Training for County AgentsSeptember 2018

UK Cooperative Extension Community Assessment

Purpose of Community Assessment

v To gain a better understanding of the County’s pressing issues.

v To enhance Extension’s place-based approach by providing information on locally relevant issues in counties.

v To gain a better understanding of how Extension can support important community change to improve KY.

v Provide a statewide view of how the top issues are distributed across the state.

Community Assessment Committee

• Ann Porter, State Extension Council• Julie Brown, KAE4-HA• Al Cross, UK School of Journalism and Media• Nicole Gauthier, KASEP• Drew Graham, College of Agriculture, Food and Environment• Jill Harris, KAEFCS• Janet Johnson, Retired County Extension Agent• Natasha Lucas, Extension District Director• Linda McClanahan, KACAA• Deborah Reed, UK College of Nursing• Louie Rivers, Kentucky State University Cooperative Extension• Lori Garkovich, Extension Faculty• Rick Maurer, Post-retirement Extension faculty

Pilot Counties – July and August

v Boonev Christianv Clarkv Madisonv McCracken

Community Assessment Process

v Identify a “county contact” for your office during the Community Assessment process.

v Email contact information to:

Hayley.Pierce@uky.edu and Melody.Nall@uky.edu

v All communication from campus during the process will go through your identified contact.

Community Assessment Process

v County level activities:Extension Community Survey – paper and digital formatsFocus GroupsKey Informant Interviews

v Campus level activities:Secondary data collection and analysis for each countyExtension Specialists available as a resource to agents through the processFinal report compiled for each county

Survey Participant Ideasv Target a variety of people, and especially those not

already familiar with Extension. v See the handout on the Community Assessment

marketing web page for audiences you can market the survey.

v Consider brainstorming with your County Extension Council, District Board and office staff to come up with a complete list for your county, then divide the groups up between agents and volunteers to deliver surveys and explain the Extension Community Assessment process.

v For a listing of 501c3 organizations in your county visit greaternonprofits.org/city

Extension Community Survey

TO BE NOTED:Please instruct people completing the survey to NOT write their name, email, phone number or any other identifying information on the survey.

Extension Community Survey

MAILING ADDRESS

Community Economic Development Initiative of Kentucky (CEDIK)University of Kentucky419 Charles E. Barnhart Bldg.Lexington, KY 40546-0276

Attn: Karen Fawcett

Extension Community Survey

Recruiting Participants – focus groups

v It’s important to reach out to audiences that normally do not participate in Extension programming.

v Conduct at least two focus group sessions (with 8-12 participants). One with individuals not typically engaged with Extension, and one with organizational leaders/representatives from groups also not currently engaged in Extension projects.

v See planning document for recruiting participants.

Planning for an Effective Focus Group

v Pre-event planning – time, date, and location best for audience.

v Size of Focus Group – 8-12 people.

v Facilitation Tools – Gather Flip chart and Easel or Butcher paper for wall, Markers, Pens, Paper.

v Room/Space Arrangement – so everyone can see the facilitator and each other as they speak.

Focus Group Process

v Have participants sign in on sign in sheets.

v Introduce yourself as the facilitator and introduce the agent who is serving as the recorder for the group.

v Give a brief description of the intent of the focus group and how information gathered will be used within the larger Community Assessment.

v Participants introduce themselves and share something they enjoy about living in this community or county.

Focus Group Process (continued)

v Then proceed through the questions – allowing everyone to speak and the recorder to capture all comments on the big paper.

v Utilize numbered dots to prioritize into top 3 most pressing issues identified that they think should be addressed in the next year and the next 4 years.

v Wrap up: Thank participants, share that final reports will be available to the public and invite everyone to future Extension events!

Focus Group Questions

1. What is your vision for a more vibrant county? (8 -10 minutes)

2. Based on your experiences, what would you say are the most pressing issues for this county in the next four years? How do these issues affect you or your neighbors? What other quality of life aspects does this issue affect? (20 minutes)

3. Based on your experiences, what barriers prevent us from addressing these issues? (8 minutes)

4. What type of information or resources would help to address the issues? (10 minutes)

Focus Group Questions (continued)

5. Given everything discussed, what final thoughts would you add on being a vibrant county? Have we left anything out? (2 minutes)Prioritizing Issues: 6. Using the numbered dots, identify what you believe are the top 3 long term issues that are most important to address in the next 4 years. With a second color of dot, indicate the issue that is most immediate to address right away (short term or immediate) (8 minutes) Wrap up:Thank participants, ask if they would like a final report of findings, and invite them to future Extension events! (10 Minutes)

Focus Group – Sharing results

v Transcribe responses (word for word) into the Qualtrics template provided for Focus Groups (found on Community Assessment webpage).

v Enter the priorities that were identified into the Qualtrics template.

v Take a photo of each big sheet (or white board) with the responses.

v Upload into your County dedicated folder on One Drive. https://luky-my.sharepoint.com/:f:/g/personal/hapier2_uky_edu/EqBe6PaO8aFOsn-oX8AJCIcBUu_RpxxJsTh_tSLI-hciyQ?e=xWtXQA

Key Informant Interview Process

v Select individuals (elected officials, etc.) you wish to interview (remember to refer to worksheet provided)

v Make an appointment to conduct the interview convenient to your Key Informant – include an estimate of the time needed for the interview and go to them, if possible.

