Form Administrative Sta Administrative Sta Administrative Staff Instruments

Attachment 3: Document 1 - Administrative Staff Semi-Structured Interview Guide
Form Approved
OMB No. ####-####
Expiration Date: ##/##/####

TARGETED CAPACITY EXPANSION PROGRAM FOR SUBSTANCE ABUSE
TREATMENT AND HIV/AIDS SERVICES (TCE-HIV)
MULTI-SITE EVALUATION PROJECT

ADMINISTRATIVE STAFF SEMI-STRUCTURED INTERVIEW GUIDE

CONDUCTED BY:
JBS International Inc., Alliance for Quality Education, Battelle Memorial Institute, and the
Oregon Health & Science University

Grantee Name:

__________________________________________

Grantee ID Number:

__________________________________________

Date Completed:

_______ /

_______ /

Month

Day

_______
Year

Notice to Respondents
Public reporting time for this collection is estimated to average 90 minutes, including the time for reviewing instructions, searching existing data
sources, gathering and maintaining the data needed and completing and reviewing the collection of information. Send comments regarding this
burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden to SAMHSA OMB Officer, 1
Choke Cherry Road Room 7-1044, Rockville, MD 20850. An agency may not conduct or sponsor, and a person is not required to respond to, a
collection of information unless it displays a currently valid OMB control number. The OMB control number for this project is XXXX-XXXX.

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Attachment 3: Document 1 - Administrative Staff Semi-Structured Interview Guide
Administrator Interview Introduction
(2.5 minutes)

Instructions to Interviewers

The purpose of this guide is to provide an
overview of the information that will be
gathered through interviews with Grantee site
administrators involved with the TCE-HIV
program. “Administrator” refers to staff from the
Grantee organization/program and
partner/collaborator agencies or local evaluators
who perform administrative tasks related to the
TCE-HIV program. Examples of those
performing administrative tasks include the
Project Director, Program Manager, and
Executive Director.

CSAT has funded four organizations, JBS
International, the Alliance for Quality
Education, Battelle Memorial Institute, and the
Oregon Health & Science University to conduct
a Multi-Site Evaluation of its national TCE-HIV
program. (Introduce team members, give brief
description of qualifications, and describe
functions during the interview).
As part of the continuing Multi-Site Evaluation,
we are conducting site visits to TCE-HIV
Grantees, including [insert site name]. As
evaluators, we would like to document the
successes and challenges of implementing your
TCE-HIV program, to better understand how
your TCE-HIV program has developed over the
course of the past year, and how it assesses
client behaviors. We would also like to gain
insight into the degree to which agency and
community partnerships, linkages, and capacity
have developed through the course of your
project’s operations.

Administrator interviews may vary in format,
depending on Grantee preference, and more than
one individual may be present during a given
interview session. Each participant will
complete a data sheet and an informed consent.
Members of the Multi-Site Evaluation Team will
conduct the interview in a private setting,
convenient to the interview participant(s). The
interview will last approximately 90 minutes.
The goal of administrator interviews conducted
during TCE-HIV Multi-Site Evaluation site
visits include:

Although the Multi-Site Evaluation Team is
funded by CSAT (as is your TCE-HIV grant),
we are not part of that federal agency (or any
other federal agency). We are independent
evaluators of the program.

(1) Documentation of the development and
changes in TCE-HIV program operations,
staffing, training, and programming (e.g.,
outreach-pretreatment and/or treatment
activities)

We greatly value the information you are able to
provide about your TCE-HIV program. We have
prepared some topic areas and questions on
which we would like your comments. Also,
please note that we are specifically interested in
your TCE-HIV program clients, services, and
activities. Your name and title will not appear in
the report unless we specifically ask for your
approval. Although we are taking detailed notes,
we would also like to tape record the interview
in case we need to verify our notes with the
interview dialogue.

(2) Improved understanding of program, agency,
and community capacity changes that result
from TCE-HIV activities
(3) Exploration of changes in the number or
nature of partnerships and collaborations
both internal and external to the TCE-HIV
program agency

Are you comfortable with this approach? Do you
have any questions about what I have explained?
If not, let’s get started. We expect this may take
roughly 90 minutes.

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Attachment 3: Document 1 - Administrative Staff Semi-Structured Interview Guide
Following completion of the administrator
interview, the interviewer(s) should complete
the post interview summary form to validate that
each interview section topic was covered during
the interview. Space is also provided to record
other germane topics discussed during the
administrator interview, a list of any documents
received, assorted observations regarding
interview proceedings, and additional
notes/comments relating to the interview.

