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Orientation manual
for new community coordinators – 11/2/05
Q: Our state has a high rate of turn over
of community coordinators who work with the community grants.
I would like to develop an orientation manual for both the
new coordinators and for new grantees. This would include
state reporting forms, best practices and resources. I am
wondering if other states have created a similar manual? I
would like to see examples of what other states use for orientation
of new community grantees and coordinators.
A:
- Alabama: Alabama hasn't developed a manual
per se, but we do have a formal orientation process that
uses the TTAC guide (general tobacco information, background),
a day for a "Central Office" orientation (where
we cover policies, procedures and forms) and a ride along
opportunity for the new person to spend time with an experienced
coordinator (observe coalition meetings, presentations to
community groups, etc..). For additional information, please
contact Sherifat Ortega, Local Support Coordinator, at (334)206-5563.
- Arizona: We created an Orientation for
our grassroot community partners. This training included
information on how to work effectively with our other funded
partners (county health departments, statewides systems
such as the smoker's helpline, training unit, etc.). We
also included a presentation from our fiscal officer on
how to actually complete the paperwork for reimbursement.
We had each program manager from the assigned areas share
highlights about their specific area, types of activities,
and possible ways to collaborate with each other. We do
not have a manual. Again, it was specific for our unique
needs of "growing up the community partners" so
that they were prepared to work more effectively with other
partners, understand how they system works, and train on
termology.
- California: The California Department
of Health Services, Tobacco Control Section has an Administrative
and Policy Manual for our Competitive Grantees. The Policy
portion of the Manual is available online.
The Administrative portion of the manual is specific to
California processes and procedures for invoicing, progress
reporting, and contract amendments so probably would not
be too helpful to others, but if anyone is interested in
obtaining a copy they may contact Roxanne
Hendrickson.
- Michigan: Contact Linda
Nordeen for materials.
- New Hampshire: New Hampshire delivers
a resource guide to each community coalition at the beginning
of each funding cycle. Additional materials are distributed
during the contract period and can be added to the 3-ring
binder. Not all parts listed in the table of contents are
available electronically, so it is pieced together with
those copies. When new coordinators are hired, we try to
ensure that they review the resource guide before we meet
with them. Click to view resource
guide.
- New Mexico: Our contractor's
(grantees) orientation manual is attached. I've also
included several appendices from the manual.
- North Carolina: Click to view an invaluable
tool our team developed that we use to help new grantees
with media relations and speaking to the media that also
helps us track progress.
- North Dakota: Contact Kathy
Mangskau for a packet.
- Utah: We provide binders to our new grantees.
For an electronic copy, contact Amy
Gooch.
- Wisconsin: Wisconsin created an orientation
manual that is on a CD. For a copy, contact Vicki
Stauffer.
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