I&E Materials Review Toolkit

Information and Education (I&E) Title X Family Planning Program
Last Reviewed

Welcome to the Toolkit

Title X grantees and subrecipient agencies are required to have a review and approval process, by an Advisory Committee, for all informational and educational (I&E) materials developed or made available under the project, prior to their distribution.

Illustration of medical personnel at a conference table

This toolkit walks agencies through the I&E materials review process and outlines steps to:

  • Understand I&E requirements
  • Create I&E policies and a materials inventory log
  • Review I&E materials
  • Demonstrate compliance with I&E requirements

The purpose of I&E materials review is to ensure that I&E materials developed or made available under a Title X project are suitable for the intended population or community, including clients and potential clients. Before launching an I&E materials review process, agencies should take steps to understand the requirements and components of this process.

Action Steps Supportive Resources

Become familiar with I&E materials review requirements by reading Code of Federal Regulations 59.6.

Understand the difference between community participation, education, and project promotion (CPEP) and I&E materials review.

Comparing CPEP and I&E Materials Review Job Aid

Read the FAQs to see answers to commonly asked questions about I&E materials review.

I&E Materials Review Frequently Asked Questions (FAQ)

Learn how to fulfill the requirement to provide clients with I&E materials that are trauma-informed.

Tips for Using a Trauma-Informed Lens to Develop or Select I&E Materials Job Aid

Agencies should begin by ensuring that they have up-to-date, Title X-compliant I&E policies. Then they should take an inventory of all family planning and reproductive health materials they share or are considering sharing with clients and potential clients.

Action Steps Supportive Resources

Create or update I&E policies to be compliant with Title X requirements.

I&E Materials Review Policy Template

Create a system to track all family planning and reproductive health materials your agency shares with clients.

I&E Materials Inventory Log

In reviewing materials, the I&E Advisory Committee must:

  • Consider the educational, cultural, and diverse backgrounds of the individuals to whom the materials are addressed
  • Consider the standards of the population or community to be served with respect to such materials
  • Review the content of each material to assure that the information is factually correct, medically accurate, culturally and linguistically appropriate, inclusive, and trauma-informed
  • Determine whether a material is suitable for the population or community to which it is to be made available
  • Establish a written record of its determinations

Many Title X agencies accomplish these goals by assigning a staff person to conduct an initial review to ensure that the materials align with the educational, cultural, and diverse backgrounds of their client population. They then assign a clinical services provider to assess the materials for medical accuracy. Once the staff complete these two steps and agree that the materials are appropriate, the I&E Advisory Committee reviews the materials.

While conducting in-person Advisory Committee meetings is the gold standard, convening in-person meetings may not always be feasible. Many Title X agencies have I&E policies that allow for alternative methods of obtaining Advisory Committee feedback such as:

  • Sending materials and review forms to committee members electronically and conducting the meeting over the phone, via video conference, or by collecting committee members’ input via an online survey.
  • Soliciting feedback from clients. Clients can be recruited to serve on the Advisory Committee when they make their appointments or while they are waiting to see a provider. When recruiting clients for I&E materials review, be sure to tell them that their participation is voluntary and will not impact the services they receive.

Reviewers can use the forms below to guide and document their review process, regardless of whether they conduct in-person committee meetings or obtain feedback virtually, electronically, or from clients in the waiting room.

Action Steps Supportive Resources

Provide staff reviewers with any relevant agency guidelines (e.g., communication guidelines, style guide) and with your agency’s I&E review policies and procedures.

Provide staff with guidance on how to ensure that I&E materials are trauma-informed.

Tips for Using a Trauma-Informed Lens to Develop or Select I&E Materials Job Aid

Review each material to ensure that it aligns with the backgrounds and needs of the client population. Consider whether the material is culturally and linguistically appropriate, inclusive, and trauma-informed.

I&E General Staff Review Form

Review each material to ensure that it is medically and technically accurate.

I&E Medical Review Form

Review data to identify demographics of your current and potential clients, and recruit I&E Advisory Committee members who reflect these demographics.

Identifying and Engaging I&E Advisory Committee Members Job Aid

Convene I&E Advisory Committees to review and approve materials at regularly scheduled intervals, or as needed per your agency’s I&E policy.

I&E Advisory Committee Review Form

Formulario de revisión del Comité Asesor de Materiales de Información y Educación (I&E)

Make sure that all materials developed with Title X grant funds include a statement acknowledging this financial support. For example, “This brochure was developed (in part) with federal funds from the Office of Population Affairs grant [insert grant number here].”

Once the material has been through the complete review process, the Title X agency should summarize the findings and recommendations of all reviewers, document both the final recommendation about whether to distribute the material to clients as well as how the review process led to this decision, and organize all documentation in order to easily demonstrate compliance with I&E requirements.

Action Steps Supportive Resources

Complete a summary of the reviewers’ findings and recommendations, as well as the final recommendation whether or not to distribute the material to clients. This summary can also serve as meeting minutes.

I&E Materials Review Summary Form

Update the I&E Materials Inventory Log on a regular basis, per your agency’s I&E policy.

I&E Materials Inventory Log

Maintain an up-to-date record of reviews and materials in preparation for program reviews (conducted by the Office of Population Affairs) and site visits (conducted by Title X grantees of subrecipients).

I&E Program Review Preparation Checklist

This toolkit was supported by the Office of Population Affairs (Grant FPTPA006030). The views expressed do not necessarily reflect the official policies of the Department of Health and Human Services; nor does mention of trade names, commercial practices, or organizations imply endorsement by the U.S. Government.