How To Sign Ohio Banking Memorandum Of Understanding

How to industry sign banking ohio memorandum of understanding

hello and welcome to the memorandum of understanding Lebanon my name is Lesley we're and I'm from Oh cept this webinar is going to cover what an MOU is why you should use it as well as the two different MOU templates that we have available on the fifth website and how to use them an MOU is a Memorandum of Understanding also known as an MOA memorandum of agreement it's a formal agreement between two or more parties it specifies the data collection timelines and roles as well as the responsibilities each organization is going to play in your data collection process the MOU requires thinking through and solidifying the data collection process we recommend obtaining an MOU for each organization where data collection will take place or if another organization is going to assist with data collection so each school district that you are planning to collect data from or each outside organization that you're partnering with around data collection the MOU templates need to be completed so the MOU templates that you will find on the fifth website are detailed skeletons they provide point by point information around the data collection however you need to go in as the coalition and specify which organization your coalition or the third party that you're partnering with either the school district or the outside organization and determine who is responsible for which piece of the data collection the ML use for school districts the we again recommend one for each school district the school district MOU specifies the time period of data collection in this case three academic years with the data collection be taking place prior to September 30th of each academic year the agreement specifies that the school district will review and approve the survey and its accompanying materials in a timely fashion you want to ensure that this happened sooner rather than later to avoid any surprises and delays that could take place the district is going to assume responsibility for the schools that are participating so for each school that you're collecting data from the school district specifies that they are assuming responsibility and ensuring that the schools participate in the following ways the school district will assist with parent and guardian notification around data collection as well as any questions or concerns that parents may have the Coalition is of course going to assist with that so they will also assist with scheduling related to opt-out information setting the date and possibly assisting with coalition at the school district at the school sites as well the district ensures that the school staff it's going to be available and assist in the following ways they're going to assist you there your coalition with scheduling rooms ensuring that the technology is available and assisting with scheduling and coordinating the students agreements also are in there related to confidentiality and ensuring confidentiality of all respondents data this MOU also specifies that the data and reports will be shared this is especially important for the coalition because the data is almost always going to go to the school district and you want to ensure that if school district superintendent changes or somebody changes their mind that you still receive the data and the reports that come out of the data and then there's space for signatures there's a lot of benefits to collect to getting an MOU in place as soon as possible it requires a both parties think through the process and are aware of all the steps in the process this also guarantees that the coalition as I said will gain access to the data and the reports if you're using the oh yes survey this is especially important because the school district does own and have access to the data and it's especially important if you're have a single school district in your community or that it's collecting data with the OES survey because of how the data is made available you need to be sure that your coalition is going to get that data and it prevents any misunderstandings and complications that can pop up around the data collection process for instance ensuring that the staff is going to assist your coalition and scheduling the students the rooms the technology of lis it's you're going to have access to the school that the school is going to help field questions from parents and guardians like all those pieces just to make sure that everyone's thought through of the things that can happen and who's going to be responsible for doing what we found that having an MoU in place can really help grease the whole data collection process for both the school districts as well as the coalition's the remainder of this webinar is devoted to data collection within the 18 to 25 each group using the young adult community member survey if your coalition is not currently or planning on collecting data from that 18 to 25 age group then you've completed the webinar and please visit our website for the Ohio spiff to find the templates and you can reach out to your local evaluator for assistance in completing and using this templates if you are planning in the future or are currently planning to collect data around that 18 to 25 age group please continue to listen to the following portion of the webinar so data collection for that 18 to 25 age group is less straightforward than it is with the school districts for the under 18 and so we have identified locations where it's easier to collect data from that includes community events such as fairs and Static locations like job and Family Service web waiting rooms or WIC waiting rooms Head Start enrollment where the demographic is likely to be available in fairly large numbers it's usually necessary to get a good sample that you collect at multiple sites or multiple time periods the often requires partnering with several several organizations in the community to collect a good sample for this age group for instance you as the coalition might go to the fair but you might also partner with headstart and ask them to help you collect data at the head start enrollments and we have found that it's best to try to collect data from 18 to 25 year olds in the summer there are certain times in the summer where it's especially helpful for instance workforce locations what waiting rooms tend to be good early in the summer when high school and college students are looking for temporary placement for the summer and when there are simply more community events occurring when you collect data for that 18 to 25 year old group it's especially important to consider confidentiality confidentiality means that an individual's responses are private and will not be linked to them in any way in small communities where everyone knows one another and reputations are especially important confidentiality is very important and when you are collecting using pencil and paper surveys confidentiality needs to be thought through because this is the time where it's at the most risk so for instance if