youth forum guide

8/3/2019 Youth Forum Guide

http://slidepdf.com/reader/full/youth-forum-guide 1/21

How To Organize a Youth Forumby Jutta Dotterweich, ACT for Youth

This document describes how to organize a youth forum of the type that the Upstate Center of

Excellence has conducted. We’ve also included many of the handouts and letters that we created

in the process of organizing our youth forum. Feel free to use the wording of our documentsto create your own documents. More information is available on the ACT for Youth

website at www.human.cornell.edu/actforyouth.

Step 1: Planning the forum

• Define the purpose of the forum.

• Identify host agency and facilitator.

• Set a realistic time line (it will take several months to put this together).

• Determine date, time, and location of forum.

• Identify the youth who should be at the forum ( consider age, gender, race, SES,

geographical area, school districts, etc)• Identify youth to help with the planning (use existing youth programs, schools to

reach young people).

• Set date for planning meeting.

Step 2: Planning meeting (2-3 hours)

• Set up for planning meeting: consider food, transportation for youth, time--afterschool hours or weekends

• Prepare planning meeting handouts (see attachment 1)

• Welcome, introduction, agenda (see attachment 2)

• Describe function of this planning meeting; describe/discuss purpose andstructure of forum;

• Facilitator will work with youth: Brainstorm activity: Ideal Community and

Barriers; Small group activity to categorize and organize ideas gathered inbrainstorm activity; Identify and describe key issues

• Consider who should serve as note takers and adult listeners/panelists

• Discuss leadership roles and assign roles

• Discuss next steps, set next planning meeting with youth

Step 3: Outreach

• Identify and invite youth to the forum (see attachment 3)

• Invite and confirm listeners/panelists (see attachment 4)

• Publicize forum, invite local press



Step 4: Preparatory meeting with youth leaders

• Meeting logistics: time, transportation, food

• Facilitator to rehearse leadership roles with youth (see attachment 5)

• Identify recorders and describe role

Step 5: Prepare forum

• Set up meeting space

• Arrange for food, transportation for youth, permission forms for youth

participation (see attachment 6)

• Prepare handouts (see attachment 7)

• Determine selection mechanism to break youth audience into 4-5 work groups

• Prepare attendance list

• Prepare poster with key issues for each work group

Step 6: Forum

• Welcome, introduction, agenda, evaluation forms (see attachment 8)

• Facilitator supervises work group activities, timing

• Each group has a recorder

• Sequence: work groups, youth report out, response by panelists, close with next

steps

• Videotape event

• Create a written report of event (see attachment 9)

• Thank you notes to participants (see attachment 10)

http://youth_forum_report.pdf/






YOUTH FORUM LEADERSHIP ROLES

OUTREACHØ

Spreading the wordØ Recruiting other teensØ Describing Youth ForumØ Getting other teens interestedØ Generating excitement and enthusiasm

MC (1-2 people)Ø Welcoming participantsØ Providing orientation and overviewØ Introducing listenersØ Introducing youth speakersØ Thank you/Closure

Issue Group Leaders (5)Ø Partner with adultØ Pose discussion questionsØ Keep discussion on trackØ Present group findings/summary to Large Group

Recorder (5)Ø Take notes of key points of discussionØ Clarify and restate conclusions and key pointsØ Organize notes for presentation to Large Group and submission to Center

of Excellence and CDPsØ Present findings with group leader to Large Group

Attachment 1: Planning Meeting HandouEXAMPLE



YOUTH FORUMQUESTION AND ANSWER

Q: What is a Youth Forum?

A: A Youth Forum is a structured event to give youth an opportunity toexpress their ideas, opinions, and needs to decision makers, communitystaff or to other youth.

Q: What is the purpose of the Youth Forum sponsored by the ACT for YouthCenter of Excellence?

A: The purpose of the Youth Forum is to inform and set direction for theCenter of Excellence and Community Development Partnerships fundedby the ACT for Youth initiative. The process will give youth an importantvoice that will be seriously considered by adults making decisions aboutactivities and programs.

Q: What is the role of youth in the Youth Forum?

A: Because the purpose of the Youth Forum is to give youth a voice, the roleof youth is to creatively and thoughtfully express their ideas on how to

improve communities so that they can be the best possible environmentsfor adolescents to live in.

Q: What is the role of Adults?

A: The role of adults at the Youth Forum is to listen carefully to what youthsay and to consider how their ideas and opinions can be maximized andincorporated into community planning.

