NATIVE AMERICAN RURAL VETERAN OUTREACH

Transcription

1 NATIVE AMERICAN RURAL VETERAN OUTREACH Carl E. Kaufman, L. Jeanne Kaufman, Carly Shangreau, Chris Turner, Crystal Ludhawk-Hedgepeth, Nancy Dailey, Byrn Bair, Jay Shre Veterans Rural Health Resurce Center-Western Regin Office f Rural Health Department f Veteran Affairs 1. INTRODUCTION The purpse f this dcument is t prvide supplemental guidance t the Rural Veteran Outreach (RVO) tlkit fr thse interested in Native American Veteran utreach in tribal cmmunities. This infrmatin is intended t: Initiate r strengthen partnerships between the Department f Veterans Affairs (VA) and tribal cmmunities Prvide strategies fr cmmn gal-setting t serve Native American Veterans Imprve tribal leaders' understanding f VA utreach pprtunities Present an array f ptins and resurces fr achieving utreach gals and mving twards lng-term partnerships Imprve utreach t Native American Veterans living in rural and tribal cmmunities Increase rural Native American Veteran enrllment in the VA and assist in advcacy fr these Veterans t btain their earned benefits Tribes and tribal cmmunities differ in culture, traditins, svereignty, and relatinship with lcal VA services. Tailred and infrmed appraches t utreach will strengthen partnerships and bridge gaps in care and services fr rural Native American Veterans. Here, we describe practical appraches t build partnerships with, and plan fr utreach t, Veterans in tribal cmmunities. Imprtantly, these suggestins are designed t build lng-term relatinships, nt just implement a ne-time utreach effrt. In shrt, this tlkit aligns with the first tw f the VA Strategic Objectives f the Blueprint fr Excellence (p5): 1. Empwer Veterans t Imprve Their Well-Being 2. Enhance and Develp Trusted Partnerships This guidance is supplemental t the RVO tlkit. We strngly advise the fllwing strategy: 1. Learn abut the RVO mdel first Prceed t the cntent, belw, fr suggestins n framing the RVO mdel fr these imprtant Veteran cmmunities. 3. Return t the RVO mdel and adapt it based n the results f step 2. 1

2 2. NATIVE AMERICAN COMMUNITIES AND THE VA Native American Veterans and military service Fr generatins, Native Veterans have had a lng histry f prud service in the US military frces. T date, mre than 3.6 millin Veterans f American Indian and Alaska Native heritage have served in the US military. Histrically, Native Americans have had the highest service per capita rate cmpared t any ther race and ethnic grups. In additin, many have held highly esteemed psitins despite being placed in dangerus battlefrnts. In spite f these many cntributins, Native American Veterans are amng the least likely t utilize their earned benefits. Challenges r barriers include a lack f transprtatin acrss lng distances t VA facilities, availability f culturally apprpriate care, difficulty navigating the VA system, and a histry f cmplex federal, state, and tribal relatinships. Cmmunity partnership is increasingly recgnized within the Veterans Health Administratin (VHA) as an imprtant cmpnent t bridge gaps amng tribal, cunty, state, and federal services. VA Blueprint fr Excellence Transfrmative Actin D f Strategy 8 (p35) VA will prvide Veteran-fcused, cmmunity-based rganizatins with infrmatin and training t help identify what Veterans and their families need and cnnect them t apprpriate services. VA will listen clsely t bth Veterans and cmmunity based rganizatins, encuraging nging input and invlvement t cntinually imprve the health and wellbeing f Veterans. What is unique abut Native American Veteran tribal cmmunities? Tribal settings have several imprtant qualities that make them distinct frm ther cmmunities acrss the natin. These qualities bring bth strengths and challenges t the develpment f utreach and engagement in planning events fr Veterans. Tribes are diverse. There are mre than 565 federally-recgnized American Indian tribes and Alaska Native cmmunities in the US, each with its wn culture, histry, language, spiritual practices, and frm f gvernment. Tribes are svereign natins. They are cnsidered dmestic dependent natins by the U.S. gvernment, and are entitled t gvern themselves. Typically, this means federal prgrams wrk in partnership with tribal gvernments. Smetimes states als wrk with tribes, but tribes are generally nt held t state law. Tribes ften have Veterans Cmmittees as a part f, r advisry t, the Tribal Cuncil r gverning entity that assist in the facilitatin f Veterans prgrams. In the VA, the Native Dmain f the Veterans Rural Health Resurce Center Western Regin f the Office f Rural Health ( ) assists with prviding VA facilities, tribes, r rganizatins wrking with Native American Veterans with infrmatin, resurces, and technical assistance n demgraphics and healthcare services and utilizatin. Additinally, the Office f Inter-Gvernmental Relatins (OTGR) was established t strengthen tribal relatinships with the VA 2

