Healthy Communities Monthly Webinar 13 March 2018

Agenda Tracking tool and Qualtrics for EOY Reporting Financial tracking template Golisano Award Executive Summary: Report geographic focus area and number of registered athletes. This will help us evaluate criteria 5. Executive summary: We are excited to hear all the amazing work you did in the past year! 3-year grantees will be able to see what they reported in the 6 month mark. 1 year grantees—in a couple sentences, please describe the impact of your overall health work. This narrative piece helps us understand your success beyond the metrics you will provide. This piece also helps us share your successes to our funders. Partnerships: Partnerships are critical to support all aspects of your HC work and to become sustainable once funding is over. 3 YR grantees: you should have received a list of all your partners from your mid-year report. Please provide information in any new partners and/or additional information about current partners. This section is also more narrative based. 1YR grantees: please list all partners Please list current partners and any partners that are new since you last reported. Information about calculating VIK is in the glossary of terms sent by your RHM, you can also contact your finance team to help you with this section.

Reporting Cycle 3 YR& 1YR Grantees 13 April 2018 – Year-End report. This is a narrative and metrics report that covers the full year. We recommend you start with the Tracking Tool and then transfer to the Qualtrics link. The budget report and copies of all receipts are also due. You should have received a link from your RHM to access your online report You are required to submit your online report and financial template with copies of receipts You are required to submit the online report and financial template for the EOY report.

Tracking Tool Begin tracking all EOY report information Copy and paste online into Qualtrics Healthy Community Criteria You should have received via email all materials for end-of-year reporting by now. If you have not, please contact your RHM as your report is due on April 13th. You will be reporting on metrics for all 6 criteria Criteria 1-3 We want to know if you think you are meeting each criteria. 1-3 cover HA. As a refresher (go through what each criteria means) First 2 criteria is Program-wide, criteria 3 is geographic focus area You RHM will be sending out HC event calendars before the end of March or no later than April 6. This event calendar will have all of your Healthy Athlete events from 1 April 2017 - 31 March 2018 that we are aware of. Please update the calendar with any missing events and then upload it into Qualtrics by selecting any of the 3 answer options below **Share screen to show updated tracking tool, see word doc for information on each tab. You are not supposed to submit this to us, serves as a guide to collect all your information to complete the EOY report online.

Tracking Follow-up Need to gather: Contact information Document referral need Need to find out: Did they make appointment Did they get follow-up care Why/why not? In the trac Criteria 4 For all the HA disciplines you held in the grant year, please report on the total # of referrals and then the # of referrals confirmed to have a place to go for follow-up care. A place to go means that they already have an existing doctor or dentist to book an appointment with OR the Program can connect the athletes to a specific HC provider or partner. If possible, please report on the # of referrals confirmed to have received follow-up care. Meaning that they have already received treatment with the HC provider. If you don’t know, please indicate n/a in qualtrics For the narrative questions, please briefly describe your method for tracking this information, either through excel, SMS text messaging, etc., and if you have a system in place for urgent referrals as well as the # of urgent referrals if known. Not required but if you have data that would be great—the # of athletes referred for follow-up care in additional geographic focus area—please do not report on the numbers reported in your geographic focus area Training HC Professionals 3 YR grantees may remember this section in under additional metrics. We moved it to crit 4 bc a lot of these professionals and students offer follow-up care to people with ID. We want to know Program-wide We want to know the total # of trainings for HC professionals and students outside of HA, who conducted the training, and what materials were provided. king tool, we provided a template/example on how to track follow-up care. Some important information to collect. This can be done through excel.

Tracking Criteria 5 (cont) In this example, 2 wellness programs 4 participants (1athlete, 3 unified partners) participate in at least 6 or more sessions of fitness club 5 participants (2 athletes, 3 unified partners) participate in at least 6 or more sessions of cooking class Mickey does both, so total unique number of athletes here is 2 Kristin does both, so total unique number of unified partners is 5 This example is directly from the fitness tracking tool and is also in the EOY reporting tracking tool—serves as a template. Sometimes athletes are involved in multiple health/wellness programs. The unique number of athletes involved in Health/Wellness programs should count each athlete that completes 6 sessions of the program only once, even if they participated in multiple programs. If you look at Unified Fitness club, there are 4 total participants that are participating in at least 6 or more sessions. This is because Mickey Mouse, Harry Potter, Hermione, and Kristin participated in at least 6 sessions (6 or more yes’ in their attendance records. Bugs Bunny did only 1 session, he does not count. If you look at Cooking Class, there are 5 total participants participating in at least 6 or more sessions. This is because ALL participants participated in at least 6 or more sessions of cooking class. If you go back to report this in the HC reporting tracking tool, you are required to report the total number of athletes out of all your health/wellness sessions for criteria 5. When looking at both Cooking Class and Unified Fitness clubs, total # of unique athletes here is 2 because Mickey Mouse did both, count him once. Leia participated in more than 6 sessions for cooking, she counts as well. For total # of unique unified partners, it is 5 because Kristin did both, she is counted once. IN ORDER TO REACH CRITERIA 5, WE NEED TO KNOW NUMBER OF ATHLETES

Qualtrics Log-in (Program Name) 3 year grantees: unique link You will be able to see data entered into your report from mid-year Download report for your records Contact us if you encounter issues! (research@specialolympics.org) will automatically save changes. You can go back and forth to view/double check answers. You will also be able to see a summary of all your responses after you’ve submitted into a PDF copy. PDF copies have been known to not show complete text responses, we can provide another copy over email that will show complete responses if you’d like.

