1. Communities That Care Community Assessment Training

2. T ODAY ’ S T OPICS Module One: Overview Module Two: Collecting Archival Data Module Three: Identifying Priorities Module Four: Preparing the CAR Module Five: Using the PAYS Report Module Six: Next Steps 2

3. C OMMUNITY A SSESSMENT T RAINING G OAL 3 To build the Community Board’s capacity to conduct a thorough community risk and protective factor assessment

4. T RAINING O BJECTIVES 1. Describe the steps in the community assessment process 2. Explain the purpose and uses of the community assessment 3. Develop and carry out a plan for completing the assessment 4. Communicate the assessment results to the Community Board and Key Leaders 4

5. CTC System Phase 1 Getting Started Phase 2 Organizing, Introducing, Involving Phase 3 Developing a Community Profile Phase 4 Creating a Community Action Plan (CAT) Phase 5 Implementing & Evaluating the CAT F IVE P HASES OF CTC 5

6. M ILESTONES & B ENCHMARKS C OVERED 6 Phase 3 – Developing a Community Profile 3.1The Community has the capacity to conduct a community assessment & prioritization 3.2Collect community assessment information & prepare for prioritization 3.3Prioritize populations or geographic areas for preventive action based on risk & protective factor data 3.4Identify priority risk and protective factors based on the PAYS Supplemental Handout #1: Milestones & Benchmarks Document

7. C OALITION U PDATE : W HERE ARE WE NOW ? 7 Review of workgroup membership ~ who’s not here today? Coalition activities to-date Milestones/Benchmarks addressed to-date Issues/Barriers/Solutions

8. 8 M ODULE O NE : O VERVIEW

9. P ROCESS O VERVIEW 9 PA Youth Survey (PAYS) Archival/ Indicator Data Prioritization: Risk & Protective Factors Geographic Areas/Populations Community Assessment Report (CAR) 2-3 Priority Risk/Protective Factors Community Strengths Low Risk ~ High Protection

10. T YPES OF D ATA TO C OLLECT 10 Youth Problem Behaviors Risk Factors Protective Factors C OLLECTION M ETHODS & T OOLS PA Youth Survey (PAYS) Archival Data Sources Specific Indicator Data Supplemental Handout #2-4: #2 – PAYS Report #3 – RPF Profile Sheets #4 – Archival Data Excel Workbooks (Elec)

11. P RODUCTS OF THE C OMMUNITY A SSESSMENT 11 Priorities for Prevention Planning Community Assessment Report (CAR) Supplemental Handout #5: Community Assessment Report (CAR)

12. U SES FOR C OMMUNITY A SSESSMENT D ATA 12 Create a community-specific profile Develop a focus for prevention planning Address community misconceptions Conduct PR & Outreach to mobilize the community

13. U SES FOR C OMMUNITY A SSESSMENT D ATA 13 Establish baseline & expected outcomes for prevention planning Drive the selection of effective prevention programming Evaluate progress Support fund development

14. 14 M ODULE T WO : C OLLECTING A RCHIVAL D ATA

15. M ODULE T WO G OAL To provide the knowledge and skills necessary for collecting archival data for the risk and protective factor assessment 15

16. O BJECTIVES 1. Define archival data and its uses 2. Identify what archival data should be collected 3. Identify indicators and potential sources 4. Assign responsibilities for data collection 5. Review how to prepare the data for analysis 16

17. A RCHIVAL D ATA 1. Any data that has already been collected 2. Formats a. Raw numbers or written reports b. Stored in paper files, computer databases or online c. Ensure the data is valid and reliable! 3. Collect a. Local data b. State comparison data c. National comparison data 17

18. P LANNING FOR A RCHIVAL D ATA C OLLECTION 1. Identify risk factors & problem behaviors you need data for 2. Identify indicators to be collected 3. Identify sources for each indicator 4. Assign each source to a team member 5. Assign a data collection manager 18