3 ( ). Federal-tribal histry. The histry f federal plicy twards Native Americans has generated suspicin and ften resentment n the part f tribes twards gvernment prgrams. This legacy f distrust requires a cntinual r cnstant cmmitment by partners t build and sustain relatinships. This, in turn, takes time which des nt always fit neatly int prgram implementatin timelines and milestnes. Disparities. Native Americans are amng the prest, least educated, mst likely t be unemplyed, and least healthy f all race and ethnic grups. Mrever, resurces, including finances, physical infrastructure, and human capital, are ften stretched thin in reservatin r Alaska Native Village cmmunities. In mst Native American cmmunities, Veterans are held in high regard and esteem. In spite f the lack f resurces, cmmunities ften have tremendus ability t mbilize fr Veterans causes. Wh in the VA is best qualified fr fstering these relatinships? N ne psitin is necessarily mre r less qualified than anther. Building a relatinship with a tribal partner takes cmmitment and cnsistency. Attributes that are cmmn amng thse mst successful in building relatinships include: Cmmitment t the lng term, nt just ne prject Cnsistent fllw-up n questins, cncerns, r ideas Humility relatinships are ften at their best when they are pen t bi-directinal learning Excellent listening skills Delivering n prmises A great sense f humr humr is ften used t ease tensin when circumstances are dire r cnflict arises. In shrt, these qualities g beynd a simple psitin descriptin. They reflect the attributes f smene wh values cmmunity engagement and the strength f diversity. They reflect the cre areas f strength cited in the VA Blueprint fr Excellence. VA Blueprint fr Excellence (p22) a cmpetent and dedicated wrkfrce, a nble missin, and emplyees persnal cnnectins with the missin are three ntewrthy areas f strength that will assist with the difficult missin f culture change. (re-rdered) 3

4 Rle f lcal VA leadership. The persn r persns wh embraces the cmmitment t build relatinships with tribes will be mst effective if he r she has the supprt f lcal VA leadership. We strngly recmmend lcal leadership meet regularly with n-the-grund VA emplyee tribal liaisn(s) t review prgress, barriers, and next steps. Where can I learn mre abut partnering and wrking with Native American cmmunities? Learning abut any cmmunity is a great way t make cnnectins and fster relatinships. Advance preparatin and nging self-educatin will help t build netwrks and create and sustain successful partnerships. A number f resurces listed belw - are available t help yu learn. Als, researching a specific cmmunity thrugh the Web r yur lcal library, r asking cmmunity partners fr learning resurces will help with imprtant histry and backgrund that may be critical t knw in the planning prcess. The Native Dmain f the VA Office f Rural Health: Cultural Awareness t Help While Serving Native Veterans Webinar: Tribal Veteran Representatives: The Tribal Veteran Representative (TVR) prgram prvides specialized training t tribal members r thers interested in assisting Veterans in a tribal cmmunity. Cmprised mstly f vlunteers, these individuals are appinted and supprted by the tribe and then participate in a training prvided by the Office f Rural Health within the VA. TVRs wrk clsely with tribal Veterans, cmmunity rganizatins, and lcal VA ffices t supprt Veterans in their cmmunity(ies). 12 Training links: Building blcks fr Cultural Integratin in the Develpment and Establishment f Rural VA Telemental Health Clinics fr Native Veterans: The VA Office f Tribal and Gvernmental Relatins ( Webcast: Wrking with Tribal Gvernments t Serve Veterans in Indian Cuntry (March 2014): SAMHSA American Indian and Alaska Native Culture card Administratin fr Native Americans (ANA) - Native American Veterans Strytelling fr healing: 0?page=1 4

5 3. BUILDING PARTNERSHIPS WITH NATIVE AMERICAN COMMUNITIES What is a partnership? Already, this tlkit has used the term partnership multiple times. The term partnership, hwever, may mean different things t different peple. Here, we mean persns r rganizatins wh wrk tgether t achieve cmmn gals. This includes sharing resurces, including time, materials, and expertise, in a way that prmtes success, and in this case, better service(s) fr Veterans. Fr partnerships with tribal cmmunities, shared resurces may becme a challenge, simply because many f these cmmunities have very few material resurces. They d, hwever, have a great deal f expertise in their cultural and histrical perspectives, and will prvide invaluable guidance and insights int the planning prcess. In shrt, clarifying the resurces each part f the partnership brings t the event will help in defining expectatins and enhancing the transparency and accuntability f the planning prcess. What are sme unique aspects f building relatinships with Native American cmmunities? Native American cultures are highly diverse and each cmmunity will have its wn set f expectatins, beliefs, and practices. Here, we list a number f cmmn elements r cnsideratins: 1. Identify a lcal cntact. First and fremst, identify a cmmunity persn wh can serve as a lcal cntact. Sme cmmn characteristics might include: a. Trusted by lcal Veterans and their families; b. A deep understanding f the cmmunity, including cultural beliefs and practices, and lcal scial netwrks; c. Familiarity with Veteran rganizatins and ther Veteran-serving prgrams in the area. d. Cmmitted t partnerships t imprve health and well-being f Veterans e. Ability t wrk with a wide variety f peple and persnalities. While experience with VA enrllment is helpful, it is nt necessary experience. This cntact s rle is t assist with navigatin f the cmmunity and its resurces fr Veterans wh live there. 2. Present t the lcal leadership. Virtually all cmmunities have sme kind f self-gvernance, fr example a Tribal Cuncil, r a Tribal nnprfit rganizatin. Althugh the frmat may vary by cmmunity, frm a very frmal institutin t an apparent infrmal grup f elders, meeting with lcal leaders r Cuncil members early in the utreach prcess is imprtant. Early presentatin will assist t: a. Establish cmmunity trust b. Shw respect fr the cmmunity leadership and a willingness t listen, supprt, and create pprtunities. c. Strengthen partnerships mre widely, fr example, tribal representatives r members may als be Veterans and may ffer additinal supprt fr prjects assisting cmmunity Veterans. 3. Persnnel cntinuity. Cnsistency in persnnel is critical. Many in Native American cmmunities see relatinship building with individuals as key t partnerships between rganizatins. A change in persnnel may mean starting ver 5

