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Program Review Panel
The Program Review Panel Update
DHWDC News May 2007 The material submission and review process of the Program Review Panel (PRP) has recently been revised. The new revisions include an appeal process. If the Program Review Panel disapproved an item, the submitting agency has a right to appeal the decision. The revised Frequently Asked Questions outlines the appeal process. Also, see the new Appeal of Disapproval Decision Form. HIV prevention funded agencies submitting curricula must first submit the item to their contract monitor for a technical review before submitting to the PRP chair. Following this technical review, the submitting agency is responsible for submitting the curriculum to the PRP Chair. All other materials must be submitted to the PRP chair directly. See the new Submission and Review Result Form.
Updated
Commonly Asked Questions (PDF
FAQs file to download and print) ; updated list of
PRP Appendixes; and
list of materials that have been reviewed
When is the next meeting? What are the responsibilities of an agency or program that receives CDC funding through the Michigan Department of Community Health, Division of Health, Wellness and Disease Control-HIV/AIDS Prevention and Intervention Section? Why do materials have to be approved by the Program Review Panel (PRP)?
Who are the members of the PRP?
What does and does not need to be approved?
What can I use as proof of the review status of materials?
Where can I find a list of materials that have been reviewed?
How are reviewed materials classified?
What happens if my submission is disapproved?
What if I can’t find my item on the list of reviewed materials?
How do I submit something for review?
What are the reasons why my submission might not be accepted for review?
What are the responsibilities of the PRP reviewers?
What are the responsibilities of the PRP Chairperson and HAPIS?
Who do I contact with more questions?
For those appendixes without links please contact: PRP Chair Christina Bolden at (517) 241-5929
boldenc@michigan.gov A. Content of AIDS Related Written Materials, Pictorials, Audiovisuals, and Education Sessions in Centers for Disease Control and Prevention (CDC) Assistance Programs B. Program Requirements for Designated HIV Counseling and Testing Sites C. Curriculum Components Checklist D. Memoranda from the Department of Health and Human Services
F. Program Review Panel Reviewer Acknowledgment and Information Form G. Program Review Panel Material Review Form H. Instructions for Completing the Program Review Panel Material Review Form
· Agencies are responsible for assuring that they only use materials approved by the Program Review Panel for the target audience for which it is approved. · Agencies are responsible for providing proof of review or approval status of materials when requested by funders. · Agencies are responsible for submitting materials for review within the guidance provided in this document.
Why do materials have to be approved by the Program Review Panel (PRP)?
The Centers for Disease Control and Prevention (CDC) released the Content of AIDS Related Written Materials, Pictorials, Audiovisuals, and Education Sessions in Centers for Disease Control and Prevention (CDC) Assistance Programs guidance in 1992 (Attachment A). This guidance called for the development of review panels “to consider the appropriateness of messages designed to communicate with various groups”.
In 2002, the U.S. Department of
Health and Human Services (HHS) determined that:
Materials are reviewed in accordance with guidance from the CDC. The role of the review panel is to ensure materials:
· Are appropriate for the intended population. · Do not "provide education or information designed to promote or encourage, directly, homosexual or heterosexual sexual activity or intravenous substance abuse” or include activities, which have "…attendees participating in sexually suggestive physical contact or actual sexual practices." · Do “include information about the harmful effects of promiscuous sexual activity and intravenous substance abuse, and the benefits of abstaining from such activities” and “information about various means to reduce an individual’s risk of exposure to, or transmission of…[HIV]…provided that any information materials used are not obscene.”
It is also the intent of MDCH-DHWDC-HAPIS that the Program Review Panel assures that educational materials are well formed and contain information that is reasonably accurate and up-to-date.
All agencies and programs funded by the Michigan Department of Community Health (MDCH), Division of Health, Wellness and Disease Control (DHWDC), HIV/AIDS Prevention and Intervention Section (HAPIS) may only use HIV educational materials that have been approved by the Program Review Panel, regardless of the source of funds used to create, purchase, distribute or utilize the materials.
Materials that target school aged youth must be reviewed by a panel that is composed of a simple majority of youth or youth experts. The review will be guided by principles contained in Guidelines for Effective School Health Education to Prevent the Spread of AIDS from the CDC. A collaboration between MDCH-DHWDC-HAPIS and the Michigan Department of Education is evolving to make sure that materials for youth are reviewed appropriately and efficiently. For more information on the review process for materials that target youth, contact the PRP Chair.
