Capstone
CGPH Applied Practice Information Guide 2016 - 2017
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CGPH Capstone Guide
TABLE OF CONTENTS Capstone Overview ...................................................................................... 3 Registering for the Course ......................................................................... 4 Capstone Project Criteria ........................................................................... 4 Human Subjects & Institutional Review Board (IRB) ............................ 5 Global Travel ................................................................................................ 5 Grievance Policy ........................................................................................... 6 Expectations of the Capstone Experience ............................................ 7 Expectations of Capstone Students ........................................................... 7 Expectations of CGPH Capstone Instructor(s) ...................................... 8 Expectations of CGPH Capstone Faculty Mentors ................................ 9 Expectations of NYU CGPH Administration ......................................... 9 Expectation of Capstone Sites/Organizations......................................... 9 Capstone Academic Year Timeline.......................................................12 Capstone Team Travel and Reimbursements ...................................13 Budget and Reimbursement Regulations ................................................13 Guidelines for Submitting Reimbursements ..........................................14 Travel Arrangements..................................................................................15 Frequently Asked Questions ...................................................................16
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CGPH Capstone Guide
CAPSTONE OVERVIEW The Capstone of the NYU College of Global Public Health (CGPH) is the culminating experience for students in the Master of Public Health (MPH) Global Health concentration. The Capstone is the applied practice experience, which allows students to synthesize the concepts, skills and knowledge they acquire throughout the program and demonstrate the acquisition of fundamental public health competencies while working on a real-time problem in global public health. The guiding purpose of Capstone is for students to work together in interdisciplinary teams on a project identified by an international or U.S.-based organization (such as a UN agency, a national or local government, a civil society organization, etc.). The Capstone experience is complemented by a two-semester Capstone course (GPH-GU 2621 Capstone I: Practice and Integrative Learning Experiences; GPH-GU 2622 Capstone II: Practice and Integrative Learning Experiences) during which teams are expected to refine the problem proposed by the organization, develop a learning contract governing the scope of the work and what is to be expected of both the Capstone team and the sponsor organization, complete a literature review, implement the project (including fieldwork of varying lengths) and prepare and present the final project to the organization and a paper and poster to the CGPH community. While a significant amount of work on the project will be done at NYU, most members of the Capstone team are likely to spend from one to three weeks in the field full-time gathering data or conducting assessments for data analysis and production of the final paper. The experience is also guided by the Capstone course instructor(s) and used as the basis for learning about interdisciplinary team development and maintenance, project management, and maintaining effective professional relationships in complex environments. Students are also assigned a faculty mentor at CGPH from who the students receive support throughout the Capstone experience.
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REGISTERING FOR THE COURSE Students must complete at least 12 credits hours of coursework in order to apply for the Capstone course. Students must also complete the following courses: GPH-GU 2106 or GPH-GU 5106 Epidemiology GPH-GU 2995 or GPH-GU 5995 Biostatistics for Public Health GPH-GU 2160 Qualitative and Field Methods Students need an access code in order to register for GPH-GU 2621 Capstone I: Practice and Integrative Learning Experiences. To receive an access code, students must complete a Capstone Skills Assessment by May 1 of the preceding year. A link to the Skills Assessment can be found on the Capstone page of the website. In preparation, students are encouraged to attend the Capstone Information Session and the Capstone Final Presentations event normally held during the final week of classes each spring.