6 in partnership building. At a minimum, planning fr VA persnnel transitins, e.g., persnal intrductins f new staff by departing staff) with tribal clleagues is key fr fstering enduring partnerships. 4. Meet cnsistently. Never cancel r delay a meeting r appintment. This may seem like a tall rder given the cmplexities f the VA system; hwever, keeping appintments ensures yur cmmitment t helping the cmmunity, the VA cmmitment t teamwrk, and the prmise t supprt cmmunity. 5. Meet in-persn regularly. Regular in-persn meetings with cmmunity members is als key. A cmmunity s remteness may make regular meetings a challenge. Cnference calls r telecnferences may help as a substitutin with maintaining regular cntact with cmmunities, but they shuld nt be replaced by in-persn meetings. 6. Plan n flexible meeting duratins. Meetings ften start late and end late. Often the wait fr thers t arrive is an pprtunity t visit with thse wh are there. Take this imprtant pprtunity t build relatinships. 7. Explre expectatins abut in-persn meetings. Many cmmunities have custms arund gift-giving r meals at certain kinds f meetings. In sme cmmunities, presentatins are expected t be mre like stry-telling than bulleted data n a PwerPint. Be sure t ask yur cmmunity cntact fr guidance befre attending meetings r ther events. Hw strng shuld ur VA-tribal partnership be t plan an utreach event? The strength and scpe f relatinships between VA facilities and tribal cmmunities vary widely. Sme have wrked tgether fr many years, thers have nly partnered n a few ccasins, and in ther cases, n relatinship may exist at all. N specific requirements fr the relatinship are needed except a cmmitment n bth sides t wrk tgether. When cllabrating n an utreach event, it is imprtant t set realistic gals fr the event given the current status f the relatinship, services available, and timeframe. Outreach activities shuld nt harm partnerships, they shuld strengthen them. T assure success, determining early the mutual gals f the event can guide bth expectatins and planning. Often, a successful partnership includes addressing r at least acknwledging challenges f the past, fr example, in areas with pr r limited services fr Veterans. While smetimes it may seem that the cmplaints are frm a lng time ag, r have nthing t d with the current VA team, being an active listener shws respect. This will help mve the partnership frward. In Bx 1, we prvide a selected list f questins which can be used t explre prir experiences f the VA and the tribe. Reviewing these questins may help t fster cmmunicatin and identify pints f cllabratin. Such an exercise is meant t acknwledge prblems f the past and identify strengths t build upn within the partnership. 6

7 Bx 1. Assess the prir experience f the partnership. A few useful questins: 1. What has been the experience f Native Veterans and the VA fr this cmmunity? a. What have been sme psitive experiences? b. What are the weak pints in serving Native Veterans? 2. Have there been prir events r activities planned jintly? a. If s, what were the successes? What were the challenges? b. If nt, what have been the primary reasns fr mving ahead nw? Hw can we embrace and supprt the initiative nw? 3. What d we envisin fr a partnership in a year? In 5 years? 10? What if we dn t yet have a partnership? An utreach event with a Native American cmmunity can be successful even withut an established partnership. In these instances, partnership may cme abut because f a funding pprtunity, a request frm a Cngresspersn r representative, r the initiative f a mtivated individual r lcal champin. Take advantage f thse energies these starting pints are very imprtant t building trust. If a VA is particularly interested in reaching ut t a tribal cmmunity, building n existing relatinships is useful. Is there smene frm the cmmunity wrking in the VA? Are there mutual partners, fr example, a lcal VSO r Veterans grup, wh may be able t suggest cntacts within the cmmunity? As with many rural settings, tribal cmmunities ften have a well-knwn, althugh ften infrmal, netwrk f cmmunity leaders wh are cmmitted t Veterans issues. Is there a way t identify thse leaders? Wrking with lcal champins f Veterans in the cmmunity will assist in navigating tribal cmmunity expectatins in a respectful way. As an additinal resurce, the Native Dmain f the Veterans Rural Health Resurce Center-Western Regin can assist in facilitating these effrts. ( 7