Attachment 1: Planning Meeting Handout

EXAMPLE



AGENDA for

YOUTH FORUM PLANNING MEETING

August 29, 2000

Ø Lunch/Introductions 12-12:20

Ø Overview Act for Youth Initiative/Centers of Excellence 12:20-12:30

Ø Background of the Youth Forum 12:30-12:40

Ø Identifying Issues to be discussed at the Forum 12:40-1:40

Ø BREAK 1:40-1:50

Ø Identifying "Listeners" for the Forum 1:50-2:05

Ø Logistics: Roles for Youth 2:05-2:35

Ø Product that will result from the Forum 2:35-2:45

Ø Next Steps/Closure 2:45-3:00

Attachment 2: Planning Meeting Agenda

EXAMPLE



September 25, 2000

<Youth Coordinator>

Cornell Cooperative Extension Otsego County123 Lake Street

Cooperstown, NY 13326

Dear <Youth Coordinator>,

The date for the ACT for Youth Youth Forum in Rochester is moving closer at a rapid

rate! I am writing to give you some additional information about the Youth BureauConference, which is hosting our forum. The Forum will take place from 12 – 2PM on

October 17. Please try to be there at 11:30AM. We will start promptly at 12noon.

Lunch will be provided. Room assignments have not been made yet. This informationwill be available upon arrival.

If your group is interested in attending workshops prior to or after the Forum, there will

not be any registration fees. However, you need to let us know as soon as possible how

many young people you are bringing, when are you planning to arrive, when are youplanning to leave, and if you are planning to attend workshops. I enclosed a description

of the workshops offered on October 17 as well as driving instructions.

Finally, we would like to prepare nametags ahead of time, please send us the names of the young people and staff attending the Forum.

If you have any questions, please call me at 607/255-4108. I am looking forward to

seeing you there. This promises to be an exciting event!

Kind regards,

Jutta Dotterweich

Technical Assistance and Training Coordinator

ACT for Youth Upstate Center of Excellence

Attachment 3: Youth Invitation

EXAMPLE



DEAR:

We are writing to invite you to participate in a Youth Forum that will be held during the

Asociation of New York State Youth Bureaus Conference in Rochester, New York on

October 17, 2000. The Youth Forum is sponsored by the ACT for Youth Upstate Centerof Excellence, a newly funded project by the New York State Department of Health, that

is working with communities to address youth violence, abuse, risky sexual behavior and

promote youth development. The purpose of the Youth Forum is to give youth a voice in

the planning of activities and programs for their communities and to provide information

to adults making decisions that affect their lives. We believe that truly effective youth

programs are marked by high levels of youth involvement -- not just as program

recipients, but as valuable resources who give program direction. When youth have a

voice -- a voice that's heard and acted on by adults -- they have power to change their

world for the better.

We invite you to serve on a Listeners Panel for the Forum. Your role would be to listen to

the presentations by youth and then provide a brief (5 minute) acknowledgement and

reaction to what has been said. A committee of youth and adults identified you as

someone who is in a position of influence that could potentialy use the information to

promote a better understanding of the needs and realities of young people in New York

State.

The Youth Forum will be held at the Hyatt Hotel in Rochester on October 17 from 12-2

pm. We will follow up this letter with a phone call to see whether or not you are able to

participate. Should you wish to contact us sooner, please call Jane Powers at 607-255-

3993 who is coordinating the event.

Thank you.

Attachment 4: Listener Invitation

EXAMPLE



YOUTH FORUM LEADERSHIP ROLES

OUTREACHØ

Spreading the wordØ Recruiting other teensØ Describing Youth ForumØ Getting other teens interestedØ Generating excitement and enthusiasm

MC (1-2 people)Ø Welcoming participantsØ Providing orientation and overviewØ Introducing listenersØ Introducing youth speakersØ Thank you/Closure

Issue Group Leaders (5)Ø Partner with adultØ Pose discussion questionsØ Keep discussion on trackØ Present group findings/summary to Large Group

Recorder (5)Ø Take notes of key points of discussionØ Clarify and restate conclusions and key pointsØ Organize notes for presentation to Large Group and submission to Center

of Excellence and CDPsØ Present findings with group leader to Large Group

Attachment 5: Leadership Roles

EXAMPLE



September 19, 2000

To whom it may concern:

Several students from your school have been invited to participate in a Youth Forum that is

sponsored by the ACT for Youth Upstate Center of Excellence, a newly funded project by the

New York State Department of Health, that is working with communities to reduce risk behaviors

and promote positive youth development. The Upstate Center of Excellence is a collaboration

among Cornell University, the University of Rochester School of Medicine, and the New York

State Center of School Safety. Your county, is one of eleven community-based partnerships

who were selected as award recipients of the ACT for Youth initiative.