CAPSTONE PROJECT CRITERIA The CGPH Office of Academic Affairs office works each year to identify Capstone projects that give students the opportunity to demonstrate fundamental public health competencies and apply the skills they’ve learned during their MPH studies while providing organizations with a team of committed students dedicated to addressing a public health need. We are interested in projects that meet the following criteria: Address a global public health issue that is consistent with the primary mission of the organization Have a realistic scope. Project proposals must outline an important concrete project with clearly defined objectives, expectations, and outcomes which can be completed within an academic year Offer a valuable learning environment. The project offers a challenging yet supportive learning environment for student teams and addresses core and concentration competencies Are technically feasible. The project involves realistic goals for data collection and analysis, and draws upon commonly used and accessible software applications (i.e., SPSS, Excel, PPT) In addition, we look for organizations and agencies that: Aug-16
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Have been operating for at least five (5) years. Can provide any necessary coordination and support. The organization should be able to identify two liaisons (primary and secondary) that will coordinate with the Capstone team and NYU CGPH regularly and provide access to information necessary to the successful completion of the Capstone project. Will be able to provide the appropriate human resources and capacity to undertake the Capstone project and support the Capstone team’s efforts. Students are given a budget for travel expenses only; any expenses related to, for example, program evaluation or the development of program materials is the responsibility of the organization. Can host students overseas during the students’ recess from classes (late December to early January). If overseas travel is a component of the project, liaisons should arrange ground transportation for students while they are on location. Can facilitate human subjects’ research and Institutional Review Board (IRB) approval, when necessary. Human Subjects & Institutional Review Board (IRB) Projects, both domestic and international, are subject to IRB (this includes projects that are eligible for exemption). If IRB is necessary, international projects must be approved (including letter of approval) by the local equivalent of an IRB before they are presented to the NYU IRB. IRB submission will also need to include any documents supporting data collection, for example copies of surveys, interview guides, and consent forms. For information on NYU’s University Committee on Activities Involving Human Subjects (UCAIHS), visit http://www.nyu.edu/ucaihs/. If your project involves human subjects with research initiated by the PI or organization, you must: Take, or have taken, and provide documentation of completing the CITI tutorial Ensure that the organization has their own IRB approval for the project. Global Travel Global Travel for your Capstone project must be approved by the NYU Public Safety Department before any travel arrangements are confirmed. All students are required to sign foreign travel releases in advance of any NYU sponsored travel. Students will be advised and guided through the travel process to ensure that they receive the proper vaccinations and visa support, and are provided safe accommodations at their destination. Students will be enrolled in HTH international health insurance, if they are currently not covered by international insurance. Students will be registered with NYU Traveler to ensure that their travel abroad is monitored by NYU Risk Management. Aug-16
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CGPH faculty and administrators are actively monitoring the safety of the locations where students will be visiting. We advise students to consistently maintain daily communication with their hosts, the CGPH Associate Dean of Students and CGPH Global Program Administrator, and to contact NYU Public Safety immediately in the event of an emergency. CGPH faculty and administrators rely on the host organizations to provide ground transportation with safe and reputable companies, and alert NYU of any security concerns. The safety and well-being of NYU students is our first priority so at any time there is a travel warning or advisory that the NYU community believes places our students in an unsafe or unstable situation, the CGPH will work with the US Government and NYU departments to organize an evacuation plan, or cancel travel in advance. If you have any questions or concerns about Global Travel, please contact Sharon Robert, CGPH Global Program Administrator, at
[email protected]. Grievance Policy Students and preceptors agree to the expectations outlined in the Practice Learning Contract. Should either party have a grievance, we encourage them to be resolved informally and in a timely manner. Students should discuss difficulties in an open and transparent manner and attempt to work directly with their liaisons to resolve them. Should the student decide that an issue with the liaison/organization needs intervention from CGPH faculty or administration, the student should bring the issue to the attention of the Capstone Instructor(s) and the Program Administrator for Applied Practice and Experiential Learning. Should the preceptor encounter difficulties with a student that is not resolvable with the student directly, he/she should contact the faculty or administrators. Further steps, such as site visits and educational/grievance contracts, will be implemented, as needed. More information on the grievance policy can be found on the MPH Program Policies webpage.
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EXPECTATIONS OF THE CAPSTONE EXPERIENCE A successful Capstone experience requires the commitment of several individual members of the Capstone group, Capstone course instructor(s), organization liaisons, and CGPH administrators who, together, make up the Capstone network. To ensure the best experience for all participants, certain expectations have been set forth, outlined below, and it is critical that each member of the Capstone network becomes familiar with these expectations and remains accountable throughout the experience. Expectations of Capstone Students Review and uphold the Capstone objectives, policies, requirements and timeline. Develop a Practice Learning Contract that will govern the scope of the project with the site/organization. Learn about the Capstone site and organization by researching various sources, including the organization’s website and written materials or publications. Participate actively throughout the Capstone project, sharing their experiences, knowledge and skills to enhance the process for all involved and to provide the best product to the organization. Identify the academic literature necessary to provide a framework in which the project will be implemented. Establish, develop and maintain an open dialogue with the Capstone site and liaisons Conduct themselves in a collegial and professional manner with their fellow students and the organization. Demonstrate a capacity for cooperation and resilience and allow for flexibility with their project if needed, knowing that real-time public health projects do not always go as originally planned. Place value on the team management, project management, and partnership aspects of the project. Contact program faculty and/or administrators with any questions or concerns regarding the Capstone requirements. Manage the financial expenses of the project in a professional and conservative manner according to the guidelines of the NYU CGPH and submit original receipts for expenses. Attend mandatory in-class pre-departure session, if traveling overseas. Abide by all policies and regulations of the host institution. Meet all deadlines, as determined by their team, the organization, and the NYU MPH Aug-16
