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Recruitment & Retention Presentation


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Overview of how to recruit participants for an Evidence Based Intervetion and then how to retain them for the completion of the cycle.

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Recruitment & Retention Presentation

  1. 1. Bring Them and Keep Them: “Successful Recruitment and Retention Planning” <ul><li>Cora E. Giddens BA, BS </li></ul><ul><li>UT Southwestern Medical Center </li></ul>
  2. 2. <ul><li>HIV/STD prevention providers experience difficulty recruiting and retaining their program’s target population due to the lack of community input during program planning and a number of other external and/or structural factors (poverty, lack of access to physical/mental health services, stigma around sexual orientation, childcare and housing needs, transportation barriers, etc.). </li></ul>
  3. 3. The target population’s personal and/or internal factors (addiction, distrust of the system, low self-esteem, rejection by family/friends, etc.) are also challenges.
  4. 4. Prevention programs must develop a recruitment and retention plan during program planning based on input from the target population. It is necessary for the plan to include techniques, approaches, and/or methods that will remove barriers and ensure successful recruitment and retention during the implantation of the plan.
  5. 5. Recruitment & Retention <ul><li>Effective recruitment and retention strategies are critical to ensuring successful programs </li></ul><ul><li>Strong participation rates are often challenging for prevention providers </li></ul><ul><ul><li>This is particularly true when agencies are providing new services or outreaching to new communities or populations </li></ul></ul>
  6. 6. Recruitment is a proactive ongoing effort that includes distribution of marketing pieces, building personal contacts, and increasing referrals. Attendance and/or participation in the following local events can produce a positive client base from which to recruit: <ul><li>Community-based organization meetings </li></ul><ul><li>AIDS service organization meetings </li></ul><ul><li>Ryan White Council meetings </li></ul><ul><li>Agency network meetings </li></ul><ul><li>Parents and families of lesbians and gays meetings </li></ul>
  7. 7. Be knowledgeable and call on all area HIV/AIDS service provider locations such as: <ul><li>HIV/AIDS clinics and health care services (men’s and women’s) </li></ul><ul><li>HIV/AIDS dental services </li></ul><ul><li>HIV/AIDS food pantry </li></ul><ul><li>HIV/AIDS child care services </li></ul><ul><li>HIV/AIDS case management agencies </li></ul><ul><li>HIV/AIDS support groups </li></ul><ul><li>HIV/AIDS residential homes </li></ul>
  8. 8. Be open to expanding your search to venues that you do not know there are HIV+ persons, but go with the intent to make known the opportunity to access the intervention is available. Such sites maybe: <ul><li>Alcohol and/or drug council agencies </li></ul><ul><li>Alcohol and/or drug support groups </li></ul><ul><li>Gay, lesbian, bi-sexual, transgender service providers </li></ul><ul><li>Gay, lesbian, bi-sexual, transgender events and/or programs </li></ul><ul><li>Counseling centers </li></ul><ul><li>Health departments - free clinics </li></ul><ul><li>Colleges and/or technical schools </li></ul><ul><li>Homeless shelters </li></ul><ul><li>Soup kitchens </li></ul><ul><li>Day centers </li></ul>
  9. 9. Methods of Recruitment <ul><li>Outreach </li></ul><ul><li>Internal referral sources </li></ul><ul><li>External referral sources </li></ul><ul><li>Social marketing </li></ul><ul><li>Targeted client engagement </li></ul>
  10. 10. Agency Considerations Related to Recruitment: <ul><li>Agency knowledge of the intervention </li></ul><ul><li>Appropriate method of screening potential clients </li></ul><ul><li>Reputation and credibility </li></ul><ul><li>Experience working with behavioral interventions </li></ul>
  11. 11. Planning a Recruitment Strategy: <ul><li>Agencies developing a recruitment strategy should answer the following questions related to their target populations : </li></ul><ul><li>Who is being targeted through the recruitment? </li></ul><ul><li>Where is the appropriate place to recruit clients? </li></ul><ul><ul><ul><li>When should recruitment be done? </li></ul></ul></ul><ul><ul><ul><li>What messages should be delivered during recruitment? </li></ul></ul></ul><ul><ul><ul><li>How should the messages be delivered? </li></ul></ul></ul><ul><ul><ul><li>Who is the most appropriate person to do recruitment? </li></ul></ul></ul>
  12. 12. What is Retention? <ul><li>A conscious and specific process that keeps your participant returning to programs. The process finally engages those same persons to refer people from the social network to your agency. </li></ul>
  13. 13. Retention relies on: <ul><li>Facilitation skills, creative incentives, adaptation, follow-up, and intervention maintenance. </li></ul><ul><li>Fostering active support for participants by including family members to give encouragement to attend, increasing access to sessions through flexible meeting times, and removing other barriers to participation are some additional techniques used to improve retention. </li></ul>
  14. 14. Tactics for Successful Retention <ul><li>Frequent contacts </li></ul><ul><li>Maintaining personal relationships </li></ul><ul><li>Identifying client’s likelihood of returning </li></ul><ul><li>Ease clients into the program </li></ul><ul><li>Client-Centered </li></ul><ul><li>Referrals from current participants </li></ul><ul><li>Competent and confident staff </li></ul><ul><li>Intervention that is adapted to meet the needs and strengths of the intervention population </li></ul>
  15. 15. What’s required to do it well <ul><li>Be comfortable with the subject and situation </li></ul><ul><li>Be confident </li></ul><ul><li>Be credible </li></ul><ul><li>Be enthusiastic about the subject </li></ul><ul><li>Be knowledgeable </li></ul><ul><li>Be organized </li></ul><ul><li>Be prepared </li></ul><ul><li>Be witty and humorous (know your participants) </li></ul>
  16. 16. Retention Ideas: <ul><li>Phone calls and/or e-mails for reminders: before, between, and after the groups/meetings </li></ul><ul><li>Contact case managers for assistance </li></ul><ul><li>Make available information on public transportation and/or coupons or passes to ride for free </li></ul><ul><li>Identify convenient and confidential location for groups/meetings to meet </li></ul><ul><li>Have flexible meeting times </li></ul><ul><li>On-site day care may be needed </li></ul><ul><li>Make available resource packets with referral information and basic life skills </li></ul>
  17. 17. More Retention Ideas: <ul><li>Keep the sessions fun and interactive </li></ul><ul><li>Serve refreshments </li></ul><ul><li>Celebrate any birthdays within the group </li></ul><ul><li>Have a gift for a lottery give a-way at the end of each session </li></ul><ul><li>Have incentives upon completion of each session so each participant will receive some token for their time (ie. gift cards, fast food coupons, etc.) </li></ul><ul><li>Have a graduation meal at the last session </li></ul><ul><li>Award certificates upon completion </li></ul>
  18. 18. Thank You Cora E. Giddens UT Southwestern Medical Center 400 S. Zang Blvd. #520 Dallas, TX. 75208 214.645.7316 [email_address]