Who are the members of the PRP?
CDC guidelines require “(i)dentification of a panel of no less than five persons which represent a reasonable cross-section of the general population. Since Program Review Panels review materials for many intended audiences, no single intended audience shall predominate the composition of the Program Review Panel, except…panels which review materials intended for a specific audience should draw upon the expertise of individuals who can represent cultural sensitivities and language of the intended audience…Program Review Panels… must include an employee of a State or local health department.”
Panels that review materials intended for a specific audience should draw upon the expertise of individuals who can represent cultural sensitivities and language of the intended audience either through representation on the panels or as consultants to the panels. Additional considerations may include age, sexual orientation, gender, etc.
The panel Chairperson(s) will be MDCH-DHWDC-HAPIS staff member(s) or designee(s) and will facilitate meetings. The Chair(s) is not a voting member.
What does and does not need to be approved?
All HIV/AIDS educational materials provided through MDCH-DHWDC-HAPIS funded or designated programs must be reviewed regardless of the source of funds used to purchase or produce them. [1] (Program Requirements for Designated HIV Counseling and Testing Sites, Attachment B).
Materials that must be approved: brochures, pamphlets, flyers, palm cards, posters, bill boards, books, videos, DVDs, CD-ROMs, audio tapes or CDs, curricula, presentation outlines, conference agendas, handouts, web-sites, or any other material that contains education content regarding HIV.
Materials that do not require approval. Materials that are designed solely for the purpose of outreach, promotion or client recruitment (i.e., materials that promote programs or services or recruit clients) that do NOT contain educational messages DO NOT require review. Materials produced and distributed by the CDC do not require approval. Any modifications to these items must to be approved. For example: Demonstrated Effective Behavioral Interventions (DEBIs) from the CDC that are used as intended do not require PRP approval. If all or part of a DEBI is modified, or if it is used with an audience for which it has not been approved, the entirety of the revised curriculum would need to be approved.
The review process is reserved for items in active circulation or use. Items that are not in use or will not be used in the near future should not be submitted. Items that are not approved and are not necessary for agency and program function should be discarded.
Reprints. An item that is revised or reformatted for reproduction is a reprint. Review of reprints is not necessary if the title remains the same, informational content is unchanged, and graphics are consistent or closely representative of the original item
Non-English Language Materials. Materials that have been reviewed and approved in English do not need to be reviewed again for reproduction in another language as long as the content is consistent. For items that do not have English language equivalents a review panel of reviewers who speak and read the language will be assembled. NOTE: For materials in languages other than English and Spanish, more than 30 days may be required for the PRP Chair(s) to assemble a qualified review panel.
Curricula. For an item to be considered a curriculum and appropriate for review by the PRP, it must include the components identified on the Curriculum Components Checklist (Attachment C).
Conferences. Conferences supported in whole or in part by funds from the CDC or CDC-funded agencies must be approved by the PRP. The agenda of the conference must be approved by the PRP and documentation of the approval must be made available to the CDC no later that four weeks prior to the conference. For further information on conference approval refer to the September 2, 2005 memorandum from the Department of Health and Human Services (Attachment D).
Web Sites. Web sites that contain HIV education content must be reviewed. Only pages with educational content will be reviewed. Links beyond the home page will not be reviewed.
What can I use as proof of the review status of my materials?
The following items may be used as proof of review status: · Submission and Review Result Form that has been returned from the PRP Chair following review or rejection. · Minutes from PRP meeting minutes. Minutes will be posted on within ten days of the review meeting. · If an item has been submitted for review, but the review has not been completed, contact the PRP Chair for a copy of the Submission and Review Result Form indicating that the item has been received, screened, and deemed appropriate for review.
Where can I find a list of materials that have been reviewed? A list of reviewed items is available on this site or by contacting the PRP Chair. CDC and DO NOT require review or approval for use. Only items that appear as approved on this list may be used by programs or agencies funded or designated to provide HIV prevention counseling, testing or education by MDCH-DHWDC-HAPIS.
How are reviewed materials classified?
Reviewed items are classified as either approved or disapproved.