8 4. PLANNING FOR SUSTAINED OUTREACH WITH NATIVE AMERICAN COMMUNITIES What is critical t planning Native American Veteran utreach events? Each cmmunity utreach event shuld be unique and tailred t that cmmunity s needs. Hwever, a few cmmn elements tend t facilitate successful events, n matter hw specific the event is tailred. See Bx 2. Bx 2. Key elements fr Native American Veteran Outreach planning 1. Partnerships: VA-tribal relatinships are very different acrss cmmunities. Assessing the histry f a partnership, determining the partnerships current strengths and weaknesses, and identifying future gals are critical t successful utreach planning. 2. Cultural cmpetency: Partnering fr a Veteran s utreach requires a great deal f respectful and cnstant cmmunicatin and engagement. There are a number f excellent training pprtunities nline t assist with refreshing sme f these skills. (See abve fr a list f useful resurces.) 3. Cmmn gals: Given the vast variatin in tribal cmmunities, and the additinal variatin in the relatinship with the VA, n specific set f gals will fit all partnerships. Key t success is a cmmitment t wrking twards shared gals. While this may seem straightfrward, partners ften cme t a planning meeting with divergent ideas and ften may nt realize the divergence exists. Identifying shared gals even if a part f thse gals is t delay r pstpne an utreach event s that ther activities can take precedence is critical. 4. Sustainability: What are the ways in which the cmmunity can cntinue t help cnnect Veterans t benefits and care nce the utreach events have cncluded? 8

9 Where d we begin? Once a cnnectin between the VA and the tribal cmmunity exists, the next steps are nt always bvius. Appendix A prvides a 1-page checklist fr cnsidering next steps and strengthening shared gals. This checklist begins with a critical questin: Is nw the right time t plan an utreach event? In part, the answer might depend n what utreach means t the partnership (see Bx 3). Bx 3. Defining Outreach fr VA-tribal partnerships What des Outreach mean t the cmmunity and the partnership? Establishing a regular VA presence in the cmmunity, fr example bths at pwwws, health fairs, r sprting events? Enrlling Veterans? Expanding r enhancing VA services, fr example, establishing a telemental health clinic, r pursuing an MOU between lcal IHS clinics and the VA? Expanding knwledge abut VA benefits and resurces t thers in the cmmunity s that they can assist lcal Veterans? Outreach might mean ne f these, r a cmbinatin f these items, r smething else entirely. Taking the time t decide what utreach means fr the partnership at an initial planning pint will help t create realistic and feasible gals. VA and tribal partners shuld take sme time t talk abut the questins in Bx 3 and review the Appendix A checklist. Identify what will and will nt wrk fr the cmmunity. Remember that Appendix A is nly a guide it is meant t generate ideas, nt limit them! Appendix A ntes brad categries f utreach event pssibilities. They can be categrized bradly in tw ways: 1. A cmmunity infrmatin and referral wrkshp: These wrkshps are usually held befre reaching ut t Veterans. a. Cmmunity members are trained t assist Veterans in learning abut VA resurces and btaining benefits and services. Wrkshp facilitatrs and trainers ften include VA staff representing each branch, including VBA, NCA and VHA; state r cunty Veteran Service Office persnnel; r representatives frm ther rganizatins. b. The wrkshp creates r strengthens a netwrk f cmmunity members by prviding them knwledge f and resurces fr VA service prvisin. c. These wrkshps als fster sustainability f the VA-tribal partnership t supprt Native American Veterans. The wrkshp is designed t sustain VA pprtunities within the cmmunity. 9

10 2. Outreach event: This event is fr the Veterans f the cmmunity. It builds directly n the referral wrkshp. a. It usually ccurs abut 3 mnths after the referral wrkshp. b. Cmmunity members wh were trained in the wrkshp assist in planning the utreach event. c. The event itself is highly variable. It culd be simply a presence at a cmmunity event. Or, it culd priritize enrllment f cmmunity Veterans. The event might als include elements cmmn t VA benefit fairs, such as representatin frm ther parts f the VA (VHA, VBA, NCA) t present t Veterans and answer their questins. d. Ideally, the Veteran utreach event is an event that invlves numerus grups in the cmmunity as well as the VA. e. It is intended t be a fun, festive event fr the cmmunity. Within these brad categries, many pprtunities exist. Fr example, small trainings r wrkshps, r events that ccur with ther VA activities, such as a Stand Dwn, pening f a new clinic, r Veterans Day activities may make mst sense fr a particular cmmunity. What abut sustainability? Sustainability is a key part f the utreach planning prcess. Sustainability here means maintaining a fcus n Veterans and hw individuals and rganizatins can assist ne anther t supprt Veterans even after the events are cncluded. Specific sustainability plans may vary depending n utreach activities. Fr example, if utreach is nly abut establishing a presence in the cmmunity, is there a way t make sure lcal VA are invited t cmmunity events n a cnsistent basis? If utreach includes a referral wrkshp, is there a way that cmmunity members can supprt ne anther as they, in turn, supprt Veterans? VA Blueprint fr Excellence (p.33) the brader pprtunity exists fr VA and VHA t better supprt Veterans needs and preferences thrugh an innvative mdel f integrated health services that aspires nt nly t excellent sick care, but t imprving the health and well-being f bth the Veteran ppulatin and individual Veterans. T achieve this, VHA must develp and manage a brad netwrk f frmal health care service prviders and, als, cultivate relatinships with ther types f service prviders acrss the cmmunities in which Veterans reside. (Emphasis added.) We are ready t mve ahead with planning. Nw what? Once the gals f the partnership fr utreach have been decided, we recmmend reviewing the RVO tlkit nce again fr specific planning steps and activities. In Appendix B, we prvide sme guidance t the RVO tlkit that may be useful fr Native American cmmunities. 10

