PartB-AppB-11-27-12

APPENDIX B
CONTACT AND RECRUITMENT MATERIALS

APPENDIX B
CONTENTS
STATE UNITS ON AGING (SUA)
SUA SURVEY ADVANCE LETTER
LETTER OF ENDORSEMENT
SUA-AAA STUDY BROCHURE
FIRST PHONE FOLLOW-UP WITH SUA DIRECTOR
TEXT SUA DIRECTOR CAN SEND TO AAAs
SUA SURVEY COVER LETTER
POSTCARD REMINDER TO SUA SURVEY RESPONDENT
REMINDER LETTER TO SUA SURVEY RESPONDENT
AREA AGENCIES ON AGING (AAA)
AAA SURVEY COVER LETTER
LETTER OF ENDORSEMENT
STUDY FACT SHEET
LETTER REQUESTING LSP INFORMATION
PHONE FOLLOW-UP TO AAAs WITH LSPs
PHONE FOLLOW-UP TO AAAs AFTER LSP SELECTION
TEXT AAAs CAN SEND TO LSPs
AAA SURVEY REMINDER LETTER
LOCAL SERVICE PROVIDERS (LSP)
LSP SURVEY ADVANCE LETTER
LSP SURVEY INVITATION LETTER
PHONE FOLLOW-UP FOR CLIENT SURVEY SAMPLING
LSP SURVEY REMINDER LETTER
COST STUDY TOPICS LIST
PARTICIPANT- NON- PARTICIPANT
FLYERS POSTED AT CONGREGATE MEAL SITE
APPOINTMENT REMINDER
PARTICIPANT BROCHURE
CONGREGATE MEAL PARTICIPANT LETTER
HOME-DELIVERED MEAL PARTICIPANT ADVANCE LETTER
NON-PARTICIPANT ADVANCE LETTER
NON-PARTICIPANT INTERVIEW CONFIRMATION LETTER

Activity 1: Advance mailing to SUA director
Document: SUA survey advance letter
Format: AoA letterhead
Enclosures: SUA/AAA brochure; letters of endorsement

DATE

[SUA Director NAME]
[title]
[organization]
[Address]
[city, st zipcode]
Dear [SUA Director]:
The Administration on Aging (AoA) is conducting an evaluation of the Older Americans Act Title IIIC Elderly Nutrition Services Program (ENSP). AoA has contracted with Mathematica Policy Research, Inc.
(Mathematica) to conduct this study. The purpose of the study is to examine how effectively and efficiently
the ENSP helps to keep older Americans healthy and active in their homes and communities. I am writing
to provide some general information about the study and to encourage you to participate.
This important study will provide critical information to policy makers and program managers to
support program planning by identifying program efficiency and cost issues and assessing program
effectiveness. The study will examine the ENSP’s effects on clients’ diet quality and food insecurity,
socialization opportunities, and other important health outcomes. The ultimate goal of the ENSP is to help
older adults maintain their health and independence, and this evaluation is critical in ensuring that the
program is effectively and efficiently working toward achieving this goal.
The figure below shows how data for this study will be collected. The study includes a census of all
State Units on Aging (SUAs), as well as a sample of Area Agencies on Aging (AAAs), Local Service
Providers (LSPs), program clients, and program non-participants.
Census of 56 SUAs

Survey sample of ~ 300 AAAs

Subsample ~100 AAAs

Survey sample of ~200 LSPs

Interview
matched
sample of
program nonparticipants

Interview ~600 Congregate
Meal program clients

Second interview
with ~150
Congregate Meal
program clients

Interview ~600 Home Delivered
Meal program clients

Second interview
with ~150 Home
delivered meal
program clients

Interview
matched
sample of
program nonparticipants

Below is an approximate timeline of study activities:
Placeholder for study timeline

The participation of organizations and individuals at each stage is essential to the success of this study.
It is my hope that you can provide the support necessary to make this possible. A representative from
Mathematica will contact you shortly to discuss the study in more detail. Staff from Mathematica will also
be available to provide assistance during the data collection.
I have enclosed a letter of support for the Evaluation of the Older Americans Act Title III-C Elderly
Nutrition Services Program from the National Association of States United for Aging and Disability
(NASUAD). NASUAD agrees that the data collected through this study will provide critical information for
setting policies and program changes that can ensure that the needs of older adults are adequately met.
Thank you in advance for your assistance with this important study. Should you have further questions
or require additional information, please contact [FILL NAME AND CONTACT INFORMATION].

Sincerely,

Enclosures:
Study brochure
Letter of endorsement from NASUAD

Activity 1: Advance mailing to SUA director
Document: Letter of endorsement
Format: Agency letterhead

DATE
NAME
Business
Address 1
Address 2
City, ST Zip
Dear NAME:
I am writing to encourage you to participate in the Evaluation of Older Americans Act Title
III-C Elderly Nutrition Services Program. The evaluation will examine how effectively and
efficiently the Older Americans Act Title III-C Elderly Nutrition Services Program helps to keep
older Americans healthy and active in their homes and communities and prevent the need for more
costly interventions. This study will provide critical information to policy makers and program
managers to support program planning. The success of the evaluation is dependent on the
cooperation and participation of staff at all levels of the aging network.
Mathematica Policy Research, Inc. (Mathematica) is conducting the evaluation for the U.S.
Department of Health and Human Services Administration on Aging. The study will examine
program processes, provide information about program efficiency and costs, and assess program
effectiveness on a variety of outcomes including diet quality and food insecurity, socialization
opportunities, and health outcomes.
Data for this study will be collected from all State Units on Aging, as well as 300 Area
Agencies on Aging, 200 Local Service Providers, 1,200 program clients, and an equal number of
program nonparticipants.
Thank you in advance for your assistance. I hope you agree that the information collected and
analyzed through this evaluation will provide critical information in setting policies and program
practices that can truly support the goal of helping older Americans maintain their health and
independence.
Sincerely,

Document: SUA/AAA study brochure

National Evaluation
of the Title III-C
Elderly Nutrition
Services Program

PLACEHOLDER FOR IMAGE

The evaluation of the Elderly
Nutrition Services Program
will assist policy makers and
program staff by:
1) Providing information to
support program
planning, including an
analysis of program
operations
2) Developing information
about program efficiency
and costs
3) Assessing program
effectiveness, through
measuring effects on
outcomes like diet quality
and food insecurity, socialization opportunities,
and health outcomes

This evaluation is sponsored by
the Administration on Aging and
conducted by Mathematica
Policy Research.

National
Evaluation of the
Title III-C Elderly
Nutrition Services
Program
For additional information

CONTACT NAME
TOLL FREE NUMBER
PROJECT EMAIL ADDRESS

National Evaluation
of the Title III-C
Elderly Nutrition
Services Program
WHAT IS THE PURPOSE OF THE
EVALUATION?
The evaluation is designed to examine
how effectively and efficiently the
Older Americans Act Title III-C
Elderly Nutrition Services Program
helps to keep older Americans
healthy and active in their homes and
communities. This information will
help policymakers and program
managers in future planning for the
Elderly Nutrition Services Program.

HOW WERE PARTICIPANTS
SELECTED FOR THE STUDY?

