Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans (2014)

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106 Tool A. Essential Steps for Conducting a Successful Virtual Meeting Tool B. Sample Guidelines for SHSP Peer Exchange Facilitators Tool C. Sample Peer Exchange Evaluation Form Tool D. SHSP Peer Exchange Agenda: One-Day Session (Example 1) Tool E. SHSP Peer Exchange Agenda: One-Day Session (Example 2) Tool F. SHSP Peer Exchange Agenda: Two-Day Session (Example) Tool G. Recent Event Agendas Tool H. Peer Exchange Workshop Recording Form Tool I. SHSP Peer Exchange Participants’ Packet Contents Tool J. Peer Exchange Responsibility Chart A p p e n d i x Tools for Conducting Peer Exchange Events

Tools for Conducting peer exchange events 107 Tool A. Essential Steps for Conducting a Successful Virtual Meeting Internet-based meetings, video meetings, and teleconferences are on the rise thanks to advancements in Web conferencing and video software, but hosting a virtual conference isn’t a simple click-of-the-mouse operation. The sections to follow will provide considerations specific to participating in an Internet-based meeting, a video conference, and a teleconference. Internet-Based Meeting The following advice will help you run a productive Internet-based meeting. 1. Be Proficient with the Software: It’s critical that you understand how your Web conferenc- ing software functions. Practice using any necessary tools, such as interactive whiteboards, application sharing and polling. Hold rehearsals with all presenters. As the meeting leader, you should test the Internet connection at least 20 minutes before the Web conference and post a “welcome” message for people who log in early. 2. Hard Wired Connections: To ensure stable connectivity throughout the meeting, consider the use of hard wired Internet connections instead of wireless, if feasible. 3. Prepare Participants in Advance: At least one week prior to the meeting, mail or email attendees the agenda and collateral documents. Also ensure participants have any required login information or passwords and won’t be blocked by firewall software. 4. Pick the Best Meeting Time for Participants from All Time Zones: Favorable starting times range from 11 a.m. to 2 p.m., when most people are available across the country. 5. Eliminate Distractions: Close the door to your office or the conference room, just as you would for an in-person meeting. For the best audio performance, rely on a quality headset: speaker phones sound tinny and distant and transmit background noises. 6. Play to the Camera: If a web camera is used, make sure your presenters are centered inside the screen. Adjust the focus before the meeting to avoid having to tweak it during the pre- sentation. Presenters should dress in solid colors—clothes with a lot of patterns or colors are distracting. In addition, avoid sudden movements that may blur the image. 7. Adhere to Online Etiquette: At the start of the Web meeting, encourage people to minimize all the windows on their computers, mute or turn off their mobile phones and close their doors. Next, introduce all the attendees. If the group is too large, then mention the offices or companies represented. Finally, take a few minutes to review chat features or other tools that will be part of the meeting. 8. Handle Questions Well: For small groups, reserved times for phone questions may work. For larger groups, you should rely on the software’s Q&A function. In either case, Q&A protocol should be discussed with participants at the beginning of the meeting. 9. Keep Participants Interested with Animation, Photos, Application Sharing or Other Visual Aids: Include polling questions at critical points throughout the meeting. Otherwise, bored meeting attendees may check emails or text a colleague and miss important information. 10. Post the Web Meeting on Your Agency’s Internet So Participants Can Review It Later: This is particularly helpful if your topic was in-depth or technical. Videoconference Meeting The following advice will help you host a successful video-based meeting. 1. Prepare Participants in Advance: At least one week prior to the meeting, mail or email attendees the agenda and collateral documents. Also ensure participants have any required login information or passwords and won’t be blocked by firewall software. TIP FOR A SUCCESSFUL PEER EXCHANGE: Use the polling feature to collect useful information and keep online participants engaged.

