Protocol Implementation Materials
Below are resources and materials across five areas of JJ-TRIALS protocol implementation. See the Site Implementation tab to determine site readiness and needs, provide leadership and staff training, and conduct effective reporting. See the Behavioral Health Training and Goal Achievement tabs for materials needed to execute those trainings, including recorded sessions. See the Data-Driven Decision Making tab for training and practices of Data Driven Decision Making (DDDM), Plan-Do-Study-Act (PDSA), and Goal Selection Support (GSS). See the Local Change Teams tab for fostering effective local change teams.
Site Implementation
Behavioral Health Training
Goal Achievement
Data-Driven Decision Making
Local Change Teams
Site Implementation
| Resource/Download | Items | Description | Lead(s) | File Type |
|---|---|---|---|---|
| Pre-Implementation Checklist | Pre-Implementation Checklist | The Pre-Implementation Checklist determines individual site readiness, helping sites prepare to participate in the intervention and evaluate/monitor the impact of intervention participation. | Jessica Sales | doc |
| Leadership Orientation Slides | Leadership Orientation Slides | Slides to inform agency leadership and line staff of the overarching national scope of substance use and mental health concerns for justice-involved youth and to provide an overview of the study. | Larkin McReynolds | |
| Line Staff Orientation Slides | Line Staff Orientation Slides | Slides to provide details on study activities that site line staff would be ask to participate in the study (i.e., behavioral health training, staff surveys, monthly site check-ins). | Larkin McReynolds | |
| Needs Assessment | (a) Preparation Fidelity Monitoring Checklist; (b) System Mapping & Focus Group Protocol; (c) Time 2 Needs Assessment Protocol | Baseline Needs Assessment (NA) to describe and explain existing system capacities of juvenile justice (JJ) and community service partners in relation to evidence-based identification of substance abuse needs (e.g., screening and assessment practices), referral to and availability of community service agencies, nature and quality of service linkages, and contextual factors influencing service implementation. | Larkin McReynolds | zip (doc files) |
| Site Feedback Report | SFR Template Sections: 0, 1, 2-3, 3, 4a, 4b, 5a, 5b, 6 | Site Feedback Report (SFR) to summarize information collected during Needs Assessment on site performance across the Behavioral Health Services Cascade within the past 12 months. Used as a tool for facilitating data-driven decision making about goal selection. Included data from de-identified youth records, NA group interview, and online/hard-copy documents pertaining to the agency. | Larkin McReynolds | zip (ppt files) |
| Quarterly Cascade Reports | (a) SFR Cascade Tables Wave 1 Sites; (b) Recommendations for Preparing the Quarterly Reports | Template to present quarterly reports on site administrative data on the Behavioral Health Services Cascade, including need identification of participants, transitions to treatment, and retention in care. Recommendations note table layout and how rates are calculated. | Michael Dennis | zip (doc + xls files) |
| Timeline Compliance Report | Timeline Compliance Report Template | Monthly tracking log completed and submitted by each research center throughout the implementation of the study protocol. Established target dates for each study component by site based on various key trigger dates. Used to track completion dates for activities as well as counts of trainees for certain components. | Michael Dennis, Corey Smith | xls file |
| Project Management Report | Project Management Report Template | Report used to summarize aggregated data from monthly timeline compliance files. Used for monthly tracking of progress and timing for completing each intervention component. Reported by county, research center, wave of intervention roll out (3 waves), research assignment (experiment vs. control group), and overall. | Michael Dennis, Corey Smith | xls file |
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Behavioral Health Training
| Resource/Download | Items | Description | Lead(s) | File Type |
|---|---|---|---|---|
| BH Training on Family Engagement | Trainer Manual (Live Session 1a & 1b): Family Engagement | Trainer manual for Live Sessions 1a and 1b (Family Engagement: Working Collaboratively to get Youth to Substance Use Services). Includes trainer notes to accompany PowerPoint slides, role plays, case examples, and handouts. | Gail Wasserman | |
| BH Training on Integrating Service Planning | Trainer Manual (Live Session 2a & 2b): Integrating Service Planning | Trainer manual for Live Sessiond 2a and 2b (Strategies for Integrating Service Planning Across Agencies). Includes guidelines for preparation and facilitation, detailed scripts, activity goals, and checklists. | Gail Wasserman | |
| Overview and Logistics Manual | Overview and Logistics Manual | Manual providing information on trainer roles for online information units and live activity sessions. | Gail Wasserman | |