Qualtrics: Criteria 5 These next couple slides show how it looks like in Qualtrics—looks nearly the same as the tracking tool so you can simply copy and paste. We highly recommend entering your report online to streamline the reporting process and keep ever Criteria 5: When telling us the impact of your activities in follow-up care, this is a great opportunity to share individual athletes success stories. Weight loss, improved sports performance, etc. I went over some tips on how to calculate this in the February webinar and will go over them again shortly. We would like to know across all your h/w/f programs, the total # of athletes participating in at least 6 or more sessions. This metrics is required to measure your progress to meet criteria 5 If you have data, it would also be great to know the # of people with ID who are non-SO athletes, the # of family members/caregivers, and # of unified partners participating in at least 6 or more sessions. Having this data is great to show the reach/expansion of our programming. We would also like to know a little bit about each h/w/f program. Please include the name, description, if the program offered at least 6 sessions to the participants, and how many of those athletes received 6 or more sessions of this program. These are not one-time opportunities. Sessions are different points in time—weekly, monthly, etc. If you have any tools or resources to capture impact or effectiveness of your program, please upload here, an example of this is the fitness tracking tool or a pre and post survey. If you offered one-time health/wellness opportunities or events, such as a FHF or expo/fair, please report them here! And similar to criteria 4, if you have work in additional geographic focus areas, please report them here. Do not include the numbers reported in your geographic focus area. ything in one place.

Qualtrics: Criteria 6 Sustainability checklist There is a lot of text because we are trying to be as informative as possible to help you understand what to track. Inclusive health guide and glossary of terms should also be referenced to help collect these metrics or if you’re stuck and don’t know what it means Criteria 6 Programs are typically at different points in achieving sustainability. We want you to think about how your work will continue achieving all 6 criteria once you no longer receive SOI funding. We provided a checklist (you can select more than one in qualtrics) We would also like to know your Program’s $ and VIK contributions—this should not include contributions from SOI or partners. You already indicated partner contribution earlier in the report. We broke down this question for asking VIK—this includes additional staff time and any resources such as supplies or equipment. Particular examples on how to calculate this in your glossary of terms provided by your RHM. If you do not have that, please let them know. And then for cash contribution, did any fundraising or development budgets such as Polar plunge or torch run contribute to health programming? If you did, please estimate that amount here. We included an optional question to demonstrate how health has strengthened your overall Program. You may recognize this in your fitness report

Helpful Tips & Reporting Resources Glossary of terms Defining commonly misunderstood metrics Inclusive Health FAQ For 1 YR Grantees You should have received these resources from your RHM to help answer any questions on some of these metrics. If you have any questions, please contact your RHM Glossary of terms Defines commonly misunderstood metrics for criteria 1-6 Inclusive health For 3 yr grantees that have already completed their monthly update to answer these questions—thank you and we will be reviewing this section. For 1 yr grantees, we want to know if you are aware of any organizations, universities, and other partners you’re working with to make more inclusive changes and policies. Inclusive health is defined as the inclusion of those with ID in mainstream health policies and laws, programming, and services, training programs, research, and funding streams. In this section, we provided a lot of information to help you answer these questions, and if you have any additional questions, please refer to the Inclusive Health FAQ, which was provided by your RHM. Additional Objectives If you had additional objectives in your project plan, feel free to include them here to share your progress Additional Metrics 3 short sections Educating health advocates—this includes # of trainings and the total # of family members, athletes and athlete leaders, and coaches educated in health. Families, athlete leaders, and coaches are educated in health to promote health and wellness in their local communities. Of those educated, we want to know the # of athlete leaders, family members, and/or coach advocates activated. This means that they could be presenting on inclusive health at conferences, meeting with partners/funders, promote hw/f in their community, and/or leading family and athlete advocacy networks. Raising awareness: this includes and academic or non-academic articles/presentations about HC from your Program and/or partners.

Office Hours Thursday, March 29th 9 AM EST Time and 9 PM EST Time Not required Opportunity to ask questions Contact research@specialolympics.org! I will be going through the tracking tool again, Programs are welcome to hop on whenever to ask questions. You can also send an email us or your RHM for any questions or concerns.