108 Using peer exchanges to improve the effectiveness of Strategic Highway Safety plans 2. Pick the Best Meeting Time for Participants from All Time Zones: Favorable starting times range from 11 a.m. to 2 p.m., when most people are available across the country. 3. Eliminate Distractions: Consider anything that could detract from the conference. This could be excessive light coming in a window or noise from a hall. Close the door to your office or the conference room, just as you would for an in-person meeting. 4. Arrive Early to Test Connection: Log in to the video meeting 5–10 minutes before the meet- ing start time to ensure all login information is correct and the video connection is suitable. 5. Adjust Equipment: Adjust the camera so everyone at your site can be seen. Do not adjust the camera during a conference. This is very distracting for participants. Make sure everyone is vis- ible and centered in the view. Place the microphone in a location where everyone can be heard and away from places where people will be moving papers or creating other distracting noise. 6. Mute the Microphone: Always put the microphone on mute unless someone from your site is speaking. However, always assume the microphone is on, and do not say or do anything in or around cameras or microphones that is unprofessional. 7. Make Formal Introductions: If the participants do not know each other, ask them to introduce themselves. 8. Act Normally: Look at the monitor to see the other participants, speak like you normally would, and use natural gestures. 9. Don’t Be Distracted: Checking your Blackberry every couple of minutes or looking around the room can distract other participants. Minimize distractions and focus on the conference. 10. Be Patient: Keep in mind there is a slight audio delay; be patient if it seems to take someone a few seconds to respond. Teleconference Meeting The following advice will help you host a successful teleconference meeting. 1. Prepare Participants in Advance: Provide participants the date, time, and expected duration of the call. If you are using a dial-in service, include the toll-free dial-in number and par- ticipant passcode. If overseas participants are included, also provide the international toll or toll-free dial-in number. Forward any written documents or presentation copies participants may need ahead of time. 2. Arrive Early to Test the Connection: Log in to the teleconference meeting 5–10 minutes before the meeting start time to ensure all login information is correct. As participants join the teleconference, advise them that the call will begin promptly. 3. Position the Speakerphone: Position speakerphone (if used) near key participants. Use the best speakerphone equipment available to maximize quality of the sound. 4. Welcome Participants: Begin with a roll call to confirm attendance and welcome participants to the meeting. 5. Review Ground Rules: Review the agenda and any meeting ground rules. Advise participants to mute phones when not speaking and to avoid creating background noise such as rustling papers or side conversations. Ask participants to identify themselves when speaking and address people by name when asking questions. 6. Be Patient: Keep in mind there is a slight audio delay; be patient if it seems to take someone a few seconds to respond. Internet-based meeting information was modified from National Federation of Independent Business http://www.nfib.com/business-resources/business-resources-item?cmsid=49992 Video-based meeting information was modified from Alabama Department of Public Health http://adph.org/ALPHTN/Default.asp?id=5388 Teleconference meeting information modified from New Jersey Entrepreneur Today http://www.njentrepreneur.com/articles/technology/conference_calling_20070801431/

Tools for Conducting peer exchange events 109 Tool B. Sample Guidelines for SHSP Peer Exchange Facilitators Congratulations and thank you for accepting the invitation to moderate/facilitate a session at the SHSP Peer Exchange. This is an excellent opportunity for you to assist in the sharing of knowledge and information between your colleagues and initiate assessment of the State’s plan as we move forward. This document will assist you in preparing for the Facilitated Peer Discussion session. These guidelines are designed to enable the facilitator to maximize the session time and keep the discussion on track. A laptop computer will NOT be available in the Peer Discussion room, except for the recorder’s use. The intent of the session is to be a “face-to-face” informal discussion between peers. Facilitator Duties & Responsibilities • Advise the Moderator or other hosts of any concerns or questions as early as possible. • Pick up your badge and materials at the Registration Desk. Double-check the time and loca- tion of your session in the Peer Exchange, which you will receive with your registration packet. • Attend the Overview Presentation to meet the speakers in your session. • Arrive at the Workshop Breakout session early to ensure the room is set up properly and materials are available. The chairs should be in a circle if possible. A large newsprint tablet will be available on an easel and a recorder has been appointed to take notes during the session. If the room is not in order, immediately inform a representative of the planning committee. • Instruct any presenters to sit in a visible location during the Workshop Breakout session and to repeat any questions before answering. • Welcome attendees to the session. Introduce the session. • Announce the location of the exits/safety evacuation information. Identify those in the session trained in First Aid/CPR. • Ask attendees and presenters to turn off their cell phones or turn the ring to vibrate. Inform attendees that any calls should be taken outside the room. • Session rooms often fill to capacity. If all seats are filled, ask those standing to find a different session to attend, due to fire safety regulations. • Introduce yourself: Name, Title, and Employer. Then invite each person (beginning with the speaker and recorder) to introduce themselves using the SAME model that you used. Introductions should be brief, and you may need to monitor this closely. • Explain that the purpose of the discussion is to share lessons learned, best practices, chal- lenges, concerns, and opportunities about the “Session Topic.” Explain that, at the end of the session, the notes will be used to give a summary at the plenary session. – Clarify among the three people (facilitator, presenter, & recorder) who will read notes at the session. – Remind attendees that each participant will receive a full event report a few weeks after the conference. • Seek input from attendees on the topics they want to see covered during the session. The speaker may be able to adjust his/her presentation to address many of these in the presenta- tion. If not, consider holding a stand-alone discussion of the topic after the presentation. • Seek input from topic presenter—request that the presenter start with a few sentences about Best Practices (What works?). • Seek input from group on the related session topic: – Best Practices (What works?); – Lessons Learned/Barriers/Challenges (What Doesn’t Work?);