11 5. SUMMARY Wrking with Native American cmmunities t imprve service t Veterans wh live there is an amazing pprtunity t share in a prud culture and heritage. Many f the main elements t guide an utreach event are already available in the Rural Veterans Outreach Tlkit. This adaptatin guide prvides additinal infrmatin t cnsider fr these imprtant ppulatins. The Native Dmain f the Rural Veterans Resurce Center-Western Regin will be happy t assist shuld ther questins arise. Please cntact us! Mst imprtantly, enjy the cllabratin and the pprtunities it may bring t serve ur natins Veterans. VA Blueprint fr Excellence (p46) ur gal is t prvide Veterans with the care and the pprtunities fr health that they have earned and paid fr dearly thrugh their service and sacrifices. 11

12 Appendix A. NATIVE AMERICAN VETERANS OUTREACH: IDEA GENERATION AND PLANNING START-UP GUIDE This checklist is intended t facilitate discussin and t guide decisins abut planning Veteran utreach activities in partnerships between the VA and Native American cmmunities. Ideally, bth the VA and the tribe wuld review these questins tgether and decide what type f events are best suited t the cmmunity and when the events shuld ccur. Many ptins are available t build int a tribal utreach event, depending n gals, resurces, and lnger term plans. VRHRC-WR can assist with planning and facilitating these discussins. Questins t ask abut the current partnership: Is an utreach event smething that makes sense nw at this pint in the partnership? Is the VA-tribal partnership at a pint t cmmit staff and resurces t an event? If nt, what shuld the next steps be t build a relatinship that can supprt an utreach event? Identifying gals, persnnel, and resurces fr the event: Will ne f the utreach events include a wrkshp fr training r rientatin t tribal Veteran-serving cmmunity prgram persnnel abut VA benefits and prcesses? What rganizatins shuld be invlved? Date r thughts n timing: Will ne f the utreach events prvide infrmatin t individuals abut VA activities and prgrams and ther Veteran services in the cmmunity? What is the best way t have a Veteran utreach event in the cmmunity? An event specifically fr Veteran utreach An event in cmbinatin with anther cmmunity event, such as a health fair r Pw Ww An event fr Veterans, but nt just abut utreach, fr example, a Stand Dwn Other? Wh shuld be there t prvide this infrmatin? Lcal VA representatives Wider-VA representatives: VBA, VHA, NCA State and/r cunty VSOs Other lcal and tribal rganizatins, fr example, Tribal Veterans assciatins, lcal IHS facility staff, Tribal health prgrams. List: Date r thughts n timing f event: Will an utreach event include pprtunities fr Veteran enrllment? Wh will be available t cnduct the enrllment? Other gals? Outreach event(s) planning: Wh will be respnsible fr the planning? Cmmittee f VA and Tribal members 1 pint persn frm the VA and 1 pint persn frm the tribe Other (briefly describe) Date r thughts n timing f establishing grup: Hw ften shuld/can the planning grup meet? 12

13 Appendix B. The RVO mdel and cnsideratins fr rural Native American Veterans. This appendix prvides suggestins and cnsideratins t accmpany the RVO mdel when wrking with a Native American cmmunity. These suggestins may be helpful t cnsider as the VA-Tribal partnership prceeds in planning an utreach event. D the lcal VA and the Tribes want a cmmunity infrmatin and referral wrkshp? These cmmunity wrkshps, and what they have included in ther rural cmmunities, are described in detail in the Rural Veteran Outreach (RVO) Tlkit (v2.0): In the fllwing, we briefly recap the RVO descriptin, and suggest hw t tailr utreach events in Native American cmmunities. What is a Native American RVO cmmunity wrkshp? The gal f the wrkshp is t bring VA expertise int the cmmunity, facilitate Veterans access t the VA, and assist Veterans with VA benefits, enrllment, and services. Mre specifically the gals are t: Educate the cmmunity abut VA benefits and services and hw t help Veterans btain them. Cnnect cmmunity grups with VA, state, and lcal Veteran resurces that can help meet Veterans needs. Facilitate netwrking amng VA and the cmmunity t identify pprtunities fr cllabratin. Increase the capacity f the VA t partner with Native American cmmunities. At the wrkshp, everyne wrks tgether t cnnect peple and rganizatins with ne anther. The purpse is t cnnect Veterans with VA persnnel s they can use the benefits they earned as Veterans.. The wrkshp typically includes: Representatives frm all arms f the VA: Veterans Health Administratin (VHA) Veterans Benefits Administratin (VBA) Natinal Cemetery Administratin (NCA). Representatives frm ther relevant rganizatins: State Veteran s Affairs Offices Veteran Service Organizatins (VSOs), r Veterans Centers Order f the Purple Heart United Way Jb Crps Husing Authrity Lcal educatinal prgrams, technical r vcatinal training prgrams, r clleges and universities 13