All State Units on Aging (SUAs) are
being asked to participate in this
evaluation. We will randomly select
approximately 300 Area Agencies on
Aging (AAAs) from among all the
SUAs to participate in the study. An
additional 200 Local Service Providers
(LSPs) will be selected from 100 of
these AAAs. Finally, we will interview
approximately 1200 program clients
from these LSPs.

WHAT KINDS OF DATA ARE BEING
COLLECTED?
Process Survey: All SUAs, as well as a
sample of AAAs and LSPs will be asked to
participate in a survey which will examine
their use of technology, program decision
processes, characteristics and objectives,
staffing, and measures used to coordinate
with internal staff and other organizations.
Cost Study: LSPs will be asked to provide
cost-related information about the
resources involved in meal production.
An experienced researcher from
Mathematica will work with the LSP to
determine which costs should be
reported.
Menu Survey: LSPs will be asked to
provide detailed information about the
meals offered or served. Trained data
collection staff will work with the LSP on
how to best gather the necessary
information.
Client Interviews and NonParticipant Interviews: A random
sample of Elderly Nutrition Services
Program clients will be interviewed to
learn about their characteristics, satisfaction with the program, and nutritional intake. Similar data will be obtained from a
matched group of non-participants, so that
the outcomes of program participants
can be compared with non-participants.

WILL MY INFORMATION
PROVIDED FOR THIS STUDY BE
KEPT CONFIDENTIAL?

Yes. Mathematica is committed to
protecting the security of all study
data, and will only report results in
summary form. The responses of a
particular agency or individual will not
be identified.

DO I HAVE TO PARTICIPATE IN
THE EVALUATION?
No, participation is completely
voluntary. However, to ensure the
success of the study, it is critical that
the selected agencies and individuals
participate in the evaluation.

WHAT IS THE TIMELINE FOR THE
EVALUATION?
To be determined...

Activity 2a: First phone follow-up with SUA director
Document: First phone follow-up with SUA director protocol
Format: Telephone

FIRST PHONE FOLLOW-UP
A. INTRODUCTION
PLEASE HAVE SUA PACKET AVAILABLE IN CASE RESPONDENT HAS QUESTIONS.

I. Identify SUA director or designee to discuss study
Hello, my name is [NAME] from Mathematica Policy Research. I am calling on behalf of the U.S.
Department of Health and Human Services, Administration on Aging concerning the Evaluation of
Older Americans Act Title III-C Elderly Nutrition Services Program (ENSP). May I please speak
with [RESPONDENT NAME]?
I am calling to follow up on a packet of information that was sent to [SUA DIRECTOR] from the
Administration on Aging and Mathematica Policy Research. The packet contained information on
the evaluation.
I would like to tell you a little more about the study and collect a few key pieces of information from
you. Do you have a few minutes to speak with me now?
II. Explain study purpose
The purpose of the study is to examine how effectively and efficiently the ENSP helps to keep older
Americans healthy and active in their homes and communities. The study will provide information
to policy makers and program managers to support program planning by identifying program
efficiency and cost issues and assessing program effectiveness. It will examine the ENSP’s effects on
clients’ diet quality and food insecurity, socialization opportunities, and other important health
outcomes.

Prepared by Mathematica Policy Research

1

To accomplish this purpose, Mathematica will be collecting information from all levels of the aging
network. The study includes a census of all State Units on Aging (SUAs), as well as a sample of Area
Agencies on Aging (AAAs), Local Service Providers (LSPs), program clients, and program nonparticipants.
B. CONFIRMING BEST RESPONDENT INFORMATION
PLEASE HAVE LIST OF SUA SURVEY TOPICS AVAILABLIE IN CASE THE RESPONDENT
HAS QUESTIONS.

First, I would like to confirm the name of the person at your SUA who most knowledgable about
the topics covered in the survey. The packet of information you received should have included a list
of topics covered in the State Unit on Aging Survey. The person at your SUA who is most
knowledgeable about these topics should complete the survey. If you do not have the list handy, I
can provide you with an overview of the topics now.
Are you the person best suited to completing this survey?
**IF NOT, COLLECT CONTACT INFORMATION FOR THE PERSON WHO THE
SURVEY SHOULD BE SENT TO**
Name: ____________________________________________________________________
Title: _____________________________________________________________________
Address: __________________________________________________________________
Telephone Number: |

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Prepared by Mathematica Policy Research

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2

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C. CONFIRMING AREA AGENCY ON AGING INFORMATION:
As part of this evaluation, about 300 Area Agencies on Aging will be randomly selected to
participate in the study. While we already have a list of the AAAs in your state, there is some
information we are missing. We would like to email you the list and ask you to confirm that it is an
accurate reflection of all the AAAs in your state. We would also like you to provide an estimate of
the number of meals provided or persons served in 2011 for each AAA. We will use this list to select
our sample of AAAs to participate in the study. Once we select our sample, we will contact you
again to obtain contact information for the selected AAAs.
I can email you the file, which would allow you to edit just the information that is incorrect.
[CONFIRM EMAIL ADDRESS FOR SUA DIRECTOR/DESIGNEE]
Thank you in advance for your time and participation. Do you have any questions that I can address
at this time?

Prepared by Mathematica Policy Research

3

Activity 2b: Second phone follow-up with SUA director
Document: Text that SUA director can send to AAAs endorsing study
Format: Emailed by SUA

RE: Important evaluation of the Elderly Nutrition Services Program

Dear [AAA director]:
The Administration on Aging (AoA) is conducting an evaluation of the Older Americans Act
Title III-C Elderly Nutrition Services Program. AoA has contracted with Mathematica Policy
Research, Inc. (Mathematica) to conduct this study. The purpose of the study is to examine how
effectively and efficiently the Elderly Nutrition Services Program helps older Americans to remain
healthy and active in their homes and communities.
Data for this study will be collected at all levels of the aging network. At the AAA level,
Mathematica will contact you to invite you to complete a web survey about your agency’s
characteristics and objectives, staffing, use of technology, program decision processes, and
measures used to coordinate with internal staff and other organizations. Some AAAs will also be
asked to provide a list of their local nutrition service providers for sampling purposes. From these
lists, about 200 local nutrition service providers will be selected to participate in the study.
It is my hope that your AAA will contribute to the success of this study through your full
participation.