110 Using peer exchanges to improve the effectiveness of Strategic Highway Safety plans – Development Updates and Resource Suggestions (Where/How?); and – Remaining Concerns/Questions. • The Facilitator manages the session. – Manage the discussion. Encourage broad participation (e.g., Name, you haven’t commented on this subject. Do you have thoughts that you’d like to share?). – Be careful that a few participants don’t dominate the discussion (e.g., Name, that’s a good point. Let’s hear what others have to say about this issue.). – Attempt to solicit brief responses so the maximum number of topics can be covered. The attendees want to learn from the experiences in other jurisdictions. – Sum up/review what your group discussed. – Coordinate with your recorder. The notes need to be turned in after the report to the Conference Committee along with all materials (e.g., flipchart notes, etc.). • Adhere to the time schedule. You may want to ask your recorder to help you monitor the time. The group should be reminded at halfway through and 10 minutes before closing. The session should begin on time and end on time. • Thank the audience for attending and close the session. General Comments • Ensure that the discussion is directly tied to the goals of the peer exchange and SHSP. • Encourage the start of discussion by asking icebreaker questions related to the topic area. • Avoid imparting your personal opinion or steering the discussion. Source: Modified from Oklahoma DOT

Tools for Conducting peer exchange events 111 Tool C. Sample Peer Exchange Evaluation Form EVALUATION FORM Host State SHSP Peer Exchange Name (Oponal) _______________________ Date Title __________________________________ Agency ________________________________ Discipline ______________________________ Role in SHSP____________________________ Please complete this evaluaon form before leaving the peer exchange event. SECTION 1: CONTENT AND STRUCTURE OF PEER EXCHANGE 1. Did the Peer Exchange meet your expectaons? (please circle your responses) 1 2 3 4 5 (below) (exceeded) 2. How would you rate the following elements of the Peer Exchange? • Usefulness of overall experience 1 2 3 4 5 (low) (high) • Relevance of the peer presentaons 1 2 3 4 5 (low) (high) • Relevance of the group acvies 1 2 3 4 5 (low) (high) 3. Was the purpose of the peer exchange event clearly arculated? 4. What aspects of this event did you find to be the most beneficial? 5. What aspects of this event did you find to be the least beneficial? 6. Did we accomplish the objecves and goals of the peer exchange? 7. What related topics would you like to see presented/discussed at future peer exchanges?

