Project AWARE-LEA: Managing Referrals Made by YMHFA/MHFA Trainees
Articles,  Blog

Project AWARE-LEA: Managing Referrals Made by YMHFA/MHFA Trainees

(Joanne Oshel)
I’m Joanne Oshel. I am with the Center for
Applied Research Solutions, CARS, and today’s
NITT-TA Center Webinar is Project AWARE-LEA: Managing
Referrals Made by YMHFA/MHFA Trainees, and I will pass this on
to our presenters, Meagan O’Malley and
Barbara Dietsch to get started. (Meagan O’Malley)
Great. Thank you, Joanne. So, welcome everyone. It’s so nice to hear or to see
in the Chat Log so many folks from across the country
with us today. I’m going to start with
an overview of SAMHSA’s Now is The Time Initiative, and then
we’ll get right into the content of today’s webinar. Project AWARE for SEAs and their
three LEA Project Partners, Project AWARE for LEAs,
and Healthy Transitions Project comprise SAMHSA’s
Now is The Time Initiative. Today’s webinar is really
intended for folks in this box here, the 100 LEAs
that received grants directly to their
local education agency. The overarching goal
of Project AWARE– the acronym stands for Advancing Wellness and
Resilience in Education– is to assist local education
agencies to support the training of school
personnel and other adults who interact with youth in both group settings in
communities to detect and respond to mental illness
in children and youth. Today, you will be working with
myself and Dr. Barbara Dietsch. I am Meagan O’Malley. I serve as one of seven
Technical Assistance specialists for the Now is The Time
Technical Assistance Center. Prior to joining the TA Center, I worked as
a School Psychologist and Program Specialist
in both urban and rural school districts in
New York and California. Joining me is
Dr. Barbara Dietsch. For the past 25 years, Dr. Dietsch has worked
on evaluation projects related to
mental and behavioral health. She’s been a lead evaluator on several Safe Schools
Healthy Students Projects and most recently led Evaluation for the Safe and
Supportive Schools Initiative in Louisiana and South Carolina. Today, we’re going to start
with an overview of the reporting requirements for
Project AWARE-LEA. We’re going to spend most of
our time together focusing on managing referrals
for Project AWARE-LEA. We’ll define what
a Project AWARE-LEA referral is. We’ll give examples
of AWARE-LEA referrals, and we’ll provide some ideas
for creating infrastructures to support gathering
referral numbers. Many of your questions
will be answered today. Some of the questions
we may need to follow up. We do have SAMSHA
representatives here with us. We have Maureen Madison
and Ingrid Donato. They may un-mute themselves and
answer a question specifically. Other questions we’ll need
to follow up with a question and answer memo
following this webinar, so that’ll be emailed out to all
participants after the webinar. So to start today, I’d like to start
with a poll question. Barb and I would like to
know the status of your Project AWARE-funded Mental Health
First Aid Training, just to get a gauge on
what’s happening throughout the country, where you are in
your project implementation. If you could just
answer this question, and we’ll get going. As you can see that over 40%
of Project AWARE-LEA grantees have conducted more than
one training already. So, folks, you’re well underway. It also gives us
a sense that there are, there’s kind of a range of
implementation levels across the country. That’s helpful for
Barb and I to know. So, at this point,
Dr. Barb Dietsch is going to join us
to talk about LEA Performance
Measures and GPRAs. (Barbara Dietsch)
Thanks, Meagan. Good morning, everyone. So, we just thought we would
take you back to where–when you were applying for this grant
and reading all of the things that were, all of
the requirements and the evaluation section and describing how you’re
going to be collecting the data, and it’s almost a year later
now that you’re actually doing the trainings
and having to submit reports. So, we thought we would just
take a minute to back up a little bit and remind you
about the requirements for SAMSHA. There are two pieces to think
about as you’re thinking about the reports that you’re
generating for SAMSHA. One, there are
three LEA Performance Measures, and those will all be reported
using the Common Data Platform to submit those numbers, and
they are submitted quarterly. It’s my understanding that
you have received a letter from SAMSHA giving you
an extension on reporting that, but we would still encourage you
to be collecting the data and be able to identify
which month or which quarter the data
are coming from. The second piece of information is the Government Performance
and Results Act, and those are referred
to as the GPRAs. This project has one GRPA, and it is included in
the semi-annual reports. So, the difference between the
two is the Performance Measures, they’re all
Performance Measures. The Performance Measures
that are reported in the Common Data Platform
will enable the Center
for Mental Health Services to report on
the national outcome measures, which have been defined by
SAMHSA as key priority areas related to mental health. And these data, as I mentioned,
will be entered into the Common Data Platform
quarterly. The GPRA comes from the Government Performance
Reporting Act of 1993, which was updated
in 2010 to include Modernization Act,
and the purpose of this Act is to provide for
the establishment of Strategic Planning