Sincerely,

Activity 3: SUA survey mailing to survey respondent
Document: SUA survey cover letter
Format: Mathematica letterhead
Enclosures: SUA/AAA brochure; SUA survey; SUA data verification form; business reply
envelope
P.O. Box 2393
Princeton, NJ 08543-2393
Telephone (609) 799-3535
Fax (609) 799-0005
www.mathematica-mpr.com

Rhoda Cohen
Project Director

ENSP - 39
DATE
[SUA survey respondent]
Title
organization
address
city, st zip code
Dear [SUA survey respondent]:
Thank you for participating in the National Evaluation of the Title III-C Elderly Nutrition Services
Program. This study will examine how effectively and efficiently the program helps older Americans to
remain healthy and active in their homes and communities. Results of the study will be used to support
program planning and guide program practices at various levels of the aging network. Mathematica Policy
Research, Inc. (Mathematica) is conducting the evaluation under contract to the U.S. Department of Health
and Human Services Administration on Aging.
As part of the study, we are conducting a census of all State Units on Aging (SUAs). As the person at
your SUA who is most knowledgeable about the Elderly Nutrition Program policies and practices, your
participation is critical to the study’s success. The enclosed brochure provides an overview of the study.
Enclosed are the two documents we need you to complete:
• State Unit on Aging survey: In the SUA survey, you will be asked to provide information
about policies and practices on a variety of topics related to the Elderly Nutrition Services
Program, such as food safety, nutrition assessments, how services are offered to older adults,
and collaboration and integration with other programs.
• State Unit on Aging data verification form: The data verification form is pre-filled with
information from your State Program Report and the NASUAD State of Aging report. To
ensure that we utilize information that accurately reflects your state, please review the data for
accuracy and make any corrections that are needed.
The questionnaire and data verification take approximately 1 hour and 40 minutes to complete. The
information your SUA provides to Mathematica will only be reported in aggregate form. No individuals or
agencies will be identified when the study’s results are published.
Please return both the completed SUA survey and data verification form to Mathematica by DATE
using the enclosed business reply envelope. If you have any questions about completing either document,
please call [CONTACT NAME] at [INSERT TOLL-FREE NUMBER] or email [INSERT PROJECT
EMAIL ADDRESS]. We look forward to working with you on this important study.
Sincerely,

Enclosures: Study brochure; SUA survey; SUA data verification form; business reply envelope

An Affirmative Action/Equal Opportunity Employer

Activity 4: Reminder to survey respondent
Document: SUA reminder to survey respondent
Format: Postcard

RE: Important evaluation of the Elderly Nutrition Services Program

Dear [SUA survey respondent]:
Your input is critical to the success of National Evaluation of the Title III-C Elderly Nutrition
Services Program. I am writing to you because we have not heard from you. Please help us by
completing and returning the State Unit on Aging survey and the data verification form that you
should have received from us recently. If you already mailed in these completed forms, thank you
for doing so!
Please return completed questionnaire and data verification form by DATE to:
[NAME]
[ADDRESS]

If you have any questions about the study or need another survey packet, please call [CONTACT
NAME] at [INSERT TOLL-FREE NUMBER] or email [INSERT PROJECT EMAIL ADDRESS].
Thank you very much for your help with this important study.

Sincerely,
Rhoda Cohen,
Project Director

Activity 5: Follow-up mailing with survey respondent
Document: SUA survey reminder letter
Format: Mathematica letterhead
Enclosures: SUA survey; SUA data verification form; business reply envelope
P.O. Box 2393
Princeton, NJ 08543-2393
Telephone (609) 799-3535
Fax (609) 799-0005
www.mathematica-mpr.com

Rhoda Cohen
Project Director

ENSP - 53
DATE
SUA survey respondent
title
agency
address
city, st zipcode
Dear SUA Survey Respondent:
Recently you should have received a packet of materials asking for your help on the National
Evaluation of the Title III-C Elderly Nutrition Services Program (ENSP). I am writing to you again because
we have not heard from you, and your input is critical to the success of this evaluation. If you already
mailed in your completed State Unit on Aging (SUA) survey and data verification form, thank you for
doing so!
The ultimate goal of the ENSP is to help older adults maintain their health and independence. This
study will help the program work toward achieving this goal by examining how effectively and efficiently
the program helps to keep older Americans healthy and active in their homes and communities. Results of
the study will be used to support program planning at all levels of the aging network.
Please help us with this important study by completing and returning the following two documents to
Mathematica by DATE:
• State Unit on Aging survey: The survey contains questions about policies and practices on a
variety of topics related to the ENSP, including food safety, nutrition assessments, how services
are offered to older adults, and collaboration and integration with other programs.
• State Unit on Aging data verification form: The data verification form is pre-filled with
information from your State Program Report and the NASUAD State of Aging report. Please
review the data for accuracy and make any corrections that are needed.
We are enclosing the SUA survey and data verification form for your convenience. You can use the
enclosed business reply envelope to return these to Mathematica. If you have already completed these
forms, you do not need to complete them again. If you have any questions about completing either
document, please call [CONTACT NAME] at [INSERT TOLL-FREE NUMBER] or email [INSERT
PROJECT EMAIL ADDRESS]. Thank you very much for your help with making this important study a
success.
Sincerely,

Enclosures: SUA survey; SUA data verification form; business reply envelope

An Affirmative Action/Equal Opportunity Employer

Activity 1: AAA survey invitation mailing
Document: AAA survey cover letter
Format: Mathematica letterhead
Enclosures: SUA/AAA brochure; letter of endorsement from N4A; study fact sheet
P.O. Box 2393
Princeton, NJ 08543-2393
Telephone (609) 799-3535
Fax (609) 799-0005
www.mathematica-mpr.com

Rhoda Cohen
Project Director

ENSP - 49
DATE
Director Name
Title
agency
address
city, st zip
Dear [Director Name]:
Your Area Agency on Aging (AAA) has been randomly selected to participate in the National
Evaluation of the Title III-C Elderly Nutrition Services Program. The Administration on Aging has
contracted with Mathematica Policy Research, Inc. (Mathematica) to conduct this evaluation. The
purpose of the evaluation is to examine how effectively and efficiently the Elderly Nutrition Services
Program helps to keep older Americans healthy and active in their homes and communities.
This important study will provide critical information to policy makers and program managers to
support program planning by identifying program efficiency and cost issues, and assessing program
effectiveness. The study will examine the program’s effects on clients on diet quality, socialization
opportunities, and other important health outcomes. Results of the study will be used to support
program planning and guide program practices at various levels of the aging network, with the ultimate
goal of helping older adults maintain their health and independence in their homes and communities.
Data for this study will be collected from all State Units on Aging (SUAs), as well as a sample of
AAAs, Local Service Providers (LSPs), program clients, and program nonparticipants. Your AAA was
selected to participate using scientific sampling methods. In this study, each AAA represents not only
itself but also others with similar characteristics. For this reason, the participation of your AAA is vital
to the success of the study.
Your AAA is being asked to participate in a web-based survey about your characteristics and
objectives, staffing, use of technology, program decision processes, and measures used to coordinate
with internal staff and other organizations. The survey takes approximately 1 hour and 45 minutes to
complete.
Please visit [WEB ADDRESS] to complete the survey by DATE using the username and
password below:
Username: [FILL Username]
Password: [FILL Password]
You do not have any obligation to participate in this study. All answers you give will be kept
confidential to the greatest extent permitted by law. Your AAA will not be identified in any data
Mathematica will provide to the Administration on Aging. Furthermore, all results will be presented in
aggregate form, and no individuals or agencies will be identified when the study’s results are
published.

