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Overview of The Wisconsin PROMISE Program Procedure Manual

Overview of The Wisconsin PROMISE Program Procedure Manual. February 13, 2014. Overview of Manual. Your manual describes the recruitment, enrollment, and random assignment process for Wisconsin PROMISE Your manual has been customized for your program specific processes

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Overview of The Wisconsin PROMISE Program Procedure Manual

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  1. Overview of The Wisconsin PROMISE ProgramProcedure Manual February 13, 2014

  2. Overview of Manual • Your manual describes the recruitment, enrollment, and random assignment process for Wisconsin PROMISE • Your manual has been customized for your program specific processes • Each manual includes materials that might be useful for the recruitment, enrollment, and random assignment processes as well as materials that Wisconsin PROMISE has already developed 2

  3. Overview of the Presentation • Study Overview • Research Procedures • Verifying Group Assignment • Data Security Procedures • Resources and Support for Study Enrollment • Other Evaluation Activities

  4. I. Study Overview

  5. Promoting Readiness of Minors in Supplemental Security Income (PROMISE) • A joint initiative of the U.S. Departments of Education (ED), Health and Human Services, and Labor, and the Social Security Administration (SSA) • Objectives • Immediate: Improve the provision and coordination of services for youth ages 14-16 receiving Supplemental Security Income (SSI) and their families • Long-term: Improve educational attainment and employment outcomes and reduce reliance on SSI 5

  6. Promoting Readiness of Minors in Supplemental Security Income (PROMISE) • Six PROMISE programs • Funded by ED for five years • Recruit and enroll at least 2,000 youth and their families over a two-year period • Half will be in the program group that will receive PROMISE services and half will be in the usual services group • Mathematica provides technical assistance around recruitment, enrollment, and random assignment 6

  7. II. Research Procedures

  8. Four Key Study Enrollment Steps 8

  9. Research Procedures Step 1: Conduct Outreach and Recruitment Targeted to Eligible Youth

  10. Step 1: Conduct Recruitment and Outreach Efforts of Eligible Youth • 1.1 Wisconsin PROMISE recruitment approach • Direct mailings of recruitment packets will come from the University of Wisconsin Research Team • Recruitment packets include an outreach letter, consent form, paper intake form, PROMISE Intake Attendant (PIA) contact information, pre-addressed and pre-stamped return envelope. • Other avenues of outreach: • Print advertisements- newspapers and magazines • Electronic advertisements- e-mail, social media, websites • Out of home advertisements- billboards, flyers • Multi-media advertisements- radio, TV, cinema, mobile • Outreach from existing programs and schools 10

  11. Step 1: Conduct Recruitment and Outreach Efforts of Eligible Youth 11

  12. Appendix A: External Project Description • Study rationale • Sponsors and program objectives • Location of PROMISE programs • Study objectives • Research design • Research activities for Mathematica • Research activities for PROMISE programs • Study schedule • Study contacts 12

  13. Appendix B:Study Summary PowerPoint Presentation • Overview of PROMISE • Role of National Evaluator • Research Questions • Evaluation Design and Activities • Analyses and Reports • Timeframe • Stakeholder Roles 13

  14. Appendix C:Wisconsin Outreach Letter • Introduces Wisconsin PROMISE as part of a federal program to learn how to help youth with disabilities meet their school and work goals • Explains how to be included in the study • Includes contact information for the PIA. • Provides contact information for the project PI 14

  15. Step 1: Conduct Recruitment and Outreach Efforts of Eligible Youth • 1.2 Develop the Means to Track Outreach Efforts • Wisconsin recruitment and outreach activities will be recorded by Research Specialists from the University of Wisconsin Research Team. • The eligible youth list will be sorted and prioritized for recruitment purposes based on: • Age (statewide): youth 16.5 to 16.75 years old, statewide, will be prioritized for the first round of recruitment mailings  • Geographic (Milwaukee): zip code 53215 15

  16. Step 1: Conduct Recruitment and Outreach Efforts of Eligible Youth • 1.2 Develop the Means to Track Outreach Efforts • Recruitment and outreach activities will be tracked in excel and will track: • Date enrollment package was sent to eligible individual • Date the 6 and 12 week follow up mailings were sent (if enrollment materials are not received within 6 weeks of the initial mailing date • Date enrollment materials are received by Research Specialists • Completeness of enrollment materials; follow-up with participants/family via phone may be required. • Record which PROMISE Intake Coordinator (PIC) assisted participant with enrollment materials, if applicable, based on the individualized PIC return address mailing labels. 16

