Smoke/Tobacco-Free Policy Compliance Intervention Program - Funding Guidelines
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Smoke/Tobacco-Free Policy Compliance
Intervention Program
Funding Guidelines for 2018-2019
Thank you for your interest in participating in the Smoke/Tobacco-Free Policy Compliance
Intervention Program supported by the California Youth Advocacy Network (CYAN). CYAN is
pleased to be able to provide funding opportunities to colleges and universities dedicated to
strengthening compliance of their 100% smoke and/or tobacco-free policies.
This document includes an overview of the compliance program, the interventions, a program
timeline, and funding guidelines. The Funding Request Application will be submitted via a
survey monkey link (included in this document) along with a sample budget (included as a
separate document).
Overview
CYAN has received funding from the California Tobacco Control Program to develop and
implement interventions to support increasing policy compliance on smoke or tobacco-free
college and university campuses. The funding began in October 2017 and will end June 30,
2019. In addition to developing interventions, CYAN will provide up to $5,000 to 15 campus
locations per fiscal year (FY1: January 2018 – June 2018, FY2: July 2018 – June 2019) to
implement and test the impact of a compliance intervention.
In FY1, CYAN developed four interventions designed to increase policy compliance on California
university and medical campuses, including: Policy Ambassador Program, Signage Toolkit, Policy
Integration Toolkit, and an Online Compliance Training. Funded campuses selected one of the
four interventions to implement. Throughout the use of the intervention, local partners
provided CYAN with feedback on the usefulness of the tools and resources provided as well as
recommendations for changes. In addition to receiving funds and intervention tools, CYAN also
provided training and technical assistance to each participating campus when requested.
The first cohort of campuses that received funding and support from CYAN included 15
University of California (UC) sites (10 educational campuses, 5 medical campuses) and one
California State University (CSU) campus. The second cohort of funded campuses can include
any California college or university that has a 100% smoke or tobacco-free policy that was
implemented by September 2017. Campuses that received funding in FY1 are eligible to
receive funds in FY2; however, a new application must be submitted. In FY2, CYAN will fund a
total of 15 colleges/universities.
Throughout the academic year, CYAN staff will provide local technical assistance and training,
as needed. An important component of this funding is pre/post-intervention data collection.
CYAN will work with funded campuses to identify the best strategy for collecting pre-
1intervention data. At the end of the 2018-2019 academic year, a second round of data will be
collected and analyzed to show impact of the intervention.
Program Goal
The expected outcome of this funding is to identify effective educational-based approaches
that increase smoke or tobacco-free policy compliance. Throughout the funding period, CYAN
will work with partner colleges and universities to explore which interventions are most
effective in reducing tobacco use and waste on campus, characteristics of campuses that each
intervention works well on, and strategies for easily incorporating compliance efforts into
campus practices to ensure policy sustainability.
Policy Compliance Interventions
Based on observations of existing compliance strategies and feedback from different campus
partners, CYAN has created interventions that engage various populations on campus. The four
interventions available for use during the 2018-2019 academic year include:
1. Policy Ambassador Program – Student, Faculty, and Staff Engagement
Policy ambassadors serve as effective messengers for smoke or tobacco-free policies.
This intervention program will engage students, faculty, and staff to serve as policy
ambassadors. Materials provided for this intervention include a toolkit complete with
schedules, applications, training protocols, scripts, and an online or in-person training.
2. Signage Kit
For campuses interested in expanding and diversifying signage, this kit will include
graphics and extensive recommendations on placement and messaging. Support will be
provided to develop and place new signage to increase awareness of policy and quit
resources.
3. Online Compliance Training
The Online Compliance Training is similar to ticket diversion programs, which focus on
educating individuals about laws/policies in order to prevent them from future
violations. Diversion programs are used in place of citations. CYAN’s Online Compliance
Training includes information on a college/universities smoke or tobacco-free policy and
provides information that may encourage quit attempts. The training allows policy
violators to complete the training and receive a certificate of completion, which can be
presented to campus representatives.
4. Policy Promotion and Integration Program
There is a wide range of activities campuses can do to promote their smoke or tobacco-
free policies. By increasing policy awareness, the expected outcome is an increase in
policy compliance. A challenge with policy promotion, though, is sustaining educational
outreach and activities after the policy is implemented. This intervention guide lays out
2how campuses can successfully integrate smoke or tobacco-free policy efforts into
departments and programs throughout campus.
Funding Mechanism
CYAN will provide up to $5,000 to 15 colleges and universities between July 2018 and June
2019. The funding can be used to support implementation of an intervention and may be used
to purchase materials, pay student or staff stipends, train partners, and cover other expenses
associated with policy compliance efforts (e.g., media ads, incentives, etc.). The funds may not
be used to pay for cessation medications, including Nicotine Replacement Therapy (NRT)
products, personnel, benefits, overhead expenses or equipment purchases.
