Timetable

Session outreach

• Direct tailored outreach efforts to underrepresented communities connected through specific Neighbourhood House volunteers, programs and partners
• Look to set up sessions with already-formed group or program that meets your intended community group
• Ensure that posters, flyers, and social media posts articulate who you are seeking to connect with, and who is hosting the event.
• Share any promotional materials and surveys with City staff for a brief review prior to sharing through community. 
• Generally, avoid outreach to broader community or membership (eg. email to community listservs), as these efforts will typically attract people with the most resources, time, and privilege, who are not the intended audience for the Navigator Program
• If you meet people from broad public who want to participate but don’t meet your target demographic, you may direct them to the website, to sign up for the newsletter, or to e-mail the City directly

Interim guidance on posters and promotional material

Interim guidance on surveys and data collection

Translated description of the Vancouver Plan

• Chinese - Simplified
• Chinese - Traditional
• Punjabi
• Tagalog
• Vietnamese

Session setup

• Identify possible barriers from your target community and attendees – and make arrangements to provide supports to ensure they can participate meaningfully (eg. interpreters or translated materials)
• If you are hosting a session online, take steps to ensure invitees are able to attend and participate. Access to, and familiarity with, technology and platforms is essential.
• Many community members living in poverty may not be able to participate without financial incentive. If you are engaging members facing this barrier, consider setting aside budget to provide an honorarium, or cover the cost of participating (eg. child- or elder-care).
• Share your draft questions with City staff for review before your session to ensure they are aligned with the program goals and mandate. 

Conversation Kit engagement questions

Inclusive Engagement Supports

Engaging People with Lived Experience (Tamarack Institute)

Session hosting

• Create/modify engagement questions so they are relevant to the community members, and tailor discussion format and/or activities to ensure members can participate.
• Perform a Territorial Acknowledgement to begin the session. Reflect on what such an acknowledgement might mean for the group you’re engaging. You may use the Guide provided in the Conversation Kit. You may also download the Guide on the Shape Your City site.
• Consider having a community agreement discussion to ensure that discussion between participants is respectful
• Articulate to participants how their input is being collected and how it will be used. While any identifying information will be deleted, Navigator’s reports with generalized input from the community may be posted on the Vancouver Plan website (to be discussed). For stories that are collected, explicit consent from the participant must be obtained.
• Ensure a note taker is present to document discussion, so the Navigator may review and derive takeaways, stories, quotes from the session for the report back.
• Where participants are comfortable providing, collect demographic information requested by the City. City is creating an online survey link that may be provided to participants to make it easier and safer to collect this information.

Conversation Kit Host guide

Territorial Acknowledgement Guide

Report back

• Review session notes and complete the form to the best of your ability. Template form will be available mid-January.
• First draft: Due February 9, 2021. The most important section to complete is the “Key findings” section, which will help shape the agenda for the Navigator-Policy Working Group session. City will respond with feedback and ask clarifying questions on input provided.
• Final draft: Due February 24, 2021. City may be in contact to ask for clarification on inputs provided.
• City staff can provide support to complete the report. Eg. Staff may interview Navigators and help type up inputs where necessary.

Policy Working Group workshop

• Complete a short questionnaire to provide your input on what you hope to gain from participating in a Policy workshop with City staff.
• Participate in second session with Policy Working Group staff. Workshop’s main focus will be on identifying ways which engagement inputs can advance policy work.
• Participate in facilitated breakout sessions with Policy staff to explore how key findings from your Navigator engagement(s) may be used in policy process and/or explore future role of Navigators and engagement to help further this work.

Evaluation

• Complete a five-question evaluation questionnaire to provide initial feedback and help guide discussion and agenda for Evaluation session.
• Participate in session with other Navigators to review strengths and challenges of Navigator program approach, draft list of recommendations, and options for future phase.
• Review of final report drafted by City staff (next phase).