| Guidelines for Live Activity Sessions | Running the Call: General Ideas & Guidelines | Instructions for running calls during live activity sessions. Includes preparation checklist, ideas to begin a call and motivate participation, and other tips for engagement and problem-solving. | Gail Wasserman | doc |
| Pre- and Post-Test | Pre- and Post-Test Questions & Answer Key | Questions/Answers for all four units of BH training. Each unit offered a Pre- and Post- quiz, required to record staff participation in training. Results must be aggregated by county, not individual staff members. | Gail Wasserman | zip (doc files) |
| Post-Session Questionnaires | Post-Session Satisfaction Questionnaires - Live Sessions 1a & 1b, 2a & 2b | Feedback forms to be completed by those who participate in family engagement live sessions (1a and 1b) and integrating service planning live sessions (2a and 2b). | Gail Wasserman | pdf (combined) |
| Information Units Content and Logistics | (a) Charting a Course to Care Trainer Manual: Information Units; (b) Charting a Course to Care Trainer Manual: Information Units Logistics; (c) Tracking Information Unit Invitations (For Trainers) | Behavioral health training online information units, including slides and text/transcripts. The manual describes how to implement the units, and the template can be used to track participants. | Gail Wasserman | zip (pdf + excel files) |
| Fidelity Checklists | Fidelity Forms - Live Sessions 1a & 1b, 2a & 2b | Forms used to evaluate live activity sessions (1a and 1b; 2a and 2b) to ensure they are being implemented as intended and the participants are gaining the intended knowledge. | Gail Wasserman | zip (doc files) |
| Family Engagement Training Slides | Family Engagement Live Training Slides - Session 1a, Session 1b | Slides used to deliver information in Live Sessions 1a and 1b (Family Engagement: Working Collaboratively to get Youth to Substance Use Services). | Gail Wasserman | zip (ppt files) |
| Training Handouts | Session 1a, Handouts #1-5; Session 1b, Handout #6 | Handouts provided to BH training participants. Live Session 1a handouts discuss (1) strategies for collaboration and compliance; (2) feedback on screening scores; (3) how to plan for appointment attendance; (4) barriers to services; and (5) a feedback-assessment model a checklist. Live Session 1b handout (6) covers how to achieve agreement or follow-through using the feedback-assessment model. | Gail Wasserman | zip (doc files) |
| Trainer Notes and Materials | (a) Session Management Guide - Live Session 1a & 1b; (b) Sample Role Plays; (c) Post-Session Checklists (1a & 1b; 2a & 2b) | Trainer instructions for before and during family engagement live sessions. Sample role plays provide additional practice and enhance understanding of key concepts. Post-session checklists for trainers to document when the session occurred, how many people attended, and whether important tasks were completed. | Gail Wasserman | zip (pdf + word files) |
| Family Engagement Train the Trainer | Family Engagement Train the Trainer Recording | Recording of a training conducted for BH trainers to complete the family engagement live session. | Gail Wasserman | mp4 |
| Analytic Webinar on Behavioral Health Training Data | BH Analytic Webinar Recording & Slides | Webinar recording and slides discussing what to know before using BH training data. Includes a description of the training, type of information captured, and resources available for analyses. | Michael Dennis, Corey Smith | zip (mp4 + pdf files) |
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Goal Achievement
| Resource/Download | Items | Description | Lead(s) | File Type |
|---|---|---|---|---|
| Goal Achievement Training Outline | GAT Training Outline | Outline of Goal Achievement Training (GAT) Sessions 1 & 2, including topics covered and time spent on each. | Jenny Becan, Aaron Hogue, Larkin McReynolds Alexis Nager | |
| Goal Achievement Training Procedures | GAT Procedures | Document outlining fidelity monitoring objectives for GAT and preparation checklist for the training team. Includes a detailed list of materials to provide to training participants. | Jenny Becan, Aaron Hogue, Larkin McReynolds Alexis Nager | |
| GAT Fidelity Checklists | GAT Fidelity Checklists | Fidelity checklists for Data Driven Decision Making (DDDM) and Goal Selection Support (GSS) sessions of the GAT training. Used to ensure that key elements were included in the training. | Jenny Becan, Aaron Hogue, Larkin McReynolds Alexis Nager | zip (pdf files) |
| GAT Pre- and Post-Tests | GAT Pre- and Post-Tests | Assessments to evaluate participant preparedness before/after attending trainings for Goal Selection Support (GSS) and Data Driven Decision Making (DDDM). | Jenny Becan, Aaron Hogue, Larkin McReynolds Alexis Nager | zip (pdf + doc files) |
| Reveal Protocol and Slides | Reveal Protocol and Slides | Outline of how to prepare for randomization and how/when to reveal randomized assignment to sites. | Jenny Becan, Aaron Hogue, Larkin McReynolds Alexis Nager | zip (pdf + ppt files) |
