CCLHDN PEER EXCHANGE
An overview of the FY2014 Peer Exchange Program
THE PURPOSE
The purpose of the Peer Exchange is to increase the capacity of local health departments to effectively implement
nutrition programs for the target population. This occurs through the sharing of ideas, best practices and
resources from counties who have been successful with various elements of their nutrition/obesity prevention
programs. The Peer Exchange is generally between two counties; the visiting county who is seeking support
(mentee), and the mentor county who is offering their expertise and showcasing elements of their programs
(host). However, some exchanges include 2 mentee counties, and some exchanges are held in a round-table
format, whereby several participating counties equally share best practices and resources with one another.
Exchanges are typically one day, though 2-day exchanges are possible if that format works best for all participants.
CCLHDN staff can help you determine the best timing of the exchange for everybody’s needs and availability.
THE PROCESS
First, participants must decide what role they wish to play in the Peer Exchange experience. You may be contacted
by CCLHDN staff to participate as a mentee, host, or be a part of a round table. You may also contact CCLHDN
staff to indicate your interest in an exchange and what specifically your needs are.
Once it is determined that you will participate, CCLHDN will identify the best fit counties for your exchange.
To properly match you and address your needs for support or willingness to share successes, you will complete a
matching checklist. There are different checklists for hosts, mentees, or round table participants. The checklist
can be obtained by emailing CCLHDN staff (below), or via the CCLHDN website (http://cclhdn.org/the-cclhdn-peerexchange/). Once you complete the checklist and submit it, CCLHDN staff will use this information to identify a
‘best fit’ county that matches your needs for support or who needs the support you can offer. This can take up to
two months, and may require a brief phone call with CCLHDN staff.
Once a match has been determined, the following occurs
1. A date and location is set for the exchange. Exchanges are typically planned 6-8 weeks out to allow each
participating county time to prepare. The host county will need to secure meeting space and ensure that
the relevant staff are available. The mentee County (or visiting counties in a round table exchange) will
need to make travel plans, get travel clearance from their county, and ensure all relevant staff can
participate.
2. Both the host and mentee county staff complete the pre-exchange capacity assessment tool online
(Constant Contact Survey) prior to attending the exchange. This process typically takes about 15 minutes.
CCLHDN staff will send the link to all participating counties.
3. Setting the agenda: A conference call, usually facilitated by CCLHDN staff, will occur among
representatives from all participating counties. This is a chance for each county to discuss their needs and
interests for the exchange and to set priorities.
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4. The exchange happens! CCLHDN staff may be present at the exchanges to begin facilitation of the
exchange, take notes on issues that may be relevant to CCLHDN, and to offer perspectives learned from
other counties during past exchanges. CCLHDN staff will also take photos at the exchanges.
PREPARING FOR THE EXCHANGE
It is important to come to the exchange prepared with questions, ideas, documents and resources that you want
to discuss. The specific documents you’ll bring will depend on the agenda that was set, but most exchanges will
benefit if the following are brought to the exchange:
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Scope of Work with the reach for your specific county
Organization chart that indicates how/where your division fits into the broader Public Health Dept.
Your Network budget
Your CNAP, or rough draft of CNAP if you don’t have a final copy
Collateral used to advertise programs, classes, events, etc.
Curriculum for nutrition education classes – especially critical if this objective is an agenda item
Information on other nutrition programs your county offers that tie into Network objectives
Specific questions you would like to discuss based on the agenda
Photos, or any other materials that showcase the work you do
If you are a host county: it is ideal to have some kind of ‘field trip’ off-site to showcase an event,
activity, or community partner that you work with. It is not required, but it can bring to life the
discussion about your Network activities and make the day more interactive
Given that exchanges typically last the bulk of a work day, lunch is usually incorporated into the agenda. Lunch
can happen onsite or off-site (preferred, especially if there is a restaurant that showcases local healthy eating
objectives). CCLHDN can only reimburse lunch for participants who have stayed overnight, per State guidelines.
POST-EXCHANGE ACTIVITY
If you participated as a mentee or as part of a round table (where essentially all counties were mentees), CCLHDN
staff will set up a time with you to do a brief (15 min) post-exchange structured interview that evaluates the
effectiveness of the exchange in helping you with your Network/NEOP activities. You will also get an email ~6
months post-exchange to complete a follow up capacity assessment online.
Further, we encourage participants to build on the relationships started at the exchange by sharing ideas, asking
questions, etc. of one another after the exchange.
TRAVEL AND NETWORK ALLOWABILITY
Up to $900 in travel scholarship is available for the mentee site staff to travel to the host site. Travel is
reimbursed after the exchange occurs at State rate.
The Peer Exchange is 100% Network allowable for all participants, whether you are hosting or traveling, and can
be billed under ‘admin’ or ‘training’; check your SOW.
CCLHDN STAFF ARE HERE TO HELP!
Please contact Lacey Vizcay or Melody Steeples at 530-759-0875 to discuss the exchange and ask questions.
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