112 Using peer exchanges to improve the effectiveness of Strategic Highway Safety plans 8. Can you idenfy one specific item you heard at the event that can be used to improve safety in your State or community? 9. How could we have be
er engaged the parcipants? 10. Please add any comments related to the content and structure that could help us in planning future peer exchanges: SECTION 2: FACILITIES AND LOGISTICS 1. Please rate the facilies: • Comfort of meeng rooms 1 2 3 4 5 (low) (high) • Ability to see/hear speakers 1 2 3 4 5 (low) (high) • Locaon of peer exchange 1 2 3 4 5 (low) (high) • Adequacy of meals/snacks 1 2 3 4 5 (low) (high) 2. Please rate the organizaon of the event: • Ease of registraon process 1 2 3 4 5 (low) (high) • Timing of the event related to State needs (me of year) 1 2 3 4 5 (low) (high) • Logical arrangement of topics and sessions 1 2 3 4 5 (low) (high)

Tools for Conducting peer exchange events 113 • Networking opportunies 1 2 3 4 5 (low) (high) • Break frequency and duraon 1 2 3 4 5 (low) (high) • Duraon of event 1 2 3 4 5 (low) (high) 3. Please rate the quality of facilitators: • Ability to stay on me/on target with content 1 2 3 4 5 2 3 4 5 (low) (high) • Enthusiasm for topics 1 (low) (high) • Ability to keep parcipants engaged 1 2 3 4 5 (low) (high) 4. Please rate the quality of the session content, speaker, and peer expert panel • Timeliness of session topics 1 2 3 4 5 (low) (high) • Quality of speakers 1 2 3 4 5 (low) (high) • Quality of peer expert panel 1 2 3 4 5 (low) (high) 5. Please add any comments related to facilies and logiscs that could help us in planning for future peer exchanges:

114 Using peer exchanges to improve the effectiveness of Strategic Highway Safety plans SECTION 3: PEER EXCHANGE FOLLOW-UP 1. Please rate the following: • I understood my role at the peer exchange. 1 2 3 4 5 (low) (high) • I plan to stay engaged with the SHSP process. 1 2 3 4 5 (low) (high) • I understand how I will follow up with the recommenda…ons. 1 2 3 4 5 (low) (high)

Tools for Conducting peer exchange events 115 Time Event Room Leader 7:00 – 8:00 Registration, Continental Breakfast Attendees 8:00 – 8:10 Introductions & Housekeeping Items Moderator 8:10 - 8:20 Welcome/Charge – What to accomplish at this event. Purpose and objective. Sr. Leader 8:30 – 9:30 Briefing on the Current Status of the SHSP and Updated Statistical Trends (Federal & State) Speakers 9:30 – 9:45 Instructions for Workshop Sessions Speaker 9:45 – 10:00 Break Attendees 10:00 – 12:00 Workshop Breakout Groups Topic A - Workshop Group 1 Facilitator & Recorder Topic B - Workshop Group 2 Facilitator & Recorder Topic C - Workshop Group 3 Facilitator & Recorder Topic D - Workshop Group 4 Facilitator & Recorder 12:00 – 1:00 Lunch (Networking lunch or Presentation from Highway Safety Expert) Guest Speaker 1:00 – 2:00 Plenary Session - Workshop Reports Moderator & Facilitator 2:00 – 2:15 Break Attendees 2:15 – 3:45 Workshop Breakout Groups Topic E - Workshop Group 1 Facilitator & Recorder Topic F - Workshop Group 2 Facilitator & Recorder Topic G - Workshop Group 3 Facilitator & Recorder Topic H - Workshop Group 4 Facilitator & Recorder 3:45 – 4:30 Plenary Session - Workshop Reports Moderator & Facilitator 4:30 – 4:45 Wrap-Up & Closing Comments Moderator Tool D. SHSP Peer Exchange Agenda: One-Day Session (Example 1)

116 Using peer exchanges to improve the effectiveness of Strategic Highway Safety plans Time Event Room Leader 7:00 - 8:00 Registration, Continental Breakfast Attendees 8:00 - 8:30 Welcome & Introductions & Housekeeping Items Moderator 8:30 – 10:00 Plenary Session - Briefing on the Current Status of the SHSP and Updated Statistical Trends (Federal & State) Speakers 10:00 – 10:15 Break Attendees 10:15 – 12:00 Plenary Session - Panel Discussion Best Practices & Lessons Learned Speakers 12:00 – 1:00 Lunch (Featuring Senior Leadership) Lunch (Networking lunch or Presentation from Highway Safety Expert) Speaker 1:00 – 1:15 Workshop Breakout Session Instructions Moderator 1:15 – 3:00 Workshop Breakout Groups Topic A - Workshop Group 1 Facilitator & Recorder Topic B - Workshop Group 2 Facilitator & Recorder Topic C - Workshop Group 3 Facilitator & Recorder Topic D - Workshop Group 4 Facilitator & Recorder 3:00 – 3:15 Break Attendees 3:15 – 4:00 Plenary Session - Workshop Reports Moderator & Facilitator 4:00 – 4:30 Wrap-Up & Closing Comments Moderator Tool E. SHSP Peer Exchange Agenda: One-Day Session (Example 2)