| Goal Selection Support Slides | GAT Curriculum GSS Slides | Presentation slides for Goal Selection Support (GSS) training sessions. Used to discuss interpretation of site’s behavioral health service cascade, goal criteria and steps, SMART goals, and action plan. | Jenny Becan, Aaron Hogue, Larkin McReynolds Alexis Nager | ppt |
| GSS Facilitators Guide | GSS Facilitators Guide | Goal Selection Support (GSS) training guide for facilitators/trainers, including a walk-through of slides, visual aids, activities, and additional resources. | Jenny Becan, Aaron Hogue, Larkin McReynolds Alexis Nager | |
| GSS Site Guide | GSS Site Guide | Goal Selection Support (GSS) guide for sites, including how to select appropriate goals and identify additional resources. | Jenny Becan, Aaron Hogue, Larkin McReynolds Alexis Nager | |
| Generic Step Menu | Generic Step Menu | Spreadsheet listing generic goal steps by cascade element (screening, referral, etc.). Can be used as a reference as sites select their goals and identify steps towards that goal. | Jenny Becan, Aaron Hogue, Larkin McReynolds Alexis Nager | xls |
| GSS Resources and Activities | (a) GSS Tool Decision Tree; (b) GSS SMART Activities (initiation ex.); (c) GSS SMART Activities (section dividers); (d) GSS Resources (blank worksheets); (e) Examples of SMART Goals Worksheet | Additional resources to accompany GSS training and help sites identify goals. Includes GSS Tool Decision Tree, SMART Goals and Activities examples, and blank worksheets and section dividers for GSS training participants. | Jenny Becan, Aaron Hogue, Larkin McReynolds Alexis Nager | zip (pdf files) |
| Mini-GAT Recording | Mini-GAT Recording | Recording of an abbreviated Goal Achievement Training, for staff who join the project after initial GAT. | Jenny Becan, Aaron Hogue, Larkin McReynolds Alexis Nager | mp4 |
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Data-Driven Decision Making
| Resource/Download | Items | Description | Lead(s) | File Type |
|---|---|---|---|---|
| DDDM Overview and Local Champion Position | (a) Brief Guide DDDM, (b) Local Champion Position Description | Introduction guide to Data Driven Decision Making, Continuous Quality Improvement, the PDSA framework, and sustaining change. Also includes a position description for the local champion role (Enhanced intervention). | Jenny Becan, Aaron Hogue, Larkin McReynolds, Alexis Nager | zip (pdf files) |
| DDDM Trainer Guide and Slides | DDDM Trainer Guide & Slides | Presentation slides and guide on what trainers should cover/present for each slide during the Data Driven Decision Making trainign session. | Jenny Becan, Aaron Hogue, Larkin McReynolds, Alexis Nager | zip (ppt files) |
| DDDM Handouts | (a) Handout PDSA Example Concurrent PDSA Cycles, (b) Handout PDSA Example Screening Goal, (c) Handout PDSA Example Sequential PDSA Cycles, (d) Reveal Handout 1 Core Sites, (e) Reveal Handout 2 Enhanced Sites | Completed example handouts for concurrent PDSA cycles for a treatment goal, a screening goal, and sequential PDSA cycles for a referral goal. Reveal handouts outline activities for sites assigned to the Core and Enhanced interventions. | Jenny Becan, Aaron Hogue, Larkin McReynolds, Alexis Nager | zip (pdf files) |
| DDDM Comprehensive PDSA Tools | (a) DDDM Comprehensive PDSA Tools, (b) DDDM Comprehensive PDSA Tools w Instructions, (c) DDDM Comprehensive Tools Referral Example, (d) DDDM Comprehensive Tools Screening Example, (e) DDDM Comprehensive Tools Treatment Example, (f) Comprehensive PDSA Tools Fillable Form | Blank copies of the PDSA stage worksheets with instructions, plus examples of PDSA stage worksheets (comprehensive version) completed based on a referral goal, screening goal, and treatment goal. | Jenny Becan, Aaron Hogue, Larkin McReynolds, Alexis Nager | zip (pdf files) |
| DDDM Concise PDSA Tools | (a) DDDM Concise PDSA Tools, (b) DDDM Concise PDSA Tools with Instructions, (c) DDDM Concise Tools Assessment Example, (d) DDDM Concise Tools Referral Example | Blank copies of the PDSA stage worksheets with instructions, plus examples of PDSA stage worksheets (concise version) completed based on assessment goal and referral goal. | Jenny Becan, Aaron Hogue, Larkin McReynolds, Alexis Nager | zip (pdf files) |
| DDDM Sustainment Worksheets | (a) DDDM Sustainment Worksheet, (b) DDDM Sustainment Worksheet Ex., (c) DDDM Sustainment Worksheet w Instructions, (d) Sustainment Worksheet Fillable Form | Worksheet that goes over the four elements of sustaining change (standardization, documentation, training, and measurement), including an example and instructions. | Jenny Becan, Aaron Hogue, Larkin McReynolds, Alexis Nager | zip (pdf files) |
| Evidence-Based Materials | (a) Evidence-based Assessment Instrument Menu, (b) Evidence-based Screening Instrument Menu, (c) Evidence-based Treatment Menu | Document listing various evidence-based assessments, screening instruments, and treatments. | Jenny Becan, Aaron Hogue, Larkin McReynolds, Alexis Nager | zip (pdf files) |
