Safe, Respectful & Accessible Needs Assessment
Break-out Session
Louisville 2007 Grantee Meeting
May 20, 2008, 3:30 – 5:00 p.m. 
Just ASK – Kansas Collaboration

Excerpts from Needs Assessment Plan


C.  Recruitment

    As stated, organizational willingness to participate with needs assessment activities was demonstrated by programs through the RFA process.  Recruitment for specific groups is as follows:

1.  Boards of Directors
     The Executive Directors of the target site CIL and SA/DV programs will 
     be asked to identify the individuals to receive the survey.  Board 
    members will receive the survey with an explanation of 
    the purpose and how their participation will inform the process.  

2.  Executive Directors
     The Executive Directors of the target site CILs and SA/DV programs will 
     participate in an interview.  The scheduling call will explain the
     purpose of the interview and how it will inform the process.  

3.  CIL Staff and SA/DV Advocates
     The local CIL and SA/DV programs will be asked to issue information to
     staff and advocates about participating in the focus groups.  There will be
     a minimum of two focus groups, one each for CIL staff and SA/DV 
     advocates.  Depending on response and timing, several groups could be
     held for both CIL staff and SA/DV advocates.  A local program primary
    contact will collect RSVPs from interested staff and advocates and submit
    to Just ASK.  

4.  People with disabilities  
* Recruiting for the people with disabilities focus group will be a cooperative effort between Just ASK and the target site programs. The primary recruitment strategy will be direct invitations from CIL and SA/DV program staff to people with disabilities.  CIL and SA/DV program staff will share information regarding the focus group and collect RSVPs from interested individuals.  
* A secondary strategy will be notification via more informal existing networks as they are identified by local CIL and SA/DV program staff.  Those existing networks may include publication in newsletters and email listservs to announce the formation of the focus groups and how individuals can get involved.  We will not be using flyers. 
* RSVP’s (see Appendices C.3 and D.6) will be requested to allow us to prepare for alternative formats, interpreters, transportation, childcare or other needs.  RSVPs will be directed to the local CILs and SA/DV programs.  The form for taking RSVP information will be furnished to the local programs.  The staff will then funnel the RSVPs to Just ASK to make the needed arrangements.

D.   Survey, Interviews and Focus Group Facilitation 

Data to be gathered for use in strategic planning with the target sites will come from the sources as described above.  The data collection process of surveys, interviews and focus groups will be facilitated as described in this section. Any needs assessment plan must reflect issues of confidentiality, safety needs and accessibility needs.  Just ASK has created a plan that accounts for these issues on an individual basis as well as in the structure of tools and facilitator roles.  Participation in a needs assessment carries certain risks for both organizations and for individuals.  Just ASK will collect information in ways which respect confidentiality for individuals and target sites.  We will also ensure a process that respects the reputation of the community and creates an environment conducive to change.  

1.  Boards of Directors Survey

The survey for the Boards of Directors will be administered to the board members of the target site CILs and SA/DV organizations with the assistance of the Executive Directors.  The survey will be offered in paper,   electronic or other alternative format as requested.  The needs assessment facilitators will confer with the Executive Directors of each organization about the most efficient manner in which to contact them, i.e., electronically or other method. 
    
    A cover letter (see appendix B.1) explaining the program and the purpose will accompany the survey. The electronic survey will be checked for accessibility and its compatibility with screen readers.  The electronic version will be submitted electronically to the needs assessment facilitators; the Executive Directors will facilitate submission of the survey in other formats to Just ASK.  It is anticipated that the survey will take 10 to 15 minutes to complete.

2.  Executive Director Interviews.

	The Executive Directors of the target sites CILs and SA/DV programs will be invited to participate in an interview.  The needs assessment facilitators will issue the invitation by telephone with an explanation of the purpose, the time involved and the importance of their participation.  A date and time for the interview that is mutually acceptable will be scheduled during the call.  The interview will be conducted by one or more of the three Co-Directors at the Executive Director’s office or other location preferred by the Executive Director.  It is anticipated that the interview will take 1 to 1 ˝ hours.