The administrator interview is presented in an
open-ended format in two parts (1) Executive
Staff and (2) Project Director/Coordinator. The
first part will be conducted with an executive
staff of the agency; and the second part with the
Project Director or Coordinator of the TCE-HIV
program. It is likely that one person from the
agency fulfills both roles/positions. If this is the
case, the full interview should be conducted with
that person. Final interview guides for each
specific Grantee will be customized based on the
knowledge and role of each individual
interviewee and the nature of individual
Grantee’s program(s). The information gathered
from this interview will be used to better
understand how the TCE-HIV funded program
operates in this setting and will be synthesized
with information gathered from other TCE-HIV
Grantees to inform the Multi-Site Evaluation of
the TCE-HIV program.

For ease of future qualitative analysis coding
and thematic content analysis, any key
findings/themes that appeared during the
interview should also be recorded in the post
interview summary form at the end of this
document. The associated page number note
references and a listing of respondents whose
statements support reported findings should also
be noted, where applicable.

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Attachment 3: Document 1 - Administrative Staff Semi-Structured Interview Guide
Administrator Interview Guide (Part I: Executive Staff)

I.

Involvement (*Understand what they do, how long they have been involved in the TCE-HIV
program, and how vested they are in the program) (5 minutes)

We’d like to ask you about your overall involvement with TCE-HIV and your specific role in the program.
A. First, would you please describe your current role in your TCE-HIV program (e.g., fiscal
administration, clinical supervision, research oversight, program staff coordination, quality
assurance [QA])?
PROBE 1:

(If applicable) How has your role changed significantly over the past year?

B. How involved have you been in the overall planning and implementation of TCE-HIV?
PROBE 1:

II.

(If applicable) How has your role changed/developed over the past year?

Community/Contextual Conditions (*Ask about the community environment in which the
Grantee operates, substance abuse levels, drugs of choice, and characteristics of the target
population community) (10 minutes)

Please provide us with some information regarding the characteristics of your community.
A. How would define the community you serve (e.g., neighborhood, housing projects, city,
county, or risk groups)?
B. How would you describe the community your TCE-HIV program operates in and serves?
(e.g., socio-demographical information)
PROBE 1:

How would you describe the substance abuse problems in your target
community?

PROBE 2:

How would you describe the HIV/AIDS problems in your community?

PROBE 3:

How would you describe the poverty and unemployment rates in your
community?

PROBE 4:

Please describe any changes in your community which might influence
your TCE-HIV program and its mission (e.g., high unemployment causing
increased demand; state/local budgetary cuts limiting services; increased
buy-in from your community partners, etc.)?

PROBE 5:

How has your program attempted to deal with these changes in your
community?

C. How does your agency attempt to foster ongoing communication with the “lay” community,
and gain (or ensure continuing) buy-in for it services?
PROBE 1: Are these efforts TCE-HIV program specific?
D. In your opinion, how do you believe your agency and its programs are viewed by the “lay”
community?

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Attachment 3: Document 1 - Administrative Staff Semi-Structured Interview Guide
E. Please provide a brief overview of the service community including the organizations and
assistance available to clients where is located. The service
community could include: health department, medical facilities, substance abuse specialty
treatment programs, faith-based organizations, and others.

III.

PROBE 1:

How would you describe the service community where the Grantee agency
is located?

PROBE 2:

How would you describe the substance abuse treatment services?

PROBE 3:

How would you describe the HIV/AIDS services?

PROBE 4:

How do you think the current service community performs in meeting the
needs of the clients?

Development of Partnerships and Collaborations (*Find out how well TCE-HIV services are
coordinated with the external substance abuse treatment community setting) (10 minutes)

Please provide us with some information about any partnerships and collaborations that have developed
over the course of your TCE-HIV program.
A. Describe any continuing and/or new external collaborations and partnerships.
PROBE 1:

(If applicable) How have they developed/progressed over the past year?

B. Describe the process of how and when clients are referred to your partner agency or agencies?
(If applicable)
C. How do you feel the formation or development of your partnerships has contributed to your
TCE-HIV program?
PROBE 1:

What aspects of your TCE-HIV related partnerships have been most
beneficial (if any)?

PROBE 2:

What aspects of forming your TCE-HIV partnerships do you feel have
been challenging (if any)?

PROBE 3:

What aspects of maintaining your TCE-HIV partnerships do you feel have
been challenging (if any)?

D. Describe the level or frequency of contact that you have with your partner agency or agencies.
E. Please describe the effect that these partnerships and collaborations have had on the overall
community treatment capacity.

IV.

