Community Strategy Team

The Community Strategy Team (CST) is composed of parents, early childhood champions, and community advocates whose key role is to work together with the Whole Communities-Whole Health (WCWH) team in providing feedback and guidance on WCWH questions, research strategies, and development of technology. The CST helps to raise awareness, nurture and support the project in their communities. Its members are individuals who are particularly knowledgeable about early childhood, passionate about community work, and well connected within their community.

The purpose of this document is to help you become familiar with the structure of the group, the functions it serves and roles of members in this advisory body. CST members, in collaboration with the Community Engagement Specialist, created this document and have kept it updated to reflect the current circumstances. The CST will review this document on an annual basis to ensure it continues to reflect the evolution of the work of this committee and the WCWH Bridging Barriers grand challenge.

A list of current Community Strategy Team members can be found on the WCWH Team website.

Role of the Community Strategy Team: On-Going Guidance and Collaboration

The CST is not involved in the day-to-day operations of the project; rather it serves as a sounding board for WCWH as it conceptualizes its cohort study. Not only do CST members provide WCWH with valuable information and advice, but they also are instrumental in identifying existing work in the community and contribute a historical perspective about the community. CST members help find the issues and concerns within the community, as well as voice their thoughts and perspectives in the development of research steps. Subsequently, we hope CST members are willing to promote WCWH and related research projects within their community and networks.

Community Strategy Team Membership

Members & Terms

• • The CST consists of no less than six members, not affiliated with the University of Texas at Austin. The membership of the CST will include members with knowledge of or insight into the early childhood population and experience with community work with underserved populations. The exact number of members will be based upon the recommendation of the WCWH Thematic Organizing Committee (TOC).
  • Members serve a 1-year term, from September-August, with the option to renew their membership for up to 2 additional years. Renewal of membership and appointment of new members will be done annually. Under special circumstances, a CST member’s term may be extended beyond three years with approval from the CST and TOC. Alternatively, CST members may take a 1-year break from the CST and then re-apply for another 3 years.
  • In order to keep historical knowledge of the CST's work, each year this group cycles out 3-6 members and welcomes new ones.

Compensation

• • CST members are compensated for sharing their time and expertise.
  • Starting September 1, 2021, CST members will be paid $50/hour for their time, including the time spent at monthly meetings. CST members work up to 60 hours per term year (Sept-Aug) and must not exceed that without approval. Work outside of meetings, or in excess of 60 hours per year, will be mutually agreed upon by the CST facilitator, CST Co-chair and the CST member.
  • CST members are paid quarterly and may receive their pay via check or direct deposit, issued 30 days after the receipt of a signed invoice including their hours worked during the corresponding pay period. The CES will work with CST members to provide time logs where they track their time, and template invoices for them to sign. Pay periods are as follows:

1. 1. 1. September–November
      2. December–February
      3. March–May
      4. June–August

Member Selection Process

Once a year, during the summer, the TOC invites nominations for CST candidates. Community members and members of any WCWH team may nominate individuals who meet the qualification criteria stated in the call for nominations. Individuals who meet the criteria may also nominate themselves as well. The Community Engagement Specialist (CES) reviews nominations and invites competitive candidates to apply. After submitting the short survey application, selected finalists receive an invitation for a phone interview. A sub-committee of at least 1 CST member, 1 TOC member, and the CES review interviewees’ applications, interview summaries and reach consensus on which candidates will be invited to join the CST.

• • Onboarding

1. 1. 1. New CST members will work with the CES to complete the necessary paperwork to receive compensation.
      2. New CST members will receive digital copies of onboarding documents that outline the role of the CST, WCWH project information, and information about current members of the CST.
      3. New CST Members will be onboarded in a New CST Member Orientation, or depending on the circumstances the CES may do this as a 1:1 meeting with the new member(s).

CST Co-Chair

Co-Chair Role & Requirements

Starting Sept. 1, 2023, the CST will have one position for a CST Co-Chair, who will work with the WCWH Community Engagement Specialist to plan and facilitate meetings, provide support for CST members, and act as a leader for CST members. They are expected to attend all CST meetings and WCWH Steering Team meetings, barring unforeseen circumstances.