14 Representatives frm any agency r grup that by nature f their missin has cntact with Veterans requesting services Elders f the cmmunity (sme f whm will likely be Veterans) Tribal health and health educatin prgrams Indian Health Service prviders, including behaviral health prviders Tribal Veteran cmmittees and grups Religius and spiritual leaders, as apprpriate Suicide preventin prgrams Cmmunity Health Wrkers r Representatives Tribal judicial representatives Tribal law enfrcement Tribal transprt authrity Ultimately, these wrkshps pen up dialg between the VA and the cmmunity t create pprtunities fr Veterans. Thrugh cllabratin, they als prmte future partnerships by identifying cmmn issues and strengths fr benefitting Veterans. In additin, these prvides cmmunity members and leaders with infrmatin n wh r what the VA is, what the VA can prvide their Veterans, and where t get, r wh t cntact fr, infrmatin. Is this wrkshp right fr the tribal cmmunity? Every cmmunity is different. Usually, lcal VA and tribes wrking tgether determine whether this wrkshp is necessary and if the timing is right. Here are a few questins t ask that might assist in reaching a decisin: 1. Are there individuals r rganizatins that can benefit frm this infrmatin? Fr example, members f Veteran s cmmittees, tribal behaviral health prgram persnnel, lcal jb training and educatinal prgrams, cmmunity health wrkers, and law enfrcement persnnel may wrk with Veterans and may benefit frm knwledge abut the VA. 2. Will this wrkshp help strengthen VA-tribal partnerships? Is the timing right fr this type f training? Will Veterans f the cmmunity benefit frm this training prvided? Will ther benefit frm the training? 3. Are there Tribal Veteran Representatives (TVRs) r ther Veterans fcused utreach wrkers in this cmmunity? If s, d they need a refresher training r pprtunity t btain further infrmatin? (See abve fr resurces; fr mre n TVRs, see 4. Are there lcal resurces (bth tribal and VA) available t make a wrkshp happen? Fr example, persnnel, venue, time, csts (usually fr fd, pssibly facility rental, marketing materials and fllwup fr recruiting attendees, etc.) Hw d we put tgether this wrkshp? 1. Lcal input. Deciding wh shuld be invited t participate and what infrmatin t disseminate are essential parts f the planning prcess. Inviting key individuals t the cnversatin will help establish gals and frmulate timelines fr the wrkshp. 14

15 2. Wrkshp presentatins. Wh shuld be invited t present at the wrkshp? Shuld there be representatives frm all arms f the VA? What lcal rganizatins and Veterans grups shuld present? Wuld mini-trainings wrk better fr this cmmunity and audience? Is it feasible t ask presenters t take cultural cmpetency training prir t the wrkshp? (See abve fr resurces.) 3. Timing. When shuld the wrkshp be held? Establishing a timeline is critical t event planning. Althugh timelines will vary amng cmmunities r even amng events within them, they are imprtant because it helps the exchange f infrmatin and maintains accuntability fr tasks. Belw are a few things t cnsider: a. Are there Tribal Cuncil apprvals r reslutins required fr the event t prceed r take place? b. Is there an available date fr the wrkshp prir t the Veteran utreach event? The wrkshp shuld be held in advance f the Veteran utreach event. That way, thse at the wrkshp can als supprt and engage Veterans in the utreach event. c. Are there lcal cmmunity events that wuld help r hinder cmpletin f milestnes n the timeline? Fr example, sme cmmunities have sacred days during which regular cmmunity activities are ften placed n hld. Similarly, cmmunity events, such as Pw Wws r health fairs, might be excellent places fr cnnecting with lcal Veterans, their families, and cmmunity members. 4. Lcatin. Where can the wrkshp be held? Is there a cmmunity center r smeplace nearby that will be nn-distracting and cmfrtable fr participants? Is the space an apprpriate size fr presentatins r small grup discussins during the wrkshp? 5. Marketing the event and spreading the wrd. Creating awareness abut yur utreach event is essential part f having a successful event. D what wrks fr the cmmunity whether its scial media, mailings, r radi annuncements. Plan yur utreach strategies. Befre yu begin, yu may want t ask yurself: a. What is the best way t invite participants t the wrkshp? Shuld invitatins be persnally delivered? Mailed? One-n-ne cnversatin ver the telephne? Or at lcal events? b. Des it make sense t cnfirm participatin? Will invitees respnd t an RSVP? Will persnal calls r visits be mre effective in securing a cmmitment t attend? c. Is there sme expectatin f payment fr the venue? If s, hw will that be handled? 6. Agenda. Having an agenda will help keep activities in rder and n schedule, and thus respect participants time. a. Hw lng, realistically, shuld the wrkshp be given ther cmmitments f likely participants? Generally, a ne day wrkshp is sufficient, but the amunt f time shuld be determined by partners and cmmunity need. b. What are the tpics mst imprtant fr this cmmunity? Hw can discussins f thse tpics fit int the alltted time frame? 7. Wrkshp Frmat. Typically, the wrkshp frmat includes a shrt presentatin by a representative frm each branch f the VA (VHA, VBA, and NCA), representative fllwed by questin and answers. Hw d we plan fr the Veteran Outreach event? Rural Veteran utreach events, and what they have included in ther rural cmmunities, are described in detail in the RVO Tlkit (v2.0) available at: 15