An Affirmative Action/Equal Opportunity Employer

LETTER TO:
FROM:
DATE:
PAGE:

Name Director
Rhoda Cohen
DATE
2

I have enclosed a letter of support for the Evaluation of the Older Americans Act Title III-C
Elderly Nutrition Services Program from the National Association of Area Agencies on Aging (N4A),
an organization that agrees the data collected through this study will provide critical information for
setting policies and program changes that can ensure that the needs of older adults are adequately met.
The enclosed brochure provides an overview of the study, and additional details are included in
the fact sheet. If you have any questions about the web survey or the evaluation, please contact
[NAME] at [PROJECT TOLL FREE NUMBER] (toll-free) or by email at PROJECT
[email protected].
Thank you in advance for your assistance with this important study.

Sincerely,

Enclosures: Study brochure; letter of endorsement from N4A; study fact sheet

Activity 1: AAA invitation mailing
Document: Letter of endorsement
Format: Agency letterhead

DATE
NAME
Business
Address 1
Address 2
City, ST Zip
Dear NAME:
I am writing to encourage you to participate in the Evaluation of Older Americans Act Title
III-C Elderly Nutrition Services Program. The evaluation will examine how effectively and
efficiently the Older Americans Act Title III-C Elderly Nutrition Services Program helps older
Americans remain healthy and active in their homes and communities and prevent the need for
more costly interventions. This study will provide critical information to policy makers and
program managers to support program planning. The success of the evaluation is dependent on the
cooperation and participation of staff at all levels of the aging network.
Mathematica Policy Research, Inc. (Mathematica) is conducting the evaluation for the U.S.
Department of Health and Human Services Administration on Aging. The study will examine
program processes, provide information about program efficiency and costs, and assess program
effectiveness on a variety of outcomes including diet quality, socialization opportunities, and
health outcomes.
Data for this study will be collected from all State Units on Aging, as well as 300 Area
Agencies on Aging, 200 Local Service Providers, 1,200 program clients, and an equal number of
program nonparticipants.
Thank you in advance for your assistance. I hope you agree that the information collected and
analyzed through this evaluation will provide critical information in setting policies and program
practices that can truly support the goal of helping older Americans to be healthy and active in
their homes and communities.
Sincerely,

Activity 1, 6: AAA invitation mailing, LSP advance mailing
Document: Study fact sheet
Format: Colored paper

NATIONAL EVALUATION OF THE TITLE III- C
ELDERLY NUTRITION SERVICES PROGRAM
FACT SHEET FOR AREA AGENCIES ON AGING & LOCAL SERVICE PROVIDERS
WHAT IS THE PURPOSE OF THE STUDY?
The evaluation is designed to examine how effectively and efficiently the Older Americans Act Title
III-C Elderly Nutrition Services Program helps older Americans remain healthy and active in their
homes and communities.
HOW WAS MY AGENCY SELECTED FOR THIS STUDY?
Approximately 300 Area Agencies on Aging (AAAs) were randomly selected to take part in this
study from among the AAAs in the continental United States. Two hundred Local Service Providers
(LSPs) from 100 of these AAAs will also be selected to participate in the evaluation.
WHAT IS MY ROLE IN THIS STUDY?
Area Agencies on Aging : Your role is to complete a web survey about your agency’s characteristics
and objectives, staffing, use of technology, program decision processes, and measures used to
coordinate with internal staff and other organizations. About one-third of the AAAs invited to
participate in this web survey will also be asked to provide a list of their nutrition LSPs. From these
lists, we will randomly select approximately 200 LSPs to participate in the study.

Local Service Providers: Your role is to complete a web survey about your agency’s characteristics

and objectives, staffing, use of technology, program decision processes, and measures used to
coordinate with internal staff and other organizations. To create estimates of the costs involved in
meal production, the person at your LSP who is most knowledgeable about program costs will also
be interviewed by phone by a researcher from Mathematica. Also, a coordinator from the study
team will contact you to request information on the type of program(s) that your LSP operates, and
to schedule a time when interviewers may visit your program to select and interview clients. During
the visit, the person at your LSP who is most knowledgeable about food production will be asked to
provide menu information.
WHY SHOULD I TAKE PART IN THE STUDY?
This important study will provide critical information to policy makers and program managers to
support program planning, identify program efficiency and cost issues, and assess the program’s
effects on a variety of important outcomes, including diet quality, socialization opportunities, and
health outcomes. Results of the study will be used to support program planning at various levels of
the aging network.
Your support for the study is critical to its success. Each AAA and LSP was selected using scientific
sampling methods, and represents not only itself but also others with similar characteristics. For this
reason, participation of all the selected AAAs and LSPs is vital to the quality of the study’s findings.

WHAT IS MATHEMATICA POLICY RESEARCH?
Mathematica Policy Research, Inc. (Mathematica) is an independent research company that is under
contract to the U.S. Department of Health and Human Services in order to evaluate the Older
Americans Act Title III-C Elderly Nutrition Services Program. Mathematica is a leader in the policy
research and analysis field and has been conducting surveys and evaluations for more than 40 years.
You can learn more about Mathematica by visiting its website at www.mathematica-mpr.com.
WILL MY INFORMATION BE KEPT CONFIDENTIAL?
Mathematica is committed to protecting the security of all study data. Mathematica will only report
results in summary form, and will not single out any particular agency or individual.
WHO CAN I CONTACT FOR MORE INFORMATION?
Additional information on the evaluation of the Elderly Nutrition Services Program can be obtained
from Mathematica. Staff names, telephone numbers, and email addresses appear below.
Rhoda Cohen, Project Director
Mathematica Policy Research
(609) 275-2324
[email protected]
Project Toll-Free Number
Project E-Mail Address
You may also contact the Project Officer at the Administration on Aging.
Jennifer Klocinski, Aging Services Program Specialist
Office of Evaluation
Administration on Aging
U.S. Department of Health and Human Services
(202) 357-0146
[email protected]

Activity 2: Mailing to AAAs requesting LSP info
Document: AAA letter requesting LSP info
Format: Mathematica letterhead
P.O. Box 2393
Princeton, NJ 08543-2393
Telephone (609) 799-3535
Fax (609) 799-0005
www.mathematica-mpr.com

Rhoda Cohen
Project Director

ENSP - 45
DATE
AAA Director Name
title
Agency
address
city, st zipcode
Dear [AAA Director]:
Your Area Agency on Aging (AAA) is one of 100 AAAs that has been selected to participate in the next
phase of the National Evaluation of the Title III-C Elderly Nutrition Services Program. As you may know, the
Administration on Aging has contracted with Mathematica Policy Research, Inc. (Mathematica) to conduct this
evaluation.
During the next phase of the study, you will be asked to provide a list of all of the nutrition Local Service
Providers (LSPs) affiliated with your AAA. We will use this list to select a sample of nutrition LSPs to
participate in this study. A representative from Mathematica will contact you shortly with more details about the
specific information needed for each of the LSPs, including the number of congregate and/or home-delivered
meals served at each.
The figure below shows how data for this study will be collected. The study includes a census of all State
Units on Aging (SUAs), as well as a sample of AAAs, Local Service Providers (LSPs), program clients, and
program nonparticipants.
Census of 56 SUAs
Sample of ~ 300 AAAs
Subsample of ~100 AAAs
Sample of ~200 LSPs

Interview
matched
sample of
program nonparticipants

Interview ~600 Congregate Meal
program clients
Second interview
with ~150
Congregate Meal
program clients

Interview ~600 Home Delivered
Meal program clients
Second interview
with ~150 Home
delivered meal
program clients

Interview
matched
sample of
program nonparticipants

An Affirmative Action/Equal Opportunity Employer

LETTER TO:
FROM:
DATE:
PAGE:

Name
Rhoda Cohen
DATE
2

Below is an approximate timeline of study activities:

Placeholder for study timeline

If you have any questions about the evaluation, please contact [NAME] at Mathematica at [PROJECT
TOLL FREE NUMBER] or by email at PROJECT [email protected].
We look forward to your continued participation in this important study.