and Performance Measure in the Federal Government
and for other purposes. So, basically, they’re both ways
for the government to kind of monitor what’s happening with
these funding streams and to allow for
common measures across multiple projects throughout
the United States. The GPRA Performance Measure
for this project is the number of school-age youth
that interface with adults trained
in MHFA and YMHFA in schools
and in the community. As I mentioned, it will be,
the GPRA will be reported in the Annual and Final
Performance Reports and the dates you
will have received by SAMHSA, and you did get
an extension for that, or you did get an extension
for the Performance Measures. The reporting dates for
the Semi-Annual Reports are April, October, and April, and the Final Performance Report
is due no later than December 28, 2016. So, as I mentioned,
there are two kinds of data. This slide shows you
the Performance Measures that will be reported through
the Common Data Platform, and there are three. The number of individuals
who have received training in prevention or
mental health promotion, the number of people
credentialed and/or certified to provide mental health related
practices that are consistent with the goals of the grant,
and the number of individuals referred to mental health
or related services. And the third one is the one
that we’re going to be focusing on today. If you’ll refer to your
Project AWARE-LEA Grantee Manual that you should have
received from SAMHSA, and I believe it
will be sent out, sent out with the PowerPoint
following this webinar. The data question process
for the referrals are that the Project Coordinator
will collect information from the Instructors
and First Aiders and enter the data into
the Common Data Platform, and it’s up to each LEA
to establish and implement a process to collect,
consolidate, and report this data. And we know that you’re
all using different methods. You all have different kinds of
people that you’ve trained or that will be trained,
and so there isn’t really a standard way to do this. We encourage you to find a way
that fits your needs the best and makes it easy on everybody
who is collecting these numbers for you but at the same time
gives you accurate information as you’re reporting the numbers
back to SAMHSA. As a reminder, the first
data entry point will cover the first 6 months of
the AWARE-LEA Grant. Assuming that,
all LEA grantees will have received the
Common Data Platform training and then subsequent
data entry reporting will be done quarterly
to cover the previous 3 months of the AWARE-LEA Program,
and the data needs to be entered within 30 days after
the end of each quarter. So we encourage you
to think about reporting, collecting monthly so that you
can identify which months are included in the quarter
and report that appropriately as required by the grant. So the first thing
in managing referrals under Project AWARE is that it’s up to
the LEA Coordinator to establish an appropriate referral
infrastructure to be used by the First Aiders. National Council
does not provide guidance on referral tracking, and so as I mentioned
each LEA will need to establish a system that
works best for them, and then we’ll want you
to share information related to the tracking referrals
at the training. So, when you’re
having your trainings, some of you have
already had your trainings. Many of you may have established
your tracking protocols and procedures that have been
provided to the people who are being trained. If you haven’t, it’s something
to be thinking about now that you could include into your
trainings so that you don’t have to go back to the people who are
trained and you can make sure you capture as much data as you
can in a systematic way that’s easy for your
project to do. Just to remind you
what a referral is, and this again is in
your Guidance document. A referral is, and Meagan
will be giving you some specific examples
and some templates that we have used
in the past of how you might be able to collect
these data. But just to go back
a little bit, to the definition of a referral,
for this project it’s considered directing a person
for screening, assessment,
consultation, review, or treatment services. So, that’s the definition. It’s any action to direct you to
a source for help or information related to their emotional
wellness through the interaction that the First Aider
has with the youth, which may be a little bit
different than some of us who work in schools think of when
we’re thinking about a referral. This is a little bit different
about that. So, please note that it also
includes instances in which a referral was to a parent
or guardian provided by the First Aider as a result
of an interaction directly with youth, which provides a recommendation
to that youth, that led to the referral
to the parent or guardian. The next slide
shows you examples. Referrals can be made to, but are not limited to,
the following. So, these are just some
examples of people who may, that you may be referring, the First Aiders
may be referring the youth to, and you can see
that there’s a pretty wide span of resources here. Yeah. So, I think it’s important to
consider here that referral in the context
of Project AWARE-LEA is a very broad term, and I’m going to show you
in these next examples, and I think that
will become more clear. So, here are some examples of
things that count as referrals under Project AWARE-LEA. Here’s one,