Approved. Items will be categorized as approved for use with all audiences or approved for use within target audience only. Items in category 1 and 2 that are of exceptional content and quality may be designated as exceptional.
· Category 1: Approved All. Approved for use and distribution among all populations. · Category 2: Approved Target Audience Only. Approved for use and distribution to identified target group only.
Exceptional. Items in category 1 and 2 that are of above average content and quality may be designated as exceptional. Items that are exceptional should be both factually and grammatically error free. The language and information should be clear and well organized. The item must include a date of publication and the publisher must be listed.
Disapproved. Items may not be used or distributed to any persons or populations. MDCH-DHWDC-HAPIS has established that any item which has a publication or revision date prior to 1995 or recommends or insinuates that Nonoxynol-9 (N-9) is appropriate for the prevention of STI, including HIV, will be categorically disapproved. These items shall not be used by MDCH-DHWDC-HAPIS funded or designated agencies or programs and should not be submitted for review.
What happens if my submission is disapproved?
If an item is disapproved, reviewer comments will be included with the written notification of review outcome. The item may be revised and resubmitted for review at the next scheduled PRP meeting. The revised item must include a new Submission and Review Result Form (Attachment E). Reviewer comments for approved items will only be provided upon request. Contact the PRP Chair to request reviewer comments on approved items. Disapproved items may be resubmitted for review after revisions are made.
What if I can’t find my item on the list of reviewed materials?
There are several reasons why a particular item may not be found on the list posted: The item may not have been submitted for review; the item may have been submitted and has not yet been reviewed; or the item may be cataloged under a different title or material type. Contact a PRP Chair for additional information regarding the status of individual items.
How do I submit something for review?
· Materials and the Submission and Review Result Forms must be received by the PRP Chair by the submission deadline.
· Materials must be submitted to the PRP Chair directly. Do not submit materials to be reviewed by the PRP to your contract monitor.
Provide materials to be reviewed to the PRP: · Provide eleven (11) copies of any print item. Contact the PRP Chair for accommodations for items that are not reproducible or submitable through the mail. · Provide one (1) copy of any video/DVD, CDROM, cassette, book, or other item that is not reproducible. These items will be returned to the submitter after review. · For web pages, please provide printed copies of the web content and/or the URL for the site. · At least one complete copy of a curriculum should be submitted. All materials related to the implementation of the curriculum must be submitted (videos, overheads, handouts, etc.). Refer to the Curriculum Components Checklist for more information.
Complete and submit the Submission and Review Result Form for each item to be reviewed:
The sections in gray on this form are reserved for administrative use by the PRP Chair. The Submission and Review Result Form sections that are not in gray must be thoroughly completed: · Title or web address · Producer · Date of Edition · Submitting Agency · Contact · Phone and email for contact · Description of how item will be used · Description · Language · Target Audience
·
The Division of Health, Wellness and Disease Control,
HIV/AIDS and STD Training Calendar includes the schedule of PRP
meetings, submission deadlines and information on becoming a member of the
review panel. 2006 Review Meetings · Late submissions will be considered on a case-by-case basis and will only be accepted if arrangements for late submission have been made before the submission deadline. · Items will not be accepted on the day of the review.
What are the reasons why my submission might not be accepted for review?
Items will be screened by the PRP Chair before being forwarding to review panel members to assure appropriateness for review and to assure the selection of appropriate representation on the review panel.
· Submitters will be phoned the same day that a rejection decision is made. · Submitters will receive a Submission and Review Result Form indicating the reason for rejection within 10 business days.
An item may be rejected from the review process if it: · does not require review because it does not contain HIV educational content; · is received after the submission deadline (30 days prior to scheduled review meeting); · has been previously reviewed for use by the target audience; · has been previously rejected or disapproved for the target audience and has not been altered since the last review; · is clearly inconsistent with the CDC Guidance; · is dated prior to 1995; · recommends the use of non-oxynol 9 (N-9) for HIV or STD prevention; · does not meet reasonable standards for accuracy and grammar; · is a curriculum, and does not include the elements identified in the Curriculum Components List; · is a curriculum, and does not include sufficient detail for reviewers to asses the accuracy and appropriateness of the content; or · is submitted without a completed Submission and Review Result Form.
What are the responsibilities of the PRP reviewers?
Review panel candidates will receive program review panel member orientation packet. Reviewers must read the documents and complete and return the forms included in the packet.
