & Account Plan
          Roles and Responsibilities Worksheet
Other Helpful Materials
          Program Co-sponsorship Agreement WORD and PDF format

Supplementary Resources

 

 1-5 Sustaining the Partnership
Section Objectives
Overview
Action Checklist
Key Tips and How-Tos
Tip Sheets
          How to Keep Your Partners Engaged
          Year-Round Cultivation Touch Ideas for Partners
          How to Resolve Conflict
          How to Address Common Partnership Challenges
Tools
          Partnership Sustainability Plan Outline
          Monitoring Partnership Worksheet
Other Helpful Materials
          Partnership Announcement News Release
          Partner Offers AF Programs News Release
          AF VA Chapter Wellness Partner Brochure and Plaque
Supplementary Resources

 

 

Part 2: Resources for Program Implementation

 

 

2-1 Getting Organized
Section Objectives
Overview
Action Checklist
Key Tips and How-Tos
Tip Sheet
          Who’s Who in AF Programs
Tools
          Program Planning Worksheet
          Program Budget Sample
          Program Budget Worksheet (Excel format)
Other Helpful Materials
          Program Implementation FAQs
          Plan of Work Sample

 

 2-2 Resources for recruiting trainers
Section Objectives
Overview
Action Checklist
Key Tips and How-Tos
Tip Sheet
          Characteristics of an Effective Trainer
Tools
          Potential Trainer Interview Guide
Other Helpful Materials
          Trainer Information Sheet
          Trainer Position Descriptions (AF Aquatic WORD, Aquatic PDF, AF Exercise WORD, Exercise PDF;  AF Self-Help WORD, Self-Help PDF)
          Trainer Statement of Understanding WORD, PDF version
Supplementary Resources

 

 2-3 Resources for recruiting leaders and instructors
Section Objectives
Overview
Action Checklist
Key Tips and How-Tos
Other Helpful Materials

         

Leader/ Instructor Position Descriptions (AF Aquatic Instructor WORD or Aquatic PDF;  AF Exercise WORD or Exercise PDF;  AF Self-Help WORD or Self-Help PDF)

          Leader/Instructor Recruitment Brochure

         

Join the Program Team PowerPoint Presentation

          Locally Developed Materials: 

 

• AF Michigan Chapter Aquatic, Exercise and Self-Help Leader/ Instructor Recruitment/ Starter Kits and Exercise and Self-Help Interview Guides
• AF New York Chapter Instructor Recruitment Flyer
• AF Pacific Northwest Chapter Instructor Certification Flyer
• AF Southern California Take Control Marketing PowerPoint

Supplementary Resources

 

 

 2-4 Resources for training leaders and instructors
Section Objectives
Overview
Action Checklist
Key Tips and How-tos
Tools
          Sample Training Budget
          Training Workshop Checklist
          Trainer Worksheet
          Training Budget Worksheet in Excel Format
Other Helpful Materials

          AF AQUATIC PROGRAM TRAINER KIT (includes the following):

             Registration and Announcements

• Aquatic Workshop Announcement Flyer
• Aquatic Workshop Application/ Statement of Understanding Form (WORD)
  

          Worksheets and Checklists

• Aquatic PreWorkshop Checklist
• Trainer Worksheet
• Training Workshop Checklist

          Sample Agendas and Handouts

• Sample Training Workshop Agenda
• Sample Recertification Workshop Agenda
• Trainer's Guide Appendices
• Recertification Guide Appendices
  

          Post-Workshop Materials

• Certification Application Form/Letter of Agreement (PDF) and WORD version
• Workshop Roster Form
• Sample aquatic instructor one day certificate of attendance

         

AF EXERCISE PROGRAM TRAINER KIT (includes the following):

          Registration and Announcements

• Exercise Workshop Announcement Flyer
• Exercise Workshop Application/ Statement of Understanding Form

          Worksheets and Checklists

• Exercise PreWorkshop Checklist
• Trainer Worksheet
• Training Workshop Checklist

          Sample Agenda and Handouts

• Sample Exercise Workshop Agenda
• Sample Recertification Workshop Agenda
• Trainer's Guide Appendices
• Recertification Guide Appendices

          Post-Workshop Materials

• Certification Application Form/Letter of Agreement (PDF) and WORD version
• Workshop Roster Form
• Sample Exercise instructor one day certificate of attendance

           
AF SELF-HELP PROGRAM TRAINER KIT (includes the following):

             Registration and Announcements

• Self-Help Workshop Announcement Flyer
• Self-Help Workshop Application/ Statement of Understanding Form
• Sample Acceptance Letter

          Worksheets and Checklists

• Self-Help Workshop Materials Checklist
• Self-Help Trainer Pre-workshop Checklist
• Trainer Worksheet
• Training Workshop Checklist

          Sample Agenda and Handouts

• Self-Help Workshop Agendas
• Self-Help Workshop Policies and Logistics Handout
• Practice Teaching Assignments
• Practice Teaching Feedback Form

          Post-Workshop Materials

• Self-Help Workshop Evaluation Form
• Certification Application Form/Letter of Agreement (PDF)and WORD version
•  Workshop Roster Form
• Sample Self-Help Leader certificate of attendance   

Locally Developed Training Resources

• AF Southern California  Self-Help application form, acceptance letter, save the date flyer
• AF Michigan Chapter workshop Aquatic and Self-Help application forms and Recertification training packet
• AF New Jersey multi-program application form, flyer, registration letter, class descriptions, Aquatic workshop folder checklist, Exercise workshoip folder checklist
• AF Pacific Northwest Chapter workshop Baker City and Fairbanks ads
• AF Virginia Chapter workshop application forms (YMCA Aquatic, Non-Y Aquatic, Exercise, Self-Help)