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Program. Prepare a final report including a paper that integrates didactic knowledge with the team’s findings – and includes an abstract, background, project goal, project methods, results, conclusions and future directions – as well as a poster. Deliver an oral presentation of the project at the end of the semester to the NYU CGPH community. If overseas travel is a component of the project: Travel only during periods of recess when classes are not in session. Be aware that NYU provides student teams with a fixed budget to cover all travel expenses. Each team will have to consider what is in the best interest of the project and determine, within budget constraints and organizational capacity, how many students will be able to travel internationally. Work with CGPH Program Administrator for Global Coordination to get travel clearance and finalize arrangements. Discuss ground transportation arrangements with liaisons, ensuring safety. Alert NYU program staff if safety or security is a concern prior to or during travel. Notify Capstone instructor(s) and Program Administrator for Applied Practice with updated itinerary if travel plans change prior to or during travel. Abide by NYU’s and host organization’s travel and safety policies. Expectations of CGPH Capstone Instructor(s) Provide academic oversight of the Capstone projects and advise Capstone groups on developing the scope of their project. Mentor Capstone groups and provide guidance on team development. Offer expertise and experience as necessary to the Capstone groups. In collaboration with the Program Administrator for Applied Practice, act as a liaison between the students, organizations, and CGPH faculty and administration to highlight areas of concern and troubleshoot problems. Provide constructive feedback on written assignments and issues raised by students throughout the Capstone course and project. Evaluate the final Capstone papers and poster presentations and assign course grades.
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Expectations of CGPH Capstone Faculty Mentors Assist Capstone groups on IRB related matters Provide support and guidance to the Capstone groups in regards to their projects and collaboration with Capstone organization Assist students in further development of Capstone ideas Meet with Capstone groups throughout the project period Advise students on effective group dynamics and teamwork Help students identify resources that will enhance the quality of their Capstone projects Expectations of NYU CGPH Administration Provide administrative support to Capstone students and organizations and be available to answer questions and address concerns Establish and maintain clear and transparent guidelines for Capstone to be followed by students and organizations Provide a general orientation to organization liaisons (either in person or by telephone) at the start of the project in order to establish guidelines and address remaining questions. Advise students on links to academic and other resources available at NYU to assist them with their project Offer guidance to students on travel, acculturation, and accommodation possibilities if international travel is a component of a Capstone. Coordinate and plan final Capstone presentation activity. Obtain feedback from organizations on the value of the Capstone and jointly identify areas for improvement at the end of each project. Expectation of Capstone Sites/Organizations Identify a public health centered project that can be completed within the timeframe of one academic year and in line with the mission of the organization Review and uphold the expectations of this Capstone Guide. Identify a project liaison; a single point person who has accountability and authority within the organization and with whom the Capstone team can interact with regularly. o The primary liaison should also be available when students are on location. It is expected that a new liaison will be selected should the primary liaison leave during the project and CGPH administration will be alerted Aug-16
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Designate a secondary liaison in the event that the primary liaison is traveling or unreachable. Meet with the CGPH administration and Capstone instructor(s) – in person or by telephone – at the beginning of the project for an orientation of Capstone. Develop an explicit working agreement governing the scope of the project with CGPH administration and a Practice Learning Contract with the Capstone team o Please be advised that there will be a higher volume of interaction in the first two months of the academic year as the Capstone team develops the Practice Learning Contract, which acts as a mutually binding agreement regarding the goals and deliverables of the Capstone. Identify, and assist in obtaining written approval from, the local equivalent of an IRB or Research Ethics Board (REB) for the research, if necessary. Contact Capstone instructor(s) and/or Public Health with any questions or concerns regarding the Capstone team and/or project. Treat Capstone students as serious professional partners in a joint quest to devise solutions to the challenge as outlined while providing a nurturing learning environment. Establish and maintain clear lines of communication between the site/organization, Capstone team, and CGPH administration. Be able to provide the appropriate human resources and capacity to support Capstone team’s efforts while in the field. While there is no fee involved and students’ travel is largely covered by the CGPH, organizations should have sufficient capacity to adequately support the team. o Any expenses related to the successful execution of the project – program evaluation, the development of program materials, translators, staff personnel – are the responsibility of the organization. o Any expenses related to the students getting to (e.g. airfare, hired driver) and remaining at (e.g. accommodations) the field site are the responsibility of the NYU CGPH or the students themselves. Host an orientation for students upon arrival onsite to provide guidance on the programs, policies and regulations of the host institution and the laws and customs of the host community / country. Complete a final evaluation of the student team on forms provided by the NYU CGPH administration; be available to provide feedback on the value of Capstone at the end of the project and discuss suggestions for improvement.