a school administrator is trained in Youth
Mental Health First Aid using Project AWARE
funds–that’s important. You need to be monitoring
referrals made by First Aiders using Project AWARE funds
and gives a student the Suicide Lifeline number. So, that is considered
a referral. Now, it’s important to consider
here in this particular case that that school administrator
is a mandated reporter and also has a responsibility to report
the possibility of a student considering suicide
to appropriate authorities, but this is considered
a referral, and the school administrator
would need to be reporting that as a referral using his or her Youth Mental Health
First Aid training. Example 2,
“The School Resource Officer who is trained in
Youth Mental Health First Aid using Project AWARE funds
sees the school counselor in the hallway and mentions
that he is concerned about the mental health
of a particular student.” So, in this case,
the School Resource Officer needs to record that he or she
made this referral. Example 3, “A parent completed
a Project AWARE-funded Youth Mental Health
First Aid training. He noticed a student that he
is concerned about in his child’s classroom and sent an email to
the school psychologist.” This is a referral and that
parent–you as the Project Coordinator
would want to be able to get in touch with that parent
to ask how many referrals did you make this week, or
these 2 weeks, or this month. Example 4, “A person from
the community is trained in Youth Mental Health First Aid
or Mental Health First Aid using Project AWARE funds. She is concerned about
a student’s mental health and tells the student that
he should see his pastor.” According to the broad
definition of a referral under this grant project, this
qualifies as a referral and that person from
the community would be able to report that
he or she made this referral. What you will need to do in
order to manage all of these referrals coming from everyone
is you don’t need to specify to whom the referral was made
or the outcome of a referral, but you need to be able to get
a sum of all the numbers of referrals made. So, in order to do that, Barb is
going to give you some examples of, things you could do
that would help you, help facilitate your ability
to collect these referral numbers from all
the people you’ve trained in Mental Health First Aid and
Youth Mental Health First Aid. (Barbara)
All right. This is tricky because you have
people out in the field who are making these referrals who have gone through
the trainings and you don’t necessarily
see them every day like you would
in the school building. So, one of the things that
we thought might be helpful, and I mentioned it earlier, is
to train the First Aiders on how to collect numbers of referrals
and provide tools to support them when
they’re having their training, or shortly after the trainings
are completed, or at least have something
to give to them at the training before they go out
into their communities and are interacting with youth. The second one would be
to provide contact information to the First Aiders
regarding when and to whom they need to report
their numbers. So, make sure that they’re
aware of the schedule that you’re required to keep
so that they provide the information to you
in a timely manner and in time for you
to be able to put it into the reports that you
will be completing for SAMHSA. The third one is to regularly
collect information from the First Aiders using
a simple, accessible format, and Meagan’s going to be
talking to you about some of those possibilities. There’s so many now with us
being able to use iPhones and iPads and computers
and all of those things, so hopefully we’ll give you
some ideas about that. And then once you collect it,
enter the data into the Common Data Platform once you’re trained and that’s
up and ready to be used. And I can’t stress enough here,
having worked as an evaluator with projects that are required
to collect data quarterly or semi-annually, the importance
of collecting it monthly so that you are able to with confidence
say it was this many students during this month,
and I know that this quarterly reporting period is
these 3 months. That you can pull the data
and aggregate it for your report is much easier for you when you’re out
generating your report. So, just as kind of
a preventative, I would really stress that
you think about doing that. The next slide is managing
referrals under Project AWARE, First Aiders Referral
Monitoring Training. So, along with some of
the other recommendations, some of the other steps before
is to just make sure the First Aiders know they’re
responsible for keeping track of the number of
students they refer, and I saw a question
in the Chat Box about how do we do this
when they don’t really, they want to know
what’s in it for them, and I think that’s kind
of another conversation. We weren’t going
to cover that here, but it’s certainly something
that you would want to let them know up front so they know
what they’re getting into, and make sure that you
define the referrals using the definition that has been
provided in this webinar and the list of examples. And then explain how you
want them to collect and report the data back to you. Either give them a tool
to use for tracking and retaining the information
and make sure that they know, they have the contact
information for the person who will be collecting that for