The purpose of the Youth Forum is to give youth a voice in the planning of activities and

programs for their communities as well as the State, and to provide information to adults making

decisions that affect their lives. We believe that truly effective youth programs are marked by

high levels of youth involvement -- not just as program recipients, but as valuable resources who

give program direction. When youth have a voice -- a voice that's heard and acted on by adults --

they have power to change their world for the better.

The Youth Forum is being held during the Association of NYS Youth Bureaus Annual

Conference in Rochester on October 17, 2000. Youth from all over New York State will be

participating in the conference. The Youth Forum will take place from 12-2 pm. Young people

will work during the first hour in small groups to identify issues and generate ideas on how to

prevent risky behavior and promote well being. During the second hour, the young people will

present their ideas and concerns to a panel of decision makers -- who will listen to the youth

presentations, and then provide a reaction to what has been said. The Listener Panel will include

representatives from the following state agencies: Dept of Education, Department of Health, the

Office of Children and Family Services. The Mayor of Rochester will also be serving on the panel

of listeners.

There are many benefits for youth who participate in this event. It offers young people an

excellent opportunity to develop and practice leadership skills and to learn about how

communities, organizations, legislatures, and key government agencies work together. The Youth

Forum will enable your students to meet young people from other communities to share ideas

and opinions about issues of grave importance. It also teaches young people about being a

citizen, about having a voice that is heard -- where what they have to say matters and will

contribute to the development of services for other young people in New York State. After this

event in Rochester, the young people who have participated, will hopefully continue their

community leadership roles and address the unique issues of concern that emerged in the Youth

Forum

We seek your permission for these students to participate in the Youth Forum. If you have any

questions or concerns, please contact 607-255-7736.

Jane Powers Jutta Dotterweich

Research/Evaluation Coordinator Training/Technical Assistance Coordinator

Attachment 6: School Permission Form

EXAMPLE



September 19, 2000

Dear Parent/Guardian:

Your child has been invited to participate in a Youth Forum that is sponsored by the ACT for

Youth Upstate Center of Excellence, a newly funded project by the New York State Department

of Health, that is working with communities to reduce risk behaviors and promote positive youth

development. The Upstate Center of Excellence is a collaboration among Cornell University, the

University of Rochester School of Medicine, and the New York State Center of School Safety.

The purpose of the Youth Forum is to give youth a voice in the planning of activities and

programs for their communities as well as the State, and to provide information to adults making

decisions that affect their lives. The Youth Forum is being held during the Association of NYS

Youth Bureaus Annual Conference in Rochester on October 17, 2000. Youth from all over New

York State will be participating in the conference. The Youth Forum will take place from 12-2

pm. Young people will work during the first hour in small groups to identify issues and generate

ideas on how to prevent risky behavior and promote well being. During the second hour, the

young people will present their ideas and concerns to a panel of decision makers who will listen

to the youth presentations, and then provide a reaction to what has been said. The panel willinclude representatives from several state agencies including the Department of Education,

Department of Health, the Office of Children and Family Services, as well as the Mayor of

Rochester.

There are many benefits for youth who participate in this event. It offers young people an

excellent opportunity to develop and practice leadership skills and to learn about how

communities, organizations, legislatures, and key government agencies work together. The Youth

Forum will enable your child to meet young people from other communities to share ideas and

opinions about issues of grave importance. It also teaches young people about being a citizen,

about having a voice that is heard and about contributing to the development of services for other

young people in New York State. After this event in Rochester, the young people who haveparticipated, will hopefully continue their community leadership roles and address the unique

issues of concern that emerged in the Youth Forum.

We seek your permission so that your child can participate in the Youth Forum. Please sign the

attached consent form, noting also whether you will allow your child to appear on the videotaped

recording of the event. If you have any questions or concerns, please contact us at 607-255-7736.

Thank you for your support.


Research/Evaluation Coordinator Training/Technical Assistance Coordinator

Attachment 6: Parent Permission Form

EXAMPLE



I give permission for my child ______________________________________ to participate in

(name of child)

the Youth Forum sponsored by the ACT for Youth Upstate Center of Excellence that will be held

in Rochester, NY on October 17, 2000.

Name ____________________________________________________

Signature ____________________________________________________

Date ____________________________________________________

I give permission for my child ______________________________________ to appear in the

(name of child)videotaped recording of the Youth Forum sponsored by the ACT for Youth Upstate Center of

Excellence that will be held in Rochester, NY on October 17, 2000.

