IUPUI

IUPUI as a Tobacco-Free Campus

Department Resources

Engagement Report Samples

Here are some sample plans to guide your department thru the Engagement Report process:

• Administrative Unit Sample Plan
• Academic Unit Sample Plan

---

Administrative Unit Sample Plan

• School: N/A
• Department: Administrative Unit Sample Plan
• Email contact: name@iupui.edu

Engagement Plan

Step 1: Awareness of Policy
Post notices in building; put reminder of policy on agenda for all meetings in July and Aug; send out e-mails to all list servs; put link to Tobacco Free web site on our home page; make a note of the new policy on any invitations which we send out to groups who will be using our building; review any web site materials which may help us interpret the policy – "Managing Change" guidelines, etc

Step 2: Engagement
Determine "walking route" based on "hot spots" map from CFS; recruit/assign individuals who will walk the routes; have them sign up to attend one of the training workshops offered by the Tobacco Free Committee; have walkers sign up for specific dates/times to walk on a standardized form (try to have enough volunteers so each pair only has to walk once a week); have someone in charge of sending weekly reminders to walkers; encourage walkers to respond to a specific person about encounters they had on their routes – what works, difficult situations;

Compile data for 6 and 12 month evaluations; someone to complete "Engagement Rounds Tally Sheet" and send it to Holly or Katie; confer with other areas as necessary with questions, concerns

Step 3: Mapping Plan for Engagement
Set times for walks – change times each day of the week; determine resources the walkers with have with them (some materials will be given out at the training; others can be downloaded from the Tobacco Free web site); submit plan on-line, with dates/times of walks

Step 4: Evaluation/Assessment of Engagement rounds
Review tally sheet on a regular basis to adjust plan as necessary; consider how "cooperative" people have been to ask smokers not to smoke and of smokers for not smoking on IU property

---

Academic Unit Sample Plan

• School: N/A
• Department: Academic Unit Sample Plan
• Email contact: name@iupui.edu

Engagement Plan

Step 1: Awareness of Policy
Email all dept. listservs with a link to www.tobaccofree.iupui.edu and announce new policy.
Place on all July/August meeting agendas
Send email to faculty, ask to place new policy on syllabi for courses.
Link on departmental website to www.tobaccofree.iupui.edu
Send out announcement in departmental newsletter
Upcoming campus visits, include a note to visitors about the new policy on campus
Will print posters and hang on doors and bulletin boards
Will post cessation resources

Step 2: Engagement

Will ask for volunteers to complete walk arounds
Will be monitoring all building entrances and hot spots indicated on map near building
Will send all employees who will be engaging tobacco users to the HR trainings in July
Will fill out tally sheet on a weekly basis, when possible.

Step 3: Mapping Plan for Engagement

Schedule will be as follows for the 1st 4 weeks of classes:

8:30-9:00am Round 1
10:00-10:30 am Round 2
Noon-1pm Round 3
2:00-2:30pm Round 4

Will evaluate based on traffic seen at these times, and frequency of smokers. After first 4 weeks, will assess if 4 rounds are needed, but will complete a minimum of 2 daily rounds.

Step 4: Evaluation/Assessment of Engagement rounds
Will complete tally sheet on a weekly basis and will evaluate effectiveness at 6 months and 12 months.

Most Valuable Links