  17. Step 1: Conduct Recruitment and Outreach Efforts of Eligible Youth 17

  18. Step 1: Conduct Recruitment and Outreach Efforts of Eligible Youth • 1.3 Use the SSI lists to recruit participants • Initial lists will be processed by Mathematica in February 2014 and will be released by SSA to Wisconsin PROMISE once the MOU between SSA and the program has been finalized • Youth on the SSI lists will have unique study ID numbers, assigned by Mathematica • Social Security numbers (SSNs) will not be provided • Lists will be transmitted securely from SSA to Wisconsin PROMISE programs 18

  19. Appendix F:SSA Data Flow Diagram 19

  20. Appendix G:Key Fields Included in the SSA Lists • SSI lists will include the following data fields: • Study ID • Youth date of birth • Youth sex • Youth name • Youth telephone number • Spoken language preference • Disability name • First and last date age eligible • Mailing address for the youth • Name and contact information for the Representative Payee • Residential address if the youth and the representative payee do not live together 20

  21. Step 1: Conduct Recruitment and Outreach Efforts of Eligible Youth • 1.3a Community Outreach, Recruitment, and Enrollment Procedure • PICs and Research Specialists will attend community outreach events • PICs will identify a private area where enrollment can be completed • Research Specialists will check the Random Assignment System (RAS) to determine PROMISE eligibility • Youth may complete the enrollment form: • On site with or without assistance from the PIC • Independently at a later time 21

  22. Step 1: Conduct Recruitment and Outreach Efforts of Eligible Youth • 1.3b Correct undeliverable addresses • SSA lists will be matched with Medicaid records to provide most up to date addresses • We also recommend: • Communicating with schools to verify SSA addresses • Searching records from other participating partners • Other Resources: • People Finder- free searches based on a person’s name, age, address, and/or phone number • Accurint- in-depth searches for specific individuals, batch searches based on a list of names, historical mailing and phone numbers, deceased indicators, reverse phone searches, and social network searches 22

  23. Step 1: Conduct Recruitment and Outreach Efforts of Eligible Youth • 1.4a Using updated SSI lists of eligible youth • Updated lists of PROMISE-eligible youth will be provided in July 2014, January 2015, and July 2015 • The updated lists will reflect changes such as: • Youth entering or exiting the eligible age range • Moving into or out of the designated PROMISE service delivery areas • Beginning or ending the receipt of SSI 23

  24. Step 1: Conduct Recruitment and Outreach Efforts of Eligible Youth • 1.4a Using Updated SSI Lists (continued) 24

  25. Step 1: Conduct Recruitment and Outreach Efforts of Eligible Youth • 1.4a Using Updated SSI Lists (continued) • I will be in touch as you approach and meet your enrollment target of 2,000 youth • Wisconsin PROMISE will not provide PROMISE services to additional youth after the enrollment target has been met. • Any remaining PROMISE eligible youth will receive the usually available services. 25

  26. Step 1: Outreach and Recruitment • 1.4b PROMISE program youth who move during the study period • Move to another Service Delivery Area: • Provide information for program staff in the new service delivery area • Contact your counterpart in the new service delivery area to inform them that a program group youth will soon be entering the area • Move to a non-service delivery area but can either manage the logistics or participate in services remotely, so they can continue to receive PROMISE services

  27. Step 1: Outreach and Recruitment • Recapping Step 1 • Outreach activities include direct mailings and other strategies such as newsletters and social networking • Tracking outreach efforts through Excel • SSA will be providing lists of eligible PROMISE youth to Wisconsin PROMISE • Lists will be updated to reflect changes such as youth moving in or out of the service delivery area, youth aging in or out of the eligible age range, and youth who begin or end SSI receipt • You should make efforts to continue service delivery to youth who move to another program area and you should determine procedures for dealing with youth who move out of the service delivery area.

