How do I submit my completed submission form?

Email completed submission forms to evidence@amchp.org with the subject line “MCH Innovations Database Submission”.

How long does it take to complete a submission?

The length of time it takes to complete a submission will depend in part on which designation you are submitting to. For example, a Best Practice submission will likely take longer than a Cutting-Edge submission because there are more questions to answer and it may take some time to pull together the evaluation data needed for the submission. Past applicants have shared that it can take between 2 to 8 hours to complete a submission, depending on which designation you are submitting for. That being said, if you feel that completing a submission is taking more time than that, please reach out to us at evidence@amchp.org and we will be happy to troubleshoot with you.

What are the chances of my practice being accepted?

If your work appears to be having a positive impact on MCH populations and is something that could be replicated elsewhere, then it is likely a good fit for our database. The vast majority of submissions are accepted to the database.

How do I know which designation I should apply for? 

There are multiple ways to figure out which designation is right for your practice. One was is to check out our Minimum Criteria Checklist which details the different criteria that are required for each practice designation. You can also check out the submission form for each designation to see if you have the information needed to answer those questions. Lastly, email us at evidence@amchp.org and we are happy to speak with you about your practice and figure out which designation is right for you!

Will I be able to provide clarification if reviewers have questions about my submission?

Yes! AMCHP staff will reach out to you with any questions that reviewers have while reviewing your submission. These questions will be compiled into our submission clarification form, which submitters will have about a week to respond to. Answers to the questions in the form will be shared back with reviewers.

What happens after my practice is accepted?

After your practice is accepted, there are two more steps to be featured in the database. The first step is to complete the Database Entry Survey that will be emailed to you by AMCHP staff. This will be your opportunity to input the information that you want displayed about your practice on your landing page in our database. The second thing is to complete the Practice Summary and Implementation Guidance Handout that will be featured in our database. AMCHP staff will pre-populate the handout with information from your submission form, and you will be asked to add additional implementation information for your practice such as budget, practice timeline, and staffing considerations, among other topics.

What is the innovation hub awards process?

Each year, AMCHP’s Innovation Hub Awards recognize exceptional programs in the MCH Innovations Database that have made a difference in maternal and child health. Awards are presented at our annual conference and winners are selected by AMCHP staff. All practices that submit and are accepted to the database are eligible for AMCHP’s annual Innovation Hub Awards. Awards include:

  • Best Practice Award: Awarded to the highest scoring practice out of the practices received that year.
  • Stakeholder Empowerment and Partnership Award: Awarded to the practice which demonstrates the greatest contribution to meaningful stakeholder empowerment and partnership.
  • Advancing Health Equity Award: Awarded to the practice which demonstrates the strongest impact of meaningfully advancing racial and health equity.
  • Practice Development Award: Awarded to the practice which has achieved substantial gains in moving up the Innovation Hub practice continuum.

How do I sign up to review for the Upcoming Practice Review?

To sign up to review for the next upcoming review taking place from mid-June through the end of July, please complete this short survey form by Friday May 28th.

What is the time commitment for being a reviewer?

Each review runs for approximately two months, once in the Spring and once in the Fall. The time commitment for serving as a reviewer is roughly 3 hours total including watching an orientation video, reviewing your assigned practice, and participating in one45 min review call with your fellow reviewers.

How often will I have to review?

It is entirely up to reviewers how often they review for Innovation Hub. Some choose to review during every review, and others only review every few years. Of note, the number of reviewers needed for each review depends on the number and topic areas of the practices that apply to our database. Therefore, not all interested reviewers may be able to participate in each review.

What are the benefits of being a reviewer?

Benefits of serving as a reviewer include:

  • Contribute to the MCH field by providing valuable feedback to developing and established practices
  • Be on the forefront of emerging MCH evidence-based/-informed practices
  • Gain experience with program evaluation and a peer-review process
  • Develop professionally while learning how AMCHP defines evidence and evaluates practices
  • Connect with MCH professionals from around the country

What do Innovation Hub reviewers do?

Reviewers assess submissions to the MCH Innovations Database along a Practice Continuum and assign a designation of Cutting-EdgeEmergingPromising, or Best Practice depending on the level of evidence demonstrating a practice’s impact, among other criteria. Each submission is reviewed by three reviewers. Reviewers also generate feedback for the submissions that is shared back with the Innovation Hub applicants to help inform and improve their work.

How do I know which Replication Project Track is right for my organization?

Complete our Replication Project Readiness Assessment. Our online assessment will help you (1) assess whether you’re ready to apply for a Replication Project and (2) determine which TA track is most appropriate for you. This assessment was developed with support from Oscar Fleming from NIRN and is based on key activities from the Implementation Stages Framework.

What are the benefits of participating in a Replication Project if my practice is already in the Innovation Station database?