16 In the fllwing, we briefly recap the tlkit s descriptin, tailring it slightly fr pssible use in tribal cmmunities. Fr utreach events, the fcus is n individual Veterans and the peple wh serve them. The main gals f the cmmunity utreach events are t: Educate Veterans and their families abut VA benefits and services they are entitled t due t their military service. Enrll and assist Veterans t enrll in VHA, including prviding them with infrmatin n and applying fr ther VA benefits and services. Cnnect Veterans and their families with ther lcal resurces. Wh shuld be invlved in the planning? Like the wrkshp, the tribal cmmunity shuld take the lead in planning and rganizing the utreach event. They will knw best what wuld be mst helpful, what the barriers might be, and hw t plan lgistically fr the event. These persns might be TVRs, Veterans, family members f Veterans, r Tribal Cuncil members. It is imprtant t have at least ne cmmunity member wh will champin the event. If the cmmunity hlds a cmmunity wrkshp event, thse participants are ften ideal fr planning the Veteran Outreach event. Lcal VA persnnel, preferably thse wh have an established wrking relatinship with the tribe, are key t facilitating actin tward a cmmn gal f utreach. Individuals wh are invested in helping Veterans. What kind f utreach event is apprpriate? Outreach events fr Veterans can be stand alne r cnnected with a cmmunity event, such as a Pw Ww, health fair, Veterans Day event/parade, r sprting event. Fr many tribal cmmunities, utreach events are planned as a stand-alne activity. All activities are centered n the Veterans, including enrllment and benefits questins and answers. The strength f this apprach is that Veterans are a clear fcus. The weakness f this apprach is that key cmmunity members wh have regular cntact with Veterans may nt attend. It may als alienate thse Veterans wh avid VA-related events r wh d nt want t be in the sptlight. In ther cmmunities, utreach planned in tandem with a cmmunity event makes sense. In this case, utreach is less intensive - many ther cmmunity members in additin t Veterans attend. Als, many activities may be nging which d nt specifically fcus n Veterans. An utreach event as a part f anther cmmunity event may reach mre peple, such as family members r cmmunity leaders wh may nt therwise learn abut VA services. The tw different ptins will mean very different prcesses in planning. Establishing the type f event early n with facilitate rganizatin. 16

17 Once the gal f the events have been identified, the hardest part is cmplete. Of curse, many lgistical details remain. Bx 4 identifies sme key questins and prvides an index t the Appendices where mre infrmatin can be fund. Bx 4. Cnsideratins fr planning a Native American Veteran Outreach Event 1. Are there tribal apprvals r reslutins required prir t the event? 2. Wh shuld be at the event t prvide infrmatin? Shuld there be a team frm the lcal VA facility t talk t Veterans and facilitate enrllment? Or shuld the wider VA be invlved? (Appendix C) 3. Where and when shuld the event be held? Where will Veterans be cmfrtable appearing, as well as their family members wh care fr them? Is there an event that might be particularly useful t plan arund, fr example a Veterans Pwww r Veteran s Day parade/activities? (Appendix D) 4. Marketing the event: What are the best ways t reach ut t Veterans? Are the ptins different depending n their perid f service? Hw can different generatins f Veterans be best reached in the cmmunity? (Appendix E) 5. What materials shuld be available at the event? Pamphlets can be helpful, but what abut favred giveaway items? Water bttles, wrist bands, t-shirts, canvas bags, flash drives, and bandanas may all be items that attract Veterans (r family and friends) t talk t the VA. (Appendix F) What kind f timeline shuld we create? Hw lng des an utreach event take t plan? There are n exact timelines fr utreach event planning. The types f activities leading t the event vary, as d the requirements fr assuring thrughness and thughtfulness in the prcess. The RVO tlkit suggests a 6-9 mnth timeframe fr bth a cmmunity training wrkshp and a Veteran utreach event. That timeframe may be reasnable, but fr events in tribal cmmunities, lnger timelines wuld nt be unusual. Tribal cuncil apprvals, space allcatin, weather issues, and planning fr distance fr VA representatin may all cntribute t lengthening timelines. The best apprach is t set ut a timeline early. Once the timeline is set with the planning team, review events and nte thse that may be delayed fr any reasn. Talking thrugh the timeline with the team in this way may bth identify milestnes particularly vulnerable t a delay and als generate ideas fr a back-up plan. Rll ut the events in the cmmunity!! With all the planning and rganizing, the events can mve frward. These shuld be fun, festive and infrmative events. Outreach shuld be a celebratin f cmmunity and especially fr Veterans wh live there and have served their cuntry s well. What pst-event activities shuld we have? With the utreach events behind the planning team, a few tasks remain t make sure the utreach activities are cmplete: Are there thank-yu s that shuld be written, e.g, t attending persnnel and their supervisrs, Tribal Cuncil, r venue hsts? Are there Veterans r cmmunity members that had questins that need t be fllw-up? Wh will d that and in what timeframe? 17