Tools for Conducting peer exchange events 117 DAY 1 Time Event Room Leader 7:00 – 8:00 Registration, Continental Breakfast Attendees 8:00 – 8:30 Introductions & Housekeeping Items Moderator 8:30 – 9:00 Welcome/Charge – What to accomplish at this event. Purpose and objective. Sr. Leadership 9:00 – 10:00 Plenary Session - Panel Discussion Briefing on the Current Status of the SHSP and Updated Statistical Trends (Federal & State) Speakers 10:00 – 10:15 Break Attendees 10:15 – 12:00 Plenary Session - Panel Discussion Data Driven Approaches Speakers 12:00 – 1:00 Lunch (Networking lunch or Presentation from Highway Safety Expert) Speaker 1:00 – 1:15 Workshop Breakout Session Instructions Moderator 1:15 – 3:00 Workshop Breakout Groups Topic A - Workshop Group 1 Facilitator & Recorder Topic B - Workshop Group 2 Facilitator & Recorder Topic C - Workshop Group 3 Facilitator & Recorder Topic D - Workshop Group 4 Facilitator & Recorder 3:00 – 3:15 Break Attendees 3:15 – 4:00 Plenary Session - Workshop Reports Moderator & Facilitator 4:00 – 4:30 Wrap-Up & Closing Comments Moderator Tool F. SHSP Peer Exchange Agenda: Two-Day Session (Example)

118 Using peer exchanges to improve the effectiveness of Strategic Highway Safety plans DAY 2 Time Event Room Leader 7:00 – 8:00 Registration, Continental Breakfast Attendees 8:00 – 10:00 Plenary Session - Panel Discussion Best Practices & Lessons Learned Speakers 10:00 – 10:15 Break Attendees 10:15 – 12:00 Plenary Session - Panel Discussion Changing the Safety Culture Speakers 12:00 – 1:00 Lunch (Networking lunch or Presentation from Highway Safety Expert) Speaker 1:00 – 3:00 Workshop Breakout Groups Topic E - Workshop Group 1 Facilitator & Recorder Topic F - Workshop Group 2 Facilitator & Recorder Topic G - Workshop Group 3 Facilitator & Recorder Topic H - Workshop Group 4 Facilitator & Recorder 3:00 – 3:15 Break Attendees 3:15 – 4:00 Plenary Session - Workshop Reports Moderator & Facilitator 4:00 – 4:30 Wrap-Up & Closing Comments Moderator

Tools for Conducting peer exchange events 119 Idaho SHSP Workshop November 9, 2009 AGENDA 7:30 Continental Breakfast 8:00 Welcome — Acting Director Scott Stokes, ITD 8:15 Workshop Overview and Expected Outcomes — Mary Hunter 8:30 Review of Idaho's Crash Problem and Current Programs — Brent Jennings 9:00 Strategic Highway Safety Plan Value and Purpose — Tamiko Burnell, FHWA 9:30 Break 9:45 Missouri's Systemic Approach to Saving Lives — Jon Nelson, Missouri Department of Transportation 10:30 Washington's Local Safety Corridors and Local Coalitions Angie Ward, Washington Traffic Safety Commission Matthew Enders, Washington Department of Transportation 11:45 Discussion of Facilitated Work Groups — Tamiko Burnell 12:00 Lunch 1:00 Emphasis Area Breakout Groups Session 1 — Selection of Effective Strategies 2:00 Emphasis Area Breakout Groups Session 1 — Report Out 2:30 Break 2:45 Emphasis Area Breakout Groups Session 2 — Selection of Action Steps for Strategies 3:45 Emphasis Area Breakout Groups Session 2 — Report Out 4:15 Future Expectations and Next Steps 4:30 Adjourn Tool G: Recent Event Agendas

