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Toolkit Instructions

Toolkit Instructions. The goal of this presentation template is for ACL Falls Prevention Grantees to emphasize to partners and workshop facilitators the importance of data collection and to provide instructions about how to submit the data collection forms.

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Toolkit Instructions

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  1. Toolkit Instructions • The goal of this presentation template is for ACL Falls Prevention Grantees to emphasize to partners and workshop facilitators the importance of data collection and to provide instructions about how to submit the data collection forms. • Materials: PowerPoint presentation template and script • Overview • ACL/AoA Falls Prevention Grant Goals and Anticipated Results • Importance of Collecting Data • Data Collection Terminology and Forms • Changes to the 2018 OMB-Approved Forms • Instructions for Submitting Data Forms to Grantee • Maximizing Complete and Accurate Data • Participant Demographics and Program Outcomes Reports • Resources

  2. Falls Prevention Data Collection Toolkit

  3. Grant Goals • Significantly increase the number of older adults and adults with disabilities at risk of falls who participate in evidence-based community programs to reduce falls and falls risks • Implement innovative funding arrangements to support evidence-based falls prevention program(s) both during and beyond the grant period; and, • Embed program(s) into an integrated, sustainable evidence-based prevention program network via centralized, coordinated processes

  4. Anticipated Results • Reach [x] participants through the [x] program, [insert program description] • Reach [x] participants through the [x] program, [insert program description] • Reach [x] participants through the [x] program, [insert program description] • [Agency] requires program implementation sites to administer participant pre- and post-survey datato track participant engagement and program outcomes. Completing the forms is entirely voluntary for participants. They may choose to skip certain questions or choose not to complete the form at all. • For more information about the grant goals, activities, partnerships, and anticipated results, view the [state] grantee profile: https://www.ncoa.org/center-for-healthy-aging/falls-resource-center/falls-prevention-grantees-falls-resource-center/falls-prevention-grantee-profiles/

  5. Importance of Collecting Data The Administration for Community Living, the National Council on Aging, and [insert agency here] use data to: • Determine program reach and participant demographics (i.e., ethnicity, age, gender) so we can better target our efforts to serve our community. • Report participant outcomes to determine the impact and value of the programs. • Show grant funding agency and legislators that they are spending their money wisely on these programs. • Learn what technical assistance we can provide to better support you in implementing and sustaining programs. • Inform future program needs. • Conduct research to determine the reach and value of programs.

  6. Data Collection Form Terminology • Program: An evidence-based falls prevention program • Workshop: A class or group meeting through which a program is delivered to participants • Session: A single meeting of a workshop, e.g., an hour-long class period or an encounter • Facilitators/Leaders: The people who are trained to deliver the falls prevention programs • Participant: The people who enroll in the programs

  7. Data Collection Form Terminology • Host Organizations: The organizations that sponsor workshops, hold the license for a programs, train or employ leaders, and arrange for the use of implementation sites • Implementation Sites: The physical locations where programs are delivered

  8. Data Collection Forms • Host organization information form • Falls program information cover sheet • Falls program leader data collection script • Participant attendance log • Participant information form (pre-survey) • Participant post-session survey • All forms can be downloaded at the following webpage: [Insert your agency’s webpage, or link to the forms on the National Falls Prevention Grantee Resources webpage: https://www.ncoa.org/center-for-healthy-aging/falls-resource-center/falls-prevention-grantees-falls-resource-center/falls-prevention-grantees/]

  9. Data Collection Form Formats • Available in English, Spanish, Chinese, Hmong, Korean, Vietnamese, and Cambodian • Printed • Fillable PDF (Pre- and Post- Surveys Only) to be sent electronically

  10. New Data Collection Forms for 2018

  11. New Data Collection Forms • Host Organization Information Form*** • Program Information Cover Sheet*** • Attendance Log*** • Participant Information Form (Pre-Survey) • Post-Session Survey • Optional Participant Survey Questions ***No changes aside from the form expiration date

  12. Form Changes: Program Information Form Changed • Participant I.D. (Question format) • Question 8: Has a health care provider ever told you that you have any of the following chronic conditions? (Answer choices and format) • Question 11: In the past 3 months, how many times have you fallen? (1 question  3 questions) Added • Question 15: I have made safety modifications in my home, such as installing grab bars or securing loose rugs, to reduce my risk of falling. __ True __ False • Question 16: What best describes your activity level?

