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

1. PHILADELPHIA
PREVENTION PLANNING
GROUP MEETING
March 27, 2013
Presented by Matthew McClain

2. Topics
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 Recruitment Plan
 Marketing Plan
 Passive and Active
 Application Packet
 Cover Letter and FAQs
 Activating Recruitment
 Vetting Process
 Next Steps

3. Recruitment Plan
 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
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4. Marketing Plan
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 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?

5. Passive Recruitment
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 Develop and distribute FYI flyer (simple 3-fold)
for passive recruitment
 Agencies
 Academic settings
 Community outlets
 Other?
 HIVphilly.org page
 Other?

6. Active Recruitment
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 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?

7. Application Packet
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 Cover letter – details below
 Application Form – see draft (handout)
 FAQs one pager – details below
 Bylaws
 Other?

8. Cover Letter
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 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?

9. FAQs
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 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?

10. Activating Passive Recruitment
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 Develop and publish flyer
 Initial distribution per Marketing Plan
 Track results
 Additional distribution as needed
 Other?

11. Activating Active Recruitment
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 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?

12. Vetting Process - 1
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 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

13. Vetting Process - 2
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 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?

14. Next Steps
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 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?