Name ____________________________________________________

Signature ____________________________________________________

Date ____________________________________________________

Attachment 6: Parent Permission Form

EXAMPLE



Truly effective youth programs are marked byhigh levels of youth involvement - not just as

program recipients, but as valuable resources

who give program direction. When youth have

a voice - a voice that's heard and acted on by

adults - they have power to change their world

for the better.

Yo u t h Vo ice

Attachment 7: Youth Forum HandoutEXAMPLE



IDEAL COMMUNITY

Safe places to go/a way to have fun safely

Good school system

Fair treatment at school

More jobs for teens

Activities for youth

Opportunity for all youth toparticipate in sports programs

No racism

Everyone listens to each other

Community involvement




BARRIERS TO AN IDEAL COMMUNITY

Budget restraints

Low paying job opportunities for teens

Drugs and alcohol

Adults and media

misperception of the real issues

Adults and media double standards

Gangs and violence

Peer pressure/ Need for acceptance

Not enough money or room in schools for

sports and activities that students want




Ground Rules

üRespect

üNo foul language

üThink about what youwant to say

üTry to participate in anyway you can

üBe f ree in your think ing

Respectopinions ofothers

One personspeaks at a

time

No namecalling




AGENDA FOR YOUTH FORUMOCTOBER 17, 2000

I. Introduction and Orientation (15 minutes)

II. Issue Groups (45 minutes)

III. Large Group Forum (40 minutes)Ø Introduction of listenersØ Report out of issue groups

IV. Listeners' Reactions (15 minutes)

V. Closure (5 minutes)

Attachment 8: Youth Forum AgendaEXAMPLE



Y O U T H F O R U M

R o c h e s t e r , N Y

O c t o b e r 1 7 ,

2 0 0 0

Attachment 8: Youth Forum Program

EXAMPLE



M a s t e r s o f C

e r m o n i e s

Y o u t h F

o r u m

F a c i l i t a t e d b y :

B a r b a r a J a k l i t s c h

D a n a D u t c h e r , O

t s e g o C o u n t y

D a n i e l N o v a , A l b a n y C o u n t y

J u s t i n W r i g h t , O n o n d a g a C o u n t y

G r o u p L e a d e r s

Z a c h B u r n s , M o n r o e C o u n t y

D a n a D u t c h e r , O

t s e g o C o u n t y

G r e g R i l e y , M o n r o e C o u n t y

J o s e p h S o l o m o n , M

o n r o e C o u n t y

A r t h u r W i l l e t t , C a t t a r a u g u s C o u n t y

L i s t e n e r P a n e l

C o m m i s s i o n e r J o h n J o h n s o n

N Y S O f f i c e o f C h i l d r e n a n d F a m i l y S e r v i c e s

M a y o r W i l l i a m J o h n s o n

M a y o r

o f R o c h e s t e r , N . Y .

N a n c y Z a h l e r

T o m p k

i n s C o u n t y Y o u t h B u r e a u ;

V i c e P

r e s i d e n t o f N Y S Y o u t h B u r e a u A s s o c i a t i o n

F r a n k Z a l l o N Y S D e p a r t m e n t o f H e a l t h ;

B u r e a u

o f C h i l d a n d A d o l e s c e n t H e a l t h

V i d e o

D a n i e l N o v a , A l b a n y C o u n t y

J u s t i n G e b a u e r , C a t t a r a u g u s C o u n t y

U p s t a t e C e n t e r

o f E x c e l l e n c e

A C T f o r

Y o u t h

T h e Y o u t h F o r u m

i s s p o n s o r e d b y

t h e A C T f o r Y o u t h

U p s t a t e C e n t e r

o f E x c e l l e n c e , a

c o l l a b o r a t i v e

p r o j e c t o f C o r n e

l l U n i v e r s i t y ' s

F a m i l y L i f e D e v e l o p m e n t C e n t e r ,

U n i v e r s i t y o f R o c h e s t e r S c h o o l o f

M e d i c i n e , a n d t h e

N e w Y o r k S t a t e

C e n t e r o f S c h

o o l S a f e t y .

T h e A C T f o r Y o u

t h I n i t i a t i v e i s

f u n d e d b y t h e N

e w Y o r k S t a t e

D e p a r t m e n t

o f H e a l t h .

Attachment 8: Youth Forum ProgramEXAMPLE



Y o u t h L e a d e r P a r t i c i p a n t s

T h a n k y o u f o r p a r t i c i p a t i n g i n t h e A

C T f o r Y o u t h Y o u t h F o r u m .