Sincerely,

Activity 3: Phone follow-up to AAAs with LSPs
Document: Phone follow-up to AAAs with LSPs protocol
Format: Telephone

A. Introduction
PLEASE HAVE AAA PACKET AVAILABLE
IN CASE RESPONDENT HAS QUESTIONS
I.

Identify AAA Director or Designee to Discuss Study

Hello, my name is [NAME] from Mathematica Policy Research. I am calling on behalf of the
U.S. Department of Health and Human Services, Administration on Aging concerning the
Evaluation of Older Americans Act Title III-C Elderly Nutrition Services Program (ENSP). May I
please speak with [RESPONDENT NAME]?
I am following up on a packet of information that was sent to [AAA DIRECTOR] from the
Administration on Aging and Mathematica Policy Research. The packet contained information on
the evaluation.
I would like to tell you a little more about the study and collect a few key pieces of information
from you. Do you have a few minutes to speak with me now?
II. Explain Study Purpose
The purpose of the study is to examine how effectively and efficiently the ENSP helps older
Americans maintain healthy and active lives in their homes and communities. The study will provide
information to policy makers and program managers to support program planning by identifying
program efficiency and cost issues and assessing program effectiveness. It will examine the ENSP’s
effects on clients’ diet quality, socialization opportunities, and other important health outcomes.
To accomplish this purpose, Mathematica will be collecting information from all levels of the
aging network. The study includes a census of all State Units on Aging (SUAs), as well as a sample
of Area Agencies on Aging (AAAs), Local Service Providers (LSPs), program clients, and program
non-participants.
B. Confirming Best Respondent Information
First, I would like to confirm the name of the person at your AAA who is most knowledgeable
about the topics covered in the survey. The survey includes questions about your AAA’s
characteristics and objectives, staffing, use of technology, program decision processes, and measures
used to coordinate with internal staff and other organizations.
Are you the person best suited to completing this survey?
**IF NOT, COLLECT CONTACT INFORMATION FOR THE PERSON WHO
THE SURVEY SHOULD BE SENT TO**
Name: ____________________________________________________________________
Title: _____________________________________________________________________
Address: __________________________________________________________________
Telephone Number: |

|

|

|-|

|

1

|

|-|

|

|

|

|

C. Confirming Local Service Provider Information
As part of this evaluation, about 200 LSPs will be randomly selected to participate in the study.
In order to select these providers, we need a list of all of the nutrition LSPs in your PSA, along with
an estimate of the number of congregate meals and the number of home delivered meals served per
week by each provider. Once we select our sample, we will contact you again to obtain contact
information for the selected providers.
I will email you a file that you can use to input the information we are requesting.
[CONFIRM EMAIL ADDRESS FOR AAA DIRECTOR/DESIGNEE]
Thank you in advance for your time and participation. Do you have any questions that I can
address at this time?

2

Activity 4: Phone follow-up to AAAs with LSPs after LSP selection
Document: Phone follow-up to AAAs with LSPs after LSP selection protocol
Format: Telephone

A. CONFIRMING LOCAL SERVICE PROVIDER CONTACT INFORMATION:
Hello, my name is [NAME] from Mathematica Policy Research in Princeton, New Jersey. May I
please speak with [RESPONDENT NAME]?
Thank you for your ongoing participation in the Evaluation of Older Americans Act Title III-C
Elderly Nutrition Services Program. Last time we spoke, I mentioned that we would be contacting
you to collect contact information for the nutrition, Local Service Providers (LSPs) in your planning
and service area (PSA) that we selected to participate in this evaluation. We will be emailing you the
list of the LSPs we have selected, along with the contact information that we currently have. If there
is any contact information that is incorrect, we would greatly appreciate if you would provide
updated information for those LSPs.
We will also be sending you a draft email that you can send to the selected LSPs to endorse the
study and encourage their participation. We greatly appreciate your support in making this
evaluation a success.
Thank you in advance for your continued participation. Do you have any questions that I can
address at this time?

Activity 4: Phone follow-up to AAAs with LSPs after LSP selection
Document: Text that AAA director can send to LSPs endorsing study
Format: Emailed by AAA

TO:

LSP Director

FROM:

AAA

SUBJECT:

Evaluation of the Older Americans Act Title III-C Elderly
Nutrition Services Program

The Administration on Aging (AoA) is conducting an evaluation of the Older Americans
Act Title III-C Elderly Nutrition Services Program. AoA has contracted with Mathematica
Policy Research, Inc. (Mathematica) to conduct this study. The purpose of the study is to
examine how effectively and efficiently the Elderly Nutrition Services Program helps older
Americans remain healthy and active in their homes and communities.
Data for this study will be collected at all levels of the aging network. At the local service
provider level, Mathematica will contact you to complete a web survey about your agency’s
program decision processes and other characteristics, and a telephone interview about the costs
involved in providing meals.
Mathematica will also ask you to allow them to sample and recruit a small number of
congregate and home-delivered nutrition program participants for an in-home survey.
Participants who complete the in-home survey will receive a $40 thank you check. At the time of
the participant survey, a researcher from Mathematica will contact you to collect information on
your congregate and home-delivered nutrition program menus.
It is my hope that you will contribute to the success of this study through your full
participation.

Activity 5: AAA survey reminder mailing
Document: AAA survey reminder letter
Format: Mathematica letterhead

P.O. Box 2393
Princeton,
08543-2393
Project NJ
Director
for the National Evaluation of the
Telephone (609) 799-3535
Fax (609) 799-0005
www.mathematica-mpr.com

Rhoda Cohen
Project Director

ENSP - 46
DATE
Name AAA Survey Respondent
Title
Agency
addesss
city, st zipcode
Dear [AAA Survey Respondent]:
Your input is critical to the success of the National Evaluation of the Title III-C Elderly Nutrition
Services Program. I am writing to you again because we have not received your AAA’s completed web
survey.
Please visit [WEB ADDRESS] to complete the survey by DATE using the username and password
below:
Username: [FILL Username]
Password: [FILL Password]
The purpose of the National Evaluation of the Title III-C Elderly Nutrition Services Program is to
examine how effectively and efficiently the Elderly Nutrition Services Program helps older Americans
remain healthy and active in their homes and communities. The results of this study will be used to support
program planning and guide program practice at various levels of the aging network.
The web-based survey has questions about your AAA’s characteristics and objectives, staffing, use of
technology, program decision processes, and measures used to coordinate with internal staff and other
organizations. The survey takes approximately 1 hour and 45 minutes to complete.
You do not have any obligation to participate in this study. All answers you give will be kept
confidential to the greatest extent permitted by law. The information your AAA provides to Mathematica
will not be shared with your State Unit on Aging or with the Administration on Aging. No individuals or
agencies will be identified when the study’s results are published.
If you have any questions about the survey or the study, please call [NAME] at [INSERT TOLL-FREE
NUMBER] or email [INSERT PROJECT EMAIL ADDRESS]. Thank you very much for your help with
making this important study a success.