you're collecting using pencil and paper and it's often procedure to put a single survey on the clipboard with a pencil and ask the person to complete it I see a single survey because if you had a stack of surveys on there when someone completed the survey on top pressing with the pencil their responses are going to be pressed into the survey below it this would allow staff or volunteers who are collecting the data as well as any was respondents who come after them to see their responses that's a violation of confidentiality similarly if it's paper and pencil you need to have a procedure in place for them to turn in their responses without anyone else having access to seeing them so that could be as simple as having them folded up and put it in an envelope or a box themselves and that's usually what's done that way no one else sees their responses or their completed survey and can associate their responses with them and then anyone who has contact with the data must understand confidentiality and follow those procedures to ensure that it's maintains intact we recommend doing a mental walkthrough of the data collection if it all possible go to the data collection locations like the WIC waiting room and look around and see the best possible ways of collecting that data we realize that this is not talked opportunity to do that at events instead you should think through places that would be most opportune for collecting and add an event for instance if you're doing it out of fare there are often days where there's long waiting lines like there's a discount to get in and so it would be opportunity set up a booth at the entrance and while people are waiting around you're they're more willing to collect the data because they're just killing time that's why waiting rooms are also good locations however on most days fare lines entrance lines move quickly and so it would not be a good place to set up a booth instead I would recommend the near the bathrooms where people are waiting for family and friends to finish up in the bathroom you're getting killing time that's a good place to collect data so thinking through those processes creating step-by-step instructions for collecting the data that that also includes offering trainings providing a bullet-pointed list of procedures I would recommend taping those procedures to the envelope or box where people are going to put their completed survey so that the staff or volunteers who are collecting the data can refer to that easily it should also include a script that people can memorize the script would make sure that people are in the right demographics of that age group they it would explain briefly the purpose of the survey which would be this is a survey around alcohol and drug use and the purpose of this survey is to help increase prevention in our County and then again emphasizing that confidentiality that all responses are completely confidential and no one will have access to your data and be able to link it to you and then determine the data storage drop off or pick up so again there's the envelope or box that they're going to put it in and then are members of your coalition going to pick it up every day or the end of the week are you asking someone from the partnering organization to drop it off at a specified location make sure you have all those details in place and again emphasize the need for confidentiality and all materials and trainings that you offer these are all things that you should think through prior to completing the MOU so that you can put these details in your MOU for that particular organization and location so the MOU completion make sure the MOU follows the data collection procedures that we just discussed fill in the specifics make sure the partnering organization reads and understands the NYU before they sign it and offer to provide a brief training if members or staff of the other organization are going to be doing the data collection at their location or at a fight the MOU for the outside organizations so other than school districts there's a time period right now the MOU specifies three years calendar years and that data will be completed prior to September 30th you cannot change that September 30th deadline however if it makes more sense to just do an annual collection an MOU for this particular with this particular organization for instance an event that's only going to happen once then you can change that for your portion of the MOU the second and third points of the MOU are the agreements for both organizations to review and approve the survey and materials so you want to make sure that they see what's there and that they agree to it specify who is overseeing data collection and at what sites who's the primary on this if it's in the waiting room at the organization are you asking that organization to oversee the data collection for are you doing that and just going to be at their site and then which organization is playing a supporting role and power how are they supporting the data collection the sixth point is communication around scheduling and data collection the seventh is about confidentiality procedures the eighth point on that MOU template is that the coalition it takes responsibility for stewardship of the data so your Coalition is responsible for ensuring confidentiality and specifying what's going to happen to that raw data the raw data would be to surveys what happens who is going to enter the data and was the data and report on the data number nine is about sharing the data in the databases so you can customize who's getting the data who is actually going to get the access to the database and ten is about sharing the reports and results once you have the data what do you do with it your Coalition is responsible for collecting entering analyzing and summarizing your data this can all be overseen directly by your organization and as we discussed you can partner with other organizations when collecting the data however for entering analyzing and summarizing your data you could choose to contract that out to another party or organization if you do so you need to have a formal contract in place if necessary you can contact your local evaluator and they can help you formalize that relationship that agreement to ensure that the data is properly entered analyze and summarize and finally your Coalition is responsible for confidentiality throughout the entire process that includes entering analyzing and summarizing your data so you need to make sure that any other organization or individual that has access to the data understands confidentiality procedures and maintains them all right thank you for joining us for this webinar the template for the 18 to 25 mou is available on the Ohio spiff website additionally there is an accompanying webinar around the survey the young adult community member survey for 18 to 25 so that you can learn more about using that survey and what it is and then the instrument itself is also available if you have additional questions please don't hesitate to reach out to your local evaluator for assistance thank you