Supplementary Resources

 

2-5 Resources for retaining and recognizing program personnel
Section Objectives
Overview
Action Checklist
Key Tips and How-Tos
Tip Sheets
          How to Retain Your Program Personnel
          Whose Job Is It?
          How to Provide Growth Opportunities 
          Arthritis Foundation Certification and Recertification
          Requirements
          How to Provide Recognition
Tools
          Personal Inventory
          Orientation Checklist
Other Helpful Materials
          Certification Application Form/Letter of Agreement (PDF)and WORD version

          Certification certificate templates

AF Logo Incentives

          Locally Developed Training Resources

• AF  Michigan Chapter Reminder Notices (Three-month Certification, Six-month Certification, Two and one-half year Recertification,  Three and one-half Recertfication)
• Arthritis Foundation Northeast Ohio Leader Expo Agenda and Recognition Dinner Agenda
• Arthritis Foundation Southern California Chapter Congratulatory Letters

Supplementary Resources

 

 2-6 Resources for recruiting program facilities
Section Objectives
Overview
Action Checklist
Key Tips and How-Tos
Other Helpful Materials
          Facility Responsibilities Flyer (PDF)
          Steps to Offer the AF Programs Flyer- with Tai Chi (PDF)
          Steps to Offer the AF Programs Flyer- without Tai Chi (PDF)
          Why Offer the AF Programs Flyer
          Help Others Take Control of Arthritis: Become an AF Program Partner (Partner Recruitment PowerPoint)
          AF Michigan Chapter Facility Starter Kits (AF Aquatic, AF Exercise, AF Self-Help)

          Other Locally Developed materials

• AF Alabama Chapter Parks and Recreation powerpoint
• AF Michigan Chapter Senior Center Flyer
• AF New Jersey Chapter Starting an Aquatic Program and Exercise Program
• AF Pacific Northwest Chapter Site Packet

Supplementary Resources

 

 2-7 Resources for recruiting program participants
Section Objectives
Overview
Action Checklist
Key Tips and How-Tos
          Unique Selling Proposition
          Target Audience
Tip Sheets
          Marketing 101
          Successful Promotion Strategies
          How to Encourage Word of Mouth
          Media Relations
Tools
          Marketing and Promotional Timeline
Other Helpful Materials
          Highlights of Consumer Research Findings
          Materials to Publicize the Life Improvement Series           

• Partner Media Kit 
  • Overview (cover letter, key messages, program listings)
  • New Partnership Announcement news release
  • Partner Offers AF Programs news release
  • AF Life Improvement Series program news releases
  • Newsletter article sample
  • Calendar announcement
  • Radio PSA

 

 

Consumer Promotional Materials(AF Aquatic Program ad and Brochure, AF Exercise Program ad and Brochure, AF Self-Help Program ad and Brochure and Life Improvement Series Brochure)

 

Community Outreach Recruiting Participants PowerPoint

 

AF Michigan Chapter Marketing / Media Checklists (AF Aquatic, AF Exercise, AF Self-Help) & Sample News Release

 

AF Southern California Chapter Consumer Flyers (AF Aquatic Color and Black and White Ad; AF Exercise Color , Veterans Ad and Black and White Ad, AF Self-Help Color and Black and White Ad, Life Improvement Series Color and Black and White Ad)

  

 2-8 Resources for managing class logistics
Section Objectives
Overview
Action Checklist
Key Tips and How-Tos
Other Helpful Materials 
          Participant Application Form 

          Participant Release Form

          Sample Materials and Procedures Checklists

• AF Aquatic Program Materials List
•  AF Exercise Program Materials List
• AF Self-Help Program Materials List
•  AF Michigan Chapter Set Up and Delivery Checklists (AF Aquatic, AF Exercise, AF Self-Help)
• AF Utah/ Idaho Chapter Procedures for Self-Help Leaders
• AF Utah/ Idaho Chapter Self-Help Materials List

          Examples of Chapter Financial Assistance Materials

• AF Central Ohio Chapter Special Assistance Policy
• AF Eastern Missouri Chapter Financial Assistance Application Package
• AF Michigan Chapter Scholarship Application
• AF Virginia Chapter Financial Assistance Guidelines and Application
   

 

 2-9 Resources for monitoring reach
Section Objectives
Overview
Action Checklist
Key Tips and How-Tos
Tip Sheets
          Reach Data Forms and Mechanisms
          How to Obtain Reach Data
          Data Issues and Solutions
Other Helpful Materials
          Why is Data Important?          
          Reach and Capacity Report

          Program Information Form

Training Workshop Roster

Program Information and Roster Instructions                                       
          Impact Reach Forms
          AF Michigan Chapter Reminder Postcard and Warning Letter
        
Supplementary Resources

 

 2-10 Resources for quality and risk management
Section Objectives
Overview
Action Checklist
Key Tips and How-Tos
Tip Sheet
          Arthritis Foundation Quality and Risk Management Mechanisms

Other Helpful Materials
          Frequently Asked Questions: Policy, Legal and Insurance Issues
          Quality Improvement Volunteer Position Description
          National Forms

• Program Co-sponsorship Agreement WORD and PDF format
• Leader/ Instructor Statement of Understanding WORD, PDF version and Trainer Statement of Understanding WORD, PDF version
• Certification Application Form/Letter of Agreement (PDF) and WORD version
• Participant Release Form
• Instructor Feedback Forms (AF Aquatic, AF Exercise, AF Self-Help)
• Site Visit Checklist (AF Aquatic and AF Exercise,  AF Self-Help)
• AF Aquatic Program Waiver Applic