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If overseas travel is a component of the project: Take into account students’ safety and security first and foremost at the host site. Be able to host students during their winter recess (late December/January). o While projects are 9-months long, students are ONLY available to travel overseas during their winter recess. Ensure that the primary liaison and other personnel will be on the ground and available during the time the team is working in the field to provide onsite support for the project, including connecting the student team with the appropriate personnel, community liaisons, etc. Arrange for ground transportation (van, driver, etc.) for Capstone team. o Organizations are not required to pay for ground transportation but we do ask them to arrange for it. Arrange for translators, if necessary. The organization is asked to absorb the cost of translators within their project budget. Please note: The CGPH MPH Program discourages in-country trips that require additional plane/travel reservations that cannot be cancelled on short notice or require additional funds to change reservations.
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CAPSTONE ACADEMIC YEAR TIMELINE (Based on two year program of study) Spring Year 1
CGPH administration works to identify Capstone sites and projects
March Year 1
Capstone Information Session: General Information
May Year 1
CGPH signs agreements with Capstone Organizations
May Year 1
Capstone Information Session: Discussion of Sites/Projects
May – June Year 1
Review and ranking of Capstone projects by GH students
June Year 1
Capstone project and group assignments sent to GH students
September/ Completion of learning contract between groups and Capstone October Year 2 organizations/sites October Year 2 Initial budget proposals to be submitted November Year 2
Final budget proposals and travel to be finalized and approved
December – Capstone groups in the field to gather data, conduct January Year 2 assessments, etc. February – April Year 2
Groups analyze data and prepare Capstone paper and poster
May Year 2
Groups complete Capstone paper and present poster at Culminating event Aug-16
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CAPSTONE TEAM TRAVEL AND REIMBURSEMENTS Each Capstone Team can be reimbursed up to an amount established by CGPH the program at the beginning of the year. Reimbursements will only be issued for pre-approved travel-related items. Allowable expenses might include one or more of the following categories: Ground transportation at field site - train, car, bus, boat (when visiting Capstone field sites out of the NYC area) – transportation to airport in U.S. not included Required immunization expenses Expenses incurred as a result of fieldwork (e.g. printing of flyers/posters, snacks for focus group, etc.) All reimbursement requests are subject to the discretion of the NYU CGPH. Budget and Reimbursement Regulations It will the team’s responsibility to prepare a detailed budget for all expected expenses, to follow NYU travel expense policies, and to submit the budget to NYU CGPH administration for approval prior to incurring any expenses. Capstone budget proposals should be sent to Sharon Roberts, the CGPH Program Administrator for Global Coordination, and Ohemaa Boahemaa, the CGPH Program Administrator for Public Health Practice Students must submit their final budget, as approved by the NYU CGPH, along with their request for reimbursement. If students were approved to purchase any software and/or equipment, these items must be returned to the NYU CGPH administration at the time reimbursement forms are submitted. The Capstone Team Reimbursement Form must be completed in its entirety and submitted along with all original receipts to the NYU CGPH administration no more than one week after their return o All receipts must be original and stapled to an 8 ½” x 11” piece of white paper, with a brief description of the expense and date incurred written legibly below the receipt. Note: Please retain and submit original receipts, including boarding
pass stubs.
Once the reimbursement forms and receipts have been received and approved, they will be processed and students will receive reimbursement via a check. No cash reimbursements will be issued. It will take approximately 6-8 weeks to process reimbursement requests. It is important that team members provide current mailing addresses for sending reimbursements. Aug-16
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Guidelines for Submitting Reimbursements Each student must keep track of his/her own expenses and complete the CGPH Capstone Reimbursement Form as well as the NYU Student Expense sheet with accompanying receipts. Each team should designate one individual to submit the team’s reimbursement along with the final approved Capstone budget. This individual must then collect each student’s documentation and submit the team’s paperwork collectively to the CGPH Program Administrator for Public Health Practice. Procedure for Submitting Reimbursement Receipts All receipts must be original and stapled to an 8 ½ by 11 piece of paper with a brief description of the expense written near the receipt. o Arrange receipts in chronological and by category (e.g. all taxis receipts should be group together in chronological order) If the transaction involves foreign currency, please include documentation to support the exchange rate(s) being used and the effective date of the rate(s) o Oanda.com can be used to determine exchange rates between the U.S. dollar and most international currency o Be sure to submit your final reimbursement in U.S. dollars, not in the
foreign currency
o A conversation calculation must be shown for each individual receipt o If a credit card was used, the charge on the statement should reflect the conversion rate(s) applied by the credit card company
*Please note: Students must return all equipment before any reimbursements will be processed* Important Tips for Reimbursements Make the paperwork easy to read and understand; many people will have to look at it and the less time they spend reviewing it, the sooner the payment can be made. Fill out the forms electronically instead of by hand. If you must fill out the forms (or components of the form) by hand, make sure all handwriting is legible Make sure that all supporting documentation shows not only that the expense was incurred, but also paid for. o For example: A car rental agreement is not proof of the expenditure unless it specifically shows the amount was paid. For questions on appropriate documentation, please visit the NYU Controllers Division Financial Policies and Aug-16