the Project Coordinator if it’s not
the Project Coordinator who will actually be collecting
it from them. And then check with the district
about rules for reporting individual student information
that are part of the student record. This doesn’t necessarily,
this doesn’t really apply to the referrals that are
required for this grant because many of you
will not be collecting identifiable information. But if you are, and you want
to examine a more comprehensive referral tracking system for
students who are in need of mental health services it’s
something to think about in the back of your mind. And basically, one is FERPA, which is the Family Educational
Rights and Privacy Act, which is a federal law. That, of course, carries
the right to have access to their children’s
educational records, see the records amended, have the right to some control
over disclosure of personally identified
information, and school districts receive
a letter every year about this and what the rules
and regulations are. So, those of you who are
school people are probably familiar with this. And the other one for those
of you who are mental health providers
and school people as well is HIPAA, which is the Health Insurance Portability
and Accountability Act. And basically, both of these
are related to the protection of identifiable information
for students and access to those files. So, just as a precautionary,
if you are collecting data on individual students and
in any way tracking them, or their name can be associated
with the referrals to a Suicide Hotline or
a Mental Health agency, these kinds of things
may come into play there, and check with your district
to make sure that you’re within the guidelines there. And then review
confidentiality expectations, reminding that it’s
important for what, you know, what happens in
the room stays in the room, and a reminder to your
First Aiders as they’re reporting that or
are working with kids that that information
is confidential. So, just some ideas for,
I mean, we’re seeing a number of
Chat messages come through, and we will open the floor
at the end and talk through some of these. Let me just go over some ways
to track referrals, and it sounds like many of you
have already started your own systems. We’ll be interested to hear
from you all what you’re doing and how you might modify
those systems based on the information shared today. Some of the ways you might
consider getting these referral numbers are:
an automated text message poll. For example, if you get
all of the phone numbers of all your trained
Mental Health First Aiders and then you send out an
automated text message poll just requesting
the number of referrals for that week,
or that month. The more often you collect–if
you have a very simple data collection process,
then collecting on a more regular basis, such as
every Friday at 3 p.m., people will start
to expect that, and it’ll become more
systematic and easier over time. An electronic survey,
referral forms, which we’ll share, and that’s
a little bit more complicated, but we’ll share an example of
something that is more simple, or just having your First Aiders
keep their own Excel spreadsheet if you create some
kind of template. Of course, you are required
to report quarterly to SAMHSA, but we would recommend that you
collect this information more often from your First Aiders,
especially because you wouldn’t want to be left with few
responses from your First Aiders the day before you
have to report to SAMHSA. So, here are just some
ideas for software to use. SAMHSA doesn’t endorse
any of these in particular. These are just ideas that you
could implement based on what your community needs or would be
effective in your community based on availability
of cell phones, availability of access
to Internet. Those are things to consider
in your own communities.
and, you can do a text message poll
through those. Online survey capabilities, many
people use, but there are other providers
out there that might be better for your needs, such
as Surveyexpression, Surveymoz, and Surveygizmo. This is an example of a simple
tracking form that can be given to all First Aiders to help them
keep track of students they have referred. As you can see,
we have put an ID here, which could be
a student’s initials, or you could provide some other
kind of identification that ensures more confidentiality
if a person is holding on to this tracking form
in their back pocket, for example, or in some kind of
document form that could be left somewhere so you would never,
you would never want student information to be
left out in the open. But the First Aider could either
turn a form in like this at a regular interval, or they can
refer to this form if they work via phone or email
using one of the earlier shared software systems. Of course, not all of your
First Aiders work on your school campuses because
the initiative is intended to saturate the community with
Mental Health Awareness, so you’re going to have a lot of
educators trained but not all of your trainees
will be educators. So, you’ll be needing to think
about what is going to be realistic and reasonable for
community-based individuals. So, if you have an expectation
that they turn something in to the District Office
let’s say, every Friday, it’s probably not going to work
for your community-based folks, so you’ll want to think of
something that’s really simple and that will get you to