Sincerely,

An Affirmative Action/Equal Opportunity Employer

Activity 6: LSP survey advance mailing
Document: LSP survey advance letter
Format: Mathematica letterhead
Enclosures: Study brochure; study fact sheet
Rhoda Cohen
Project Director

P.O. Box 2393
Princeton, NJ 08543-2393
Telephone (609) 799-3535
Fax (609) 799-0005
www.mathematica-mpr.com

ENSP - 50
DATE
Name
Title
agency
address
city, st zipcode
Dear Name:
Your organization has been randomly selected to participate in the National Evaluation of the
Title III-C Elderly Nutrition Services Program. The Administration on Aging has contracted with
Mathematica Policy Research, Inc. (Mathematica) to conduct this evaluation. The purpose of the
evaluation is to examine how effectively and efficiently the Elderly Nutrition Services Program
helps to keep older Americans healthy and active in their homes and communities.
This important study will provide critical information to policy makers and program managers
to support program planning by identifying program efficiency and cost issues and assessing the
program’s effects on clients on a variety of important outcomes including diet quality,
socialization opportunities, and health outcomes. Results of the study will be used to support
program planning at various levels of the aging network, with the ultimate goal of helping older
adults remain independent and healthy.
Data for this study will be collected from all levels of the aging network. Your organization
was selected for the evaluation using scientific sampling methods. In the study, each organization
represents not only itself but also others with similar characteristics. For this reason, the
participation of all of the selected organizations is vital to the quality of the study’s findings. Your
organization is being asked to assist in the evaluation by:
• Participating in a web survey: The survey asks about your organization’s
characteristics and objectives, staffing, use of technology, program decision processes,
and measures used to coordinate with internal staff and other organizations. In a letter
that will be sent shortly, you will receive the username and password to log on to the
website to complete the survey.
• Allowing interviewers to visit your meal program: One aspect of the evaluation is to
better understand how the Elderly Nutrition Services Program helps the people who
receive services. A random sample of clients will be interviewed about their health, and
what they eat and drink. A coordinator from the study team will contact you shortly to
request information on the type of nutrition program(s) that your organization operates,
An Affirmative Action/Equal Opportunity Employer

LETTER TO:
FROM:
DATE:
PAGE:

Name
Rhoda Cohen
DATE
2

and to schedule a time when interviewers may visit your program to select and
interview clients. During the visit, they will also request information about the foods
offered and served to clients.
• Participating in a cost study telephone interview: The purpose of the cost study is to
provide meaningful estimates about meal costs for the Elderly Nutrition Services
Program. At a later time, an experienced researcher from Mathematica will contact you
to schedule a time to speak with you, or someone you designate, about topics such as
the organization of work amongst staff, equipment and supplies, wages, fringe benefits,
and food costs.
Below is an approximate timeline of study activities:
Placeholder for study timeline

The information your organization provides to Mathematica will not be shared with your Area
Agency on Aging, State Unit on Aging, or with the Administration on Aging. The same is true for
other types of data collected for this study. No individuals or agencies will be identified when the
study’s results are published.
The enclosed brochure provides an overview of the study, and additional details are included
in the fact sheet. If you have any questions about the evaluation, please contact [NAME] at
Mathematica by telephone (toll-free) at [PROJECT TOLL FREE NUMBER] or by email at
PROJECT [email protected].
Thank you in advance for your assistance with this important study.
Sincerely,

Enclosures: Study brochure; study fact sheet

Activity 7: LSP survey invitation mailing
Document: LSP survey invitation letter
Format: Mathematica letterhead
P.O. Box 2393
Princeton, NJ 08543-2393
Telephone (609) 799-3535
Fax (609) 799-0005
www.mathematica-mpr.com

Rhoda Cohen
Project Director

ENSP - 51
DATE
LSP Director Name
title
agency
address
city, st zipcode
Dear LSP Director:
As you may know, your organization has been randomly selected to participate in the National
Evaluation of the Title III-C Elderly Nutrition Services Program. The Administration on Aging has
contracted with Mathematica Policy Research, Inc. (Mathematica) to conduct this evaluation. The
purpose of the evaluation is to examine how effectively and efficiently the Elderly Nutrition
Services Program helps to keep older Americans healthy and active in their homes and
communities.
Your organization is being asked to participate in a web-based survey about your
characteristics and objectives, staffing, use of technology, program decision processes, and
measures used to coordinate with internal staff and other organizations. The survey takes
approximately 2 hours and 10 minutes to complete.
Please visit [WEB ADDRESS] to complete the survey by DATE using the username and
password below:
Username: [FILL Username]
Password: [FILL Password]
You do not have any obligation to participate in this survey. All answers you give will be kept
confidential to the greatest extent permitted by law. The information your organization provides to
Mathematica will not be shared with your Area Agency on Aging, State Unit on Aging or with the
Administration on Aging. The same is true for other types of data collected for this study. No
individuals or agencies will be identified when the study’s results are published.
If you have any questions about the web survey or the evaluation, please contact Mathematica
by email at PROJECT [email protected] or by telephone (toll-free) at [PROJECT
TOLL FREE NUMBER]. Thank you in advance for your assistance with this important study.
Your participation is vital to the success of the study.
Sincerely,

An Affirmative Action/Equal Opportunity Employer

Activity 8: Phone follow-up to obtain information for client survey sampling
Document: Phone follow-up to obtain information for client survey sampling protocol

A. Introduction
PLEASE HAVE LSP PACKET AVAILABLE
IN CASE RESPONDENT HAS QUESTIONS.
I.

Identify LSP Director or Designee to Discuss Study

Hello, my name is [NAME] from Mathematica Policy Research. I am calling on behalf of the
U.S. Department of Health and Human Services, Administration on Aging, concerning the
Evaluation of Older Americans Act Title III-C Elderly Nutrition Services Program (ENSP). May I
please speak with [RESPONDENT NAME]?
I am calling to follow up on a packet of information that was sent to [LSP DIRECTOR] from
the Administration on Aging and Mathematica Policy Research. The packet contained information
on the evaluation.
I’d like to tell you a little more about the study and collect a few key pieces of information from
you. Do you have a few minutes to speak with me now?
II. Explain Study Purpose
The purpose of the study is to examine how effectively and efficiently the ENSP helps to keep
older Americans healthy and active in their homes and communities. The study will provide
information to policy makers and program managers to support program planning by identifying
program efficiency and cost issues and assessing program effectiveness. It will examine the ENSP’s
effects on clients’ diet quality, socialization opportunities, and other important health outcomes.
To accomplish this purpose, Mathematica will be collecting information from all levels of the
aging network. The study includes a census of all State Units on Aging (SUAs), as well as a sample
of Area Agencies on Aging (AAAs), Local Service Providers (LSPs), program clients, and program
non-participants.
B. Recruiting Congregate and Home-Delivered Nutrition Clients
As part of this evaluation, we are planning to interview about 600 congregate nutrition clients
and 600 home-delivered nutrition clients about their health, and what they eat and drink. Your
organization was selected for this survey of ENSP clients. We would like to visit your program and
select a small number of clients for the interview, which will be conducted in-person. The clients can
choose whether or not they wish to participate, and those who do will receive $40 as a thank you for
their time.
In order to determine which clients to select, I will need some information from you about
whether your program offers congregate and home delivered meals.
I.

