6.8 Review and Approval of Informational and Educational Materials

Part I: Guidelines for Delegate Agency Program Management and Administration

All delegate agencies must have an Information and Education Advisory Committee of at least five and no more than nine members who are broadly representative of the community served and who are knowledgeable about family planning services. Broad representation can include, but is not limited to, the following: teachers, clergy, health educators, parents, clients, medical professionals, and community leaders. Ethnic and racial representation must be considered. It is advisable to utilize the expertise of this committee as often as feasible to update and enhance the agency community education plan and activities to meet work plan objectives. The agency's family planning advisory committee or governing board, if appropriate, may assume the functions of this committee.

The Information and Education Advisory Committee must:

  • Prior to their distribution, review and approve all information and educational materials to be used for family planning clients or for community information or education. This applies to all materials, whether purchased or developed.
  • Assure that materials are consistent with the purpose of Title X and reflect Title X policies (re. Section 59.5 of 42CFR) regarding:
    • Client eligibility
    • Client fees
    • Coercion
    • Confidentiality
    • Education about all methods of contraception and program services
    • Managing unplanned pregnancies by appropriate referrals
    • Intimate partner and domestic violence
    • Non-discrimination
    • Provision of required services
    • Abortion is not included as a method of family planning
    • Voluntary services
  • Periodically review the content of all materials to assure that the information is factually correct. (The committee may delegate responsibility for review of technical materials to appropriate persons or groups, but final responsibility and authority for approval rests with the committee).
  • Consider the educational and cultural backgrounds of the individuals to whom the materials are addressed.
  • Consider the standards of, and determine whether the material is suitable for, the population or community to be served.
  • Assure that all materials developed acknowledge Federal grant support (Refer to Section 6.10 for additional publication information).

The delegate should elicit client input in the development of educational materials. Clients should be asked to evaluate new brochures, pamphlets, etc., and client questionnaires may be utilized to determine perceived educational needs.

The Information and Education Advisory Committee must meet at least once in the calendar year. There must be a written record, such as minutes, of all Information and Education Advisory Committee meetings. (See Recommended Format for I&E Committee Meeting Minutes in Appendix H.) Copies of the Information and Education Advisory Committee meeting minutes must be kept on file at the delegate agency and submitted annually to the IDHS.

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