facilitator guide - communities that care

Communities That Care Community Board Orientation Facilitator Guide Introduction

©2014 Center for Communities That Care, University of Washington

Community Board Orientation

Community Board Orientation ©2014 Center for Communities That Care, University of Washington

Table of Contents

Introduction: Facilitator Guide

Page i-ii Introduction

Page iii-iv Pre-training Preparation

Page v-xii Materials & Advanced Prep

Sess ion 1: Facilitator Guide

Pages i-ii Introduction

Pages 1-1 to 1-10 Module 1: The Big Picture

Pages 2-1 to 2-35 Module 2: Foundations of CTC

Pages 3-1 to 3-13 Module 3: The CTC Process

Pages 4-1 to 4-12 Module 4: A Vision for Our Community

Sess ion 2: Facilitator Guide

Pages i-iii Introduction

Pages 1 to 8 Welcome & Review

Pages 1-1 to 1-5 Module 1: Finalize Our Vision Statement

Pages 2-1 to 2-27 Module 2: Getting Organized

Pages 3-1 to 3-13 Module 3: Establishing Effective Communications

Community Board Orientation Pre-training Preparation

Community Board Orientation ©2014 Center for Communities That Care, University of Washington i

Goal

The goal of the Community Board Orientation workshop is to build the operating system for Communities That Care in your community. This workshop is the first time the community board will work together as a group.

Objectives

After completing this two-session workshop, participants will:

1. Explain prevention science and the research foundation of CTC

2. Describe the impact of CTC

3. Describe the CTC system and process

4. Draft a vision statement

5. Develop an organizational structure and procedures

6. Develop a recruitment plan

7. Establish effective communications

Audience

The participants of this workshop are identified by the key leaders group to represent your community in the CTC process. There are generally 15-40 board members representing key stakeholder groups in the community.

Agenda Session 1

Total time including breaks is approximately 5 hours. Module 1 - The Big Picture 45 minutes Module 2 - Foundations of CTC 150 minutes Module 3 - The CTC Process 45 minutes Module 4 - A Vision for Our Community 60 minutes

Agenda Session 2

Total time including breaks is approximately 5 hours. Welcome & Review 30 minutes Module 1 - Finalize the Vision Statement 60 minutes Module 2 - Getting Organized 150 minutes Module 3 - Establishing Effective Communication 60 minutes


Community Board Orientation ii ©2014 Center for Communities That Care, University of Washington

Milestones & Benchmarks Addressed in This Workshop

Milestone 2.1: Develop a Community Board to facilitate assessment, prioritization, selection, implementation, and evaluation of tested, effective programs, policies and practices.

Hold Community Board Orientation. Ensure that community board members understand the research foundations of

Communities That Care and the CTC process.

Ensure that community board members understand roles & responsibilities. Establish organizational structure (including leadership roles and committee and/or

workgroup structures).

Define formal method of communication among coordinator/facilitator, community board members, and key leaders.

Ensure development and approval of initial work plan and time lines for implementation by stakeholders.

Develop documentation mechanism for Communities That Care process.

Milestone 2.2: Educate and involve the community in the CTC process.

Develop vision statement with input from Key Leaders, Community Board, and community; share with community.

In Advance of This Workshop

The Community Board Orientation (CBO) prepares the community board to launch the CTC process. What needs to be in place in your community to ensure a successful launch? Be sure to consult with your CTC coach to understand the community actions needed prior to the Community Board Orientation.

Work with your CTC coach to review the Milestones & Benchmarks to ensure that all the steps necessary for a successful Community Board Orientation have happened, for example:

Have a diverse and representative group of stakeholders been identified & invited by key leaders to form the community board?

Have key leaders determined an appropriate fit for the CTC effort in the community? Will CTC require a new coalition or will it become part of an existing collaborative effort?

Have essential readiness issues been addressed?

Work with the key leader who will welcome participants to ensure s/he has appropriate talking points and can summarize CTC progress to date.

Between Session 1 and Session 2, review the Milestones & Benchmarks for Phase 2 with your CTC coach so you are certain about which sections of the Key Questions document the group will be able to answer during the session.


Community Board Orientation ©2014 Center for Communities That Care, University of Washington iii

How to Use This Guide

It’s important for you to carefully read and review all of the materials in this orientation. Watch the videos, look over the participant handouts, and read through all of the Facilitator Guide to become very familiar with the content and to prepare to deliver each session.

You should feel comfortable working with a computer and internet connection in front of a group. Practice projecting the screen shots and videos through an overhead projector to make sure they can be seen by participants in the room. Make sure you have external speakers so participants can hear the video sequences.

Check through the materials list for each day of the workshop and make sure you have all the supplies needed.

10 Steps for Effective Training

Each topic in the Facilitator Guide progresses through a teaching and learning process that assumes adults acquire knowledge by constructing it for themselves and by building on what they already know. The ten steps in the process are summarized below. Some steps are used specifically for teaching skills and are not included when the objective is knowledge acquisition or comprehension. This Community Board Orientation workshop includes quite a bit of knowledge sharing and much less skills development than later CTC workshops, so there will be less modeling, practice, and feedback in this workshop than in later workshops.