Does Your Organization Offer Congregate Meals?

IF CONGREGATE MEALS OFFERED: We would like to obtain a list of your congregate
meal sites and information on the days, times, and meals served at each location that your
organization operates. We will also need an estimate of the number of participants usually served at
each meal. From this list, our researchers will select a specific location and a date and time to visit
the meal site to select congregate nutrition clients to participate in the study.
1

I will email you a file that you can use to input the information we are requesting.
[CONFIRM EMAIL ADDRESS FOR LSP DIRECTOR]
Once our researchers select a meal site, we will call you to let you know which site has been
selected, and also to confirm a date and time that our field staff can visit the site to recruit
congregate nutrition clients to participate in the study. We only need to visit the meal site once to
recruit participants. Our field staff will conduct interviews with the clients who agree to participate
in their own home or location of their choosing. We will sample approximately [NUMBER]
participants at each meal site that is selected.
II. Does Your Organization Offer Home-Delivered Meals?
IF HOME-DELIVERED MEALS OFFERED: We would like to obtain information on your
schedule of meal deliveries, the types of meals provided (hot or frozen), the quantity of meals
provided during each delivery, and the number of participants that receive home-delivered meals.
Let’s talk for a minute about your delivery routes:
OBTAIN INFORMATION ON DELIVERY PLAN (FROM ONE CENTRAL
LOCATION, FROM EACH CONGREGATE SITE, NUMBER OF ROUTES, NUMBER OF
PARTICIPANTS PER ROUTE, ETC.)
I will email you a file that you can use to input the information we are requesting.
[CONFIRM EMAIL ADDRESS FOR LSP DIRECTOR]
After we receive the information about your home-delivered nutrition services, we will contact
you again to obtain contact information for some of your home-delivered nutrition clients so that
we can recruit them to participate in the study. Our field staff will conduct interviews with the
clients who agree to participate in their own home.
Thanks in advance for your time and participation. Do you have any questions that I can
address at this time?

2

Activity 9: LSP survey reminder mailing
Document: LSP survey reminder letter
Format: Mathematica letterhead
P.O. Box 2393
Princeton, NJ 08543-2393
Telephone (609) 799-3535
Fax (609) 799-0005
www.mathematica-mpr.com

Rhoda Cohen
Project Director

ENSP-52
DATE
LSP Survey Respondent
Title
agency
address
city, st zipcode
Dear LSP Survey Respondent:
Your input is critical to the success of the National Evaluation of the Title III-C Elderly Nutrition
Services Program. I am writing to you again because we have not received a completed survey for your
organization.
Please visit [WEB ADDRESS] to complete the survey by DATE using the username and
password below:
Username: [FILL Username]
Password: [FILL Password]
The purpose of the National Evaluation of the Title III-C Elderly Nutrition Services Program is to
examine how effectively and efficiently the Elderly Nutrition Services Program helps older Americans
to remain healthy and active in their homes and communities. In order to achieve this goal of helping
older adults maintain their independence, the results of this study will be used to support program
planning and guide program practice at various levels of the aging network.
The web-based survey has questions about your organization’s characteristics and objectives,
staffing, use of technology, program decision processes, and measures used to coordinate with internal
staff and other organizations. The survey takes approximately 2 hours and 10 minutes to complete.
If you have any questions about the survey or the study, please call [CONTACT NAME] at
[INSERT TOLL-FREE NUMBER] or email [INSERT PROJECT EMAIL ADDRESS]. Thank you
very much for your help with making this important study a success.
Sincerely,

An Affirmative Action/Equal Opportunity Employer

Activity 10: Researcher contacts LSP to schedule cost study interview
Document: Cost study topic list
Format: Colored paper

TOPICS COVERED IN THE COST STUDY
Below are the topics that are covered in the cost study for the Evaluation of Title III-C Elderly
Nutrition Services Program:
•

•

•

Labor costs
-

Types of labor categories

-

Number of full-time and part-time employees and volunteers

-

Salary and fringe benefits

-

Average hours worked per week by part-time employees

-

Hours worked per week on various meal related activities

Nonlabor costs
-

Food ingredients

-

Payments to vendors for food

-

Value of USDA commodities used

-

Value/amounts of donated food

-

Rent or space costs

-

Utility costs

-

Value of donated space and utilities

-

Insurance

-

Vehicles and vehicle usage

-

Equipment for preparing and serving food

-

Building and improvements

-

Office equipment

Other information
-

Number of meals provided to participants per week

1

Document: Flyer posted at congregate meal site

National Evaluation of the
Title III-C Elderly Nutrition
Services Program



Mathematica Policy Research is conducting a survey on
behalf of the Administration on Aging. This survey is part of
a study that will help to improve services for older adults in
the future.



Interviewers from Mathematica Policy Research will be at
this location in the next few days to select individuals to
participate in the survey.



The purpose of the survey is to find out if the meal
services at this location have been helpful to you.



If you are selected, you will receive $40 for participating in
the survey.
FOR ADDITIONAL INFORMATION CONTACT:
CONTACT NAME
TOLL FREE NUMBER

Activity 2: Congregate meal participant recruitment at meal site
Document: Appointment reminder
Format: Colored Paper

APPOINTMENT REMINDER

Dear ____________________________________
Thank you for agreeing to participate in the National Evaluation of the Title III-C
Elderly Nutrition Services Program, which is being conducted for the United
States Department of Health and Human Services Administration on Aging by
Mathematica Policy Research, Inc. (Mathematica).
An interviewer will visit you on _________________________________________ (Day,
Date)

at _____________ (AM/PM) to interview you about your health and well-being,

and what you eat and drink. The interview will take about 60 minutes.
As a thank you for your time, you will receive a check for $40.
If you have any questions about the study or need to reschedule your
appointment, please call [NAME] at Mathematica at [toll free number]. Thank
you for your help on this important project!

Document: Participant brochure

WHAT IS THE PURPOSE
OF THIS STUDY?
The purpose of this study is
to find out how the
Administration on Aging,
which supports organizations
that provide meals to older
adults, can better meet the
needs of individuals like you.
This study will help to
improve nutrition services for
older adults in the future.

For additional
information
contact:
CONTACT NAME
TOLL FREE NUMBER
PROJECT EMAIL ADDRESS

National
Evaluation of the
Title III-C
Elderly Nutrition
Services Program

WHY WAS I SELECTED
TO PARTICIPATE?
We are interviewing people
who are receiving nutrition
services (i.e. group meals or
home delivered meals) and
those who are not, to look at
differences between the two
groups. You were randomly
selected to be interviewed so
that we can learn more about
you, your use of nutrition
services, and your eating
habits.

