The Self-Management Resource Center (SMRC) issues licenses for five types of tool kits: 

• Tool Kit for Active Living with Chronic Conditions 
• Tool Kit for Active Living with Diabetes
• Tool Kit for Active Living with Chronic Pain
• Herramientas para tener una vida activa con condiciones crónicas
• Herramientas para tener una vida activa con diabetes

Administration for Community Living (ACL) grantees implementing any of the tool kits must collect the required program data by way of ACL’s data collection forms. Here's some guidance on how to do collect and enter that data into the Healthy Aging Programs Integrated Database, or HAPID®.

Recommended Process

1. Mail the Participant Information Survey to Individuals expressing interest in the tool kit
2. Receive the completed Participant Information Survey
3. Mail the tool kit to the participant

Program research has demonstrated that individuals who first complete a data collection form are more likely to review the contents of the Tool Kit when compared with those individuals who are mailed the tool kit without any up-front commitment.

Post-Test Question

• There are post-test questions on the Participant Information Survey. 
• You may wish to include post-test questions in a follow-up satisfaction survey by mail or online.
• To link responses to the post-test question to the baseline demographic data collected via the Participant Information Survey, be sure that the Participant ID matches for both surveys. The Participant ID can be pre-marked on the satisfaction survey prior to distributing.

Data Entry

Depending on how the tool kit was used will determine how the workshop is entered in the database.

When entering this workshop into the Healthy Aging Programs Integrated Database, you’ll first select the program type ‘CDSME.’  Next, scroll through the programs to find the appropriate workshop type. 

Select any of the tool kits (e.g. Chronic Disease, Diabetes, or Chronic Pain) as a Workshop Type option in HAPID if: 

• The tool kit was mailed or made available to the participant without any other resource/support/phone calls, etc.
• On the Workshop Form Field, the Start Date will be the same date that the participant was mailed the tool kit. The End Date will be the date documented on the Post-Survey, or another date in which your team closed out the segment of issued tool kits.
• To enter attendance data on the Participant Form in the database, indicate a “1” in the “# of Encounters” field and select YES to the  “Is Completed” question.

Select the CDSMP/DSMP/CPSMP Workshop Type, if the tool kit was used in the following ways:

• As supplemental material, accompanied by weekly phone calls for 6 weeks with an instructor along with 3 to 6 other participants, lasting roughly 30 to 60 mins. (Completer = 4 of the 6 sessions)
• As supplemental material, and part of the remote delivery of the CDSMP/DSMP/CPSMP, in which the instructor was at a community location, and participants engaged via video-conference, for 2 ½ hours /week for 6 wks. (Completer = 4 of 6 sessions)

Tracking Participants and Completers

• Issued/Mail-only tool kits (no phone): Count individuals that receive a tool kit as participants only. While completion can be documented, ACL will count participants (those receiving the Tool Kits) toward the grantee’s overall program goals.
• Mailed tool kit (with weekly phone sessions): Individuals that attend at least one session are participants. Individuals that participate in 4/6 phone sessions are completers.