IFSTAN Webinar Tuesday October 27, :00 PM. Peer Review Process Understanding the Peer Review Process

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1 IFSTAN Webinar Tuesday October 27, :00 PM Peer Review Process Understanding the Peer Review Process

2 What Is Peer Review? The peer review consists of two or more peer reviewers evaluating your program s BOX and conducting an on-site review This is done by peer reviewers to ensure an impartial process to show that a program s policies and procedures are aligned and in adherence with the Iowa Family Support Standards.

3 Who Are the Peer Reviewers? Peer Reviewers are professionals from across the state of Iowa. Backgrounds range from human services professionals to educators, administrators, and program coordinators. Those interested in becoming a peer reviewer can find out more about the opportunity HERE. Reviewers are trained in the Iowa Family Support Standards and learn how to interpret the standards in policy and practice. Peers

4 Requesting Peer Review By now your program specialist has worked with your program to build the necessary collection of policies and practice pieces to complete your BOX. Your program will fill out a peer review request form and submit it to their program specialist. Your program specialist will then send a letter of support to the IFSTAN Coordinator stating that your program is ready to request Peer Review. Your program s peer review will take place at a minimum of 12 weeks AFTER your request please keep in mind that review do not take place during the winter months.

5 Assigning Peer Reviewers Once the coordinator approves the letter of support provided by your program specialist, the pool of peer reviewers is contacted with dates the program is available for review. Reviewers that are available then begin communication with the coordinator and are connected with the program supervisor. Arrangements are then made to have the program s BOX sent to the reviewers.

6 What do Peer Reviewers Want to See? Individual folders for each second order standard (Example, one hanging/electronic folder for Standard 8 and individual folders for 8.01, 8.02, 8.03 & 8.04) Include folders for NA standards, this way the Peer Reviewers know that you didn t skip it Keep information specific to the standard - More is NOT better Do not include an overwhelming amount of brochures/fliers consider a resource binder organized by standard Highlight areas on forms/policies/procedures that reflect the standard

7 What do Peer Reviewers Want to See? Cont Only include pages with standard relevant information (vs. and entire manual) Include a typed program summary at the beginning of the box (table of contents) Include a sheet at the beginning of the box with the list of acronyms used by your program and their definitions Include examples of forms that are filled out vs. blank - The information can be fake Include a dummy file in the box to show the Peer Reviewers how the files are organized

8 The Peer Review Process The peer review process can last between one and five days depending the following items: credential status (initial/renewal) type of program number of participating families and number of family support professionals Your program s peer reviewer(s) will conduct this process on-site evaluating the BOX as well as conducting reviews on: o Personnel files o Participant files o Supervision records o Training logs

9 Who attends the peer review? Your program may also need to gather panels to participate in interviews. These panels may consist of: Participants Board members Community partners Funders Governing board Organization management HR Finance Supervisors, and/or Family Support Professionals Your Program Specialist and peer reviewers will help you know who needs to be included. Additionally the peers may need to observe a home visit or a group session.

10 Post Peer Review Once the peers have completed the review process they will sit with the program supervisor for an exit meeting. This meeting will include but is not limited to: o Summary of activities during review process o Positive comments regarding cooperation of personnel, Box, files, documentation, etc. o Strengths o Opportunities for Growth *Communication with the Peers will end at this point. All further communication will take place between the program, program specialist, and the IFSTAN Coordinator.

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12 Peer Review Report Timeline The following timeline begins the day after the peer review exit meeting. Week 1-2 Peer reviewers collaborate to write Peer Review Report and submit to the IFSTAN coordinator. Week 3 IFSTAN coordinator reviews and approves the Peer Review Report and provides feedback. Week 4 Peer reviewers have one week to address all comments and suggestions on the Peer Review Report before submitting the final version without mark-ups or comments to the IFSTAN coordinator.

13 Peer Review Report Timeline Cont Week 5 IFSTAN coordinator will send the program the final Peer Review Report (this takes into account going back and forth) within one week. Week 6-14 Programs collect evidence, write Corrective Action Plan and submits to the IFSTAN coordinator by the end of Week 14. Week 15 IFSTAN coordinator forwards program documentation to the peer reviewers. Peer reviewers review Corrective Action Plan and return the Peer Review Report Addendum within one week of the final evidence submitted by programs meeting adherence of identified standards rated three or four.

14 Peer Review Report Timeline Cont Week 16 IFSTAN coordinator will review the Peer Review Report Addendum within one week. Week 17 IFSTAN coordinator will send Addendum to the peer review team for feedback with one week to respond. Week 18 IFSTAN coordinator reviews final Peer Review Report and Addendum and sends to community health consultant. Week 19 Community health consultant will then review the final report and send congratulatory credential announcement to program.

15 Corrective Action Plan Programs will complete this document following receipt of the Peer Review Report in the event they are found out of adherence for any standards. The program will address any first order or second-order standards that were out of adherence and state what they are doing to now ensure adherence to the standard. The program will also provide any policy revisions and evidence of new practice on these standards. Once completed, this plan will be submitted to the IFSTAN coordinator who will submit it to the peer reviewers.

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17 Fidelity Review Programs that receive 80% or less on their peer review report will be placed on probationary status. This will require the program to follow a post-peer review timeline that includes technical assistance, evidence of practice, and a fidelity peer review. The fidelity review will be conducted to show policy and procedure changes, along with recent practice changes ONLY for standards that were rated out of adherence. At the conclusion of the fidelity review, the program will receive a written report showing that the program is either still out of adherence or is now in adherence. *If, after the fidelity review, the agency has demonstrated adherence to the standards, the program will receive the Iowa Family Support Credential. in after *If, after the fidelity review, the program is still out of adherence to the standards policy and practice, the program will withdraw and reapply for the credentialing one year.

18 What role or capacity do you work in as an attendee of this webinar? Program Coordinator Family Support Professional Peer Reviewer Funder Other Please answer in the Polls section of this webinar

19 Questions? IFSTAN Coordinator: Risa Ergenbright Program Specialist: Leighann Mitchum Please send an if you are unsure when your program should request peer review. Feedback: Please use this SURVEY!