Evaluation Process: Texas Falls Prevention Coalition

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Evaluation ProcessTexas Falls Prevention
Coalition

• A Training Program for
• Texas Healthy Lifestyles Communities
• Prepared by the Evaluation Center
• Texas AM Health Science Center
• with Funding from AoA/TXDSHS

9/1/2008
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A General Overview
1. Program Overview
2. Evaluation Protocol Manual
3. Organizational Structure
4. Roles and Responsibilities
5. Classes
6. Follow-up
7. Contact information
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Texas Healthy Lifestyles
The Evaluation Center for the Texas Healthy
Lifestyles grant is a collaborative effort based
at the Texas AM Health Science Center, School of
Rural Public Health 
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Evaluation Centers Website

• Evaluation Center Website provides
• Form templates
• Protocols on
• Data collection
• Data management
• Contact information
• Examples of completed forms
• Program information
• Resources
• Calendar

www.srph.tamhsc.edu/research/texashealthylifestyle
s/evidence-based-programs.html
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A Matter of Balance (AMOB)
Why is it Important to collect data?
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EVALUATION PROTOCOL MANUAL

• The Manual Outline
• Evaluation Hierarchy And Organization
• Frequently Used Terms
• Key Personnel Responsibilities
• AAA Coordinator Duties And Procedures
• Class Leader/Coach Duties And Procedures
• Additional/Future Efforts
• Guide To Forms
• Contact Information

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Texas Falls Prevention Coalition

• Communication Channels

Texas Association for Area Agencies on Aging
Dept. of Aging and Disability Services
T4A Leadership Steering Committee
Evaluation Team
Class Leader/Coaches
AAA Coordinators/ Master Trainers
Each has their roles and responsibilities
Participants
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Site- Key Personnel

• AAA Coordinator- The person designated by each
  partner Area Agency on Aging that is responsible
  for coordinating the distribution and collection
  of data forms and for ensuring the forms reach
  the Evaluation Center as appropriate. Each Area
  Agency on Aging will have one AAA Coordinator
  which may also be a Master Trainer
• Engage in MOU with T4A to serve as host site
• Employs Planning Form to project of classes on
  annual basis
• Prepares MOUs to contract with delivery sites
• Facilitates recruitment of participants and
  sites for hosting A Matter of Balance classes
• Coordinates facilitation of A Matter of Balance
  classes
• Ensures appropriate forms are prepared and
  provided each class to Class Leader/Coaches
• Maintains effective tracking of each participant
  and training class
• Collects class forms
• Submits forms to Evaluation Center

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Site- Key Personnel

• Class Leader / Coach- A person responsible for
  leading the A Matter of Balance classes. May be a
  Master Trainer.
• Receives evaluation forms from AAA Site
  Coordinator.
• Teaches A Matter of Balance classes according
  to the Program Manual.
• Facilitates the completion of participant-level
  forms.
• Emphasizes importance of exercising safely by
  using Exercise And Screening for You
  (www.Easyforyou.info) tools and tips. This
  includes reading the EASY Verbiage Statement, and
  making the EASY Safety Tips, and EASY
  Hardcopy Tool available at the first class
  session.
• Tracks attendance of participants
• Returns to AAA Site Coordinator
• Completed attendance form
• Participant surveys
• Participant Confidentiality Agreement forms

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Participants

• Participants- An older adult attending a
  participant class to learn about preventing falls
• Attends A Matter of Balance classes
• Reads and completes Participant Confidentiality
  Agreement form
• Completes participant Pre- and Post- Assessment
  Surveys on the first and last class day
• Be willing to complete Follow-up Assessment
  Survey six months following the last class day
• Provide contact information to facilitate
  participant follow-up

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Recruiting
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Before classes begin

• Forms completed BEFORE classes begin by AAA Site
  Coordinators

Due 7TH Day of month Every Month
Due Quarterly
Due 7TH Day of month Every Month
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Forms available on
Where to obtain forms? ALL FORMS can be
downloaded from The T4A Falls Prevention Program
Evaluation Website http//www.srph.tamhsc.ed
u/research/texashealthylifestyles/texas-falls-prev
ention-coalition.html