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Procedures: http://www.nyu.edu/financial.services/cdv/policies-pgS4. Provide specific information describing any amounts claimed under the "Other" category, namely miscellaneous expenditures which do not fit the standard categories. Double check the calculations! Once the reimbursement forms and receipts have been received and approved students can expect to receive the reimbursement in the mail, via a check, within 6 to 8 weeks. It is important that team members provide current mailing addresses for sending reimbursements. If you have any questions? Please contact the CGPH Program Administrator for Applied Practice at
[email protected]. Travel Arrangements Travel, domestic or international, is not a requirement for your Capstone project. If a team is approved for travel, the Global Program Administrator will contact the team members to provide guidance on making travel arrangements through Egencia, the NYU travel website, and navigating immunizations and visa requirements. Students are expected to adhere to the deadlines imposed to avoid delays in confirming arrangements, and follow the policies and procedures imposed for safe travel. Students will be responsible for completing and/or providing the following. Please note that this is not a complete list of items. Travel Survey Signed Foreign Travel Release Signed Supplemental Foreign Travel Release Copy of valid passport Emergency contact and phone number
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FREQUENTLY ASKED QUESTIONS How do I obtain information about the Capstone process? Please visit our website and review the information within this Capstone guide as well as all information given at the Capstone information sessions Will I be able to choose which Capstone project I will participate in? After the May Capstone information session, in which details about the Capstone projects and sites will be shared, students will be given the opportunity to give feedback on their preferred Capstone projects. While we do not guarantee that students will receive their first or second choice, student preferences will be strongly considered both when putting together the Capstone teams and assigning teams to a specific project. How will the teams be formulated? The Program Administrator for Public Health Practice and the Capstone course instructor(s) will work together to put together the Capstone teams in June. The goal is to form interdisciplinary teams so student professional experiences and skills will be considered in addition to students’ declared project preferences. How are the details of the Capstone project determined? The student teams and the organizations are expected to work together to refine the problem statement and develop a Practice Learning Contract that will govern the scope of the project. The student teams are expected to engage with their organizations in open dialogue about the parameters and expectations of the project. What if the team encounters unforeseen difficulties in its project? The very nature of a Public Health Practice experience, including Capstone, is that it is a complex, and sometimes messy, process as are many projects in the real world of public health. The nature and extent of the difficulties will determine what course of action the team should undertake. Students within each team should discuss difficulties in an open and transparent manner and attempt to work directly with the organization, with support from the CGPH administration, to resolve them. Should the team decide that an issue with the organization needs intervention from NYU CGPH administration, the team should discuss the issue with the Capstone course instructor(s) and/or the Program Administrator for Applied Practice and Experiential Learning for advice about how to handle the problem. Should the organization liaison encounter difficulties with the team that are not resolvable with the team directly, he/she should contact the Capstone course instructor(s) or CGPH administration, as needed. Will all students be expected to travel internationally as part of the Capstone experience? Although we anticipate that many projects will require travel to an international site for field work, Aug-16
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some may not. Each team will have to consider what is in the best interest of the project and determine, within budget constraints and the ability of its various members to travel internationally, how best to cover this part of the project’s requirements. Are students expected to make their own travel arrangements? No, students are expected to work with the Program Administrator for Global Coordination and the Program Administrator for Public Health Practice to finalize their budget and finalize their travel arrangements. Students are responsible for submitting all requirement documentation by the assigned deadlines. Are there any forms I must complete before traveling? The NYU CGPH requires that all students who travel internationally for program-related activities complete two forms prior to travel: the CGPH Foreign Travel Release Form and the CGPH Supplemental Foreign Travel Form, and a copy of their passport/visa to the CGPH administration. Any additional forms will be given to students by the Program Administrator for Global Coordination. How will the teams be evaluated? Teams will be evaluated on the quality of their Capstone paper and poster as well as any intermediate deliverables requested by the Capstone course instructor(s). Feedback from the organization will be requested on the final paper and the team’s effectiveness. The syllabus for Capstone I and Capstone II, disseminated at the beginning of each semester, will include information on required assignments, grading rubric, and requirements for final paper and poster.
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