18 Debrief the team afterwards: What were the strengths and weaknesses f the event? What shuld be dne differently next time? What will be the next steps with the partnership? Hw can the mmentum f the event and the relatinships be sustained ver time? Hw d we knw if the cmmunity and infrmatin wrkshp was beneficial? Many dislike the term evaluatin. It ften brings t mind grades r sme mark f success r failure. Here, we use evaluatin as a tl fr shwing what wrked well, what culd be imprved upn, and imprtantly, what best practices we can share with thers r the next partnership prject. One gal f the wrkshp is t ensure future utreach and partnership pprtunities. Outreach is ne part f cntinued cmmunity engagement. The cmmunity infrmatin and referral wrkshp is the prelude t that engagement, and it is always gd t slicit and receive participants feedback and input s that the next event can be better and mre tailred t their needs. Planning fr evaluatin f the wrkshp at the beginning will help t ensure relevant feedback fr subsequent events. Evaluatin infrmatin can take many shapes and frms. Here are several t cnsider: Lgging n-ging ntes abut decisins and activities. Ask planning team members t reflect n the prcess: What wrked? What needs imprvement in the prcess? The questins can be submitted annymusly if that wuld assist hnesty. Ask wrkshp participants t cmplete a shrt evaluatin r survey abut the wrkshp (this culd include a pre- and pst-test abut VA benefits and services as well as pinins abut usefulness, recmmendatins fr future wrkshps, r lgistics). Be sure t ask partners what questins they d like t have mre infrmatin abut. Nte: Participant evaluatins shuld be cnducted by tribal partners as the VA has specific rules abut such infrmatin gathering that may be difficult t fllw in cmmunity settings. Ask presenters t evaluate their experiences. Fllw-up with participants at a later date t see if they have used the infrmatin frm the wrkshp. Hw d we knw if the Veteran Outreach event was beneficial? Is there a quick and easy way t get infrmatin frm thse attending the utreach event abut wh they are and why they stpped by? (Usually VA staff cannt cllect this infrmatin, but partners may be mtivated t d s.) Sign in sheets with cntact inf (t estimate numbers attending event and fr any fllw-up cmmunicatin) Paper r electrnic survey abut the event. These questinnaires shuld nt identify individuals. They shuld ask basic demgraphics (e.g., male/female, Veteran/enrllment status, age, etc.) and a few items abut the value f event (e.g., Did yu learn smething new abut the VA tday? What was the best part f the event? What part f the event was nt very helpful t yu? Etc.) Cllecting and analyzing these types f evaluatin data can immensely help imprve the next event. 18

19 Appendix C. Wh shuld be at the event t prvide infrmatin? Will the event accmmdate representatives frm VBA, VHA, and NCA, as well as ther Veteran s rganizatins? If nt all, which are the mst imprtant? As fr the wrkshp abve is it feasible t ask these representatives t take cultural cmpetency training prir t the event? What are the implicatins fr getting VA representatives t the event if the cmmunity event is n a weekend r hliday? What ther Veteran rganizatins shuld attend? Are there specific individuals r rganizatins especially relevant fr Veterans f this particular cmmunity? Are there TVRs wh can be at the bth? Or circulating t direct Veterans t the bth? Are there vlunteers frm the cmmunity r rganizatins t help with planning, advertising, setting up, clean up, r ther parts f the utreach event? What can the planning cmmittee d t make sure the apprpriate rganizatinal representatives attend? Advance cmmitment t dates Transprtatin issues, access and parking Delivery f materials Accmmdatin and pwer, tables and chairs needs, etc. If Veterans have questins that cannt be answered at the event, wh will have the respnsibility t find the answer and cmmunicate that with the Veteran/individual asking the questin? Appendix D. Where and when shuld the event be held? If the event is in cmbinatin with anther cmmunity event, lcatin and dates may already be determined. Hwever, ther issues will still need t be addressed such as lcatin r size f a bth, r if there shuld be a nearby rm fr shrt presentatins r a private area t wrk ne-n-ne with Veterans. What time f the year is best fr Veterans f this cmmunity? Cnsider Veteran s Day events, r special hnrings f Veterans by the tribe. Cnsider the weather what is the back-up plan fr inclement weather? Will electricity be available (fr laptps, printers and ther devices)? Will internet be available and will it accmmdate VPN access r access fr cmmunity grups? Is there strage space fr materials t be given ut at the event? Appendix E. Marketing the event What is the best way t let Veterans and thse wh wrk with them knw the dates f the event and what will happen there? When is the best time t market the event relative t the date? Wh will pay fr these ptins (if they are nt free). Scial media Lcal radi may be even a shrt interview with a planning team member? Flyers Lcal newspaper Is it wrth preparing t-shirts, psters, r ther items in advance with the event and date listed? Can the tribe ask lcal rganizatins t dnate fd r water? Or spnsr the event in ther ways t help with csts? 19

20 Appendix F. What materials shuld be available at the event? Benefits-specific material applicatins, pens and paper, etc. T-shirts? Fd? Water bttles? Lanyards? Other items? Dr prizes, raffles r giveaway items? Pamphlets r flyers n specific services, e.g., telemental health. Sign-in frms t keep track f hw many peple participated and ptential fllw-up? 20