P l e a s e t e l l u s

w h a t y o u t h o u g h t a b o u t t h e e v e n t .

S t r o n g l y A g r e e

A g r e e

D i s a g r e e

S t r o n g l y D i s a g r e e

I f o u n d t h e i s s u e g r o u p d i s c u s s i o n v a l u a b l e

1

2

3

4

I w a s g i v e n a n o p p o r t u n i t y t o e x p r e s s

m y i d e a s a n d o p i n i o n s

1

2

3

4

I b e l i e v e t h a t t h e a d u l t s a t t h e Y F r e a l l y l i s t e n e d t o w h a t t h e

1

2

3

4

y o u t h h a d t o s a y

I l i k e d t h e f o r m a t o f t h e Y o u t h F o r u m

( s m a l l g r o u p d i s c u s s i o n

1

2

3

4

w i t h r e p o r t i n g b a c k t o t h e l a r g e g r o u p )

I f e l t t h a t y o u n g p e o p l e p l a y e d a n i m p

o r t a n t r o l e i n t h i s e v e n t

1

2

3

4

I f e l t p r e p a r e d f o r m y l e a d e r s h i p r o l e

1

2

3

4

I w o u l d r e c o m m e n d h a v i n g m o r e Y o u

t h F o r u m s i n t h e f u t u r e

1

2

3

4

I f I h a d t h e c h a n c e ,

I w o u l d v o l u n t e e r

t o b e a l e a d e r a t a n o t h e r

1

2

3

4

Y o u t h F o r u m

I w o u l d l i k e t o w o r k w i t h a d u l t s i n m y c o m m u n i t y t o f i g u r e o u t

1

2

3

4

w a y s t o i m p r o v e s e r v i c e s f o r y o u t h a n

d m a k e c o m m u n i t i e s

b e t t e r p l a c e s f o r k i d s

T h i s i s w h a t I l i k e d m o s t a b o u t t h e Y o

u t h F o r u m :

T h i s i s w h a t I l i k e d l e a s t a b o u t t h e Y o

u t h F o r u m :

I f t h e r e w e r e t o b e a n o t h e r Y o u t h F o r u m ,

t h i s i s w h a t I w o u l d c h a n g e t o i m p r o v e i t :

Attachment 8: Youth Forum EvaluationEXAMPLE



October 27, 2000

«FirstName» «LastName»

«OrganizationName»

«Address»

«City», «State» «PostalCode»

Dear «FirstName»:

On behalf of the ACT for Youth Upstate Center of Excellence, we want to thank you for

your assistance with the Youth Forum. You played an instrumental role in bringing theyouth participants to the conference, and supporting them through the process.

We were all inspired by the ideas and suggestions voiced by the young people on how to

improve their communities. We hope that the youth who attended the Forum will stay

actively involved in their local communities in promoting an open dialogue between

adults and young people, and will take some of their wonderful ideas and make them areality.

This "youth voice" event was our first step in laying the groundwork for future youth

participation activities throughout the state. We would like to hear what you thought

about the event and how we could change it to make it better next time. We areparticularly interested in your perspective on how the youth experienced this event.

Please complete the enclosed evaluation form and send it back to us in the self-addressed

stamped envelope.

Once again, thank you for your time and effort in making the Youth Forum such a

success!

Sincerely,


Evaluation/Research Coordinator Training/Technical Assistance

Coordinator

Attachment 10: Thank You LetterEXAMPLE



October 26, 2000

Dear Listener :

On behalf of the ACT for Youth Upstate Center of Excellence, we want to thank you

for serving on the listener panel for our Youth Forum. Your thoughtful and

inspirational comments were much appreciated by the youth participants and all who

attended the event. We have received enthusiastic reports from the youth about thevalue of this experience. From our feedback forms, we learned what one youth liked

most about the Youth Forum:

" I enjoyed all the speakers. I believe that all of these adults really docare and understand (at least a little bit) what teens really want."

We hope that the youth who attended the Forum will stay actively involved in their

local communities in promoting an open dialogue between adults and young people,and will take some of their wonderful ideas and make them a reality.

This "youth voice" event was our first step in laying the groundwork for future youth

participation activities throughout the state. Thanks for taking the time to make the trip,and for your support in making the Youth Forum such a success!

Sincerely,


Research/Evaluation Coordinator Taining/Technical AssistanceCoordinator

Attachment 10: Thank You LetterEXAMPLE

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