WHAT IS THE SURVEY
ABOUT?
The survey has two parts.
The first part of the survey is an
interview about your
participation in meal programs.
The second part of the survey is
about what you ate and drank
over the past 24 hours.
You will receive $40 as a
thank you for your time.

DO I HAVE TO
PARTICIPATE?
Your participation is voluntary
but we really need your help.
Your eligibility for services for
this and other programs will
not be affected by your
decision to participate.

WILL THE INFORMATION
I PROVIDE BE KEPT
PRIVATE?
Mathematica, the company
contracted to conduct this
survey, is committed to
protecting the security of all
study data. All of your answers
will be kept private, and the
responses of particular
individuals will never be
identified.

Activity 2: Congregate meal participant recruitment at meal site
Document: Congregate meal participant letter
Format: Mathematica letterhead
Enclosures: Participant brochure
P.O. Box 2393
Princeton, NJ 08543-2393
Telephone (609) 799-3535
Fax (609) 799-0005
www.mathematica-mpr.com

Rhoda Cohen
Project Director

ENSP -32
DATE
Dear Congregate Meal Participant:
I would like to ask you to help me with an important research project for the United States
Department of Health and Human Services, Administration on Aging, which helps support meal
sites like this one. The purpose of this study is to better understand how nutrition services for older
Americans help the people who receive them. Mathematica Policy Research, Inc. (Mathematica),
an independent research company, will be collecting information from over 1,000 clients who
receive nutrition services, including 600 individuals who get meals at senior centers or other group
settings.
We would like to interview you about your health and well-being, and what you eat and drink.
If you agree to participate in this study, we will schedule a time and place that is convenient for
you to meet this week to have the interview, which will take about 60 minutes. As a thank you for
your time, we will send you a check for $40.
You do not have any obligation to participate in this study. Your participation will not affect
the services you receive from this meal program or any other program. If you decide to participate,
there will be no penalties if you do not want to answer a particular question. All answers you give
will be kept private to the greatest extent permitted by law. The information you provide will be
combined with that provided by other persons who take part in the study.
The information we collect will only be seen by members of the research staff and will never
be linked to the program or the people who get meals. Your cooperation is very important to the
success of the study, and we hope you will agree to participate.
Thank you for your help on this important project!

Sincerely,

Enclosure: Study brochure
An Affirmative Action/Equal Opportunity Employer

Activity 3: Advance contact with home-delivered meal participant
Document: Home-delivered meal participant letter
Format: Mathematica letterhead
Enclosures: Participant brochure
P.O. Box 2393
Princeton, NJ 08543-2393
Telephone (609) 799-3535
Fax (609) 799-0005
www.mathematica-mpr.com

Rhoda Cohen
Project Director

ENSP - 33
DATE

Dear Home-Delivered Meal Recipient:
I would like to ask you to help me with an important research project for the United States
Department of Health and Human Services Administration on Aging, which helps support meal
programs like the one delivering this meal. The purpose of the study is to better understand how
the home-delivered meal program serves the needs of the people who are receiving meals.
Mathematica Policy Research, Inc. (Mathematica), an independent research company, will be
collecting information from over 1,000 clients who receive nutrition services, including 600
recipients of home-delivered meals.
We would like to interview you about your health and well-being, and what you eat and drink.
An interviewer from Mathematica will call you shortly to schedule a time that is convenient for
you to meet this week to have the interview, which will take about 60 minutes. As a thank you for
your time, we will send you a check for $40.
You do not have any obligation to participate in this study. Your participation will not affect
the services you receive from this meal program or any other program. If you decide to participate,
there will be no penalties if you do not want to answer a particular question. All answers you give
will be kept private to the greatest extent permitted by law. The information you provide will be
combined with that provided by other persons who take part in the study.
The information we collect will only be seen by members of the research staff and will never
be linked to the meal program or the people who get meals. Your cooperation is critical to the
success of the study, and we hope you will agree to participate. If you are not able to respond to
the interviewer’s questions, a family member or caregiver can answer on your behalf.
If you have any questions about the study, please feel free to contact me at [TOLL FREE
NUMBER]. Thank you for your help on this important project!
Sincerely,

Enclosures: Study brochure
An Affirmative Action/Equal Opportunity Employer

Activity 4: Advance contact with nonparticipant
Document: Nonparticipant advance letter
Format: Mathematica letterhead
P.O. Box 2393
Princeton, NJ 08543-2393
Telephone (609) 799-3535
Fax (609) 799-0005
www.mathematica-mpr.com

Rhoda Cohen
Project Director

ESPN - 34
DATE
Medicare Beneficiary NAME
title
organization
address
city, st zip
Dear [Medicare Beneficiary NAME]:
The Centers for Medicare and Medicaid Services (CMS), which administers the Medicare
program, is cooperating with the U.S. Department of Health and Human Services’ Administration
on Aging on a study to learn more about how well citizens are served by certain government
programs. Mathematica Policy Research, Inc. (Mathematica), an independent research company, is
conducting the study.
In a few days, someone from Mathematica will call you to ask you a few questions to
determine whether you would be a good candidate for the study. This person will ask you a short
series of questions about your health and use of nutrition services. If you are selected based on
your responses, an interviewer will schedule a time to meet with you and interview you about your
health and well-being, and what you eat and drink. That interview will take about 60 minutes. As a
thank you for your time, you will receive a check for $40 for participating.
You do not have any obligation to participate in this study. Your Medicare benefits will not
change based on whether you decide to participate. If you decide to participate, there will be no
penalties if you do not want to answer a particular question. All answers you give will be kept
private to the greatest extent permitted by law. The information you provide will be combined with
that provided by other persons who participate.
If you have any questions about the study, please feel free to call [NAME] at Mathematica at
[PHONE NUMBER].
Thank you in advance for your cooperation.
Sincerely,

An Affirmative Action/Equal Opportunity Employer

Activity 5: Nonparticipant interview confirmation
Document: Nonparticipant interview confirmation letter
Format: Mathematica letterhead
Enclosures: Participant brochure
P.O. Box 2393
Princeton, NJ 08543-2393
Telephone (609) 799-3535
Fax (609) 799-0005
www.mathematica-mpr.com

Rhoda Cohen
Project Director

ENSP - 35
DATE

NAME
Title
Organization
Address
City, ST Zipcode
Dear [NAME]:
Thank you for agreeing to participate in the National Evaluation of the Title III-C Elderly
Nutrition Services Program, which is being conducted for the United States Department of Health
and Human Services, Administration on Aging, by Mathematica Policy Research, Inc.
(Mathematica).
An interviewer will visit you on [DAY, DATE] at [TIME] to interview you about your health
and well-being, and what you eat and drink. This interview will take about 60 minutes. As a thank
you for your time, you will receive a check for $40.
If you have any questions about the study or need to reschedule your appointment, please call
[NAME] at Mathematica at [TOLL FREE NUMBER]. Thank you for your help on this important
project!

Sincerely,

Enclosures: Study brochure

An Affirmative Action/Equal Opportunity Employer