Staffing and Training (*How are staff trained, what level of training do staff receive, and on what
topics do staff receive training) (7 minutes)

We are interested in learning more about the staff who work with the TCE-HIV program and about the
training and technical assistance that the program has requested and received.
A. What kinds of staffing changes have there been for the TCE-HIV program?
PROBE 1:

Have there been any changes to the executive, administrative, or local
evaluation staff over the last year?

PROBE 2:

What were the reasons for those changes?

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Attachment 3: Document 1 - Administrative Staff Semi-Structured Interview Guide
B. What external agency (i.e., non-local staff or evaluator led) trainings or technical assistance
sessions (if any) have you requested to support your TCE-HIV programming?
C. Of the trainings/technical assistance you requested, what did you actually receive?
D. How well do you feel that these external training/technical assistance sessions met your
program’s needs?

V.

Sustainability (*Probe for suggestions as well as formal plans for sustainability) (10 minutes)

We are interested in whether your agency has plans in place for sustaining your TCE-HIV program
services following the end of the CSAT grant funding period.
A. Describe the sustainability plan (if any) in place to continue your TCE-HIV program operations
when the TCE-HIV grant ends.
PROBE 1:

What specific arrangements (formal or informal) do you have in place to
maintain program sustainability, after the TCE-HIV funding period ends?

PROBE 2:

What aspects of sustainability planning do you feel have been most
difficult?

PROBE 3:

What aspects of your current sustainability plans or arrangements do you
feel will be most useful in ensuring programmatic sustainability following
the end of TCE-HIV funding?

B. How have your activities through the course of your TCE-HIV grant influenced long-term
program and/or organizational sustainability?

VI.

Closing Comments (*Concluding remarks, respond to Grantee questions) (2.5 minutes)

Thank you very much for taking the time to meet with us, discuss your TCE-HIV program activities, and
how they have developed over the past year.
A. Do you have any questions, comments, or feedback regarding our interview?
Administrator Interview Guide (Part II: Project Director/Coordinator)

VII. Involvement (*Understand what they do, how long they have been involve in the TCE-HIV
program, and how vested they are in the program) (5 minutes)
We’d like to ask you about your overall involvement with TCE-HIV and your specific role in the program.
A. First, would you please describe your current role in your TCE-HIV program (e.g., fiscal
administration, clinical supervision, research oversight, program staff coordination, quality
assurance [QA])?
PROBE 1:

(If applicable) How has your role changed significantly over the course of
the past year?

B. How involved have you been in the overall planning and implementation of TCE-HIV?

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Attachment 3: Document 1 - Administrative Staff Semi-Structured Interview Guide
PROBE 1:

(If applicable) How has your role changed/developed over the past year?

VIII. Program Description; Utilization and Fidelity of Evidence-based Practice (EBP) Intervention
(*Understand program activities around each TCE-HIV component. Is there regular training,
manualized evidence-based approaches, and fidelity monitoring of treatment practices) (15
minutes)
We would like to better understand the program services that your agency offers to clients through its
TCE-HIV program.
A. Describe your TCE-HIV intake procedure.
PROBE 1:

What is the process that is used to screen potential clients for your TCEHIV program?

PROBE 2:

When are these screenings administered?

PROBE 3:

Which screening assessments are used to detect substance abuse and
mental health issues/problems?

PROBE 4:

What are the facilitators to conducting screening?

PROBE 5:

What are the barriers to conducting screening?

B. Describe the outreach activities that occur as part of your TCE-HIV program.
PROBE 1:

What actually occurs during outreach?

PROBE 2:

What type, if any, of the outreach activities target HIV risk behaviors?

PROBE 3:

Who does the outreach activity?

PROBE 4:

Where is outreach conducted?

PROBE 5:

What are the facilitators to doing outreach?

PROBE 6:

What are the barriers to doing outreach?

PROBE 7:

What kind of changes if any, has the program made to its outreach strategy
or approach over the past year?

C. Describe your substance abuse treatment services for your TCE-HIV program.
PROBE 1:

What occurs during treatment?

PROBE 2:

What type, if any, of the treatment services target HIV risk behaviors?

PROBE 3:

Who conducts the treatment sessions?

PROBE 4:

What are the facilitators of your substance abuse treatment services?

PROBE 5:

What are the barriers to your substance abuse treatment services?

PROBE 6:

What kind of changes have you made to your treatment strategy or
approach over the past year?

D. Does your program conduct drug screening at specific intervals during treatment (in addition to
screening at intake?)
PROBE 1:

Are the screenings unannounced?

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Attachment 3: Document 1 - Administrative Staff Semi-Structured Interview Guide
PROBE 2:

For what substances do you screen?