CYAN will work with each institution to develop a budget to reimburse for direct expenses or
directly pay for expenses on behalf of the site. CYAN cannot subcontract these funds out
directly to the institutions, as that is not allowable under the prime grant award.
Funding Requirements
Data Collection
Collection of data is critical to this project in order to measure impact of the interventions. A
campus observation using CYAN’s observational protocol must be conducted before the
intervention is implemented and following the intervention in Spring 2019 (April – June).
If a campus location is using another form of data collection, CYAN will work with the site to
ensure pre/post data is being collected. While this program is not a research project, CYAN
would like to collect as much data as possible to show policy impact as well as assist with
improving interventions. Additional required data once funding is distributed:
• Midway Assessment (online survey)
• Post Assessment (key informant interviews by phone)
• Observational Survey (collect pre/post data which includes a tobacco waste cleanup)
Project Lead
Each site is required to identify a Project Lead. This individual should be a staff member of the
institution who has authority to approve or spend funding on behalf of the college/university.
This individual will be the primary point of contact for this project.
A critical component of this project is to learn from each institution about: (1) any challenges
with implementation of the intervention; (2) successes with use of the intervention; and (3)
impact of intervention. In order to collect this information, CYAN will communicate with
campus program leads via email and phone on a bi-monthly basis (or more if additional support
is needed by the institution). At the conclusion of the program, each site lead will be asked to
complete an online survey to provide comprehensive feedback on use of the intervention.
3Budget and Invoice Reporting
A college/university campus can receive up to $5,000 to support smoke or tobacco-free policy
compliance activities. Funds can be used to pay for the purchase of supplies, printing, media,
events and meetings, incentives, and stipends for interns/ambassadors/consultants. Funding
can also be used to reimburse an institution for expenses associated with the removal and
placement of signage.
As noted above, the funds may not be used to pay for cessation medications, including Nicotine
Replacement Therapy (NRT) products, personnel, benefits, overhead expenses or equipment
purchases.
All appropriate backup documentations, receipts, and intern/ambassador invoices need to be
included with invoices. For direct purchases, all details need to be provided to CYAN, including
vendor, items, quantity and “ship to” contact and address. The funding is contingent on CYAN’s
review and approval of these documents.
Intervention Requirements
In order to ensure the success of the program, each intervention includes one requirement.
Applicants can propose additional activities to support the implementation and use one of the
following compliance interventions.
Policy Ambassador Program
Recruit and train core staff to interact with tobacco users on campus to educate them on the
campus policy and provide quit resources.
Signage Toolkit
Purchase and place new and/or additional forms of signage by January 2019.
Online Compliance Training
Appoint an individual(s) or department(s) to issue the online training to any policy violators;
responsibilities include tracking and reporting training completion.
Policy Promotion and Integration Program
Meet with a designated person from at least three campus departments and agree to complete
the items on the checklist.
Program Timeline
The following is an outline of funding and required activities for this program.
• May 22, 2018: Funding requirements and request forms released to campuses
• June 30, 2018: Online Funding Request Form submitted to CYAN. Funding will be
available to locations upon review of request and budget.
• July 16, 2018: College notified of funding awards.
4• August/September 2018: Conduct observation surveys for pre-implementation data.
The ideal time for data collection is 2-3 weeks after the start of the new academic year
and prior to the implementation of the compliance intervention.
• August/September 2018: Implementation of intervention
• January 2019: Completion of midway assessment
• June 30, 2019: Completion of intervention
• May/June 2019: Collection of post-intervention data with observation surveys
Required Application Materials
In order to be considered for funding, applicants must submit brief details about their proposed
efforts by completing the Online Request Application Form. Applications must include the
following:
• Confirmation the college/university has a 100% smoke or tobacco-free policy which was
implemented no late than September 2017.
• Identification of a Project Lead.
• Background on policy compliance challenges on campus.
• Selection of one of the four policy compliance interventions.
• Description of proposed intervention activities and timeline.
• Budget request including description of how funds will be spent.
• Confirmation of participation in data collection and evaluation activities through the
project term.
The Online Application Form is available at: https://www.surveymonkey.com/r/GCC5VPX
Deadline
Completed applications are due by June 30, 2018. All application materials and supporting
resources are available at www.catobaccofreecolleges.org. Funding award announcements
will be made by Monday, July 16, 2018.
Questions
If additional information is needed to assist with the completion of the application or for more
details on this Intervention Program, please contact Sal Ramirez at (916) 339-3424 x21 or
sal@cyanonline.org.
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