PHILADELPHIAPREVENTION PLANNING     GROUP MEETING                      March 27, 2013        Presented by Matthew McClain
Topics2       Recruitment Plan       Marketing Plan         Passive   and Active       Application Packet         Cov...
Recruitment Plan3       Active recruitment more effective than passive       List who we are targeting         Stakehol...
Marketing Plan4       Goal is to generate 2 candidates for every 1        member to fully populate the HPG       Objecti...
Passive Recruitment5       Develop and distribute FYI flyer (simple 3-fold)        for passive recruitment         Agenc...
Active Recruitment6      Some   targets will need to be actively recruited      Best practice is person to person, colle...
Application Packet7       Cover letter – details below       Application Form – see draft (handout)       FAQs one page...
Cover Letter8      Brief history and rationale for new mandate and new       group      Who we need and why      How to...
FAQs9      What is HIV community planning?      Why do we need you?      What is the Jurisdictional Plan?      Who is ...
Activating Passive Recruitment10        Develop and publish flyer        Initial distribution per Marketing Plan       ...
Activating Active Recruitment11        Social network approach          Assumes  all our targets are within the social  ...
Vetting Process - 112        OHP administrative review of applications          Screen     out incomplete or ineligible ...
Vetting Process - 213        Joint Select Committee reports on slate of         recommended candidates to Committee      ...
Next Steps14        April Meeting Agenda          Adopt bylaws; Review final application          package, marketing pla...
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PPG Structure Updates from Matthew McClain

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Consultant Matthew McClain presented these guidelines and suggestions for updates to the Prevention Planning Group (PPG), based on earlier suggestions from the body.

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PPG Structure Updates from Matthew McClain

  1. 1. PHILADELPHIAPREVENTION PLANNING GROUP MEETING March 27, 2013 Presented by Matthew McClain
  2. 2. Topics2  Recruitment Plan  Marketing Plan  Passive and Active  Application Packet  Cover Letter and FAQs  Activating Recruitment  Vetting Process  Next Steps March 27, 2013
  3. 3. Recruitment Plan3  Active recruitment more effective than passive  List who we are targeting  Stakeholders list in CDC guidance, current directly funded CDC, SAMHSA, NIH, HRSA grantees  Ryan White Planning Council (past and current members)  Provider system (both prevention and care, publicly funded and not)  Former CPG and RWPC members  Other? – Discuss March 27, 2013
  4. 4. Marketing Plan4  Goal is to generate 2 candidates for every 1 member to fully populate the HPG  Objectives, responsible parties, timeline, etc.  Separate sections for passive and active recruitment  “Elevator test” scripts to telegraph “we need your expertise, perspective, participation because..”  Social media and traditional methods - discuss  Give-aways, no or low cost (pens,discs)?  Special event?  Other? March 27, 2013
  5. 5. Passive Recruitment5  Develop and distribute FYI flyer (simple 3-fold) for passive recruitment  Agencies  Academicsettings  Community outlets  Other?  HIVphilly.org page  Other? March 27, 2013
  6. 6. Active Recruitment6  Some targets will need to be actively recruited  Best practice is person to person, colleague to colleague, peer to peer  Active recruitment  Everyone has a role  Identify the individual  Identify who is the best messenger  Identify what is the best message  Deliver and follow up  Coordinated by OHP?  Other? March 27, 2013
  7. 7. Application Packet7  Cover letter – details below  Application Form – see draft (handout)  FAQs one pager – details below  Bylaws  Other? March 27, 2013
  8. 8. Cover Letter8  Brief history and rationale for new mandate and new group  Who we need and why  How to apply and when  Selection process and dates  Who to contact for more information  Signed by Mayor ? Or Health Commissioner?  List of attachments=recruitment materials  List of online resources: OHP, AACO, CDC, UCHAPS  Other? March 27, 2013
  9. 9. FAQs9  What is HIV community planning?  Why do we need you?  What is the Jurisdictional Plan?  Who is involved now – co-chairs, etc.?  What is OHP?  What is PDPH/AACO?  Where can I go online to learn more?  Other? March 27, 2013
  10. 10. Activating Passive Recruitment10  Develop and publish flyer  Initial distribution per Marketing Plan  Track results  Additional distribution as needed  Other? March 27, 2013
  11. 11. Activating Active Recruitment11  Social network approach  Assumes all our targets are within the social networks of the existing human resource  Problem: how to activate it?  Possible methods:  Each of us commits to provide at least 2 names by April 5 via SurveyMonkey including your name, the target’s name and contact, who best to approach, what message works best  Other? March 27, 2013
  12. 12. Vetting Process - 112  OHP administrative review of applications  Screen out incomplete or ineligible applications  OHP tracks eligible applicants by target category of membership  Identify gaps early to activate more recruitment  Joint Select Committee (to be determined)  Initial review using a common tool (to be developed) with defined criteria  Interview option -- discuss March 27, 2013
  13. 13. Vetting Process - 213  Joint Select Committee reports on slate of recommended candidates to Committee known at the time of the April, May, and June meetings  Also report the process followed and results, e.g. number of applications received, numbers of eligible/ineligible, degree to which categories are potentially filled, etc.  Committee presents slate of candidates and their complete applications to PDPH – when? March 27, 2013
  14. 14. Next Steps14  April Meeting Agenda  Adopt bylaws; Review final application package, marketing plan and flyer; Review populated work plan; Joint Select Committee report; Other?  May Meeting Agenda  Review recruitment process; Review work plan status; Joint Select Committee report; Other?  June Meeting Agenda  Review recruitment process; Review work plan status; Joint Select Committee report; Other? March 27, 2013
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