1. Clearly stated objectives: must be observable and limited in number.

2. Mental set: begins the task, makes connections between past and present experiences, and focuses thinking on the activity to come. Sometimes the facilitator shares the mental set; often the mental set is presented at the beginning of the video.

3. Input: the content to be learned. In this orientation, the input is provided in short videos. The videos explain concepts, skills, and processes to be developed.

4. Modeling: when a skill is being presented, demonstrate the skill steps in the most realistic context possible under the circumstances. In this workshop, modeling is provided in the short videos, or in some cases by the facilitator.

5. Check for understanding: encourages participants to gauge their own understanding and provides the facilitator with evidence of participant progress toward the goal.

6. Monitor and adjust: the facilitator monitors how well participants are learning the content, and adjusts as needed to ensure the learning objectives are met.

7. Clear instructions for practice activities: instructions should explain the reason for the activity and break the activity into small steps. If there are more than three steps, instructions should be written.


Community Board Orientation iv ©2014 Center for Communities That Care, University of Washington

8. Practice: activities and experiences that allow participants to practice with the content to develop deeper understanding or refine skills.

9. Feedback: facilitators monitor practice activities and provide feedback as participants learn skills and complete activities.

10. Transfer: provides structure for how to use the skills or actions at home or in the field. In the CTC workshops, this is often provided in worksheets, handouts, and next steps summaries.

In the end, successful implementation is about the interactions between the facilitator, the participants, and the content. We have provided the content. We hope that your use of the ten steps and this Facilitator Guide will help you create meaningful interactions for you and the Community Board.

General Tips for Group Activities

Use a pre-determined signal to get folks together after individual or small group work.

Circulate to listen in when small groups are doing their work. Help them stay focused on

the tasks.

Community Board Orientation Materials & Advanced Prep

Community Board Orientation ©2014 Center for Communities That Care, University of Washington v

Session 1

Module 1: The Big Picture

Facilitator Guide pg. 1-1 to 1-10

Videos (length)

Participant Handouts (pg.#)

Advance prep

1. The Big Picture (3:13)

2. Why CTC Works (2:40)(testimonial)

1. Summary: The Big Picture (pg.1)

2. Session 1 Objectives (pg.2)

3. Ground Rules (pg.3)

Prepare participant agenda & sign-in sheet.

Label two flipchart pages – “We’re Most Proud About…” and “I Wonder…”.

Write ground rules on flipchart page to be used for all sessions.

Meet with key leader and go through the key points to be made in his/her remarks.


Community Board Orientation vi ©2014 Center for Communities That Care, University of Washington

Module 2: Foundations of CTC


Videos (length)


Advance prep

1. Big Picture of Prevention Science (5:14)

2. Why Focus on Prevention? (1:36)

3. Science of Risk Factors (4:41)

4. Community Risk Factors (4:51)

5. Family and School Risk Factors (4:46)

6. Peer and Individual Risk Factors (4:37)

7. Social Development Strategy (5:52)

8. Social Development Strategy at Work (3:48)

9. Risk and Protective Factors (4:16)

10. The Prevention Paradox (4:18)

11. Tested and Effective Programs (4:41)

1. Activity: Begin with the End in Mind (pg.4)

2. Summary: Prevention Science (pg.5)

3. Summary: Science of Risk Factors (pg.6)

4. Risk Factors and Health and Behavior Problems (pg.7)

5. Summary: Social Development Strategy (pg.8)

6. Social Development Strategy Graphic (pg.9)

7. Summary: Risk & Protective Factors (pg.10)

8. Prevention Paradox Anticipation Question (pg.11)

9. Summary: Prevention Paradox (pg.12)

10. Graphic: Proportion of Population Binge Drinking (pg.13)

11. Summary: Tested & Effective Programs (pg.14)

Label flipchart page – “Our Vision…”.

Write the numbers 1-5 on paper and post in different areas of the room.

Sticky notes for each table.

Prepare several copies of these research briefs for people interested in research results of CTC:

More Evidence That Prevention Works: Communities That Care Significantly Reduced Substance Use, Delinquency, and Violence Through Grade 12.

Communities That Care returns $5.30 per dollar invested by preventing youth tobacco use and delinquency.

A test of Communities That Care: Community coalitions can prevent youth substance use and delinquency.


Community Board Orientation ©2014 Center for Communities That Care, University of Washington vii

Module 3: The CTC Process


Videos (length)


Advance prep

1. 5 Phases of CTC (4:56)

2. CTC Results Over Time (2:24)

3. Five Town CTC Camden, Maine (3:27)

4. Milestones & Benchmarks (3:38)

1. 5 Phases of CTC (pg.15)

2. Video Summary: 5 Phases of CTC (pg.16)

3. Summary: CTC Results Over Time (pg.17)

4. Community Change Process Graphic (pg.18)

5. Achieving Measurable Outcomes Graphic (pg.19)

6. Summary: Milestones & Benchmarks (pg.20)

Additional Handout:

CTC Milestones & Benchmarks

Prepare CTC Phases ‘card sort activity’ so that each table group has a set to sort. Download the activity with instructions from the Facilitator Materials section for this workshop.