120 Using peer exchanges to improve the effectiveness of Strategic Highway Safety plans Alaska / North Dakota SHSP Peer Exchange August 15, 2012 Juneau, Alaska | Bismarck, North Dakota AGENDA TIME DURATION TOPIC SPEAKER OR FACILITATOR, AGENCY, AND LOCATION DURING THE PEER EXCHANGE (IN PARENTHESIS) 8:00 – 8:30 AT 11:00 – 11:30 CT 30 min. Welcome/ Introductions Brief overview of NCHRP 17-52 Overview of the Day Brian Chandler (AK) ND Welcome – Mark Nelson, NDDOT Safety Division (ND) Alaska Welcome – Jill Sullivan, ADOT Division of Program Development (AK) 8:30 – 9:15 AT 11:30 – 12:15 CT 45 min. Review of SHSP documents and implementation - Alaska/North Dakota Jill Sullivan (AK) Mark Nelson (ND) 9:15 – 10:00 AT 12:15 – 1:00 CT 45 min. Roadway Departure Safety Tom Welch, SAIC (ND) Howard Preston, CH2M Hill (ND) ND and AK strategies – discussion from participants 10:00 – 11:15 AT 1:00 – 2:15 CT 75 min. Lunch / Brunch Break 11:15 – 12:45 AT 2:15-3:45 CT 90 min. Behavioral Discussion: • Belt Use/Impaired/ Aggressive Driving • Distracted Driving/Older Drivers/Young Drivers Cheri Marti, CH2M Hill (ND) – National Perspective: Behavioral Factors in Traffic Safety and Example Best Practices Bonnie Walters, ADOT Division of Program Development – Human Factors Overview Karin Mongeon, NDDOT Safety Division, Traffic Safety Office (ND) – Human Factors Overview from North Dakota 12:45 – 1:00 AT 3:45-4:00 CT 15 min. Break 1:00-1:30 AT 4:00-4:30 CT 30 min. Evaluation/Performance Measures Discussion Richard Retting, Sam Schwartz Engineering (ND) ND and AK strategies 1:30 – 2:15 AT 4:30 – 5:15 CT 45 min. Implementation/Resources/Funding Sources Discussion Tom Welch, SAIC (ND) ND and AK strategies 2:15-2:30 AT 5:15-5:30 CT 15 min. Summary/Review/Wrap-Up Brian Chandler, SAIC (AK)

Tools for Conducting peer exchange events 121 Arkansas SHSP Peer Exchange Agenda Date: July 31, 2012 Location: Embassy Suites - Little Rock, Arkansas TIME DURATION TOPIC SPEAKER OR FACILITATOR 7:00 – 8:00 60 Registration/Continental breakfast 8:00 – 8:15 15 Welcome/ Introductions Scott Bennett, AHTD Sandra Otto, FHWA 8:15-9:45 90 Morning Plenary Session Personal Story Toward Zero Deaths Initiative Toward Zero Deaths – Utah Experience National Roadway Safety Trends Instructions for Breakout Sessions Moderator: Jessie Jones, AHTD Teresa Belew, ADH Kelly Hardy, AASHTO, Washington, DC Brent Wilhite, PPBH, Salt Lake City, UT Romell Cooks, NHTSA Reg 7, KC, MO Andy Brewer, AHTD 9:45 – 10:00 15 Break/Networking 10:00-11:00 50 + 10 For transition to next room Breakout Session #1 Topic 1 – Roadway Departure/Intersections Topic 2 – Seatbelts/Motorcycle Helmets/Child Protection Topic 3 – Alcohol/Impaired Driving Tom Welch, SAIC John Mathis, AHTD Romell Cooks, NHTSA Reg 7, KC, MO Terecia Wilson, Retired SCDOT Teresa Belew, ADH Fran Flener, Arkansas Drug Director 11:00-12:00 50 + 10 For transition to next room Breakout Session #2 Topic 1 – Roadway Departure/Intersections Topic 2 – Seatbelts/Motorcycle Helmets/Child Protection Topic 3 – Alcohol/Impaired Driving Tom Welch, SAIC John Mathis, AHTD Romell Cooks, NHTSA Reg 7, KC, MO Terecia Wilson, Retired SCDOT Teresa Belew, ADH Fran Flener, Arkansas Drug Director