the point where you can provide a sum of all those numbers. But you can also think of
using different systems for different groups. Depending on what they need, you
can provide some alternatives, and people can report the way that makes the most sense
for them. Here’s an example of
an aggregate form that helps keep track of
the number of times an individual student has been
referred by First Aiders. Now, this information, this
goes to another level, right? This is beyond the simple level
of a sum of referral numbers that you need to report
to SAMHSA, but it might be valuable for
your School District to have this information to understand
better which students are interfacing with your
First Aiders and which students are being referred by
multiple First Aiders over time. That would be valuable for your
intervention planning and for the more complex web of school
and community-based support. Through the process of
going through this webinar, I hope what you’re feeling is
a sense of relief that indeed counting
these referrals, the actual number that
you need to report to SAMHSA is very simple. The complexity
comes in on two levels. One is just needing
to figure out a system that’s going to work
for your community and two, deciding whether
or not you’re going to implement some more complex system. So, when we talk about
referral infrastructure, you can talk about
everything from a very simple infrastructure
like this, which is just counting
basic referral numbers up to something
that’s more complex, which measures out,
which kind of gauges what students are
currently in, intervention, or at your Tier 2
or Tier 3 Interventions, and then gauges outcomes of
those interventions and involves some kind of team usually
to monitor referrals up and down your multi-tiered
system of support. So, that is a much more
complex context, and the TA Center is interested
in providing you a separate webinar on those
complex referral systems. That is not a requirement
though of your SAMHSA grant, but we’d like to ask you
here–another polling question, which is if a follow-up webinar
on developing those more complex referral management systems
would be relevant to your project? As you all are
answering that, I see several Chat questions
that have come up. Let’s see if I can go
through a few of them. “I heard you say to explain
to the participants in “the Youth Mental Health
First Aid Training “that reporting this
information is a requirement, “but they’re not required
to participate “in the evaluation
and that participants’ “Consent Protection Form “that we provided them
clearly states this.” I don’t know if one of our
SAMHSA representatives might want to step
on to clarify this, or this is something we can
provide clarification about after is the phrase “required.” The intention, of course,
would be that if a person is being trained using
Project AWARE funds, that you would want to know is
the person using that training and the way you could gauge
whether or not the person is using that training is if
they are making referrals when they see a student that
they are concerned for. So, whether or not they, there’s no way
that you can track down every single person who is
not filling out your referral information request. So, I guess, in that way
the phrase “required” is not, the point is not everyone
is going to comply with your request to collect
these referrals’ numbers, and that is just kind of
the way it is in this work. But I think we’ll provide some
more kind of complex answer to that statement
after this webinar. Larissa Russell, “Can we
utilize a copy of your “PowerPoint with
the referral types “as a visual
for First Aiders “even though we verbally give
this info in training?” Yes, definitely. What survey questions
would you ask? Just a number for
that month [inaudible]. Barb, do you
want to address the question, what survey questions
would you ask, and just a number
for that month? (Barbara)
What survey questions
would you ask is, yeah, I would say just, I would
ask whatever you’re interested in collecting, knowing that
SAMHSA is only requiring you to jot down the number of
referrals that people have made. So, I would say just the number. There was some discussion
about duplicate students. For example, if the same student
is referred over and over again for the same thing,
do we want to, do we need to
keep track of that? And I guess I would
defer to SAMHSA on that, but yeah, it’s just a number,
how many students did you refer to any
of the services. (Meagan)
Yeah, and I would just
say to Barb the original point. The number of referrals is
all that you need to report to SAMHSA, but your district may,
you may be interested in more information, so
you’re going to need to balance out the not making,
getting the information you need as a school district,
about maybe where referrals are going to,
that might be of interest, and then balancing that out with
ease-of-use for your Fist Aiders because you don’t want it to be
too cumbersome that they stop doing it. (female)
Hey, Meagan. On the, when we’re collecting
just the number of referrals made, do we need, I mean,
like it’s helpful to keep the Excel spreadsheet for
our own purposes, but like
the duplicate kid issue, how do we figure that part out? Do we only submit it one time? How do we know if it’s only
the same kid like because we’re having a, like you said,
the office will refer them, then the counselor refers them. How do we get to that one kid? Do we only submit it one time?