Prepare list of the Phase 2 Benchmarks that need to be met by end of CBO.

Copy the answer key for the Card Sort activity to provide one answer sheet per table.

Sticky notes in at least 4 colors for each table, enough for each participant to have 2 of each color.


Community Board Orientation viii ©2014 Center for Communities That Care, University of Washington

Module 4: A Vision for Our Community


Videos (length)


Advance prep

1. Creating a Vision (3:24)

2. Writing a Vision Statement (1:33)

1. Summary: Creating a Vision Statement (pg.21)

2. Imagine 25 Years From Now Activity (pg.22)

3. Sample Vision Statement (pg.23)

4. Vision Statement Template and Criteria (pg.24)

5. Session 1: Participant Feedback Form (pg.25)

Additional Handout:

Session 1: Participant Evaluation Form

Prepare a chart paper for sticky note activity. Title it: Themes for Our Vision.

Sticky notes in at least 4 colors for each table.

Markers for each table to write their final sticky notes (optional)

Flipchart paper and marks for each table to write their draft Vision Statement.

Prepare copies of the Session 1 Evaluation so members can complete and return at the end of the session.


Community Board Orientation ©2014 Center for Communities That Care, University of Washington ix

Session 2

Welcome & Review

Facilitator Guide pg. 1-7

Videos (length)


Advance prep

None 1. Ground Rules (pg.1)

2. Copies of Vision Statement Draft

Work with Volunteer Vision Group to revise vision statement and bring one draft to this session.

Download agenda template and prepare an agenda for this workshop. Include the goal & objectives of the workshop on the agenda.

Print out the sign in sheet.

Post ground rules from previous session.

Create new Parking Lot chart. Post Parking Lot from Session 1 if questions remain.

Create a bar graph of evaluation results from session one (provide as slide, handout, or on flipchart).

Post the “I Wonder…” notes form Session 1.

Ensure that any new participants went to the Community Member site and previewed 6 videos and took the related quizzes.

Module 1: Finalize Our Vision Statement


Videos (length)


Advance prep

None 1. Vision Statement Tasks (pg.3)

Post draft Vision Statements from Session 1 around the room.


Community Board Orientation x ©2014 Center for Communities That Care, University of Washington

Module 2: Getting Organized


Videos (length)


Advance prep

1. CTC Organizational Structure (2:02)

2. Role of Key Leaders (1:38)

3. Working with Key Leaders (2:27)

4. Role and Structure of Community Board (2:32)

5. The 6 CTC Workgroups (3:00)

6. Community Board Structure & Workgroups (2:08)

7. Effective Recruiting (2:44)

1. CTC Organizational Chart (pg.4)

2. Summary: Role of Key Leaders (pg.5)

3. Summary: Community Board Roles & Structure (pg.6)

4. Community Board Responsibilities (pg.7)

5. Identify Additional Stakeholders (pg.9)

6. Summary: The 6 CTC Workgroups (pg.13)

7. CTC Workgroup Responsibilities Activity (pg.11)

8. Organizing Our Workgroup (pg.17)

9. Workgroup Roster (pg.19)

10. Summary: Effective Recruitment (pg.21)

11. Recruiting New CTC Members (pg.23)

12. Making the Pitch: The Elevator Speech (pg.25)

13. Sample CTC Pitch (pg.26)

14. Next Steps Worksheet (pg.27)

List of key leaders already involved in

CTC.

Sticky dots for recruitment discussion.

6 chart papers labeled with the names

of the workgroups.

Chart papers labeled to mirror the two

parts of the Next Steps worksheet:

Recruitment, Next Steps.

Or

Project on screen electronic versions of

the worksheets to complete during

this module.

For the new member recruiting

activity, prepare to show the Strong

Communities, Successful Kids video

before participants work on their own

elevator pitches.

Prepare a chart paper for each table

for brainstorming activity. Divide the

chart paper into two columns, one

titled Key Leaders and the other

Community Board.


Community Board Orientation ©2014 Center for Communities That Care, University of Washington xi

Module 3: Establishing Effective Communication


Videos (length)


Advance prep

1. Effective Teams & Coalitions (3:58)

2. Effective Internal Communications (2:11)

3. Effective External Communications (1:51)

1. Characteristics of an Effective Team Activity (pg.29)

2. Summary: Effective Teams and Coalitions (pg.30)

3. Summary: Effective Internal Communications (pg.31)

4. Summary: Effective External Communications (pg.32)

5. Key Questions Worksheet (pg.33)

6. Thought for the Day (pg.37)

7. Session 2: Participant Evaluation Form (pg.39)

Additional Handouts:

Building a High-Performance Community Board

Involving Community Members

Provide copies of additional handouts for each table group.

Download and save these handouts – you may want to email them to participants at a later date.

Review Community Board Key Questions and identify questions that can’t be answered in this session.

facilitator guide - communities that care

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