3.  Facilitation of Focus Groups

  Focus groups will be conducted for direct service advocates and staff at CILs and SA/DV programs.  We will also conduct focus groups of survivors/people with disabilities.  Our structure will be largely consistent across each type of focus group.
  We will ensure universal access to focus groups and surveys, including groups being scent free, and attend to each participant’s need for safety.  We also will ensure that groups represent the diversity of the target communities. Our commitment to confidentiality will be stressed at the start of each group. Every focus group participant will get a copy of our confidentiality statement and the statement will be displayed on a wall in the room.
  
    Each focus group will be facilitated by the three Just ASK co-directors.  The roles of the facilitators for the focus groups will be divided as follows:

Moderator.  The moderator will facilitate the large group discussion and attend to the environment of the group.  This includes opening and closing the group and maintaining the focus  of the discussion.  The moderator is also responsible for maintaining a space where all participants have a true opportunity to contribute.  This is especially crucial in a group where the topics may be difficult to discuss and group members may utilize different modes of communication.  The KACIL co-director will be the moderator.  Her expertise comes from conducting focus groups discussing difficult topics such as disability, moderating training sessions, teaching at a post-secondary level, and providing direct service to people with disabilities and survivors.
  
Recorder.  The recorder will take notes, recording responses as accurately as possible.  The recorder will not only record spoken comments but will also note observed communication such as topics which present particular frustration or hesitancy.  All participants will be informed that while direct quotes may be utilized in the report, no participant will be identified in any way (confidentiality, section F).  The KDHE co-director will be the recorder.  Her expertise is based in a thorough understanding of the need for accuracy and gathering focus group information as objectively as possible if it is to be of use in informing the needs assessment report and the strategic plan.

Floater. The third facilitator’s primary role is to be responsive in the face of a participant’s crisis or distress.  If a participant begins to feel overwhelmed, wishes to talk individually or needs to leave, the floater will check-in with them in a private space.  The floater has a secondary role as assisting with large group facilitation if no one presents an individual need.  The KCSDV co-director will be the floater.  Her experience as a direct service advocate for DV/SA survivors gives her the expertise be responsive to a participant’s crisis or distress.  

	Each group will be limited to 8 participants.  This small number will enhance our ability to create space for all participants and will ensure that individual needs can be addressed.  

    The groups will be specifically tailored for each audience as detailed below. 
    
Staff/Direct Service Advocates Group
    As they arrive, participants in the staff and direct service advocates group will be given a brief demographic survey (Appendix C.1) to complete as well as a list of the discussion questions for their reference.  The moderator will conduct a 60 minute (approx.) discussion focusing on specific questions (Appendix C.2).  The final 10 minutes of the group will be question and answer (Q&A) and wrap-up.  At the conclusion of the focus group, a box will be available for participants to anonymously contribute program and demographic surveys.  Staff and advocates may have safety needs that impact their participation.  We will offer individual interviews for staff and advocates who feel unsafe or uncomfortable participating in a group setting.  Facilitators are also available after the group for anyone who has an emerging safety concern.  

People with Disabilities Group
    The focus groups for people with disabilities will include a brief check-in with each individual before the beginning of the group. All three facilitators will participate in the check-in procedure.  The check-in will be used to explain who we are, expectations about the focus group, inquire about the individual’s level of comfort and safety in participating, confidentiality expectations, and the demographic information to be gathered. 
a.  Each focus group will have a 20 minute check-in period for 5 minute
    individual interviews, a 60 minutes group discussion, and a 10 minutes 
    question and answer (Q&A) and wrap up.
b. During check-in, each participant will receive a demographics survey
    form (Appendix D.1), a confidentiality statement (Appendix E), a 
    statement of our role/purpose (Appendix D.2), discussion questions for 
    the focus group (Appendix D.4), and contact information for local CIL
    and DV/SA organizations.  Participants also receive a SASE to the 
    KDHE co-director, which will have no reference to SA or DV, in
    which they can mail in additional thoughts after the discussion.
c. Each participant will be given a stipend for their attendance.
d.  Facilitators will take a brief moment after initial interviews to check in
    with each other. Participants will use this time to get comfortable, 
    have a cup of coffee, look over discussion questions, jot down ideas, 
    etc. 
e.  At the conclusion of the focus group, a box will be available for 
    participants to anonymously contribute the demographic surveys.
f.  Each participant will have an opportunity to check-in individually at 
    the conclusion of the group to address any emerging needs.