Benefits for existing Innovation Station practices participating in a Replication Project include: 

  • Increase the visibility of your work and the reach of your program 
  • Receive national recognition and validation 
  • Develop the leadership skillsets of your staff regarding how to support someone in replicating your work and adapting it to their context 
  • Fulfill a criteria requirement to be considered for a Best Practice in Innovation Station 
  • Acquire more evaluation data to support the efficacy of your program in multiple settings/contexts 

What are the benefits of participating in a Replication Project for organizations and agencies not already featured in the Innovation Station database?

Benefits for organizations and agencies not already featured in the Innovation Station database participating in a Replication Project include: 

  • For community-based organizations, build relationships with your state’s Title V systems and systems in other states, and increase the visibility and reach of your work 
  • Learn from a peer state/territory/organization that has already implemented the program about experienced challenges, lessons learned, and useful datapoints for measuring success  
  • Receive support from national and state experts while addressing a systems challenge within your state 
  • Build and sustain meaningful relationships with key stakeholders, including family and community partners, individuals with lived experience, and direct service providers, while working on a specific project or initiative 
  • Develop a plan for program sustainability 
  • Maintain connectivity to national Title V work and transformation culture 
  • Increase the knowledge of Title V among stakeholders and leadership in your state agency/organization 

How is equity, particularly racial equity, embedded into the Replication Projects?

AMCHP is continuing to strengthen and expand its focus on identifying and disseminating MCH practices that contribute to achieving equity, in particular racial equity. As a part of this newest iteration of the Replication Projects, we are looking for applicants that center on equitable implementation (including designing/planning, replicating/adapting, evaluating, scaling up, and communicating) of Innovation Station practices. To do this, AMCHP has applied several equity-focused tools to each aspect of the Replication Project. These include: the Racial Equity Impact AssessmentIs My Implementation Practice Culturally Responsive ChecklistFoundational Practices for Health EquityHealth in All PoliciesRace Equity and Inclusion Action Guide, and How to Embed a Racial and Ethnic Equity Perspective in Research.

What is the structure and format of the Replication Projects?

The 2021-2022 Replication Project will run from approximately May 2021-April 2022.  AMCHP will provide two separate tracks of TA depending on an organization’s level of readiness to replicate an Innovation Station practice. One track focuses on capacity building and developing the infrastructure necessary to implement a practice in Innovation Station (the Capacity Building Track), and the second track provides TA for applicants who are ready to begin implementation of a practice (the implementation track). An interactive checklist to (1) assess the readiness of potential applicants to apply for a Replication Project and (2) determine which TA track is most appropriate was developed with Oscar Fleming from NIRN and is based on key activities from the Implementation Stages Framework.  

Both Replication Project tracks will be structured as cohorts with participants receiving group TA in the form of quarterly webinars which will focus on specific tools and trainings aligned with the Implementation Stages Framework. For example, the Capacity Building Track will focus on content related to assessing needs and generating buy-in to support replication. The Implementation Track will focus on adaptation, small tests of change, and program sustainability. As a point of clarification, these two tracks are distinct, and you do not need to have participated in the Capacity Building Track to apply for the Implementation Track. Individuals who participate in the Capacity Building Track may also apply for the Implementation Track later.  

During the tracks’ quarterly webinars, participants will have the opportunity to share and gather insights from other grantees. Each grantee will also receive extensive support and replication guidance from a representative of the Innovation Station practice being replicated. 

Why does the format and structure of the projects different from past years?

For those who have participated or thought about participating in our Replication Projects, you’re not imagining things. Our application and TA opportunity really are different! To better meet the technical assistance needs of participating organizations, over the past year AMCHP worked with its Best Practices Committee as well as current and former Replication Project participants to reimagine what the Replication Projects could look like.  

How does AMCHP define commonly used terms in their RFA?

You will see the following terms several times throughout our RFA:   

  • Technical Assistance 
    • Supporting individuals and organizations to increase their capacity to achieve an intended outcome. This may look like providing trainings, providing support to apply different tools, providing feedback/input on project activities, sharing relevant resources and materials.  
  • Core Components 
    • The key “ingredients” or activities of a practice. These are what make the practice function effectively.  
  • Replication 
    • Duplicating the activities from an Innovation Station practice in a different setting. For the purposes of the Replication Project, replication might not entail replicating a practice as is. Usually, some adaptation or innovation is required and is encouraged to make the practice more appropriate for the recipient’s specific context.    
  • Adaptation 
    • Modifying or adjusting aspects of an Innovation Station practice so it fits better with the context it will be implemented in.  
  • Implementation  
    • Putting the Innovation Station practice into action/the process of carrying out the Innovation Station practice. 
  • Stakeholders  
    • This refers to those individuals or organizations who will ultimately be impacted by your Replication Project. This includes a special emphasis on the community and those with lived experience. 

AMCHP uses a contract to execute its Replication Projects.  For common questions regarding contact execution and expenditures please view the questions below. 

Who should be included on the contract?

For the purpose of the Replication Project, AMCHP is only able to enter a contract with the entity who submitted the project application (grantee).  

Can we use a fiscal agent to handle our finances? 

The grantee may use a fiscal agent to handle their administrative work.  