· Read and sign the form, Program Review Panel Reviewer Acknowledgement and Information Form (Attachment F).
By signing this form, review panel candidates are affirming the following statements: · I have completed the Michigan Department of Community Health’s HIV Basic Knowledge Course (Module 1) within the last two years, or · I am a currently certified HIV Test Counselor in the State of Michigan, or · I have completed training equivalent to HIV Test Counselor Certification in the state of Michigan. · I have read and agree to uphold the CDC Basic Principles outlined in the document, Content of AIDS-Related Written Materials, Pictorials, Audiovisuals, Questionnaires, Survey Instruments, and Educational Sessions in Centers for Disease Control and Prevention (CDC) Assistance Programs, Interim Revisions 1992. · I have read the DHWDC-HAPIS Protocol for the Review of HIV/AIDS Educational Materials. · I am required to actively participation in at least three review meetings per year. · I will review materials delivered to me and return the review sheets by the date requested. · I understand that if I fail to return review sheets by the date requested, my supervisor may be notified. · I will disclose any conflicts of interest and/or affiliations with DHWDC-HAPIS funded or designated agencies or programs. · I will recuse myself from reviewing materials that pose a potential conflict of interest. · My written comments on submitted materials may be shared with submitting agencies and are subject to public disclosure. · If I disapprove an item, I must document my reasons for disapproving the item on the review sheet. · My medical confidentiality will be preserved, and · I will preserve and protect the medical confidentiality of any person associated with the Program Review Panel.
Review Panel Members will review and be given and opportunity to discuss materials per the following process: · For conference call meetings, materials will be mailed to reviewers two-weeks before the scheduled meeting. · For in-person meetings, reviewers will receive and review materials during the meeting. · Items will be reviewed “as is” when submitted and cannot be reviewed pending changes, corrections, additions or deletions.
For each item to be reviewed, the reviewer will complete a Program Review Panel Material Review Form (Attachment G) and submit the form by the date established by the PRP Chair.
· The Program Review Panel Material Review Form (Material Review Form) is a record of reviewer comments as well as a ballot on which reviewers make their status and category declarations. · Instructions for completing the Material Review Form are included as Attachment H.
Status and Category Determination: The approval status and category of individual items is based on the simple majority of reviewer declarations on the Material Review Form:
Status Options: Approved. Item may be used and distributed to the designated population defined by category 1 or category 2. Disapproved. Items may not be used or distributed to any persons or populations.
If an item is approved, it must be categorized: Category 1: Approved All. Approved for use and distribution among all populations. Category 2: Approved Target Audience Only. Approved for use and distribution among defined target group only.
Approved items in either category 1 or category 2 may be deemed “exceptional”: Exceptional. Approved items in either category 1 or 2 that reviewers deem of above average content and quality may be designated as exceptional.
What are the responsibilities of the PRP Chair Person at MDCH, DHWDC-HAPIS?
· Communicate the requirements of the materials review process to MDCH-DHWDC-HAPIS funded or designated agencies and provide necessary forms. · Screen submissions and notify submitting agency of item rejection by phone immediately and in writing within 10 days of screening. · Notify submitting agency of review outcome within 10 business days of the meeting of the review panel. · Assure appropriate reviewer representation for the review of individual materials. · Provide orientation materials to reviewers. · Facilitate face-to-face or conference call discussions and the voting process. · Notify reviewers of their acceptance to or removal from the review panel and notify reviewer supervisors if and when reviewers fail to follow through with commitments and hinder the review process · Publishes the schedule of PRP meetings in the DHWDC-DHAS-HAPIS Training Calendar and provides updated information on meeting minutes and reviewed items on www.mihivnews.com. · Maintains all records regarding submission, meeting minutes, the review process, review results, reviewer participation, policies and procedures.
Who do I contact with more questions?
The Program Review Panel Chairperson can be contacted at the Michigan Department of Community Health-Division of Health, Wellness and Disease Control-HIV/AIDS-STD Prevention and Intervention Section. The main phone number is (517) 241-5900.
Program Review Panel Chair:
Christina Bolden Training Consultant MDCH-DHWDC-HAPIS 109 W. Michigan Avenue, 10th Floor Lansing, MI 48913 Phone: (517) 241-5929 Fax: (517) 241-5922
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