4.  Facilitation of Interviews with Individuals Unable to Participate in Focus
    Groups.

Individuals may be interested in participating in focus groups or 
contributing to the process but are unable to participate because of schedules, preferring to communicate individually, safety concerns or other reasons.  Interviews will be arranged with these individuals at an agreed upon date and time.  If at all possible, the interviews will be arranged while the facilitators are at the target site.  The interview process is anticipated to take 45 minutes to 1 hour, and will use the focus group discussion questions.  All facilitators will be scent-free for the interviews.

E.  Research Tools 

1.   Tool development

  Just ASK developed several tools that will be used in the needs assessment process to collect and record the data as described in the methodology section.  The specific tools are contained in the appendices (see Appendices Table of Contents, p. 18).  They will be used with different target groups as follows:

* Survey (paper, electronic and other alternative formats): Members of the Board of target site CILs and SA/DV organizations.
* Interviews: Executive Directors of target site CILs and SA/DV organizations; staff, advocates, and people with disabilities who are unable to schedule participating in focus groups.
* Demographic survey: target site CIL staff and SA/DV advocate focus groups or individual interviews, and people with disabilities focus groups or individual interviews.
* Focus group questions: target site CIL staff, SA/DV advocates, and people with disabilities focus groups.

  Additional documents to be used with the groups include a confidentiality statement, a Just ASK statement of purpose and roles, a cover letter for members of the Boards of Directors of each organization explaining the purpose of the survey, and an RSVP form. 

  Facilitation of the needs assessment is explained in Section D of this plan.  All documents will be in accessible formats as needed.  Appropriate support will be available for focus group participants who do not read or process written language.  See full safety and accessibility protocols on pp. 13 – 16. 
  
F.   Confidentiality 

    Just ASK is highly committed to maintaining confidentiality for participants in our needs assessment.  Just ASK co-directors are not mandatory reporters according to Kansas Statutes.  We have crafted a confidentiality statement (Appendix  E) to ensure that all participants understand our confidentiality protections.  This statement also outlines potential risks participants may still face if disclosing (such as a fellow focus group member not maintaining confidentiality).  We have structured multiple ways to emphasize confidentiality and to explain our expectations and limits.  We will:
* Discuss confidentiality with each individual at brief one-on-one interviews before each focus group;
* Explain the confidentiality statement to the group;
* Have a large copy of the confidentiality statement on the wall so it is present in the room during the group; and
* Provide a copy of the statement in the participant’s desired format so it can be reviewed later if there are concerns.

    To help limit potential risks, we are also giving any focus group participant private and/or anonymous ways of communicating with us.  These include the brief one-on-one meetings before group, a box for collection of demographic survey information, the opportunity to meet with a facilitator privately after group, or to schedule a private interview instead of participating in a group.

    We are also attending to a high level of confidentiality within Just ASK.  No identifying information will be revealed in the needs assessment report about individual focus group or interview participants.  Any politically sensitive information about organizations gathered during the needs assessment will be held strictly confidential and used only for strategic planning purposes.  All documents used to record information will be destroyed once the data are in aggregate form.  





Safety Planning and Accessibility Protocols

A. Safety Planning

   People with disabilities who are survivors of sexual assault or domestic violence may face a variety of potential risks in participating in this needs assessment.  Just ASK recognizes that safety for survivors of violence requires consideration of risks a survivor faces by virtue of social/cultural factors, as well as risks presented by a perpetrator.  A survivor may face risks from a community that stigmatizes people with psychiatric disabilities.  That same survivor may also face risks from a perpetrator who hides her medication.  The methodology for the needs assessment was carefully crafted to minimize safety risks; however Just ASK recognizes that no amount of planning can eliminate all the potential risks a needs assessment participant may face.
   
