This document discusses effective SOAR steering committees and meetings. It recommends that steering committees include representatives from agencies that serve people with mental illness, substance use disorders, homelessness, and disabilities. The committees guide SOAR implementation, address challenges, and monitor outcomes. Meetings work best when an agenda is set in advance, action items are assigned, and follow up occurs. Sample tools are provided to help with committee roles, composition, agendas, and action planning. Creating effective SOAR leadership through local and state steering committees can help expand SOAR and improve access to disability benefits.
1. Sponsored by:
Substance Abuse and Mental Health Services Administration
U.S. Department of Health and Human Services
March 18, 2014
SOAR Learning
Communities:
Steering Committees and Effective Meetings
SSI/SSDI OUTREACH, ACCESS, AND RECOVERY
SAMHSA SOAR TECHNICAL ASSISTANCE CENTER
2. Welcome
Kristin Lupfer, LMSW
Project Director
SAMHSA SOAR Technical Assistance Center
Policy Research Associates, Inc.
6. Goals, Objectives & Strategies
Overarching goals:
Expedite and increase the number of successful
SSI/SSDI applications for eligible applicants
Develop leaders to support SOAR in their state or
communities
Objectives:
Ensure standardization by utilizing online SOAR
curriculum
Build and sustain state and local infrastructure for SOAR
implementation
Strategies:
Collaboration, coordination and communication
7. New Opportunities
The SOAR online course trains individuals in
the core elements of completing SSI/SSDI
applications using the SOAR model and
includes the completion of a sample SOAR
application packet
New opportunities to states and communities:
Standardization of Curriculum
Expansion of SOAR to New Audiences
New Focus for State Team Leads
SOAR Leadership Academy and SOAR
Community Leaders
8. Leadership Academy
Development and on-going support of SOAR
Community Leaders through training and
mentorship at the SOAR Leadership
Academy
Day 1: Community building, funding and
sustaining SOAR implementation
Day 2: Staff model a one-day refresher training
and discuss application quality assurance
Day 3: Building and using your SOAR Toolbox for
action planning
9. Expectations of SOAR Local
Leads
Coordinate SOAR Steering Committee meetings
Collaborate with community providers, SSA and DDS to
plan, implement and support SOAR locally
Facilitate meetings with persons assisting with
applications
Conduct SOAR fundamental and state-specific trainings
Review quality of applications and provide feedback
Monitor outcomes of applications
Work closely with the SOAR State Lead
13. SOAR Needs State & Local
Steering Committees
State Steering Committee
Ensures SOAR is implemented similarly across the state
Supports local SOAR leadership
Resolves challenges experienced by localities
Local Steering Committee
Works closely with the Continuum of Care (CoC)
Communicates with and supports local benefits specialists
Resolves local challenges or brings them to the state steering
group
Both
Meet regularly
Collaborate with SSA & DDS
Discuss and resolve challenges that arise
Monitor quality of applications and track outcomes
Identify areas for SOAR expansion
Explore strategies for ongoing funding and sustainability
15. Who Should Be At the Table?
Social Security
Administration
(SSA) Disability
Determination
Services (DDS)
Correctional
Facilities
Veteran’s
Administration
Mental Health
Service
Providers
Social
Service
Providers
Homeless
Service
Providers
Department
of Social
Services
Housing
Agencies
Vocational
Services
Legal
Services
Outreach
Workers
Peer
Advocates
Hospitals/
Health Care
Clinics
SOAR
Steering
Committee
16. Successful Steering Committees
Led by someone who keeps the group on task
and moving forward
Provide members an opportunity to share
experiences, information and resources
Promote a workable plan to address barriers
Monitor quality of applications submitted
Track outcomes of applications
Explore ways to successfully sustain and expand
SOAR
Use the SOAR Steering Committee Tools Packet
17. How To Use A Steering
Committee
Discuss action items
Discuss challenges and address barriers
Invite open discussion among stakeholders and
SOAR case managers
Celebrate successes
Create sub-committees
Quality review
Invite guest speakers (SSA, DDS, SOAR TA
Center)
Follow-up with meeting minutes and next steps
18. Steering Committee Agenda
Welcome & Introductions
SOAR updates (outcomes, online course enrollment, refresher trainings,
etc.)
Review Action Plan
Update the status of action items and determine which should be
prioritized
Action Steps
Examples:
Status of online course implementation: Follow-up on progress of
enrollees
Pilot Sites: Check on quality review process with Agency ABC
Collaboration: Contact County Mental Health re evaluations
Funding and sustainability: Follow up with Blue Cross re grant
application
Thoughts/Concerns/Open Discussion
Agenda item(s) requests for the next meeting
19. Successful Model: Local CoC
Kern County (California) Homeless Collaborative is the
CoC
Invited CoC members and others to SOAR planning
forum
Followed-up with calls explaining the requested level of
commitment; prepared packets for each Executive
Director
Meets monthly
Include guest speakers (DDS, SSA, SOAR TA Center)
Review pieces of the curriculum
Share successes and addresses barriers
Co-chair sends reminders and takes minutes
20. Successful Model: State
Michigan SOAR Planning Group formed in 2006
Co-led by state mental health (PATH) and housing
(CoCs) agencies
SOAR applications required in PATH contracts;
encouraged for other CoC agencies
Meets monthly (in-person or by phone)
Holds annual SOAR conference
SOAR featured at annual state homeless summit
Reviews application outcomes with data provided by
DDS
21. Steering Committee Tools
Roles and responsibilities
Team composition matrix
Sample invitation
Sample agenda
Action planning guidelines
Memo to program directors
Multi-agency release
25. Creating Effective Meetings – Before
Identify the meeting purpose and the desired
outcome (By the end of this meeting, I want
the group to…)
When setting agenda items, identify the action
to be taken and assign an appropriate leader
with a time limit
Make the arrangement of the room as informal
as possible in order to facilitate communication
26. Creating Effective Meetings – During
Start on time and keep the group on track
during the meeting
Set or review ground rules, as appropriate
Review past minutes and assigned tasks
Record key decisions and action items
Encourage everyone’s participation
27. Creating Effective Meetings - Ending
Clarify next steps. Confirm action items,
person responsible, and due dates
Set the next meeting
Evaluate the meeting process (what went well,
what to do differently)
Thank the group and end on time
28. Creating Effective Meetings – Follow Up
Send out meeting minutes soon afterwards,
including action items and responsibilities
Check in with those responsible for action
items to keep the process moving