Do we submit twice? What if they’re getting referred
this many times to different people? Maybe a psychologist,
maybe a suicide hotline, maybe those are
different referrals. (Meagan)
Yeah, I would be interested in SAMHSA’s response to this. I’ll let you know,
but my reading of all of the information is that
those are separate referrals. They’re counted referral numbers
even if it’s the same student. Remember that the purpose of
measuring your referral numbers is to gauge whether or not
your First Aiders are using their training. So, if you have
five First Aiders that refer the same student, that’s, what you’re actually
gauging is that those five First Aiders noticed that
student and used their training. Not that it’s one student
but that it’s five First Aiders. (female)
Got you. (Meagan)
So, that would
count as 5 referrals. (female)
Okay. And we don’t need to be specific
about where they referred them to, I mean, if we want to
it’d be for our ends but not for SAMHSA’s
part of data. (Meagan)
That’s right. (female)
Okay, thank you. (Meagan)
Let’s see, standards
are set for the purposes of reporting. “We only need to know the amount
or number of referrals “referred by First Aiders.” That’s correct. “Date the referrals were made, “type of referrals
made isn’t needed.” That’s correct. That information is
not needed by SAMHSA, but that information
might be valuable to you. So again,
for Sandra’s question, you just need to balance out
the needs of the school district and the information
that the school district would like to collect. Just to do system level
improvement at their end, balance that out with what is
the basic information that SAMHSA is requesting. Larissa Russell,
“As far as the GPRA number “I’d enquired about it
more specifically “and was provided
the info that it is “the LEA population”–okay. So, that’s, I think Larissa,
you’re talking about one of the different either
performance measures or GPRAs, there’ll be another webinar
to go through other details of other GPRAs. It was the TA Center’s
understanding that the question of
counting referral numbers was the most
pressing concern to LEA grantees, so
that’s why this webinar is really talking about
referral numbers. If anyone on SAMHSA would
like to address that now, go ahead and pop
on by hitting star 6 and go ahead and address that. Otherwise, we’ll give a written
response to that question later on. “For those who have already
conducted several trainings, “how would you go about
training the First Aiders on “the referral definition
and new process of tracking?” Christy, this is a really
good question because several, as we saw at the
beginning of the webinar, 40%, over 40% of folks have
done one or more trainings. So, if you’re in a situation
wherein you did not share your referral-related procedures or
maybe you want to modify your referral-related procedures,
your data collection procedures, based on what you learned today,
so that’s your question is how, you know, how, I think
that’s your question, how would we backtrack with
the people we’ve already trained to either give them
new information or to modify information
that we’ve already given? And I would like to open
this question to the floor, actually. If you’re on the line, if you
hit star 6 and provide some input about
what you plan to do, if you’re going to need
to do some backtracking. (Larissa)
This is Larissa Russell. In our training so far
we have provided the information of
the data collection that we need or that we are requesting, so we explained to them that
they’ll be getting a survey through SurveyMonkey;
we even give them a copy, like a snapshot of the survey,
and we explain that this is the information that we’ll be
collecting because we’re not only training school employees,
we have some people from the community, different
agencies, pastoral staff. So, what we basically
told them is how they preferred to track it
would be wonderful if they can track
it on their own and that we would just
be looking for that simple number through
the survey when we send out. However, I have thought about
sending just an optional email that includes a copy
of your PowerPoint with the referral types and also just
a simple tracking form should they choose to use
something like that. We’ve created folders, so we
have a lot of information in the folders as far as
resources, community, referral types, things like
that, so we can also put, you know, that information
in our upcoming folders when we continue to do
more trainings. (Meagan)
Thank you very much. I think you said,
that was Larissa. Thank you for
sharing your approach. Would anyone else on the line
like to share their approach they’re using? I would like to draw everyone’s
attention to the Chat Log where our SAMHSA representatives
have been active in really clarifying
duplicate counts and the concept
of requiring people to report. I think they offer some really
nice language here that I’ll just read aloud in case
you’re not on the electronic online system. So, Michelle Bechard says, “You cannot mandate
that a person “trained as a First Aider will
provide a count of students “who they have referred,
but we would hope that persons “trained as First Aiders
would want to do this “and that they would
have been told at the beginning “that the data is needed
to substantiate the impact
of the program.” Ingrid Donato writes,
“Hi everyone, thanks so much “for participating
in today’s webinar. “A couple of answers that
I hope will be helpful, “you can’t force a person to
send you information about “whether or not they interacted