| Five Strategies for Using JJ-TRIALS Tools | Five Strategies for Using JJ-TRIALS Tools | Guide for study participants that outlines how to use the JJ-TRIALS toolkits, a wide range of vital resources to promote incremental but meaningful enhancements in organizational functioning. | Jenny Becan, Aaron Hogue, Larkin McReynolds, Alexis Nager | |
| Generic Step Menu Final | Generic Step Menu Final | Resource for Goal Selection Support training listing examples of potential steps sorted by behavioral health service cascade areas (screening steps, assessment steps, etc.). | Jenny Becan, Aaron Hogue, Larkin McReynolds, Alexis Nager | |
| GSS Resources | GSS Resources (blank worksheets) | Blank copies of the worksheets for use with the Goal Selection Support training to assist with goal selection, determining feasibility, deciding how to implement, etc. | Jenny Becan, Aaron Hogue, Larkin McReynolds, Alexis Nager | |
| GSS SMART Activities | GSS SMART Activities (initiation ex) | Example of completed Goal Selection Support materials using an initiation goal. | Jenny Becan, Aaron Hogue, Larkin McReynolds, Alexis Nager | |
| Meeting Agenda and Notes | Meeting Agenda and Notes | Blank template for local change team meeting agenda and notes. | Jenny Becan, Aaron Hogue, Larkin McReynolds, Alexis Nager | |
| Excel Dashboard | (a) Developers Guide JJTRIALS Dashboard, (b) JJ-GSS Custom Report Example | Dashboard to visually document progress toward treatment goals by participating agencies. See the developers guide for information on how to customize the dashboard. | Jenny Becan, Aaron Hogue, Larkin McReynolds, Alexis Nager | zip (doc + excel files) |
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Local Change Teams
| Resource/Download | Items | Description | Lead(s) | File Type |
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| LCT Manual_Implementation | LCT Manual_Implementation | This document provides instructions to foster effective functioning of a local change team. A local change team is a group of stakeholders charged with pursuing quality improvements in an organization, community, or other setting based on the strategic use of data. In JJ-TRIALS, the local change team was a key component of the treatment condition (i.e., Enhanced intervention) and was guided by an implementation facilitator. | John Bartkowski, Traci Rieckmann | |
| Facilitator Manual_Implementation | Facilitator Manual_Implementation | This document provides instructions to support an implementation facilitator’s effective leadership of quality improvement initiatives in an organization, community, or other entity. An implementation facilitator serves as a coach who helps to guide a local change team’s execution of evidence-based programs, practices, or policies. In JJ-TRIALS, the implementation facilitator was a key component of the treatment condition (Enhanced intervention) and provided guidance to the local change team. | John Bartkowski, Traci Rieckmann | |
| Facilitation Timeline | Facilitation Timeline | This document identifies the milestones and time frame for local change team facilitation in the Enhanced intervention of JJ-TRIALS. The time frame was specially designed to provide a sufficient degree of facilitation to test its impact when compared with an un-facilitated intervention. Facilitation is a form of coaching offered to a local change team aimed at effecting evidence-based quality improvements. | John Bartkowski, Traci Rieckmann | doc |
| Local Change Team Leadership Transition Worksheet | Local Change Team Leadership Transition Worksheet | This worksheet permits tracking of key transition points in local change team leadership whereby guidance from an external implementation facilitator is gradually replaced by direction from an internal local champion (change team leader). Facilitation, also known as implementation coaching, was delivered to a local change team during the course of the JJ-TRIALS Enhanced intervention. | John Bartkowski, Traci Rieckmann | doc |
| Local Champion Position Description | Local Champion Position Description | A local champion is a representative of an agency or other entity aiming for quality improvements who leads a local change team that has been tasked with prioritizing and pursuing those improvements. This document provides a description of the roles and responsibilities of a local champion so a suitable individual can be selected for this important position. Ultimately, the JJ-TRIALS local champion becomes the facilitator of the local change team. | John Bartkowski, Traci Rieckmann | doc |
| Implementation Facilitator Scope of Work | Implementation Facilitator Scope of Work | Describes the roles and responsibilities of an implementation facilitator, who serves as a coach and helps to guide the execution of evidence-based programs, practices, or policies. In JJ-TRIALS, the implementation facilitator was a key component of the treatment condition (Enhanced intervention) and provided guidance to the local change team. | John Bartkowski, Traci Rieckmann | doc |
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