  28. Research Procedures Step 2: Youth and parent/guardian complete consent and intake forms; program staff review for completeness

  29. Step 2: Complete and Review Consent and Intake Form • 2.1 Obtain Youth and Parent/Guardian Consent • Consent and intake forms completed at home • Once the consent and intake forms have been completed, youth will mail their forms to the University Research Team. Research Specialists will enter the consent form information into the RAS and begin random assignment • Youth may contact the PROMISE Intake Attendant for additional information • Consent and intake forms completed in person • PICs may administer the form • Youth may decide to take the form home to complete 29

  30. Appendix H: Wisconsin Consent Form • What: A new federal program to help with school and work goals • Who: Youth 14-16 who receive SSI and their families • Why: Learn what services are best at helping meet these goals • $30 incentive and $10 for each phone interview • Study group assignment • Privacy • Risks • Choice • Right to leave 30

  31. 31

  32. Appendix I and J: Intake Form and Intake Form Instructions • Collects additional information on youth and family including: • Number of people in the household • The living arrangement • Primary language spoken at home • Annual household income • Household Public Assistance • Race/ethnicity • Gender • Educational attainment and services • Employment history and future prospects • Health status and primary disability • Parent expectations for youth • Name, Date of birth, and Social Security Number for other household members over 15 years old 32

  33. Step 2: Complete and Review Consent and Intake Form 33

  34. Appendix K: Questions and Answers about the PROMISE Evaluation • Addresses questions about: • General aspects of the national evaluation • PROMISE study groups and group assignment process • Consent form • National evaluation surveys 34

  35. Step 2: Complete and Review Consent and Intake Form • 2.1a Withdrawing from the program • If a youth or parent/guardian consents and later decides that they no longer want to participate • They must submit a written letter the program director • At that time, Mathematica and the PROMISE program will cease attempts to contact the youth to participate in data collection 35

  36. Step 2: Complete and Review Consent and Intake Form • 2.1b Refusal to Provide Consent • If a parent/guardian or youth do not consent: • Inform them that they may access only usually available services • If they change their mind, they may complete the state consent form and be assigned to a study group at that time. 36

  37. Step 2: Complete and Review Consent and Intake Form • 2.1c Outcome Based Payments for Enrollment • PICs will receive a $60 incentive for each youth they successfully enroll into PROMISE. • They will also receive reimbursement for travel costs if travel exceeds 100 miles. • PICs will have unique return labels which will be used to track how many youth each PIC enrolls 37

  38. Step 2: Complete and Review Consent and Intake Form • 2.2 Review the forms to ensure they are completely and correctly filled out • Obtain any missing information from the youth and family • Enrollment and random assignment cannot occur if key information is missing from the consent form 38

  39. Step 2: Complete and Review Consent and Intake Form • Recapping Step 2 • Youth and parental consent is required for PROMISE participation • Wisconsin has created its own consent and intake forms • Wisconsin has customized a FAQ document to help obtain consent from youth and their parents/guardians • If youth withdraw from a study, the PROMISE program and Mathematica will cease contact with the youth • Consent forms should be reviewed for completeness before advancing to random assignment

  40. Research Procedures Step 3: Enter Information Into the RAS and Randomly Assign Youth

  41. Step 3: Enter Information into RAS and Randomly Assign Youth • The PROMISE Random Assignment System (RAS) • Verifies eligibility for PROMISE • Gathers contact information on youth and their parents/guardians • Conducts automated validation checks on the data entered • Checks that youth have not previously been randomly assigned • Conducts random assignment • Produces reports on recruitment and enrollment progress

  42. Step 3: Enter Information into RAS and Randomly Assign Youth • System Security: • Secure password requirements • Multifactor authentication • Session timeouts – 20 minutes and two hours • Data is restricted to specific program and region, as well as the user account level • All data in the development system is test data

  43. Step 3: Enter Information into RAS and Randomly Assign Youth • 3.1 Log in to the RAS • Create a username and password after receiving an email invitation from your RAS program administrator • Access the RAS at : https://www.promise-ras.com

  44. Step 3: Enter Information into RAS and Randomly Assign Youth • Log in Screen

  45. Step 3: Enter Information into RAS and Randomly Assign Youth • Reasons for being kicked out of the RAS: • Entering an incorrect password three times in a row will lock your account • Not completing the new password and multifactor authentication within 15 minutes of receiving a password reset email will deactivateyour account • Both of these scenarios will require a password reset by your administrator

  46. Step 3: Enter Information into RAS and Randomly Assign Youth • Welcome Page

  47. Step 3: Enter Information into RAS and Randomly Assign Youth • Enroll Youth Link

  48. Step 3: Enter Information into RAS and Randomly Assign Youth • Eligibility Validation Screen

  49. Step 3: Enter Information into RAS and Randomly Assign Youth • Data Entry Page

  50. Step 3: Enter Information into RAS and Randomly Assign Youth • 3.2 Enter information from the consent form

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