PROBE 3:

What screening methods are used?

E. Which EBPs does your program use for its TCE-HIV program?

IX.

PROBE 1:

How is fidelity to the EBP(s) maintained?

PROBE 2:

What modifications (if any) were made to your EBPs over the last year?
Why were these adaptations/modifications introduced? (*Cover all EBPs
for which modifications have been made)

PROBE 3:

Do you anticipate making any additional adaptations or modifications in
the future?

Cultural Competence/Appropriateness (*Are services delivered in a culturally appropriate
manner, given the Grantee’s target program population?) (8 minutes)

We recognize that ensuring the culturally appropriate delivery of services is a vital and often complex
undertaking. As such, we would like to learn as much as possible about the ways in which the program
ensures cultural appropriateness.
A. Describe the activities that the TCE-HIV program engages in to ensure that services are
delivered in a culturally appropriate manner.
B. Does the program offer materials and instructions in the client’s language (change language as
appropriate for the Grantee’s target audience)?
C. For what language(s), if any, does your program offer bilingual support?
PROBE 1:

At what staffing levels are bilingual staff available (i.e., bilingual outreach
workers, bilingual case managers, etc.)

D. Describe (if applicable) your TCE-HIV program’s Community Advisory Board (CAB) or
equivalent organization.
PROBE 1:

Is the CAB TCE-HIV program specific, or does it serve your entire agency
more broadly?

PROBE 2:

Does your CAB include client representatives?

PROBE 3:

What role, if any, does your CAB have in making decisions about your
TCE-HIV program?

E. What are the challenges in providing what you feel would be culturally appropriate/competent
care or services?
F. What are the facilitators to providing cultural appropriate/competent care or services?

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Attachment 3: Document 1 - Administrative Staff Semi-Structured Interview Guide
X.

HIV Testing (*Understand implementation of HIV rapid testing activities. Has implementation
gone smoothly, who is tested and when, what process data is collected on rapid testing?) (10
minutes)

We would like to ask about how your HIV rapid testing services are being delivered.
A. Describe your HIV counseling and testing activities?
PROBE 1:

Who conducts HIV rapid tests?

PROBE 2:

Where is HIV testing conducted?

B. What system (if any) do you have in place to track repeat testers?
C. In addition to your TCE-HIV rapid testing requirements, what other reporting or procedural
requirements (if any) are mandated by your state, city, or local government, or by your other
federally funded programs? How do these affect your HIV testing activities?
D. Do you have any policies, programs, or mechanisms to encourage the partners and family
members of your clients to seek HIV testing?
E. Please describe your confirmatory testing procedures.
F. What are the challenges the programs have in conducting HIV testing?
G. What are the facilitators to conducting HIV testing for your TCE-HIV program?

XI.

Barriers and Challenges (*Probe for barriers and challenges that TCE-HIV Grantees have faced
through the course of implementing their programs) (5 minutes)

Finally, we would like to collect some information regarding any barriers or challenges you have faced
over the past year that might influence your TCE-HIV program.
A. What challenges have you faced through the course of implementing your TCE-HIV program?
B. What steps (if any) has your agency taken to attempt to overcome any of the challenges or
barriers you have identified?
C. Are there any ways that you feel that CSAT could provide assistance (e.g., training) to help
overcome the challenges or barriers you have faced?

XII. Closing Comments (*Concluding remarks, respond to Grantee questions) (2.5 minutes)
Thank you very much for taking the time to meet with us, discuss your TCE-HIV program activities, and
how they have developed over the past year.
A. Do you have any questions, comments, or feedback regarding our interview?
B. Are there any topic areas, issues, or concerns relating to the TCE-HIV Multi-Site Evaluation
that you would like to discuss, clarify, or have clarified?

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Attachment 3: Document 1 - Administrative Staff Semi-Structured Interview Guide

ADMINISTRATOR GUIDE
INTERVIEWER FORM
The following form should be completed by the interviewer(s) and it is not part of the actual
administrator interview.

Attachment 3: Document 1 - Administrative Staff Semi-Structured Interview Guide

Post Interview Summary [Completed by Interviewer]
Table: Discussion Topics Covered in Interview and Key Findings/Themes


Section

Key Interview Findings/Themes by Topic Area

Respondents
Supporting
Finding*

Supporting
Page(s) in
Notes

Participant
Involvement

Community/
Contextual
Conditions

Partnerships and
Collaborations

Staffing and
Training

Sustainability

Program
Description;
Utilization and
Fidelity of EBP
Cultural
Competence/
Appropriateness

HIV Testing

Barriers/
Challenges
* Code respondents based on Face Sheet numbering: Respondent 1 as R1, Respondent 2 as R2, etc. (e.g., Statements
by R1 supported Key Theme 1)

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Attachment 3: Document 1 - Administrative Staff Semi-Structured Interview Guide
Other Topic Areas Discussed

List of Documents Obtained

Observations Regarding Interview Setting (e.g., description of location, disruptions, etc.)