  • AMCHP will not have any relationship with the fiscal agent or third party.  
  • The grantee is responsible for signing the contract and will be the designated payee.  

Can we begin planning our activities before the contract is executed?

The grantee can begin planning pre-award activities before the contract is executed. However, AMCHP will not approve pre-award expenditures.   

  • Grantees may not submit invoices until the contract is signed.  
  • The first invoice received must fall after the date of the signed contract.  

What is AMCHP’s contract process?

There are two main parts of the contract process: the risk assessment and the overall process.  

Risk Assessment  

  • Prior to developing a contract, AMCHP will send the grantee a risk assessment for completion.  You can access a copy of the risk assessment here: http://www.amchp.org/programsandtopics/BestPractices/InnovationStation/Documents/AMCHP%20Risk%20Assessment%20Policy.pdf.  
  • The purpose of the risk assessment is to systematically evaluate the potential financial risks that may be involved if AMCHP supports a grantee to participate in the Replication Project.  Grantees are then categorized according to level of financial risk. Note: If you are classified as high-risk this does not prevent you from participating in the Replication Projects. It means that AMCHP may need to provide you with additional support to participate. Please refer to the next question for more information on the risk assessment process.  
  • Once the grantee completes the Risk Assessment, the contract process will be initiated. 

Contract Process 

  • AMCHP will send the contract to the grantee. 
  • The grantee will review the contract and sign if no revisions. 
  • If revisions, send to AMCHP. 
  • AMCHP will go through an internal review process 
    • AMCHP staff will contact grantee to explain revisions and request further review and/or signature.   
  • AMCHP will sign the contract.  
  • The grantee will be provided with a copy of the contract signed by all parties. 

What if I am unable to complete the risk assessment required in the contract process?

We understand the risk assessment may be challenging for some grantees to complete. We recommend letting us know as soon as possible if you anticipate any barriers to completing the risk assessment. In this case, AMCHP will work with you to determine the best way to support your participation in the Replication Projects. This may involve being referred to small business financial training ahead of being awarded as well as AMCHP disbursing project funds in installments and requiring additional documentation/paperwork. Below are the three levels of financial risk and tentative monitoring plans.

Lower Risk

  • Review audit reports through and Federal Clearinghouse 
  • Review invoices to ensure: 
    • Timeliness, completeness and accuracy 
    • Milestones are representative of spending 
  • PI approval states “okay to pay” 
  •  Work is performed within the period of performance 

Moderate Risk

  • Review all steps in the “Lower Risk” category in addition to the following: 
  • If findings exist in the subrecipient’s audit report, determine how material they are and the risk(s) involved (operational, financial or compliance risks) 
  • Elevate potential risks to Grants & Contract team and Office of Finance and Accounting for discussion 
  • Request and monitor invoices more frequently (monthly vs. quarterly) 
  • Request and review financial reports more frequently (if possible) 

Higher Risk

  • Review all steps in the “Lower Risk” and “Moderate Risk” categories in addition to the following: 
    • Exercise your right to audit or consider performing a site visit or desk review 
    • Request supporting detail for all financial invoices and expenses 
    • Request regular contact and communication with the PI 
    • Document conversations and retain pertinent emails 
    • Withhold payments, if necessary 

Who is responsible for project-related expenses mentioned in the contract?

All project-related expenses mentioned in the contract and/or scope of work will be the sole responsibility of the grantee. AMCHP is responsible for exacting payment to the grantee for project expenses outlined in the project budget and according to AMCHP’s contract with the grantee. If this process may be financially unfeasible for your organization, AMCHP can work with you to implement an installment plan. With an installment plan, AMCHP will disburse the total award in set installments throughout the project year. The grantee will be responsible for providing receipts/documentation for any expenses incurred in addition to a monthly invoice. 

How often do invoices need to be submitted?

On a monthly basis, please submit an invoice along with proof/receipt of purchase to evidence@amchp.org.

Who can submit invoices? 

Invoices must be submitted by the grantee since AMCHP is only able to reimburse the grantee. 

  • If it is easier for someone outside the organization AMCHP has a contract with to purchase an item such as a flight, hotel, etc., have that person purchase the item and invoice the state/organization with which AMCHP has the contract.   
  • The grantee will then create an invoice on the other party’s behalf and submit to AMCHP along with supporting documentation. 
  • AMCHP will disburse reimbursement to the grantee. 
  • The grantee will use this payment to reimburse the other party.  
    • If using a fiscal agent, invoices must still be issued by the state/grantee. 

How long after I submit an invoice can I expect reimbursement?

Reimbursement will be sent within 30 days of receipt of the invoice. 

When is the last date all invoices need to be submitted by?

All invoices must be submitted by April 30, 2022 in order to receive reimbursement. 

How do I know how much funding I have spent or have left at any given time?

States must maintain their own system for tracking the amount of funding they have spent and how much they have remaining. AMCHP will maintain a file of invoices received. Please contact AMCHP if you would like to verify your expenditures and remaining balance.