with a child in need, but it is up to you to try.” And then Michelle
Bechard says again, “Duplicate counts are fine. “We are trying to measure
if as a result of the training “the behavior of
the adult trained “in Youth Mental Health
First Aid has changed. “That is, can they better
identify youth in need “of some kind of help. “Again, you do not need to
be concerned about duplicate counts, only the number
of referrals made.” Then Ingrid writes, “And yes,
the tracking is that simple. “Just a simple tally of if they
have provided resources is all you need to track.” So, lots of good
clarifying information there. Nick Christia, I hope I have pronounced
your name right. That’s a beautiful name. “Do we count incoming referrals
the same as outgoing referrals?” So, this is, just to clarify, in
a more complex referral system, you would be looking at
referrals coming in from your Universal Tier 1 up to your
Tier 2 out to your Tier 3, and then you would be doing some
kind of measure of improvement with those referrals,
and moving children and youth back down the tiers. In this, for the purposes
of this cell, none of that is needed. Just simply the number of
referrals made by your First Aid, by your
trained First Aiders, those who have trained
using Project AWARE funds. So, it’s really
just that simple. Terra Via McDowall writes, “We have a system for
monitoring referrals. “We need to do the overlay
of the new First Aiders into “the existing system,
which has taken years to get everyone to buy into.” Okay. Lorianna asks, “Do we need to
go on a month-to-month basis?” You need to report
to SAMHSA quarterly. What I would suggest is that you
request this information from your trained
First Aiders regularly. Barb, do you want to chime in
about what regularly means? From an evaluator’s perspective,
what would be the best cycle to be on for
collecting this information? (Barbara)
Yeah, I would say more
frequently is better, but for sure monthly because
remember SAMHSA has specific months that–it’s not
just whatever quarter you decide a quarter is. They have specific months
that are designated for the quarterly reports, and those
are the months that you will be responsible
for reporting in the Common Data Platform. So, I would say monthly makes
it easier down the line when you have a year’s worth of data
you’ll be able to look at those months and see
the numbers really easily instead of having to guess. So, I would definitely keep it
that way in your system that you’re creating for yourself
that you will be using to enter that data into the reports. For the responders, I think initially kind
of frequent contact with them to follow up,
how’s it going, how’s everything doing,
and maybe more frequently in the beginning
just to remind them that this is an expectation
of the grant and that you’re hoping that they
will be assisting you with this. And then you may find that
some are better than others in remembering
to send you the data, and then monthly reminders. I wouldn’t wait until
the last minute because you, I can guarantee you, you
will not get your data in time to put it into the report. (female)
Okay. So, Barbara, with what you said,
when we enter the information into the CDP website
and we go to the quarter, you know how it says that,
it just says a number, number of referrals, and then
you give the explanation of how you got that number, in that
explanation would you like for us to put it like April
we had maybe 20 referrals, and then, you know,
every month after that until the next quarter comes. So, that would be like
April through October, or for the next 3 months? So, April, May, June,
would we put it that way, or would we just
put it through email, or something like that? (Barbara)
I don’t know that
SAMHSA just wants that level of detail. It’s nice to have for your
own records to kind of look at trends, and I suspect you’d want
to have that conversation with your evaluator if you have one,
but does SAMHSA respond to that? (Ingrid)
Hi, this is Ingrid from SAMHSA. Can you hear me? (Barbara)
Yeah. (Ingrid)
Hello, everybody. So, I’ve been typing in the
Chat Box and having a hard time logging, getting in to
talk to you over the phone, but I’m glad that you brought up
that question about how you want that CDP information entered. So, we’re asking you, we’re
thinking it’s a best practice that you’re
collecting your data monthly, but you’re only required
to submit it into the CDP quarterly. And as you know,
for those of you, and I hope many of you fall
into this category that have been able to actually
get into the CDP. You’ll see that there is a box
where you’re going to put in a number, and that’s where you’re
going to put that aggregate of all of those 3 months that are
captured within that quarter. And then underneath that
you’re going to have a little, a narrative box where you
can type in some information. It’s really up to you. There’s a lot of leeway about
what can be entered into that Chat Box, but what you’re going
to want to do is to type some information that will be useful
for your Project Officer who’ll be approving that
number to understand. So, I would recommend
typing in in April, six trainees interacted
with youth, or and in May, five did, and in June, six did. You can absolutely enter more
information if you’d like about the types of referrals if
you have that information. I don’t think that you will,
but that is sufficient. You just want to have some
information in there so your Project Officers could
look at your results and say, “Hey, that makes sense. I see what they did
and can approve that.” I hope that helps. (female)
Yes, very much.