  13. Program Information Form: Participant I.D. Back slashes added to the participant I.D. field, and the I.D. instructions (“first two letters of your…”) appear after the blank spaces. New Form Old Form

  14. Program Information Form: Question 8 Old Form New Form • “Check Yes or No” • Yes/no answers for each condition • Answer options for cancer, high blood pressure/hypertension, osteoporosis, and Parkinson’s disease • “Other chronic condition(s) (specify)” • Removed “none (no chronic conditions)” answer choice

  15. Program Information Form: Question 11 New Form • Changed from 1 follow-up question to 3 follow-up questions. Old Form

  16. Program Information Form: Question 15 New Form • Added home safety question to pre-session survey

  17. Program Information Form: Question 16 New Form • Added activity level question to pre-session survey

  18. Form Changes: Post-Session Survey Changed • Participant I.D. (Question format) • Question 2: Since this program began, how many times have you fallen? (1 question  3 questions) • Question5: Please mark the circle that tells us how sure you are that you can do the following activities. (Answer choice) • Question 8: Since this program began, what have you done to reduce your chance of a fall? (Answer choices) Removed • Question 4: Has this program reduced your fear of falling? Added • Question: I have made safety modifications in my home, such as installing grab bars or securing loose rugs, to reduce my risk of falling. __ True __ False • Question: What best describes your activity level?

  19. Post-Session Survey: Participant I.D. • Back slashes added to the participant I.D. field, and the I.D. instructions (“first two letters of your…”) appear after the blank spaces. New Form Old Form

  20. Post-Session Survey: Question 2 New Form • Changed from 1 follow-up question to 3 follow-up questions. Old Form

  21. Post-Session Survey: Question 5 New Form • Changed “Somewhat sure” to “Somewhat” Old Form

  22. Post-Session Survey: Question 8 New Form • Removed two answer choices • “Did exercises I learned in this program at home” • “Made changes in my home to reduce my risk of falling” Old Form

  23. Post-Session Survey: Question 4 Old Form • Removed question 4 from the post-session survey

  24. Post-Session Survey: New Question New Form • Added home safety question to post-session survey

  25. Post-Session Survey: New Question New Form • Added activity level question to post-session survey

  26. Instructions for Submitting the Data Forms • Compile the host organization information form, falls program information cover sheet, attendance log, participant pre-surveys, and participant post-surveys. • Within [timeframe, i.e. two weeks] of completing a program workshop, send all of the data forms to [agency] by: • [Insert your agency’s centralized data collection instructions here, i.e. scan and email the forms to example@ncoa.org]

  27. Maximizing Complete and Accurate Data • Build in time to complete forms during the beginning of the first and last workshop sessions. • Review the Program Leader script that highlights the importance of completing the forms. • Host a “Session Zero” to allow participants more time to complete the pre-survey. Tools and tips sheets for hosting a Session Zero can be found here: https://www.ncoa.org/center-for-healthy-aging/cdsme-best-practices-toolkit/centralized-coordinated-logistical-processes/#intraPageNav1 • Walk through the surveys together with the participant.

  28. Maximizing Data Collection: Addressing Barriers • Have bilingual assistance to translate questions not easily understood, or be available to help with form completion. Note that the data collection forms are available in English, Spanish, Cambodian, Chinese, Hmong, Korean, and Vietnamese. • For questions with scales, consider creating large laminated print cards depicting the scales. • For questions asking about a timeframe, e.g., ‘number of falls in the past 3 months’, help the group by giving a time frame. • Bring a few extra copies of the forms printed with large font (size 16 or larger) for individual with visual impairment. • Have 2-3 volunteers walk around and assist participants with form completion.

  29. Participant Demographic and Program Outcome Reports • Every [insert timeframe here, i.e. quarterly] months, the [agency] will send a program and participant outcome report to show your organization’s leadership, partners, and program participants the value and impact of evidence-based falls prevention programs and assist with future program planning needs. • The participantdemographics report will include information about participants’ age, sex, race, ethnicity, living arrangement, chronic conditions, education, activity limitations, and referral from a health care partner. • The programoutcome report will include outcome data from participants’ pre- and post-surveys

  30. Sample Program Outcome Report

  31. Sample Program Outcome Report

  32. Sample Program Outcome Report

  33. Sample Program Outcome Report

  34. Resources • Falls Prevention Group Leader Script • Tip Sheet: Maximizing Complete and Accurate Data • Tools and Tips Sheets for Hosting a Session Zero • Privacy and Security Basics for Falls Prevention Evidence-Based Programs PowerPoint • [Insert additional resources here]

  35. Questions? • Contact • [Insert your agency’s contact information here]

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