122 Using peer exchanges to improve the effectiveness of Strategic Highway Safety plans 12:00 – 1:00 60 Lunch (Buffet) Presentation: Arkansas Roadway Fatalities – Trauma and Health Perspective Dr. Mary Aiken, Dept. of Pediatrics, UAMS 1:00 – 1:45 45 Reports from Morning Breakout Topics (10 min each) Moderator: Joe Heflin Discussion from breakout moderators 1:45 – 2:00 15 Break / Head to Breakouts 2:00 – 3:00 50 + 10 For transition to next room Breakout Session #3 Topic 4 – Distracted/Drowsy/Speed/Aggressive Topic 5 – Older/Teen Drivers Topic 6 – Work Zones Bill Sullivan, NHTSA Bridget White, ASP Dr. Shelia Cassidy/ Dr. Mary Aitken Steve Kite, NCDOT / Mark Headley, AHTD 3:00 – 4:00 50 + 10 For transition to next room Breakout Session #4 Topic 4 – Distracted/Drowsy/Speed/Aggressive Topic 5 – Older/Teen Drivers Topic 6 – Work Zones Bill Sullivan, NHTSA Bridget White, ASP Dr. Shelia Cassidy/ Dr. Mary Aitken Steve Kite, NCDOT / Mark Headley, AHTD 4:00 – 4:45 45 Reports from Afternoon Breakout Topics (10 min each) Moderator: Jessie Jones Discussion from breakout moderators 4:45 – 5:00 15 Closing Remarks Moderator: Jessie Jones

Tools for Conducting peer exchange events 123 WORKSHOP TOPIC NUMBER ITEM NUMBER DESCRIPTION OF STRATEGY, ACTION ITEM, OR RECOMMENDATION FOLLOW-UP ACTION Tool H. Peer Exchange Workshop Recording Form

124 Using peer exchanges to improve the effectiveness of Strategic Highway Safety plans • Welcome Letter from Leadership – Purpose – Participants’ Expectations & Role – Outcome Expectations • Agenda • Facilities Map • Housekeeping Items • Participant Roster • SHSP Team Roster • Peer Exchange Steering Committee Roster • Peer Exchange Planning Committee Roster • Crash Data Facts Sheets • SHSP Emphasis Areas • Suggested Countermeasures • Workshop Topics & Supporting Documentation • Breakout Room Assignments • Event Evaluation Form Note Pad & Pen• Tool I. SHSP Peer Exchange Participants’ Packet Contents

Tools for Conducting peer exchange events 125 EVENT TEAMS EXPECTATIONS RESPONSIBILITIES MEMBERS CHAMPION Inspire others to follow their direction and vision. • Lead the State charge for increased highway safety initiatives • Support marketing and promotion of highway safety activities • Recruit partners and stakeholders • Relationship Management • Participate in the peer exchange event • Senior Government Officials • CEOs SENIOR MANAGEMENT Provide mission, vision, and tone of the event. • Participate in the peer exchange event • Encourage partners and staff to attend • Support those staff members who will be implementing the solutions and countermeasures learned from the peer exchange • The presence of top leadership is critical at the close-out meeting for the peer exchange • Senior Government Officials • CEOs • Safety Champions STEERING COMMITTEE Provide overall direction along with goals and objectives to the planning committee. • Resource availability • Executive-level support as needed • Interagency communications up and down the chain of command • Secure attendance by Senior State Officials • Identify gaps and target areas where improvement is needed • Participate in the peer exchange close-out meeting • Oversee & implement peer exchange recommendations, strategies, action items • State agency senior management • Regional USDOT leadership Tool J. Peer Exchange Responsibility Chart