19. T IPS FOR C OLLECTING A RCHIVAL D ATA 1. Collect meaningful units of measure 2. Collect data for the latest 5 years (or the # of years that are meaningful) 3. Collect information about the source 4. Collect other relevant information 19 Trends Ranges Rates Means Percentages Rank Modes Medians Indexes Indices Totals Quartiles Supplemental Handouts: #6 - Glossary of Terms #7 – Contacting Archival Data Sources

20. A RCHIVAL D ATA A NALYSIS 1. Impressions 2. Trends 3. Comparisons 4. Consistency 20 Supplemental Handout #8: Archival Data Analysis Questionnaire

21. T OOLS FOR A NALYZING D ATA 1. Tables 1. Red flags 2. Comparability 3. Completeness 2. Graphs a. Examine trends b. Identify significant changes in one or two years c. Compare with state and/or national data 3. Charts 1. Age groups 2. Areas 3. Populations 4. Trends 21

22. H ELPFUL H INTS FOR D ATA A NALYSIS 1. Set a time line 2. Collect more information than needed 3. Ask experts for help 4. Beware of “analysis paralysis” 22

23. D ATA C OLLECTION N EXT S TEPS 1. Finalize data collection assignments 2. Assign a data collection manager 3. Set a time line for collection and analysis 4. Set next meeting date(s) 23

24. 24 M ODULE T HREE : I DENTIFYING P RIORITIES

25. M ODULE T HREE G OAL To prepare participants to analyze the community’s assessment data to identify priorities for prevention action 25

26. O BJECTIVES 1. Identify priority geographic areas or populations for community attention 2. Identify community strengths and 2-3 priority risk/protective factors 26

27. P ROCESS O VERVIEW 27 PA Youth Survey (PAYS) Archival/ Indicator Data Prioritization: Risk & Protective Factors Geographic Areas/Populations Community Assessment Report (CAR) 2-3 Priority Risk/Protective Factors Community Strengths Low Risk ~ High Protection

28. A CTIVITY : C ANDY D ATA A SSORTMENT 1. Sort the candy 2. Record your findings 3. Report the results 4. Enjoy your data source (eat your candy)! 28

29. W HY P RIORITIZE R ISK /P ROTECTIVE F ACTORS ??? To achieve the greatest long-term impact on youth problem behaviors 29

30. I DENTIFYING C OMMUNITY S TRENGTHS 30 Elevated protective factors Low levels of a risk factors Low levels of a problem behavior

31. P RIORITIZED R ISK F ACTORS B ASED O N : 31 Data analysis  Comparisons  Trends Clusters of elevated risk Ability to influence Political/social/economic considerations Ability to achieve “quick wins”

32. P RIORITIZED R ISK F ACTORS B ASED O N : 32 Inclusiveness Not Enough Data Wanting to “Do It All” Time Lines & Resources Need to Move Forward Need to Prioritize

33. T HE P RIORITIZATION P ROCESS 33 The Board Administration Workgroup will develop prioritization for approval  Identify method ahead of time  Involve Key Leaders and Community Board  Involve broader community  Set a timeline

34. 34 M ODULE F OUR : P REPARING A C OMMUNITY A SSESSMENT R EPORT

35. M ODULE F OUR G OAL To prepare participants to develop and distribute a Community Assessment Report (CAR) 35

36. O BJECTIVES 1. Understand the purpose of the Community Assessment Report 2. Identify potential audiences and uses of the report 3. Understand how to format and organize the report 4. Plan for the distribution of the report 36

37. W HAT IS A C OMMUNITY A SSESSMENT R EPORT (CAR)? A summary of your community’s risk-factor, protective factor and problem-behavior assessment 37

38. S TEPS TO COMPLETING THE CAR 1. Identify target audiences and uses 2. Determine content and format 3. Determine who will write the report 4. Submit draft for Key Leader/Board approval 5. Distribute to stakeholders 38

39. P OTENTIAL A UDIENCES & U SES 39 For approval and buy-in from Champions, Executive Members and Community Board Members To engage leaders and members of priority areas or populations To raise general public’s awareness of community challenges and strengths To demonstrate need to funding sources To help Community Board to focus its efforts To write the Community Plan