At the interview:v Briefly describe the Community Assessment and how they

will be contributing to the process.v Cover all the questions – recording notes

and responses on paper.

Key Informant Interview Process

v Remain neutral – avoid agreeing or disagreeing with responses.

v Ask clarifying questions to gain true intent of their reply.

v Ask if there is anyone else you should interview to gain a full picture of the community.

v Thank them for their time and invite them to future Extension events!

v Review your notes soon after the session and develop for detail.

Key Informant Interview Questions

1. Based on your experiences, what would you say are the most pressing issues for this county in the next year? In the next four years?

What other quality of life aspects does this issue affect? (20 minutes)

2. Based on your experiences, what barriers prevent us from addressing these issues? (8 minutes)3. What type of information or resources could Extension provide to help address the issues? (10 minutes)

Key Informant Interview - Reporting

v Transcribe responses from Key Informant Interview (word for word) into the Qualtrics template provided for Key Informant Interviews (found on Community Assessment webpage).

v Scan your original notes from the interview and upload into your dedicated County One Drive folder found on the Extension Community Assessment page.

Survey Process

v Market the survey – both paper and digital

o Use the marketing templates available on the Agent Resources for the Community Assessment website to generate excitement for the survey. For marketing related questions, email Hayley Pierce at hayley.pierce@uky.edu.

o Refer to the marketing timeline to determine frequency of marketing.

o Be sure to use all communication channels available in your county.

Timeline and Reporting Back

Timeline for 2018 Extension Community Assessment -SURVEY – Opens September 17th – Closes October 26th

Check in – receive email around October 15th to check numbers, coverage, age distribution, etc.

KEY INFORMANT INTERVIEWS – Complete by December 14th

FOCUS GROUPS – Minimum of 2 – Complete by December 14th

Available Resources

Community Assessment Websitehttps://extension.ca.uky.edu/communityassessmentLook for “Agent Resources” at the bottom of the page.

Surveys (both paper and electronic)List(s) of suggestions for participants for focus groups, key informant interviews, and ideas for survey groupsList of other sources of needs assessmentsMarketing resources: letter, email, newsletter ad, social media graphics, web graphic, flyerScripts for focus groups and key informant interviews

Available Resources

Program Staff And Development Webpage https://psd.ca.uky.edu/programdevelopmentGathering Resident PerspectivesUsing Focus Groups in Program Development and Evaluation

Focus Groups: Teaching GuideWorking with Kentucky Advisory Councils on County Plans of Work Teaching GuideUsing Community Forums for Gathering Resident InputsTips for Community Forum ModeratorsConducting Key Informant Interviews

Interviewing Key InformantsA Survey as a Method of Identifying Citizen NeedsSample Resident QuestionnaireOpen Response Questions for Group Discussions, Forums, Interviews, and Focus Group

Additional resource:A Convener’s Guide to Hosting a Public Forum

Available Trainings

v Facilitating Focus Groups – a refresher for the Extension Community Assessment WEBINAR

September 26, 201810:00 am – 11:30 am

v Becoming a Skilled Facilitator – learn core facilitation practices that support full participation, meaningful involvement and effective group process.

October 24, 20189:00 am – 4:00 pmBath County Extension Office

Questions??

Faculty Contact Information

Secondary DataJulie N. Zimmerman, PhDMilton Coughenour Professor of Rural SociologyCommunity & Leadership DevelopmentP. 859-257-7583Email: jzimm@uky.edu

Facilitation: Focus Groups and InterviewingDan Kahl, PhDAssociate Director, CEDIKAssistant ProfessorCommunity & Leadership DevelopmentP. 859-257-2542Email: daniel.kahl@uky.edu

Extension Contact Information

Melody NallEngagement DirectorCommunity and Economic Development Initiative of Kentucky (CEDIK)P: 859-218-5949 F: 859-323-1913E-mail: melody.nall@uky.edu

Hayley PierceExtension Marketing ManagerUniversity of Kentucky Cooperative Extension ServiceP: 859-257-8246Email: hayley.pierce@uky.edu

Karen FawcettProgram CoordinatorCommunity & Economic Development Initiative of Kentucky (CEDIK)P: 859-218-6514E-mail: karen.fawcett@uky.edu

THANK YOU

“There is no power for change greater than a community discovering what it cares about.”

Margaret J. Wheatley