Observations Regarding Interview Respondents (e.g., engagement level, reluctance, etc.)

Additional Notes and Comments

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Attachment 3: Document 2 - Administrative Staff Data Sheet
Form approved
OMB No. ####-####
Expiration Date: ##/##/####

TCE-HIV Multi-Site Evaluation
Executive Staff
CSAT would like to learn more about you and your involvement in this organization/program. Please
take a few minutes to answer these questions before the discussion begins. Your help in answering
these questions is greatly appreciated and your answers will be held in confidence.
Grantee ID Number: _____________________________

Date: __________________________

Name: _________________________________________

Title: __________________________

Organization: __________________________________

Phone #: _______________________

Years in current position: _____________ Years in substance abuse tx field: ______________
What is your gender?

Male

Female

Transgender

What is your age? ___________ years old Education: __________________________________
Are you Hispanic or Latino?

Yes

No

[IF YES] What ethnic group do you consider yourself? Please answer yes or no for each of
the following. You may say yes to more than one.
Central American
Yes
No
Cuban
Yes
No
Dominican
Yes
No
Mexican
Yes
No
Puerto Rican
Yes
No
South American
Yes
No
Other
Yes
No
(If you answered Yes to “Other” please specify) _________________________________________
What is your race? Please answer yes or no for each of the following. You may check all
that apply.
Alaska Native
Yes
No
American Indian
Yes
No
Asian
Yes
No
Black or African American
Yes
No
Native Hawaiian
Yes
No
Other Pacific Islander
Yes
No
White
Yes
No
Other
Yes
No
(If you answered Yes to “Other” please specify) ________________________________________
Notice to Respondents
Public reporting time for this collection is estimated to average 90 minutes, including the time for reviewing instructions, searching existing data
sources, gathering and maintaining the data needed and completing and reviewing the collection of information. Send comments regarding this
burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden to SAMHSA OMB Officer, 1
Choke Cherry Road Room 7-1044, Rockville, MD 20850. An agency may not conduct or sponsor, and a person is not required to respond to, a
collection of information unless it displays a currently valid OMB control number. The OMB control number for this project is XXXX-XXXX.

Attachment 3: Document 2 - Administrative Staff Data Sheet
Form Approved
OMB No. ####-####
Expiration Date: ##/##/####

TCE-HIV Multi-Site Evaluation
Project Director and/or Program Manager
CSAT would like to learn more about you and your involvement in this organization/program. Please take a

few minutes to answer these questions before the discussion begins. Your help in answering these questions
is greatly appreciated and your answers will be held in confidence.
Grantee ID Number: _____________________________

Date: ___________________________

Name: _________________________________________

Title: ___________________________

Organization: _______________________________

Phone #: ____________________

Years in current position: _____________ Years in substance abuse tx field: ______________
What is your gender?

Male

Female

Transgender

What is your age? ___________ years old Education: __________________________________
Are you Hispanic or Latino?

Yes

No

[IF YES] What ethnic group do you consider yourself? Please answer yes or no for each of
the following. You may say yes to more than one.
Central American
Yes
No
Cuban
Yes
No
Dominican
Yes
No
Mexican
Yes
No
Puerto Rican
Yes
No
South American
Yes
No
Other
Yes
No
(If you answered Yes to “Other” please specify) __________________________________________
What is your race? Please answer yes or no for each of the following. You may check all
that apply.
Alaska Native
Yes
No
American Indian
Yes
No
Asian
Yes
No
Black or African American
Yes
No
Native Hawaiian
Yes
No
Other Pacific Islander
Yes
No
White
Yes
No
Other
Yes
No
(If you answered Yes to “Other” please specify)__________________________________________

Notice to Respondents
Public reporting time for this collection is estimated to average 90 minutes, including the time for reviewing instructions, searching existing data
sources, gathering and maintaining the data needed and completing and reviewing the collection of information. Send comments regarding this
burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden to SAMHSA OMB Officer, 1
Choke Cherry Road Room 7-1044, Rockville, MD 20850. An agency may not conduct or sponsor, and a person is not required to respond to, a
collection of information unless it displays a currently valid OMB control number. The OMB control number for this project is XXXX-XXXX.