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Information and Education (I&E) Materials Review Toolkit

Toolkit/Guide
Title X Program Management

Welcome to the Toolkit

Title X grantees and subrecipient agencies are required to have a review and approval process, by an Advisory Committee, of all information and education materials developed or made available under the project prior to their distribution. 

This toolkit provides resources that Title X-funded agencies can use to ensure that materials provided to family planning clients meet I&E requirements and are appropriate for their client populations.

Illustration of medical personnel at a conference table

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

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

 

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 that are compliant with Title X requirements. (See Section 5 for I&E Policy Templates.)

Title X Policy Templates

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

 

Information & Education (I&E) Materials Inventory Log

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

  • Consider the educational and cultural 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
  • 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 and cultural backgrounds of their client population. They then assign a clinician 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 conferences, 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 the provider. When recruiting clients for I&E materials input, 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, obtain feedback virtually, electronically, or from clients in the waiting room.

Action Steps Supportive Resources

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

Review each material to ensure that it aligns with the backgrounds and needs of the client population.

Information and Education (I&E) General Staff Review Form

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

Information and Education (I&E) Medical Staff Review Form

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

 

Information and Education (I&E) Advisory Committee Review Form

Once a material has been through the complete review process, the Title X agency should summarize the findings and recommendations of all reviewers, as well as the final recommendation whether or not to distribute the material to clients. In the summary, document how the review process led to this decision. The agency should also update the I&E Materials Inventory Log. The agency should organize all documentation, so that it can easily demonstrate compliance with I&E requirements during program reviews (conducted by the Office of Population Affairs) and site visits (conducted by Title X grantees of subrecipients).

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.

Information and Education (I&E) Materials Summary of Reviews and Recommendations Form

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

Information & Education (I&E) Materials Inventory Log

Maintain an up-to-date record of reviews and materials in preparation for program reviews and site visits.

Information and Education (I&E) Program Review Preparation Checklist