The CST Co-Chair should have served at least two years as a CST member, with preference for those who have also participated in a WCWH workgroup.

Co-Chair Term

The CST Co-Chair will serve a term of two years at a time.

Co-Chair Compensation & Time Commitment

The CST Co-Chair will be paid $75/hour for their time. CST Co-Chair will work up to 96 hours per term year (Sept-Aug) and must not exceed that without approval. Work outside of meetings, or in excess of 96 hours per year, will be mutually agreed upon by the CST facilitator and CST Co-chair.

Co-Chair Selection Process

The Community Strategy Team selects a CST Co-Chair every two years. The selection process takes place in the last quarter before the term year starts (June-Aug). CST members are first asked to nominate eligible candidates for the Co-chair position. Nominated candidates are asked to accept or decline the nomination. To select the position, CST members will meet and follow the selection process, outlined in the Co-Chair Selection Process document, to come to consensus on who the co-chair will be. The TOC will give final approval of the selection.

Time Commitment

Meetings

The WCWH Community Engagement Specialist (CES) facilitates the CST meetings and all correspondence between the CST and the research teams. 

• • The CST meets 11 times each year, once every month for two hours. The CST typically does not meet in August.
  • The CES will propose an agenda and share with the members in advance of each meeting. CST members are encouraged to add items to the agenda as appropriate.
  • The CST and TOC will have opportunities to meet, both through joint meetings of the two groups and by a rotating TOC member attendance at CST meetings. CST and TOC members are also able to work together on the WCWH workgroups, which are open to current and past CST members.
  • The CES will prepare a summary of each meeting and share the summary to all members after each meeting.

Attendance Policy

• • CST members are expected to attend all meetings.
  • Members should communicate ahead of time with the CES if they will be unable to attend a meeting.
  • Except in extenuating circumstances, members who miss three meetings during the year may be asked to forfeit the remainder of their appointment on the CST.

CST Activities

We require that CST members invest 2-5 hours a month, including the 2-hour monthly meeting, for additional activities related to the project. CST members should communicate clearly with the CES about their availability and ability to assist on projects and complete work outside of meetings.

Examples of CST activities

• • Support WCWH community engagement initiatives
  • Formulating and giving feedback on WCWH procedures in the cohort study
  • Giving feedback on proposed communications from WCWH
  • Participate in a WCWH Workgroup (past CST members may also participate)
  • Extracurricular: Professional development lectures, talks, and trainings.

How the Community Strategy Team Operates

Goals and Measurable Outcomes

The CST will work towards goals as identified by WCWH, and as agreed upon by the CST.

Decision Making

The CST functions in a collaborative manner. If a decision needs to be made, the CST works to reach a consensus or modified consensus on the issue. Two thirds of the members should be present for a consensus or modified consensus to be reached.

Meeting Agreements

• • Share your experience(s) and perspectives
  • Equity of Voice: everyone’s opinion is valid
  • Equality of voice: everyone’s opinion is heard
  • Listen actively and attentively
  • Test your assumptions about other people’s position
  • Timeliness: good communication, respect everyone’s time
  • Keep the idea separate from the person

Communications

• • The CES will maintain regular and clear communications with CST members about meetings and WCWH activities and initiatives.
  • The CST has its own listserv: centralcst@austin.utexas.edu, which can be used to email the entire CST and the CES.
  • CST members receive the following communications:

1. 1. 1. CST meeting calendar invitation and reminder, with the meeting link if the meeting is virtual
      2. Weekly updates on the cohort study, sent by the WCWH Research Coordinator
      3. Monthly news roundup of current events affecting the area of focus for the cohort study (Del Valle area / SE Travis County / Central TX)
      4. CST meeting agenda (3-5 days prior to the meeting)
      5. CST meeting notes (within a week after each meeting)
      6. Updates on WCWH activities, reminders for action items, and other related news as needed.
      7. Other communications as required.