Thank you, Ingrid. (Meagan)
I would encourage you if
you have tools, if you already have a survey
developed in SurveyMonkey you could download
a PDF copy of it. If you already have some kind
of Excel spreadsheet that you’re keeping that you would
be willing to share with others, I would be happy to collect
all of those, put them in some kind of
compressed file and email them out to everyone. Of course, it would be up to you
to judge whether or not that the tools in that file are
appropriate for your setting, but I would be more
than happy to do that. My email I just posted into
the Chat Log is [email protected] I’ll put it in again. Kyra, you asked a question
for the first quarterly report, “we sent an email to everyone
who had trained 2 weeks prior to “when we sent the survey out. “I believe we sent
it to 71 people, “and about 60 to 65
people responded.” That’s great. That’s a great response rate. “We sent a preview “of the questions
they would be asked. “This 2-week preview also
allowed us to take care of the “emails that were
being kicked back.” So, that’s a great idea, and
clearly some kind of dates and planning involved there. So, if you need additional help,
the 100 LEA grantees have not been assigned
a specific TA but there is, you can email
the TA Center here, and then there is also
a link to request specific TA, and I will email that out
after to all registrants for this webinar. There is a portal for you
to request TA specific to your site, so if you have
special questions or you need some
additional support, we would be more
than happy to provide that, and I will send out a link to
that portal after this webinar. I’m seeing more
questions come in. So, Amy asked, “We passed out
suicide prevention cards “to each student in secondary
education by way of each “of our counselors, all of
which have Youth Mental Health. Does that count as referral?” I’m going to let
SAMHSA answer that. Ingrid replies, “If you’re
sending them out to “every student and not just
a student identified as at risk, then it
wouldn’t count.” (Ingrid)
Yeah, this is Ingrid. I’m realizing I could type
faster than I can get out off of mute. So, yeah, I think any use,
and that’s wonderful. I’m loving that
you’re doing that. So, everyone has
those cards so it’s fantastic, and as a general practice
I think that’s just amazing, and I’m loving hearing all of
the fantastic ideas that you’re all coming up with. But I think if you’re giving
it to every student it’s not necessarily changing an adult’s
behavior about responding to a youth that may, that they
feel may be in need, at risk, having, experiencing
some of those problems. So, that’s kind of a thing that
you can think about whether you want to count it as a referral
or count it not as a referral. Is the adult, did they do
something because they were concerned
about a child? And that could be the trigger. Hope that was helpful. And before we log off, I have
one quick statement that I want to make
to all of you. I know your Project Officers
have been busily getting information out to you about
some of the struggles that we’ve been having with the CDP,
and the request for a waiver. So, you should have received or
someone in your office should have received
an email message from– our Deputy Administrator,
Kana Enomoto, that is asking everyone
who is struggling with getting into the CDP, which I think at this point
is 100% of you all, to submit a waiver request,
which is a simple email that you just send to
the attached, to the email, to the email address
that was in that letter, and your Project Officer
will have that as well, saying “We’d like a waiver
for submitting our CDP data. We’re having
problems with the CDP.” It would be great if you could
identify what those problems might be, such as
you can’t enter data, or you can’t access it,
or whatever. And you simply send that
to the email address at the Department of
Grants Management. They’ll send you a confirmation
that they received it and put it right in your file,
and you’re good to go. So, please keep an eye out
for emails both from Kana Enomoto which
you should have gotten a couple of weeks ago
and from your Project Officers that will be coming out soon. And let us know if you have
any questions about that. All right, thank you. (Meagan)
Thanks, Ingrid, very helpful. I also while Ingrid was speaking
found the link to request TA for your LEA. It’s in the Chat Box now. Just copy and paste it,
and that will submit a form and we’ll contact you
to provide whatever Technical Assistance
you would like. Okay, at this point,
we are at 11:05, so our time is coming
to a close. If anyone would like to un-mute
themselves by hitting star 6 and ask any final questions,
now would be the time. And then also after this we’ll
be sending all those resources and a memo addressing
any questions that have not been addressed
in this webinar. (female)
Hey, Meagan, I
do have one last question. When we were looking
at the CDP website, and I know this is
only for referrals, but we had a question
about budget. When we click over
to the [inaudible] it doesn’t let us
submit anything. All the boxes are cancelled
or not letting us submit. Is that something that they
are doing or that we should be putting input on? (Ingrid)
Hi, this is Ingrid,
and I’m going to chime in because I know
the answer to that. Isn’t that annoying? I think that it’s the most
common problem that I’ve been seeing is that you
go to enter it in and you have that
little red circle with the line through it. Is that what you’re seeing? (female)
Yes. (Ingrid)
Exactly, yeah,
that’s a problem with the CDP, and so as I was just mentioning,
you might when you’re submitting that waiver request just
say, “I can’t enter in data. It won’t let me enter
it into the blocks.” So, yes, that is a problem with
the CDP that we’re having in so many of our grantees. So, keep trying on that. Register it with the Help Desk,
the CDP Help Desk if you haven’t already, or talk to your
Project Officer about it. They have a long list of the
challenges that they’re working through, and that is one of
the most common ones that I have seen, particularly for
the Project AWARE-LEA and SEA grantees. So, you’re not doing
anything wrong at all. (female)
Thank you so much, Ingrid. We’ll just submit the waiver
to our Project person. (Ingrid)
That would be fantastic. (Meagan)
Based on the silence
I am thinking that questions have been answered. Feel free to email me
any resources that you’re willing
to share with others, and we’ll be sending out
a follow-up email very soon. Thank you all for attending,
and thank you to, you know, our
SAMHSA representatives, Ingrid and Michelle, for
being active and assisting the grantees in such
an effective way. So, at this point we
will say good bye.

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