• Forms may be submitted
• electronically (preferred)
• by mail
• or by fax

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Forms

• Filling out the Site Tracking Log
• New classes
• As classes begin DURING the month, fill in the
• information for each of the following fields
• Site location (i.e., name of facility of where
  the
• class is being held) Enter Site ID for this
  class
• Setting The appropriate code for type of setting
  facility
• represents (codes are located at bottom of log)
• Start date Enter start date of class
  (mm/dd/yyyy)
• enrolled Enter of participants enrolled
• Training or participant class Enter type of
  class (participant class or leader training
  class)
• Completion date Enter the completion date.
  Note if class finishes that month leave blank if
  not completed

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Forms

• Filling out the Site Tracking Log
• Classes still in progress If there are any
  classes that began the month PRIOR and are still
  in progress, enter them into the log FIRST.
  Instructions for completing fields are as
  follows 

• Site location
• Enter site ID for this class
• Start date
• Enter start date followed by the letters
  IP for in progress (mm/dd/yyyy IP)
• Setting, Enrolled and Training or Participant
  Class
• These fields should be left blank for
  classes carried over from previous month
• Example

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Forms

• Determining Site ID
• Site IDs are determined by using the date and
  site tracking number.
•  
• Example The following example is a class taught
  in January 2008, and is 03 on the Site Tracking
  Log

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Preparing For A Class

• Class organization

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Flow of AMOB Classes
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Preparing For A New Class
Note regarding staffing of Coaches / Master
Trainers For Coachs Trainings, it is REQUIRED
that one of the two leaders be a Master Trainer.
While it is required that at least two coaches
lead a participant class, it is acceptable to
have a participant class led by either two Master
Trainers, two Coaches, or one of each.
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Class Sessions
PROGRAM FIDELITY
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Preparing for a New Class
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Preparing For A New Class
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Class Sessions
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First Class Session
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First Class Session
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First Class Session
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Class Sessions
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Class Sessions 2-7
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Last Class Session
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Last Class Session
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Last Class Session
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Last Class Session
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Class Sessions
PROGRAM FIDELITY
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Data Collection and Reporting
AAA Site Coordinator Use the following to help
keep track of forms and reporting
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Data Collection and Reporting

• AAA Coordinator
• Check all forms for data completeness!
• If data issues, meet w/ session Class
  Leader/Coach to resolve
• Submit forms to the Evaluation Center via
  electronic version or photocopy by
• the 7th day of each month. There are two
  different categories for reporting
•  

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Data Collection and Reporting

• Monthly Reporting Checklist Coversheet

Class Data Submission Checklist Coversheet
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Data Collection and Reporting

• Checklists Forms Submission Timeline /
  Guide           

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Data Collection and Reporting

• Checklists Forms Submission Timeline /
  Guide           

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Data Collection and Reporting
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Data Collection and Reporting
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Data Collection and Reporting

• AAA Coordinators Check all forms for data
  completeness!
• If data issues, meet w/ session Class
  Leader/Coach to resolve
• Evaluation Coordinator Evaluation Specialist
• Within 24 hours of receiving data the following
  is done
• Double-check the Site Tracking Log to verify
  classes were documented
• Verify proper forms were used and Site ID and
  Participants IDs are properly documented
• Check to see if significant amount of data is
  missing
• if so, contact AAA Site Coordinators to rectify
  problems

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6 Month Follow-up

• Texas Falls Prevention Coalition

Refer to follow-up slides on Evaluation Center
Website when ready
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Texas Falls Prevention Coalition Evaluation
Center - Key Personnel
Located at the School of Rural Public Health,
Texas AM Health Science Center
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Contact Information

• Evaluation Center Personnel
• Dr. Marcia Ory, Director
• mory_at_srph.tamhsc.edu
• [phone] work
• [phone] fax
•  
• Mr. John D. Prochaska, Evaluation Coordinator
• jdprochaska_at_srph.tamhsc.edu
• [phone] work
• [phone] fax
•  

Ms. Angie Wade, Evaluation Specialist
anwade_at_srph.tamhsc.edu   [phone] work
[phone] fax   Ms. Norma Erosa, BVAAA
Liaison [phone] work [phone]
fax _at_srph.tamhsc.edu Weining Chen , Data
Manager wechen_at_srph.tamhsc.edu EMAIL
EVALCENTER_at_srph.tamhsc.edu