126 Using peer exchanges to improve the effectiveness of Strategic Highway Safety plans PLANNING COMMITTEE The committee is responsible for overall planning, implementation, and follow-up action. It is crucial that the planning committee understands the goals and objectives for the event as well as the needs and roles of the participants. Budget Procurement Location Invitations Registration Agenda Speakers Content Materials Delivery Equipment Follow-up Close-out Meeting Report Preparation • State Safety Engineer • Governor’s Highway Safety Representative • Regional USDOT • Meeting Planner • Expert Facilitator • Law Enforcement • Dept. of Motor Vehicles • EMS • Education Representative • Advocacy Group Representative • SHSP Chairperson • Regional Safety Expert • IT Professional • Finance/Budget Representative • Communications Representative FACILITATORS Experience in various highway safety topics, good communications skills, and the ability to effectively moderate an open discussion while maximizing input and feedback. Manage breakout session Effectively communicate topic Keep audience on topic & focused Engage participant discussion Manage time constraints Present Workshop Summary • Highway Safety Professionals • USDOT Regional • Educators • Health Professionals • Law Enforcement • SHSP Partners • Consultants MODERATORS Manage flow and organization of main sessions and, as needed, breakout sessions. Manage logistics for main session Introduce speakers Facilitate Q&A sessions • • • • • • • • • • • • • • • • • • • • • • • • Manage time constraints • State Staff • Leadership • USDOT Regional • Consultants

Tools for Conducting peer exchange events 127 RECORDERS Capture vital content information related to recommendations, strategies, and action items for post-event follow-up. Keep copious notes at assigned sessions Organize and collate notes Assist facilitator with summary report State Staff Volunteers SHSP Partners Consultants SHEPHERDS Act as a liaison to guest speakers and VIPs. Meet and greet upon arrival Provide PX briefing Escort to session areas and special events Provide any logistical needs that may arise State Staff Volunteers SHSP Partners SUPPORT TEAM Support logistics prior to and during the event. They will need experience in presentation software, sound systems, and the specific technological equipment being used at the event. Communications (including media) IT & Audio Visual Equipment Room monitoring Resource materials Registration Procurement Finance Liaison for facilitators, presenters, and recorders On-scene office State Staff Volunteers SHSP Partners PARTICIPANTS Possess a passion for highway safety and a clear understanding of the expectations and role during the peer exchange. Passion for highway safety Understand goals and objectives Actively participate in discussions Prepared to share materials and ideas Make a significant contribution to the SHSP process • • • • • • • • • • • • • • • • • • • • • • Provide feedback on sessions and overall event • • • • • • • • • • • All

Abbreviations and acronyms used without definitions in TRB publications: A4A Airlines for America AAAE American Association of Airport Executives AASHO American Association of State Highway Officials AASHTO American Association of State Highway and Transportation Officials ACI–NA Airports Council International–North America ACRP Airport Cooperative Research Program ADA Americans with Disabilities Act APTA American Public Transportation Association ASCE American Society of Civil Engineers ASME American Society of Mechanical Engineers ASTM American Society for Testing and Materials ATA American Trucking Associations CTAA Community Transportation Association of America CTBSSP Commercial Truck and Bus Safety Synthesis Program DHS Department of Homeland Security DOE Department of Energy EPA Environmental Protection Agency FAA Federal Aviation Administration FHWA Federal Highway Administration FMCSA Federal Motor Carrier Safety Administration FRA Federal Railroad Administration FTA Federal Transit Administration HMCRP Hazardous Materials Cooperative Research Program IEEE Institute of Electrical and Electronics Engineers ISTEA Intermodal Surface Transportation Efficiency Act of 1991 ITE Institute of Transportation Engineers MAP-21 Moving Ahead for Progress in the 21st Century Act (2012) NASA National Aeronautics and Space Administration NASAO National Association of State Aviation Officials NCFRP National Cooperative Freight Research Program NCHRP National Cooperative Highway Research Program NHTSA National Highway Traffic Safety Administration NTSB National Transportation Safety Board PHMSA Pipeline and Hazardous Materials Safety Administration RITA Research and Innovative Technology Administration SAE Society of Automotive Engineers SAFETEA-LU Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users (2005) TCRP Transit Cooperative Research Program TEA-21 Transportation Equity Act for the 21st Century (1998) TRB Transportation Research Board TSA Transportation Security Administration U.S.DOT United States Department of Transportation