40. O RGANIZING Y OUR I NFORMATION 40 Gather all data and worksheets used on collection and analysis Group information by risk factor, protective factor or problem behavior Group risk- and protective-factor data by domain

41. R EPORT O RGANIZATION 41 Cover Page Table of Contents Acknowledgement of data workgroup, coalition members and funders Executive Summary Introduction Body Conclusion Appendices

42. C OVER PAGE 42 Title Prepared by Date Sponsoring Agency Vision Statement Coalition Logo

43. A CKNOWLEDGEMENTS 43 Data Workgroup Members Coalition Members Funders Other Contributors

44. E XECUTIVE S UMMARY 44 Purpose and use of the report Who prepared the report How the information was collected Conclusions and key findings Recommendations for next steps

45. I NTRODUCTION 45 The PAYS surveying effort (both state and local) The purpose of the report The data collection process Other relevant information

46. B ODY 46 Key background information on the community Findings on risk factors, protective factors and problem behaviors  Include both community strengths and challenges Explanations/interpretations

47. B E S URE T O : 47 Use visuals Acknowledge sources for all data Include indicator definitions Provide relevant background information on the data

48. C ONCLUSION 48 Summary of key findings Priority risk/protective factors and community strengths Recommendations for next steps

49. A PPENDICES 49 References Supporting data Other relevant information

50. E DUCATING THE C OMMUNITY 50 Key Leaders  PAYS 101 Video 6.2 - Executive Summaries  Individual briefings  Large meeting Community Members  PAYS 101 Video 6.1 – Community Check-Up  PAYS 101 Video 6.3 – Focus on Seniors  Media relations  Community forums  Sector-Focused Briefing Papers Supplemental Handout #9: Sector-Focused Briefing Papers

51. 51 M ODULE F IVE : U SING THE PA Y OUTH S URVEY (PAYS)

52. M ODULE F IVE G OAL To prepare participants to interpret and use PAYS results to identify priority risk and protective factors 52

53. O BJECTIVES 1. Understand the background and validation of the PAYS 2. Become familiar with the PAYS report 3. Interpret the survey results and identify community strengths and challenges 53

54. PAYS IN R EVIEW 1. PAYS 101 Video Review a. Video 3 – Getting Started 2. PAYS Report a. Table of Contents b. Section One 3. Section Reviews 4. Risk and Protective Profile Sheet a. 22 Risk Factors – Peer/Individual has the most b. 9 Protective Factors – Family Domain has the most c. Scores for each grade level and a total d. PAYS 101 Video 4 – Four Key Steps 54

55. 55 M ODULE S IX : U SING THE PA Y OUTH S URVEY (PAYS)

56. M ODULE S IX G OAL To develop a final work plan for completing the community assessment 56

57. O BJECTIVES 1. Identify tasks and assign responsibilities 2. Develop a timeline 3. Work with PR/Outreach Workgroup to develop and communicate the work plan to stakeholders 57

58. D EVELOPING A W ORK P LAN 58 Identify tasks Assign responsibilities Identify needed resources Specify issues or barriers to resolve Develop a timeline Supplemental Handout #10: Community Assessment Work Plan

59. D EVELOPING A T IME L INE 59 Consider: Upcoming training events:  Community Resources Assessment Training (In 1-2 Months)  Community Planning Training (In 2-4 Months) Application/reporting deadlines Conferences/community events Other Community Board activities

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61. For more information including materials from this presentation: EPISCenter 206 Towers Building University Park, PA 16802 Phone: (814) 863-2568 Fax: (814) 865-3936 Email: EPISCenter@psu.eduEPISCenter@psu.edu Web: www.episcenter.psu.eduwww.episcenter.psu.edu The EPISCenter is a project of the Prevention Research Center, College of Health and Human Development, Penn State University, and is supported by funding from the Pennsylvania Commission on Crime and Delinquency and the Pennsylvania Department of Public Welfare as a component of the Resource Center for Evidence-Based Programs and Practices. THANK YOU! 61