   Given the potential risks, Just ASK is relying on a three dimensional safety strategy.  We will disclose possible risks to every participant, present options to manage these risks and, most importantly, we will listen to the survivor.   She is in the best position to assess her own safety or comfort level and make a decision about participation.  
   
     It is our plan to create an environment that addresses common risks survivors may face.  We will also create space for one-on-one safety planning to respond to individualized risks survivors may face.  Key to this plan is to offer a choice in how individuals participate—via individual interview or through a focus group. It is our hope that this combination of generalized planning for safety and individualized response will minimize potential harm for participants.

   Just ASK will work with local programs to ensure the location of the focus group contributes to a feeling of safety for participants.  We recognize that additional risks may be faced by individual participants.  Our strategies to enhance safety include the following:
* Risks may be present for staff/advocates or consumers/survivors in disclosing unflattering information about the local agency.  Strict adherence to confidentiality will reduce this risk.  Just ASK will work with the local agencies on the intent and purpose behind the needs assessment.  This will hopefully facilitate an environment welcoming of critical feedback and minimize the potential risk. 
* Survivors may face risks to their emotional safety by participating in a discussion that addresses violence.  The individual interviews before the group begins will help prepare survivors for their participation in the group.  We will help survivors assess their safety level in sharing with the group and identify resources available if additional support is needed after group. 
* Survivors may be in immediate danger from a perpetrator. Again, individual interviews will include safety planning of risks.  If a survivor reveals s/he is in immediate danger, the “floater” facilitator will respond with safety planning and offer immediate connection to local resources.
* A survivor living in a group environment (shelter or otherwise) may face risks in disclosing an active addiction or psychiatric disability. Confidentiality and safety planning during the interview will provide a level of protection for a survivor making such a disclosure.  
* A survivor may attend the focus group with a personal care attendant (PCA) and feel unsafe disclosing because of the PCA’s presence either because of concerns about confidentiality or because the PCA is the abuser.  Just ASK will offer to provide alternate PCAs.  Because this option may be restricted by an abuser, we emphasize that a survivor can choose not to answer or respond to any questions that make them uncomfortable.  To address concerns about privacy all PCAs who are present at the focus group or interviews will be asked to sign a confidentiality agreement.    
* A survivor/person with a disability may be concerned about transportation to or from the focus group.  Just ASK will coordinate with local programs to ensure transportation is available to participants.  
* A survivor/person with a disability who is a parent may be concerned about the care of their children while they attend the focus group.  Just ASK will coordinate with local programs to provide childcare parallel to the focus group.
* Some survivors may face risks from a perpetrator if they were to return home with unexplained money or giftcards.  Just ASK will have stamped envelopes available to mail the stipend to a safe mailing address for any survivors who are unsafe bringing the stipend home.  

B.  Accessibility

Just ASK collaboration is committed to full accessibility for survivors with a disability.  
* Needs Assessment Tools: Just ASK will ensure alternative formats are available for all of our tools.  Our survey, interview and focus group tools will undergo review with a committee of disability experts to check for readability and appropriate language use.  The survey for board members will be available in hard copy in a variety of formats as well as available on-line in a survey compatible with screen readers.  Focus group participants will be asked to identify accessibility needs prior to the meeting.  Just ASK will coordinate with the local programs to ensure the availability of a wide range of alternative formats.
* Accessible Communication: Just ASK will coordinate with local programs to ensure documents are translated into appropriate languages and to ensure that interpreters are available as requested.  
* Location of the focus group: Just ASK will solicit recommendations for focus group locations from the local programs.  We will also conduct site visits to ensure the room is easy to access for all people (checking the level of strength required to navigate the doors, the ease with which a participant could go from the front door to the room or to the bathroom, sufficient accessible parking, etc.). 
* Chemical sensitivity concerns:  Just ASK will strive to ensure that the focus groups are scent-free.  The interviews will be scent-free.