STAKEHOLDER ENGAGEMENT NAVIGATOR

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Community Engagement Studios

Community Engagement Studios (CE Studios) are a model of engagement where community members or patients are consulted as stakeholder experts, rather than research participants. Modeled after the Clinical and Translational Research Studio, CE studios consist of a brief presentation from the researcher who presents 2-3 questions to the stakeholder group to elicit input on their project. These sessions are consultative in nature and are designed to ensure that the stakeholders are comfortable sharing their experiences and opinions.

far fa-dollar-sign fa-sm Budget (e.g. personnel, space, equipment) Low Medium High far fa-user-clock Time per interaction I expect to engage stakeholders for... An hour or less Half a day A full day far fa-calendar-check Number of interactions I expect to interact with stakeholders... 1-2 times Appx. 5 times 10+ times Engagement Purposes far fa-scrubber Identify and explore new perspectives or understanding far fa-scrubber Identify which topics are most important to stakeholders far fa-scrubber Develop research questions relevant to stakeholders far fa-scrubber Select outcomes and measures that matter to stakeholders far fa-scrubber Refine and help implement effective recruitment strategies far fa-scrubber Expand and diversify stakeholder outreach far fa-scrubber Investigate best ways to successfully implement a study, based on stakeholder insights far fa-scrubber Describe findings in a way stakeholders can understand and use far fa-scrubber Disseminate findings to relevant audiences far fa-clock Time Frame

2-4 weeks to complete planning and stakeholder recruitment process; 2 hours to complete CE studio activities

fal fa-tasks-alt Workload LIGHT MEDIUM HEAVY
Appropriate Applications More useful for: far fa-scrubber Enhancing research design far fa-scrubber Researchers who lack stakeholder engagement experience far fa-scrubber Researchers who lack time and resources for stakeholder engagement far fa-scrubber Informing the feasibility of a project far fa-scrubber Creating alliances and partnerships far fa-scrubber Developing respect and trust in the community far fa-scrubber Receiving community participation in some or all aspects of the research process far fa-scrubber Idea generation far fa-scrubber Design issues far fa-scrubber Outreach questions Less useful for: far fa-scrubber Quick and easy engagement far fa-scrubber Gaining information to be used at the individual level Key Characteristics Resources Needed fas fa-money-bill-waveMoney

$2,000 (depending on length of engagement and needed resources). May include:

far fa-scrubber Compensation for stakeholders (suggested: $50/stakeholder) far fa-scrubber Compensation for staff (appx. 22 hours) and faculty time (appx. 4 hours) far fa-scrubber Compensation for moderator ($200) far fa-scrubber Food to provide during the CE studio far fa-scrubber Additional costs for transportation, childcare, advertising, interpretation, etc.
fas fa-paperclipMaterials and Resources far fa-scrubber Meeting space large enough to accommodate stakeholders and staff. Chosen based on convenience and accessibility of stakeholders far fa-scrubber Presentation capabilities, such as PowerPoint and projector far fa-scrubber Pens, pencils, and paper for notetaking far fa-scrubber Forms for Sign-in sheet, Expert Roster with Contact Info, Consultant Compensation far fa-scrubber Forms, Expert Comment Forms, Expert and Researcher Evaluation Forms, Community Expert Applications far fa-scrubber Expert Applications far fa-scrubber Nametags far fa-scrubber Flipcharts far fa-scrubber Copies of research materials if needed fas fa-usersPersonnel

Faculty/staff team with experience in patient and community engagement and who can identify and recruit stakeholders, as well as prepare the investigator and facilitate the interaction. This team will consist of:

far fa-scrubber Community Navigator: responsible for recruitment and orientation of the stakeholders who serve on the expert panels, managing the logistics of the Community Engagement Studio, and following up on any resulting actions and recommendations. far fa-scrubber Experienced, neutral moderator trained to ensure that the stakeholders are comfortable sharing their experiences and opinions and that the researcher’s questions are addressed. far fa-scrubber Note taker(s) far fa-scrubber Faculty available to provide guidance on identifying the population of interest, defining the questions that will be posed to the experts and coaching the researchers on communicating effectively with non-researchers and integrating the input they receive from the experts.
How To Planning and Preparation: The researcher meets with the CE Studio faculty/staff team to clarify the focus of the CE Studio, determine the characteristics of the stakeholder panel, and formulate the questions that will be posed to the stakeholders. The team also coaches the investigator on communicating effectively with non-researchers. Recruitment: The CE Studio staff team will identify and recruit a panel of 8-10 stakeholders who represent the researcher's population of interest and possess firsthand knowledge of a particular condition or a targeted community through existing relationships with community organizations and clinical practices and the diverse pool of individuals who have served in previous CE Studios.
  1. Criteria for stakeholders include being a member of the investigator’s target population (or having extensive knowledge of the population, e.g., as an advocate, caregiver, or provider), a willingness to share their knowledge, and an interest in improving research.
Preparing Stakeholders: the CE Studio staff team will provide information about the process, research in general, and the specific project to prepare the selected stakeholders. Conducting the CE Studio: An experienced, neutral moderator will facilitate the CE Studio. (1.5-2 hours)
  1. Each CE Studio begins with a brief presentation from the researcher.
  2. Two to three key questions are presented to the stakeholder panel, and the moderator facilitates the ensuing discussion.
  3. Notes are taken during the meeting and are later used to prepare a written summary for the investigator.
  4. At the conclusion, researchers and stakeholders complete a paper eval While this step is for clarification rather than debate, group members are free to discuss varying viewpoints or express disagreement. The original author of the idea is under no special obligation to clarify, explain or defend their idea, as each is assumed to reflect an initial thought that might be improved by others during this clarification process. Ideas can be modified, combined or new ideas generated during this discussion process. The moderator's job is to pace the conversation and move participants along if too much time is spent on any one item. (~5-10 minutes)
Provide expert witnesses to brief the jury, be cross-examined by the jury, and spend time discussing the issue with the jury. Engage independent moderator(s) to assist the process of deliberation. Allow jurors two to six days to develop a recommendation. At the agreed time, arrange a presentation from the panel and/or collect the jury’s report, which should outline its recommendations. Publish the jury report and recommendations. If the recommendations of the citizen jury are not accepted, a detailed rationale is essential.
Considerations (Potential Pitfalls) How will community consent be obtained? What conflicts of interest may affect community participation? Special IRB Considerations Tips Investigators may decide to include a CE Studio at any stage of their project, but they are encouraged to do so in the early stages of idea generation or proposal development. Ensure that materials are culturally and linguistically appropriate for the community you are engaging. Variations Skype, Zoom, or other platforms with similar capabilities can be used to include stakeholders or CE Studio staff who are unable to attend in person. Examples https://www.ncbi.nlm.nih.gov/pubmed/26107879 References / Other Resources https://victr.vanderbilt.edu/pub/resources/upload/files/CES%20Toolkit.pdf https://www.ncbi.nlm.nih.gov/pubmed/26107879

The Stakeholder Engagement Navigator is a service of the Data Science to Patient Value Initiative at the
University of Colorado Anschutz Medical Campus

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